How will bids be evaluated?

{ "mandatory": [ "Registered legal entity (CIPC or equivalent).", "Valid SARS Tax Clearance Certificate.", "No listing on **National Treasury’s Register for Tender Defaulters**.", "Compliance with **BBBEE requirements** (specific goals for women, youth, HDI, and Free State-based companies).", "Minimum **70% score in functionality assessment** to proceed to price evaluation.", "Submission of **all required documents** (missing documents may lead to disqualification)." ], "preferential": [ "Free State-based companies (**10 points**).", "Women-owned businesses (**4 points**, scaled by ownership percentage).", "Youth-owned businesses (**4 points**, scaled by ownership percentage).", "Historically Disadvantaged Individuals (HDI) ownership (**2 points**)." ], "technical": [ "Proven experience in **event management** (appointment letters/purchase orders for projects valued **R250K–R1M** in the last 3 years).", "Financial stability (audited financial statements required).", "Operational capacity to handle **multiple event types** (sports, culture, conferences, etc.).", "Ability to provide **logistical support** (e.g., marquees, sound systems, catering, security)." ] }

Events Management Panel – Free State Government Tender (36 Months)

Appointment of events management service providers to be on panel of the department of sport, arts, culture and recreation for a period of thirty - six (36) months

{"closingDate":"26 JUNE 2026","closingTime":"11H00","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"tend, because this meeting provides a direct\",\"is_compulsory\":false}"}

• Must submit a valid RFB (request for bid) response • service providers must specialise in events management • panel appointment duration: 36 months

Appointment of events management service providers to be on panel of the department of sport, arts, culture and recreation for a period of thirty - six (36) months

{"closingDate":"26 JUNE 2026","closingTime":"11H00","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"tend, because this meeting provides a direct\",\"is_compulsory\":false}"}

• Must submit a valid RFB (request for bid) response • service providers must specialise in events management • panel appointment duration: 36 months

{"name":null,"email":"[email protected]","phone":null,"department":"on the basis that its bid was disadvantaged by lack of","address":"AY, 26TH JUNE"}

The nature of service the Department enters with the successful bidder is based on the price offered and

accepted for the contract duration. If prices increase due to external environmental factors, such as Industry

factors in relation to an increase in international prices.

32. Scope of work and deliverables

The scope of work shall broadly include but not limited to the following:

32.1 Conceptualisation of the Event

32.1.1 The event management company will be responsible for conceptualisation and assessment of

type and magnitude of the event in consultation with the Department

32.1.2 Marketing Branding and Communication. This task will include:

32.1.2.1 Finalisation of event with all the sub-activities of the events;

32.1.2.2 Preparation of detailed activity plans and schedule finalisation of appropriate dates, venue

and logistics;

32.1.2.3 Protocols, safety, and security measures including COVID-19 protocols.

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32.2 Complete solution to the various aspects of the event

This task will include various arrangements for events. Providing all the necessary arrangements for events

and sub parts of events in terms of human resources, services and equipment. The Company will assess

all such requirements and provide the assessed items for the events.

32.3 Designing, layout, performance and sitting plans

The Company will design, plan, and execute all the physical attributes of the events such as sitting

arrangements, stage, performance areas, circulation, venues etc.

33. Logistical requirements

Provide logistical arrangements for the Department of Sport, Arts and Culture events. Logistical arrangements

may involve the following services and facilities but are not limited to:

(a) Sound (indoor/outdoor)

(b) Audio-visual screens.

(d) Staging as per the technical riders.

(e) Tents/marquees.

(f) Shaded stages / raised platforms.

(g) Lecterns.

(h) Chairs.

(i) Tables

(j) Water (bottles or sachets).

(k) Public Address System (PA system).

(l) Standby technical assistance.

(m)Power generator(s).

(n) Climate control, e.g., heating and cooling.

(o) Portable chemical toilets.

(p) Trailer toilets

(q) Clearing and cleaning of the site (before and after).

(r) Signage.

(s) Sufficient number of safe parking.

(t) Exhibition facilities.

(u) Catering.

(v) Site plans/layout.

(w) Crowd control barriers.

33.1 The service provider may expect to provide either all of the above in an event or a selection of the above.

33.2 Pictures of all implemented logistics should be submitted to the department representative after the

event and department official will do due-diligence and occurrence for all events organized by the

department, and

33.3 Must ensure the activation of the Joint Operations Centre for all events and provide safety certification

for all infrastructure erected for the event.

