Exhibition space booking, booth installation and brand activation for the city of johannesburg at the 2026 back to the city international festival

Closing

• 01 October 2026 at 10:30.

Advert

• 23 September 2026.

Briefing or site inspection

• No compulsory briefing session is scheduled for this RFQ.
• Where a site inspection time is set, it must be strictly adhered to; no late arrivals are allowed.

Quotation validity

• Quotations remain open for acceptance for 30 days from the date of lodgement.

No compulsory briefing session is scheduled for this RFQ; the briefing details are marked n/a.

Where a site inspection time is set, it must be strictly adhered to, as no late arrivals will be allowed.

Enquiries

• Contact: Ntombizodwa Maluleke
• Department: Group Communications
• Email: [email protected]
• Telephone: not stated

Submission address

Group Head: Strategic Supply Chain Management

15th Floor Metro Centre

158 Civic Boulevard Street

Braamfontein

Quotation box

Sappi Building (reception)

48 Ameshoff Street

Braamfontein

Johannesburg

(opposite Food Lovers & Dischem)

Submission method

• Sealed envelope deposited in the quotation box at Sappi Building (reception), 48 Ameshoff Street, Braamfontein, Johannesburg (opposite Food Lovers & Dischem).
• Envelope must show the RFQ description, reference number, closing time and due date.
• Envelope must be addressed to the Group Head: Strategic Supply Chain Management, 15th Floor Metro Centre, 158 Civic Boulevard Street, Braamfontein.
• Quotations are opened at the Metro Centre address at the stated closing time.
• Closing time: 10:30 on 01 October 2026.

Returnable documents (all must be completed, signed and attached)

• Form A: Conditions of Quotation — acceptance of the City's quotation conditions.
• Form B: Specification.
• Form C: Form of Quotation and Form of Acceptance — the priced offer.
• Form D: Statement of Authorisation — proof that the signatory may bind the company.
• Form E (MBD 4): Declaration of Interest — discloses state service or relationships with the evaluating officials.
• Form F (MBD 8): Declaration of Tenderer's Past Supply Chain Management Practices.
• Form G (MBD 9): Certificate of Independent Bid Determination — no collusion or price disclosure.
• Form H: Declaration on State of Municipal Account.
• Form I: Article of Agreement under the Occupational Health and Safety Act, 1993.
• Form J (MBD 6.1): Preference Points Claim under the Preferential Procurement Regulations, 2022.
• Certified copy of the company registration document.
• Rates and taxes invoice for the company, or a certified lease agreement, or a lessor's affidavit certified by a Commissioner of Oaths or SAPS.
• Rates and taxes invoice for every director, or a certified lease agreement, or a lessor's affidavit certified by a Commissioner of Oaths or SAPS.
• Certified copy of a B-BBEE certificate or a sworn affidavit.
• Original tax clearance certificate or SARS one-time PIN.
• If applicable: SETA accreditation (training suppliers), health certificate (catering suppliers), CIDB registration (construction or building maintenance).

Disqualification risks

• Any form left unsigned or omitted.
• A false declaration on any Municipal Bidding Document.
• Correction fluid used on any price; corrections must be crossed out in ink and initialled.
• Quotation deposited in the wrong box; the City accepts no responsibility for this.
• Failure to initial every page of the quotation.
• Price changes after the closing date and time.

Compulsory documents to be attached to the quotation

• Certified copy of the company registration document.
• Rates and taxes invoice for the company, or a certified copy of a lease agreement, or a lessor's affidavit certified by a Commissioner of Oaths or SAPS.
• Rates and taxes invoice for all directors, or a certified copy of a lease agreement, or a lessor's affidavit certified by a Commissioner of Oaths or SAPS.
• Form H: Declaration on State of Municipal Account.
• Form E (MBD 4): Declaration of Interest.
• Form J (MBD 6.1): Preference Points Claim Form under the Preferential Procurement Regulations, 2022.
• Form F (MBD 8): Declaration of Tenderer's Past Supply Chain Management Practices.
• Form G (MBD 9): Certificate of Independent Bid Determination.
• Form A: Conditions of Quotation.
• Form C: Form of Quotation and Form of Acceptance.
• Form D: Statement of Authorisation.
• Form I: Article of Agreement under the Occupational Health and Safety Act, 1993.
• Certified copy of a B-BBEE certificate or sworn affidavit.
• Original tax clearance certificate or SARS one-time PIN.
• If applicable: SETA accreditation for training suppliers, health certificate for catering suppliers, CIDB registration for construction or building maintenance.
• All price alterations must be signed for, and the quotation must be signed.

Preference point system

• 80/20 system, applied to quotations above R30 000,00 up to a maximum of R750 000,00 VAT inclusive, under the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations, 2022 and SCM practice notes 02/2023 and 01/2024.
• Price: 80 points.
• Specific goals: 20 points maximum.

