Supply and delivery of event equipment for chief albert luthuli walk and fun run 2026

Closing date and time: 24 June 2026 at 11h00. No briefing session is scheduled.

For enquiries, contact the SCM Officer at [email protected] before the closing date.

Submit 1 soft copy of the completed RFQ via email to [email protected] by 24 June 2026 at 11h00. Hand-delivered proposals will NOT be accepted. Late or incomplete submissions will be disqualified. Required returnable documents: Central Supplier Database (CSD) Full Registration Report, Pricing Schedule/Quotation on company letterhead, Valid SARS Tax Pin, BBBEE Affidavit/Certificate, CIPC Registration Documents, Director(s) Certified ID Copy, Proof of Business Address (within Ilembe District Municipality), Public Liability Insurance, SBD 4 (Bidder Declaration), SBD 6.1 (Preferential Procurement Claim Form), and General Conditions of Contract (GCC) with each page initialled. The RFQ must be completed, signed, and all pages initialled by an authorised company representative.

Mandatory criteria (failure = elimination): Valid SARS Tax Pin, BBBEE Affidavit/Certificate, Recent CSD Full Registration Report, CIPC Registration Documents, Company Director's Certified ID Copy, Proof of Business Address within Ilembe District Municipality, Public Liability Insurance, and all SBD Forms with GCC. Evaluation: 80/20 system - 80 points for price, 20 points for specific goals (10 pts for 100% Black ownership, 4 pts for 51%+ Women ownership, 4 pts for 100% Youth ownership, 2 pts for Disabled ownership).

Supply and deliver hired equipment for the Chief Albert Luthuli Walk and Fun Run 2026 at Groutville Market Grounds, KwaDukuza. Requirements: 1x 5m x 5m outdoor stage (elevated, with side stairs, black curtain draping, and covered top) – must be constructed by 24 July 2026 at 13h00. Service provider must possess a Safety Certificate for the stage structure and comply with Occupational Health and Safety measures. 1x sound system (speakers for large ground, USB-compatible mixer, 2x roving microphones, technician included) – on site 25 July 2026 from 06h00, operational from 07h30 to 16h00. 1x DJ service (specialist playing popular music on site from 07h30 to 16h00, using provided sound system). 1x large jumping castle with slide – delivered and constructed by 25 July 2026 at 07h00, operational until 14h00. 1x face painter with all essential face paints – on site 25 July 2026 at 07h00, operational from 07h30 to 14h00.

Submit a pricing schedule/quotation on company letterhead. The RFQ must remain valid for 90 days from the closing date. Specify: Delivery address (Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450), delivery period after order receipt, whether the delivery period is fixed, whether prices are fixed, and whether the quote strictly adheres to the specification. The authorised company representative must sign and date the quotation, binding the price for the stipulated period.

Mandatory compliance documents: CSD Full Registration Report (registration required prior to submission per National Treasury Circular 4A of 2016/17), Valid SARS Tax Pin, BBBEE Affidavit/Certificate, CIPC Registration Documents, Director(s) Certified ID Copy (not older than 3 months), Proof of Business Address (must be within Ilembe District Municipality), Public Liability Insurance, SBD 4 (Bidder Declaration of Interest), SBD 6.1 (Preferential Procurement Claim Form), and General Conditions of Contract (GCC) with each page initialled. Failure to submit any mandatory document will result in disqualification.

The appointed service provider must possess a Safety Certificate for the stage structure. Occupational Health and Safety (OHS) measures must be strictly adhered to for all equipment and services provided, particularly for the stage construction and jumping castle operations.

Contract terms are governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC). Key clauses include: Payment within 30 days of invoice submission; prices must remain fixed unless adjusted per SCC; contract amendments require written agreement; supplier cannot assign obligations without purchaser’s consent; subcontracts must be notified in writing. Delays may incur penalties calculated at the current prime interest rate per day. Termination for default or insolvency is possible, with potential restrictions from public sector business for up to 10 years. Disputes are resolved via mediation or South African courts. Contracts are interpreted under South African law and must be in English. Suppliers are liable for taxes, duties, and insurance. Force majeure events may exempt suppliers from penalties. Warranty period is 12 months post-delivery. Suppliers must indemnify the purchaser against patent or trademark infringement claims.

Evaluation occurs in two stages: Stage 1 (Mandatory Criteria) and Stage 2 (Price & Specific Goals). Bidders failing any mandatory criterion will be eliminated. Mandatory criteria: Valid SARS Tax Pin, BBBEE Affidavit/Certificate, Recent CSD Full Registration Report, CIPC Registration Documents, Director’s Certified ID Copy, Proof of Business Address, Public Liability Insurance, and Standard Bidding Documents (SBD 4, SBD 6.1, GCC). Stage 2 uses the 80/20 preference point system: 80 points for price (lowest acceptable bid scores highest) and 20 points for specific goals. Specific goals and points: 100% Black Equity Ownership (10 points), 51%+ Women Equity Ownership (4 points), 100% Youth Equity Ownership (4 points), Disabled Ownership (2 points). Points are cumulative if criteria are met. Proof required: Certified ID copies of directors (not older than 3 months), CIPC documents, and shareholder certificates. Non-HDP-owned enterprises receive 0 points for specific goals.