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34. Cultural programme at local, district, provincial, national and international

Events

34.1 It will be required of the events management company to appoint an artistic director for some events.

34.2 The artistic director must:

34.2.1.1 Develop the cultural program for approval by the Department for the event(s).

34.2.1.2 Provide a recommended line up to suit the type of event and to achieve the objectives of the

Department of Sport, Arts and Culture.

34.2.1.3 Co-ordinate the performance of these artists and groups on the day of the event.

34.2.1.4 Be the liaison body between the Department and the artists before and after the event.

34.2.1.5 Ensure proper catering arrangements are made for the cultural groups.

34.2.1.6 Handle all contracts, bookings, EFT payments and other administrative issues related to the artists

performances. It will be required of the service provider to pay cultural groups upfront 50% where

applicable and the balance immediately after its performance.

34.2.1.7 Ensure the provision of dressing rooms for artists.

34.2.1.8 Book rehearsal venues in contact with the department representative.

34.2.1.9 Ensure catering is provided.

34.2.1.10 Ensure that rehearsals for all cultural groups takes place the day before the event and all

participants in the programme should take part in the rehearsals.

34.2.1.11 A schedule of rehearsals should be provided to the Department.

34.2.1.12 Appoint a stage manager to co-ordinate the performances.

34.2.1.13 Profiles and CDs / DVDs of suggested artists should be provided to the Department to allow for

an informed decision at all times.

34.2.1.14 The appointed company should be able to accommodate suggested changes to the line- up at

all times

34.2.1.15 Provide all technical requirements for cultural groups as per their technical riders in all cases.

34.2.1.16 Be able to put together a Film Festival, Theatre production, Dance festival, Visual arts exhibition,

Craft exhibition, and any other exhibition on behalf of department when required.

34.2.1.17 Ensure appropriate stipends, and catering arrangements are made for the participating creatives

(crafters, designers, visual artists).

32.2.1.18 Handle all contracts, bookings, EFT payments and other administrative issues related to the

creative participants. It will be required of the service provider to pay creative participants upfront

50% of agreed upon participation fee where applicable and the balance immediately after the

event.

32.2.1.19 Ensure that all required material and equipment are in place for the building of the exhibition, e.g.,

exhibition displays, easels, mannequins, etc.

32.2.1.20 Appoint a curator and/or exhibition designer to install the exhibition.

32.2.1.21 Appoint assistants and other casual personnel to assist build up and break down the exhibition.

32.2.1.22 Assist with the sourcing of product for exhibition – purchase and/or hire

32.2.1.23 Arrange packaging (e.g., boxing and crating), and actual packing of exhibition product for freighting.

32.2.1.24 Arrange for the freighting and insurance of exhibition product.

32.2.1.25 Take charge of all the necessary liaison with regard to the festival and exhibition and the chosen

production.

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32.2.1.26 Provide a list of proposed productions with synopses to department for approval within the specified

period and often at short notice. Screening and rehearsals of the productions are regarded as an

integral part thereof.

32.2.1.27 Manage the programming for the event.

32.2.1.28 Source, book, liaise and pay for venues where the festival and exhibition will be held.

32.2.1.29 The involvement of external representatives may happen. However, departmental representative

is still the central point of contact.

32.2.1.30 The Department will give approval of the final line-up to ensure that it is relevant and consistent to

the theme of the event.

32.2.1.31 Royalty costs should be included at all times for any cultural performance, sound and stage costs.

32.2.1.32 A figure of approximately 10% should be budgeted from the cultural performance fees only and

transferred to the relevant organization that handles music rights on behalf of the Department.

32.2.1.33 Proof of payment should be provided to the department to support the payment

35. Catering

35.1 Invited Guests (VIP)

Service Provider must:

35.1.1 Organise and provide catering for invited guests at events. Catering will either consist of a buffet

meal, a formal sit down with a plated meal or a cocktail menu.

35.1.2 Take responsibility for co-ordinating the catering for invited guests; performing groups and local

community guests at events of the Department where the services are required.

35.1.3 The service provider must take cognizance of all food safety requirements as per the

legislation from Department of Health and submit the health certificate (catering) as when

required.