Specific goals allocation

• Business owned by 51% or more Black Youth: 5 points.
• Business owned by 51% or more Black People: 5 points.
• Enterprise located within the City of Johannesburg Metropolitan Municipality: 10 points.

Evidence for goal claims

• Black Youth and Black People ownership: CSD report, valid B-BBEE certificate or sworn affidavit, ID copies of the owner(s) and a shareholders certificate.
• Johannesburg location: CSD report and proof of municipal account.

Other evaluation points

• Quotation validity: 30 days.
• Prices are evaluated VAT exclusive.
• Failure to submit the proof required for a goal claim means those preference points are not claimed.
• The City may require a bidder to substantiate any preference claim before or after adjudication.
• The lowest price or any quotation is not necessarily accepted; the City may accept the whole or any portion of a quotation.

Scope

• Book exhibition space, install and project manage an activation for the City of Johannesburg brand at the 2026 Back to the City International Festival.

Deliverables

• Booking of stall (external space): a branded 5 x 5m activation zone within the festival grounds, with erection and installation of the exhibition booth. Quantity: 1.
• Instant photo booth producing printable and digital pictures, with various Joburg iconic site backgrounds branded with the CoJ logo, event name and date. Quantity: 1.
• Photo qualification mechanism: a person must complete basic contact details online, including an email address, and become a follower or friend on CoJ social media platforms before taking a picture.
• Data collection app capturing basic demographic information.
• Live social media updates from the booth, streaming snippets on Instagram or TikTok and tagging the City's official pages. Quantity: 1.
• Community engagement through ticket giveaways: supply the City of Johannesburg with 40 general access tickets for a competition on the City's official social media channels.
• Media and publicity benefit: purchase 60 individual general tickets for use as giveaways on the City's corporate social media channels. Quantity: 60.

Supporting evidence

• Bidders must attach a portfolio of evidence showing examples of similar previous work.

Service providers must attach a portfolio of evidence containing examples of similar previous work done.

Pricing schedule (Form C) — all prices quoted exclusive of VAT.

Line items

• Branded 5 x 5m activation zone within the festival grounds, including erection and installation of the exhibition booth — quantity 1.
• Purchase of 60 individual general tickets for giveaways on the City's corporate social media channels — quantity 60.
• Instant photo printed and digital version sent by email, pictures branded with City landmarks as backdrop with CoJ logo, event name and date, plus a data collection app capturing basic demographic information — quantity 1.
• Live social media updates from the site tagging City of Johannesburg — quantity 1.

Totals

• Total price excluding VAT.
• Management fee at 15% maximum.
• Grand total excluding VAT.

Declarations required on the form

• Whether the quoted price remains firm for 30 days, and if not, the stated validity period.
• Whether the price is subject to a 2.5% settlement discount.
• Whether the tender price is firm until completion of the order or work; if not, the cost factors for price increases or decreases (material, labour, transport, profit, other) with the percentage index figure and base date, totalling 100.
• VAT registration status and VAT number, vendor number, and the signature of the person authorised to sign quotations.

Pricing format

• Prices quoted exclusive of VAT, in South African rand.
• Suppliers not registered for VAT are treated as non-VAT vendors.
• Pricing schedule items: branded 5 x 5m activation zone and booth installation (qty 1); 60 individual general tickets (qty 60); instant photo booth, branded pictures and data collection app (qty 1); live social media updates (qty 1).
• Management fee: 15% maximum.
• Grand total quoted excluding VAT.

Price firmness

• Prices must be firm, subject only to statutory changes in VAT and customs or excise levies.
• No price increases will be considered, and no price changes are allowed after the closing date and time.
• Bidders must state whether the quoted price remains firm for 30 days, whether the price is subject to a 2.5% settlement discount, and whether the price is firm until completion of the order or work.
• If prices are not firm, the bidder must submit the cost factors for price increases or decreases (material, labour, transport, profit, other) with the percentage index figure and base date, totalling 100.

Other financial conditions

• Prices must include delivery charges, and goods must be delivered to the address on the quotation page.
• The successful company must provide labour for off-loading and delivery.
• Where prices depend on the exchange rate, forward exchange rate cover must be taken out within 14 days after an order is placed and proof submitted with the invoice; otherwise the contract price adjustment will not be accepted and the contract may be cancelled.
• No goods may be delivered or services rendered before an official purchase order has been issued and accepted.
• Quantities are given in good faith; the City may increase or reduce quantities within the SCM Policy threshold for quotations.
• No bid security or performance guarantee is required.

Registration

• Bidders must be registered on the Central Supplier Database (CSD).
• Bidders must also be registered and accredited on the City of Johannesburg supplier database before quoting, and must record the vendor number on the cover page. The City deals only with registered and accredited suppliers on its database.

