RFQ for events coordinator: izi women's day event on 08 august 2026

• Closing date and time for submission: 07 July 2026 at 11:00.
• Date issued: 30 June 2026.
• Event date: 08 August 2026.

• Submission and general enquiries: Email [email protected] and [email protected].
• Technical enquiries: Contact Aviwe Rasmeni via [email protected] or Namhla Moyeni via [email protected].
• Additional contact: Seboko Bolofo via [email protected].
• Event venues: Castle of Good Hope (Corner of Castle, Darling and Buitenkant streets), Company Gardens (1 Government Avenue), Old Town House (149 Longmarket Street, Cape Town, 8001).

• Submit your quotation and all supporting documents via email to [email protected] and [email protected] by 11:00 on 07 July 2026.
• Ensure your submission is complete and received by the deadline. Late submissions will be disqualified.
• Do not alter the tender document except to fill in your details and price. Any other alterations will disqualify you.
• You must be registered on the Central Supplier Database (CSD) and have a compliant tax status. Failure to provide proof will lead to disqualification.
• Include all mandatory documents: CSD report, tax verification PIN, detailed pricing structure, and a valid B-BBEE certificate or sworn affidavit.
• Ensure your bid is independent and free from collusion. Complete SBD 4 and SBD 6.1 declarations truthfully; false declarations may lead to disqualification and legal action.
• The lowest or only quotation may not necessarily be accepted. Iziko reserves the right to accept or reject any quotation and withdraw the request at any time.

(MAAA............Number) Quote Price (Incl Vat)

• The 80/20 preference point system applies: 80 points for price, 20 points for specific goals.
• Price points are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is your price and Pmin is the lowest acceptable tender price.
• Specific goals points are awarded for B-BBEE status based on black ownership:

• 50% or more black ownership: 20 points.
• Less than 50% black ownership: 10 points.
• 0% black ownership: 0 points.

• Submit proof of B-BBEE via certificate, company registration, identification, and CSD report.
• Failure to submit required documentation means no points for specific goals are claimed.
• Additional award criteria may include risk of fruitless expenditure, abnormally low bids, material irregularities, litigation history, and poor past performance.
• Disqualification triggers: late submission, incomplete or incorrect documents, non-compliance with CSD or tax requirements, false declarations, alterations to tender documents, or listing on the Register for Tender Defaulters.

• Scope: Coordinate and execute a Women's Day event on 08 August 2026 across three venues: Company Gardens (Wellness Experience 09:00–10:30), Castle of Good Hope (Long Table Conversation 12:00–15:00), and Old Town House (Evening Concert 18:00–21:00).
• Event 1 (Wellness Experience): Appoint a fitness trainer, procure 50 yoga mats, provide PA system (2 microphones), 50 branded sport water bottles, photography/videography, and coordinate graphic designer payment.
• Event 2 (Long Table Conversation): Provide venue décor, coordinate and pay 4 speakers, PA system (4 microphones), 50 gift packs for guests, 4 gift packs for speakers, and photography/videography.
• Event 3 (Evening Concert): Appoint and administer MC, beverage services, and 3 artists/groups. Provide sound systems, full live band equipment, onsite technical support, stage lighting, power supply (generator – 30 amps/4.2 KW max), high-quality PA system (brands like JBL, EV, QSC or equivalent), monitors, 5 cordless mics, stage (min 8m x 6m, height 2m-3m), and videography.
• Additional requirements: Access control with 270 wristbands, 4 event security personnel with grade D PSIRA certification, guest management services, and graphic design coordination.
• Equipment standards: PA system must be high-quality with no buzz/hum; camera gear must shoot 4k (e.g., Sony A7 III or Canon R5 Mk2) with premium lenses and microphones.

• The event coordinator must be suitably qualified and experienced to manage a Women's Day event across three heritage sites.
• Experience in coordinating wellness sessions, dialogues, and concerts is implied.

• Provide a detailed cost schedule including: speaker/artist coordination (4), venue décor (2), guest management (4 ushers/waiters for 6 hours), photography/videography (7.5 hours), fitness trainer (1.5 hours), 50 yoga mats, 50 branded water bottles, PA systems (2 mics for events 1-2, 4 mics for event 3), graphic design coordination, sound system for 150 people, gift packs (54), wristbands (270), and security services (4).
• Include subtotal, VAT at 15%, and total inclusive of VAT.

• Provide a detailed pricing structure with full cost breakdown, inclusive of VAT, disbursements, and escalations.
• Use the cost schedule summary as a guide, including items like speaker/artist coordination (4), venue décor (2), guest management (4 ushers/waiters for 6 hours), photography/videography (7.5 hours), fitness trainer (1.5 hours), 50 yoga mats, 50 branded water bottles, PA systems (2 mics for events 1-2, 4 mics for event 3), graphic design coordination, sound system for 150 people, gift packs (54), wristbands (270), and security services (4).
• Clearly indicate subtotal (excluding VAT), VAT at 15%, and total including VAT.
• Price is a key factor for value for money.

• Mandatory documents: Central Supplier Database (CSD) report with supplier number, tax status verification PIN with registration number, detailed pricing structure, and valid B-BBEE certificate or sworn affidavit.
• B-BBEE preference points: Awarded based on black ownership (50% or more = 20 points, less than 50% = 10 points, 0% = 0 points). Submit proof via B-BBEE certificate, company registration, identification, and CSD report.
• Declarations required: Complete SBD 4 (bidder's disclosure) and SBD 6.1 (preference points claim form) truthfully. Disclose any state employment, relationships with procuring institution, or interests in other enterprises.
• Ensure no listing on the Register for Tender Defaulters or List of Restricted Suppliers. Confirm no fraud/corruption convictions in the past five years and no conflicts of interest.
• Non-compliance with specifications, incomplete documents, late submission, or non-registration on CSD may lead to disqualification.

• B-BBEE points are awarded for black ownership: 50% or more = 20 points, less than 50% = 10 points, 0% = 0 points.
• Submit proof via B-BBEE certificate, company registration, identification, and CSD report.

• Ensure safety during event execution, including access control and patron management.
• Provide 4 event security personnel with grade D PSIRA certification for the concert.

• No specific environmental requirements stated.

• The proposal and appended documentation form the basis for a formal contract to be negotiated with the preferred service provider.
• A mere offer and acceptance does not constitute a contract.
• If awarded, you may be required to furnish documentary proof to support preference claims.
• Fraudulent claims or failure to fulfil contract conditions may lead to disqualification, cost recovery, contract cancellation, restriction from public sector business for up to 10 years, and criminal prosecution.

• Iziko reserves the right to reject any quotation and withdraw the request at any time.
• Additional award criteria include risk of fruitless expenditure, abnormally low bids, material irregularities, litigation history, and poor past performance.

• Complete all declarations (SBD 4, SBD 6.1) truthfully, disclosing state employment, relationships, and other interests.
• Ensure no conflicts of interest and compliance with all tender specifications.

• Same as standard evaluationCriteria field.