35.2 Community /Public catering:

35.2.1 Organise and provide catering in the form of food packs for all working staff, members of the public

and media representatives on the days of events. It will either consist of food packs or a separate

buffet area where a meal can be served.

35.2.2 The service provider may be required to provide catering on days leading up to the event including

rehearsals.

35.2.3 The service provider will be required to provide for public catering.

35.2.4 The food packs and public catering should be distributed at the venue where the event will take

place.

35.2.5 Proper plans should be in place for this purpose.

35.2.6 Under certain circumstances it may be required of the service provider to make use of fast-food

outlets

35.2.7 The service provider must take cognizance of all food safety requirements as per the legislation from

Department of Health and submit the health certificate (catering)

35.2.8 The service provider should as much as possible cater for all dietary requirements.

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36. Refreshment services during catering:

36.1 The service provider must organise bottled water or other soft drinks for invited guests in the invited guests

seating area during all the events.

36.2 Organise and provide bottled water and cool drinks for invited guests during all meals at all events. This

service may also be extended to members of the public attending an event of the Department.

36.3 The service provider should ensure that a proper refreshments service is made available to the Department

at each event.

37. Catering equipment:

37.1 The service provider should provide catering equipment for venues where kitchen facilities are not available.

37.2 The service provider must ensure that the electrical equipment is in full working condition and

37.3 The service provider must be able to provide back-up in the form of generators when necessary

38. Branding at Local, District, National and International Events

38.1.1 The service provider may be required to source and produce conventional event branding items

such as: Speaker scrims, backdrops, banners, directional signage, banners.

38.1.2 The service provider may be required to provide assistance with putting up branding at

Departmental events, whether it is Provincial or Nationally as per the event organizer discretion.

38.1.3 Provide for electronic accreditation, branding and marketing material when required to do so.

39. Liaison

39.1 Make contact with all stakeholders that may be involved in the events of the Department and the

delegated official (s)in making sure that the event is managed in accordance with sound events

management standards.

39.2 Liaison with all the service providers on site on the days of the event.

39.3 Ensure that the department representative is constantly informed of planning and that there is close co-

operation with the delegated official(s) on days of the events.

39.4 Presentations on progress should be made by the Events Management company when called to do so.

39.5 One point of entry into the department will be applied. Approvals and direction is only given by the

department representative only.

39.6 Liaison is therefore only between the service provider and the delegated department representative(s) and

39.7 Presentations on progress should be made by the Events Management company when called to do so.

40. Photographer and videographer at local, district, national and international

Events

40.1 The service provider may be required to provide a photographer and a videographer at departmental

events, whether it is provincial or nationally as per the department official’s prerogative.

40.2 It may be required of the photographer and videographer to be present at the event being organized on

behalf of the department.

40.3 The branding will be placed according to a branding plan provided by the department and will be in line

with the Marketing and PR plan for the event.

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41. Interpreters, interpreting equipment, transcription, translation and

Rapporteurs

41.1 The service provider will be expected to ensure that consecutive and simultaneous interpreting is

available at any department-organized event or where the need arises.

41.2 The service of rapporteurs and note-taking may be required from companies for specific conferences and

workshops.

41.3 The service provider shall source the provision of all necessary equipment, such as microphones, booths,

headsets, etc., for interpreting in multiple venues.

41.4 The service provider will ensure that the equipment provided is appropriate and technologically advanced

and must provide a picture or proof thereof at the time of quotation.

41.5 Two interpreters per language should be provided at all times.

41.6 Sign Language Interpreters are also required.

41.7 Only Accredited interpreters should be used at all times.

41.8 Proof of accreditation to a professional body should be provided before the appointment.

41.9 The service provider may be required to translate certain documents for department events or where the

need arises, such as Conference Programmes.

42. Security

42.1 Arrange for and organize a private security company to secure and control event site(s) before, during and

after the events when required.

42.2 Appoint a safety officer at the appropriate level to activate the Joint Operations Centre (JOC) and liaise

with all security stakeholders at all events, e.g., State Security Services (SSA), the South African Police

Services (SAPS), VIP Protection Unit, Public Order Police Services (POPS) units, Traffic Police,

Emergency Medical Services (EMS), Ambulance Services and Fire Departments

42.3 Ensure that security plans are drafted and submitted to the department representative on time.

42.4 Implement the marshalling component of the event, which will include recruiting credible marshals,

briefing, training, and liaising with them at the event, and paying them immediately in cash after the event.