Tax

• A valid tax clearance certificate or the company's SARS PIN must be submitted.
• Where it is not submitted, the City may request it within seven (07) days of notification.
• No contract may be awarded to a person or entity that has not submitted a valid tax clearance certificate or SARS PIN.
• Each party to a consortium or joint venture must submit a separate tax clearance certificate or SARS PIN.

B-bbee

• A certified copy of a B-BBEE certificate or a sworn affidavit must be attached.
• The City conducts business with entities that comply with the Codes of Good Practice on B-BBEE as published by the Minister of Trade and Industry.

Municipal accounts

• A bid is rejected if municipal rates, taxes or service charges owed by the bidder or any director to any municipality or municipal entity are in arrears for more than three months (Form H).
• Municipal accounts for the company and all directors, not older than three months, must be attached.

Other compliance

• All pages of the quotation must be initialled.
• The recommended bidder will be subjected to a vetting process.
• The successful bidder must comply with the Occupational Health and Safety Act and its regulations.
• Copyright in documents produced and patent rights or ownership in anything designed under the contract vest in the Municipality.
• The City reserves the right to cancel and re-issue the quotation.

B-bbee

• A certified copy of a B-BBEE certificate or a sworn affidavit must be attached to the quotation.
• The City of Johannesburg conducts business with entities that comply with the Codes of Good Practice on B-BBEE as published from time to time by the Minister of Trade and Industry.
• B-BBEE evidence supports the specific goal claims for Black Youth and Black People ownership under the 80/20 preference point system.

Occupational health and safety

• The successful bidder must comply with the Occupational Health and Safety Act, 1993 and its regulations.
• Form I (Article of Agreement in terms of the Occupational Health and Safety Act, 1993) must be concluded between the City of Johannesburg as Employer and the contractor.
• Under Form I the contractor must familiarise its officials and employees with the Act and regulations, accepts sole liability for compliance, and must report to the Employer any investigation, complaint or criminal charge arising from work performed under the agreement.
• The Employer may inspect the contractor's site, premises or records and may remedy any default at the contractor's cost.

Conditions of quotation (Form A)

• Quotations remain open for acceptance for 30 days from the date of lodgement.
• No price increases will be considered, and no price changes are allowed after the closing date and time.
• Prices must be quoted in South African rand and exclusive of VAT; non-VAT-registered suppliers are treated as non-VAT vendors.
• Prices must be firm, subject only to statutory changes in VAT and customs or excise levies.
• Prices must include delivery charges, and the successful company must provide labour for off-loading and delivery.
• Quantities are given in good faith; the City may increase or reduce quantities within the SCM Policy threshold for quotations.
• All purchases are made through an official purchase order; no goods may be delivered or services rendered before an official purchase order has been issued and accepted.
• Where prices depend on the exchange rate, forward exchange rate cover must be taken out within 14 days after an order is placed; otherwise the contract price adjustment will not be accepted and the contract may be cancelled.
• Orders must be executed strictly in accordance with the accepted specification and within the quoted delivery period.
• Copyright in documents produced and patent rights or ownership in anything designed under the contract vest in the Municipality.
• The City reserves the right to cancel and re-issue the quotation.
• A false declaration on a Municipal Bidding Document may lead to automatic disqualification.
• The recommended bidder will be subjected to a vetting process.

General requirements

• Every form in the RFQ pack must be signed, failing which the RFQ is disqualified.
• Bidders must register as suppliers or service providers on the City of Johannesburg supplier database before quoting and record the vendor number on the cover page; the City deals only with registered and accredited suppliers on its database.
• A valid tax clearance certificate or the company's SARS PIN must be submitted; where it is not submitted, the City may request it within seven (07) days of notification, and no contract may be awarded without it.
• Each party to a consortium or joint venture must submit a separate tax clearance certificate or SARS PIN.
• The recommended bidder will be subjected to a vetting process.
• All pages of the quotation must be initialled.

Preference point system

• 80/20 system, applicable to quotations above R30 000,00 up to R750 000,00 VAT inclusive, under the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations, 2022 and SCM practice notes 02/2023 and 01/2024.
• Price: 80 points.
• Specific goals: 20 points maximum.

Specific goals

• Business owned by 51% or more Black Youth: 5 points.
• Business owned by 51% or more Black People: 5 points.
• Enterprise located within the City of Johannesburg Metropolitan Municipality: 10 points.

Evidence required for claims

• Black Youth and Black People ownership: CSD report, valid B-BBEE certificate or sworn affidavit, ID copies of the owner(s) and a shareholders certificate.
• Johannesburg location: CSD report and proof of municipal account.

Other

• Quotation validity: 30 days.
• Prices are evaluated VAT exclusive.
• Preference points not supported by the required proof are treated as not claimed.