42.5 Application for the safety at Sports and recreation Events Act (SASREA).

43. Invitations, accreditation, and rsvps

43.1 Take responsibility for the Invitation of guests, compiling of RSVP lists, accreditation of guests, ushering

and seating of invited guests at all events. In most cases, the Events Management Company may only

work with the department representatives.

43.2 It will be required of the service provider to exercise strict control over the invitations, RSVP and

accreditation process.

43.3 The service provider may be required to manage the invitations, RSVP and accreditation of guests with a

live and online process.

43.4 Assist the Department in all aspects of protocol for all events of the Department.

43.5 Facilitate accreditation of artists where required.

44. Promotional items

44.1 The service provider may be required to provide for the design and production of a wide range of

promotional items. Promotional items should have a sport, arts and culture look and feel. The logo of the

Department should at all times appear on promotional items.

44.2 All material must be delivered to the venue where the promotional items are required, within the

specified time, before the event.

44.3 All unused material will remain the property of the department and must be returned to thedepartment.

44.4 The logo of the department may only be used for the sanctioned events or promotional items and for no

other purposes.

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45. Décor and Flower Arrangements

45.1 The service provider should ensure that all events are properly decorated with décor and flower

arrangements.

45.2 The department Corporate Identity manual will provide guidance on the décor application for the event.

46. Management and Monitoring

The Company shall be responsible for managing all the parts and sub parts of the event. The Company will

monitor and inform the Department on all the proceedings and updates on the events as and when required

by the Department Event Management Committee (EMC.)

47. Any other related services

The scope of work shall not be limited to the above-mentioned and any services required shall be furnished

by the Company on mutually agreed terms with the Department.

48. Project Duration

The duration of the engagement is from the date of appointment and close up report. The duration for the

services to be provided shall be for a period from signing of the contract.

49. Site visit / due diligence

Site visits will be conducted with appointed service providers to verify certain stated information or assumptions

and in this instance the bidder will be obliged to provide the DSACR with all necessary access, assistance

and/or information which the DSACR may reasonably request and to respond within the given time frame set

by the DSACR.

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50. Evaluation procedures and basis of selection

50.1 Evaluation procedures - methodology

The evaluation of bids will be divided into two (2) phases:

PHASE 1: Pre-qualification check

The pre-qualification check requires verification of compliance with:

(a) requirements as described in the bid document;

(b) Mandatory documentation – whether all required documentation and/or certification have been

included.

Note: No points are allocated to this phase; however, service providers not meeting the pre-qualification

requirements will not advance to the next phase of the evaluation process.

PHASE 2: Evaluation of proposals based on Functionality criteria:

This phase of the evaluation is conducted in two (2) stages. First, functionality will be assessed, and no bid

will be considered further unless the minimum 70% qualifying score/percentage for functionality has been

achieved, and all service provider score 70% and above will be expected to do presentation as a final stage

for inclusion in the panel.

PHASE 3: Evaluation of Price and Specific goals

Department of Sport, Arts, and Culture will source quotations for event management services from the service

provider who passes phase two (2), considered and approved to be on the list of panel.

Quotations will then be evaluated in accordance with the prescripts of the Preferential Procurement Policy

Framework Act (PPPFA) and the associated Preferential Procurement Regulations of 2022, which stipulate an

80/20 preference point system is applicable up to a rand value of R50 million (all applicable taxes included).

90/10 preference point system is applicable to all quotations above R50 million

Phase 3 will also consist of the calculation of points for the Specific goals, where 20 points will be awarded to

a bidder for attaining the goals set. The points will be awarded as per the table below:

Specific Goals ranges

Ownership Percentage Points to be scored

O%-50% : Zero points

51%-59% : 1 point

60%-75% : 2 points

76%-99% : 3 points

100% : full points (Woman and Youth)

SPECIFIC GOALS Number of Points

Free state-based company 10

WOMEN (ranges will apply as per PPR 2022) 4

YOUTH (ranges will apply as per PPR 2022) 4

HDI (Historical Disadvantaged Individuals) Black 2

owned

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50.2 The following evaluation method will be used;

50.2.1 After the closing date of the bid invitation, appointed evaluation committee members of the

Department and possibly other external experts (when necessary) will evaluate the bidders' bid.

50.2.2 The committee will individually or group engagement evaluate each bid proposal received against

the appointed criteria as provided for in the Preferential Procurement Policy Framework Act of 2000

(As amended).

50.3 Prospective bidders must note the following:

50.3.1 The department may request additional information, clarification or verification in respect of any

information contained in or omitted from the proposal. This information will be requested in

writing;

50.3.2 The department may conduct a due diligence on any Service provider, which may include

interviewing customer references or other activities to verify a Service provider’s information and

capabilities (Including visiting the Service provider’s various premises and/or sites to verify certain

stated information and in this instance the Service) provider will be obliged to provide department

with all necessary access and assistance;

50.3.3 The department may enforce whatever measures it considers necessary to ensure the

confidentiality and integrity of the contents of the Proposal;

50.3.4 Department will evaluate the Proposals with reference set and approved evaluation criteria

guided by the procurement policy as indicated.

50.3.5 Department reserves the right to appoint a specialist/consultant to assist in performing such

evaluations.

50.3.6 Service Provider(s) will be expected to do presentation as a final stage for inclusion in the panel

and inclusion of service provider into the panel does not guarantee project allocation

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50.4 Evaluation process

Phase 2: functionality and specific goals assessment:

Stage 1: Functionality

In Stage 1, the Service provider will be assessed on the basis of experience in a similar environment,

financial stability, operational capacity, and quality management standards.

Only Service providers scoring 70% and more will be considered for the Price in the next phase and

Specific goals criteria calculation

Functionality Criteria Evidence(Supporting Weights

Documents to substantiate

points claimed)

1 COMPANY EXPERIENCE: Provide Appointment Letters or

Appointment Letters or

Purchase Order. Purchase Orders as well as contactable client Reference

Reference Letter of the

Letters for the same Appointment Letters or Purchase same project

Orders.

All above documents must:

Be on the referees’ letterhead
Related to Event Management Services which your

company implemented

Be for the past three (3) years of service rendered

(2023-2025)

Have contact details and
Be signed

NB: Reference check will be conducted for the

submitted documents.

A) Appointment Letters or Purchase Orders and

Reference Letters provided to the value above MAXIMUM

R250 000 to R 1 000 000 (per project/event). POINTS = 30

Five (5) Appointment Letters or Purchase Orders and

Reference Letters provided to the value above R250 000

to R 1 000 000 = 30 Points

Four (4) Appointment Letters or Purchase Orders and

Reference Letters provided to the value of above

R250 000 to R 1 000 000 = 25 Points

Three (3) Appointment Letters or Purchase Orders and

Reference Letters provided to the value of above

R250 000 to R 1 000 000. = 20 Points

Two (2) Appointment Letters or Purchase Orders and

Reference Letters provided to the value of above

R250 000 to R 1 000 000. = 15 Points

One (1) Appointment Letter or Purchase Order and

Reference Letter provided to the value of above

R250 000 to R 1 000 000. = 10 Points.

Non-Submission = Zero (0)

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B) Appointment Letters or Purchase Orders and

Reference Letters provided to the value above R 1

000 000 (per project/event).

Two (2) Appointment Letters or Purchase Orders and

Reference Letters provided to the value of above R 1

000 000 = 30 Points

One (1) Appointment Letters or Purchase Orders and

Reference Letters provided to the value of above R 1

000 000 = 15 Points

Non-Submission = Zero (0)

NB: Bidders are permitted to submit in any of the above or

both categories (category A and B) with substantiating

documents as required

2 COMPANY PROFILE Evidence should be

Illustrating the Following: attached

Company History (2 Points)

MAXIMUM

Organisational Structure (2 Points)

Points = 10

Operating office (2 Points)
Equipment. (2 Points)
Vehicle/s (2 Point)

3 EXPERTISE:

Curriculum Vitae

Project Manager Level of experience (provide track record)

Certified Copies of

and qualifications in Event Management Services (Project Qualification MAXIMUM

Management, Marketing and Communication, Financial Certificates. POINTS = 30

Management, Events Administration and operations)

Minimum NQF level 6 and above

More than 10 years of experience = 30 Points

Between 5 to 10 years of experience = 20 Points

Below 5 years of experience = 10 Points

Maximum

Detaled methodology: points = 30

Event Management Project Plan (minimum of 5 pages)

Objective
Timelines

Budget and Resources 15

Venue and Logistics
Vendor and stakeholder Management
Risk Management Plan

Security Plan (Minimum of 2 pages) 5

Catering Plan (Minimum of 2 pages) 5

Marketing and Communication

eg.Social Media Management Expertise and Content

Creation Expertise Plan

(Minimum of 2 pages)

Total points for functionality 100

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50.5 Evaluation criteria

Total score is 100 points
If any item is not applicable to your company, indicate with “N/A”. No blank box is allowed
All Bidders are expected to score at least 70 Points at this stage.

Points achieved at this shall not be carried to the next stage
Those who will score 70% and above will be expected to do presentation as a final stage for inclusion in

the panel and inclusion of service provider into the panel does not guarantee project allocation

51. Technical characteristics

Minimum score required to succeed to the next level is 70 Points.
Suppliers achieving points below the set 70 Points shall be disqualified from further assessment.

52. Lobbying and canvassing

No lobbying and canvassing by tenderers in any form to staff member of the DSACR, for the purposes of

influencing the evaluation process and awarding of the tender, will automatically disqualify the tenderer from

the evaluation process and subsequent consideration.

53. Evaluation process and criteria

a. Criteria for preferential procurement shall be as stated as when in our bid documents:

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Sbd 1

Invitation to bid

You are hereby invited to bid for requirements of the (sport, arts, culture and recreation)

Bid number: SACREMS2026/27 closing date: 26 june 2026 closing time: 11h00

Appointment of events management service providers to be on panel of the department of sport,

Description arts, culture and recreation for a period of thirty - six (36) months

Bid response documents may be deposited in the bid box situated at (street address)

Zana building

34 corner hill and henry street

Bloemfontein

9300

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Mr MASISI CONTACT PERSON Mr RAMABULANA

Telephone number 066 474 7494 telephone number 083 707 0210

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration NO

Supplier compliance tax central

Status compliance or supplier

SYSTEM PIN: DATABASE No: MAAA

B-bbee status level tick applicable box] b-bbee status level sworn [tick applicable box]

Verification certificate affidavit

Yes No Yes No

[A b-bbee status level verification certificate/ sworn affidavit

Are you the accredited

Representative in south

Are you a foreign based

AFRICA FOR THE GOODS Yes No

Supplier for the goods

/SERVICES /WORKS Yes No

/Services /works offered?

Offered? [If yes, answer the

[If yes enclose proof] questionnaire below ]

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system pin code from

The south african revenue service (SARS) and if not register as per 2.3 Below.

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Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids

Will not be accepted for consideration.

1.2. All bids must be submitted on the official forms provided–(not to be re-typed)

Or in the manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000

And the preferential procurement regulations, 2022, the general conditions of

Contract (gcc) and, if applicable, any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract

Form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin)

Issued by SARS to enable the organ of state to verify the taxpayer’s profile

And tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through

The SARS website www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved, each

Party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central

Supplier database (csd), a csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies

With directors who are persons in the service of the state, or close

Corporations with members persons in the service of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the

Bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

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Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices

Subject to rates of exchange variations) will not be considered

In cases where different delivery points influence the pricing, a

Separate pricing schedule must be submitted for each delivery point

Name of bidder.......................................... Bid number..................................

Closing Time 11:00 Closing date: 26 JUNE 2026

Offer to be valid for.........DAYS From the closing date of bid.

__________________________________________________________________________

Item quantity description bid price in RSA currency

NO. ** (all applicable taxes included)

1 ________________ __________________ r: as and when is requested

Required by: ........................................

At: ........................................

.......................................

Brand and model ........................................

Country of origin ........................................

Does the offer comply with the specification(s)? *YES/NO

If not to specification, indicate deviation(s) ........................................

Period required for delivery ........................................
Delivery: Firm/not firm

Delivery basis ..........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

* “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

Delete if not applicable

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3. Evaluation process

Administrative compliance / submission of all returnable documents and completion

Phase 1:

of all returnable schedules

Phase 2 Functionality (specification evaluation)

80/20 preferential point system in terms of PPPR22

80 – Price (vat and all taxes included)
20- Specific goals Refer to SBD6.1

Phase 3: - Specific goals: relevant in accordance with the and the PPPFA that

are contracting

with persons, or categories of persons, historically disadvantaged by unfair

discrimination on the basis of race, gender, or disability.

Phase 1: Administrative Compliance

All returnable documents marked mandatory (‘M’), must be completed or submitted by service providers in order to

proceed to be evaluated further in Phase 2.

Returnable Document/ Schedule Mandatory (M) / Optional (O)

Signed SBD 1 form M

M Signed and completed SBD 3.1 form

(pricing schedule)

Signed and completed SBD 4 form M

Signed and completed SBD 6.1 form M

O (preference points will not be allocated if not

SPECIF GOALS submitted)

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Sbd 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the

principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic

of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this

declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that

person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a

controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a

controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

22. Do

you, or any person connected with the bidder, have a relationship with any person who is employed by the

procuring institution? YES/NO

22.1 If so, furnish particulars:................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having

a controlling interest in the enterprise have any interest in any other related enterprise whether or not they

are bidding for this contract? YES/NO

53.1.1 If so, furnish particulars:........................................................................................

........................................................................................

1 the power, by one person or a group of persons holding the majority of the equity of

an enterprise, alternatively, the person/s having the deciding vote or power to

influence or to direct the course and decisions of the enterprise.

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8.2 Through this process the department will appoint a panel of event management service providers

for a period of three (3) years.

8.3 After the appointment of the panel, the department will invite price quotation from the appointed

service providers who constitute the panel. The invitation of for price quotations will be done on a

rotation basis in such a manner that ongoing competition amongst suppliers is promoted.

8.4 The department requires the service of a duly experienced and knowledgeable service provider

who will be expected to plan, conceptualize, organize, implement and manage an event within

business ethical behaviour on behalf of the department.

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points claimed)

1 COMPANY EXPERIENCE: Provide Appointment Letters or

Appointment Letters or

Illustrating the Following: attached

Company History (2 Points)

MAXIMUM

Organisational Structure (2 Points)

Points = 10

Operating office (2 Points)
Equipment. (2 Points)
Vehicle/s (2 Point)

3 EXPERTISE:

Curriculum Vitae

Project Manager Level of experience (provide track record)

Certified Copies of

and qualifications in Event Management Services (Project Qualification MAXIMUM

Management, Marketing and Communication, Financial Certificates. POINTS = 30

Management, Events Administration and operations)

Minimum NQF level 6 and above

More than 10 years of experience = 30 Points

Between 5 to 10 years of experience = 20 Points

Below 5 years of experience = 10 Points

11.1 Department oversight

11.1.1 The department shall establish a steering committee to oversee the event.

11.1.2 The steering committee shall approve all arrangements for an event.

11.1.3 The steering committee may conduct a site inspection with the service provider prior to an event.

11.1.4 A service provider must develop a project charter/plan including tasks and deadlines for the event.

11.1.5 The steering committee must approve the project charter/plan.

11.2 Obligations of the service provider

11.2.1 The Service Provider shall provide management services in respect of quality and quantity control

as well as supervision of the preparations.

11.2.2 The Service Provider shall manage and control its staff, in the concerned premises where the

function is to be catered for.

11.2.3 The Service Provider to deliver the service upon receiving of an official order.

11.2.4 The Service Provider shall submit its invoice immediately after the function.

11.2.5 Claims for payments shall be submitted on official invoices and be paid within 30 days.

11.3 Service provider’s terms of reference

11.3.1 It is the intention of DSACR to enter into a formal Service Level Agreement with the successful

Service Provider(s) to provide the services described hereunder.

11.3.2 The Terms of Reference (ToR) would serve to guide the process of selecting and appointing a

qualified service provider by ensuring a match between the specification requirements of DSACR

and the knowledge and experience of the service provider.

11.3.3 These ToR and the service provider’s bid will form the basis of the Service Level Agreement to be

entered into between the parties.

11.4 Completion of tender documents

11.4.1 The original tender document must be completed fully in black ink and signed by the authorised

signatory to validate the tender.

11.4.2 Declaration must be completed and signed by the authorised signatory and returned. Failure to

do so will result in the disqualification of the tender.

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Tax compliance status system pin code from

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through

Tcs pin is available but the bidder is registered on the central

Csd number

Csd number must be provided

Central Supplier Database for events management

Central supplier database (csd), a csd number must be provided

Joint Venture Agreement must be provided

Appointment Letters or

Appointment Letters or

Appointment Letters or Purchase same project

Appointment Letters or Purchase Orders and

Appointment Letter or Purchase Order and

misrepresentation will result in an automatic disqualification.

National Treasury Central Supplier Database for events management.

B-BBEE Minimum Level: 6

Points Allocation: 20 points

B-BBEE Details: 9300

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Mr MASISI CONTACT PERSON Mr RAMABULANA

Telephone number 066 474 7494 telephone number 083 707 0210

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration NO

Supplier compliance tax central

Status compliance or supplier

SYSTEM PIN: DATABASE No: MAAA

B-bbee status level tick applicable box] b-bbee status level sworn [tick applicable box]

Verification certificate affidavit

Yes No Yes No

[A b-bbee status level verification certificate/ sworn affidavit

Are you the accredited

Representative in south

Are you a foreign based

AFRICA FOR THE GOODS Yes No

Supplier for the goods

/SERVICES /WORKS Yes No

/Services /works offered?

Offered? [If yes, answer the

[If yes enclose proof] questionnaire below ]

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system pin code from

The south african revenue service (SARS) and if not register as per 2.3 Below.

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Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids

Will not be

1.1 Department of Sport, Arts, Culture and Recreation (DSACR) Free State wishes to establish a panel of

suitably qualified and experienced service providers who will be expected to plan, conceptualize, organize,

implement, manage, and coordinate different categories of various events but not limited to the following

for a period of 36 months:

1.1.1 Indigenous Games and Big Walk

1.1.2 Provincial and National School-Community Sports Championship

1.1.3 Recreation and Commemorative Day

1.1.4 Departmental Outreach and Competitions

1.1.5 Departmental Arts and Culture Festivals

1.1.6 Exhibitions, Workshops, Conferences and Seminars

1.1.7 Days of National Significance celebrated in South Africa;

1.1.8 Launches and Openings;

1.1.9 Other non-specified events which relate to the department mandate.

1.2 The department will initiate a number of events over the next 36 months. Successful events

management companies must have the ability, financial capacity, infrastructure, experience, and

knowledge to manage all events and special projects on behalf of the department and in conjunction

with the delegated department officials/managers.

1.3 Events will be held at different locations and venues with varying facilities. They will take place at formal

venues such as professional conferencing facilities and in rural areas with little or no facilities.

1.4 The appointed Service Provider will consult with a departmental representative to manage and

administer events.

1.5 Panel members must submit specific bids when the services are required during the price quotation

stage/phase.

1.6 This panel shall be in place for three years, after which it will be dissolved.

1.7 The successful service providers must have the ability, financial capacity, infrastructure, experience, and

knowledge to manage all events and special projects on behalf of the department and in conjunction

with the departmental representatives.

1.8 The events would be focused on involving various stakeholders for an enhanced sense of inclusion, greater

awareness about sport, arts and culture, as well as raising the profile of the Department and Free State

province in general.

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price quotation stage/phase within the three (3) contract period.

5.1 Terms & conditions of tender

5.1.1 The Department reserves the right to quantify required items and services as per the tender.

5.1.2 The successful tenderers will be required to allow Department personnel to carry out reference checks

about his/her performance elsewhere before a tender is awarded.

5.1.3 DSACR reserves the right to appoint any or no one at all.

5.1.4 Sub-service providers/sub-contracting will be allowed with the approval of the department

5.1.5 The tender submitted must remain valid for 120 days after closing date.

5.1.6 The Department shall deploy its Finance, SCM and Internal Audit during the event(s) for compliance

check purposes at any of the event/s for which the bidder has been appointed.

5.1.7 All returnable documents must be in a separate file, clearly indexed and separated by marked sheets.

5.1.8 Initials must be on all pages in the tender document.

5.1.9 All proposals are to be sealed in an envelope. No open bid document will be accepted.

5.1.10 All bid documents are to be clearly marked with the Project Number and the name of the bidder.

5.1.11 No tender will be considered after the closing date and time.

5.1.12 The department will advertise all bidders’ names on e-portal, DSACR Website and Tender Bulleting.

5.1.13 No service provider is allowed to record, film or take video of any proceeding without department consent

In relation to section 37 (1) (a) (b) and s9 (b) (i) of this Act, the Bidder shall not, without the purchaser’s prior

written consent, disclose the contract, or any provision thereof, or any specification, plan, drawing, pattern,

sample, or information furnished by or on behalf of the purchaser in connection therewith, to any person other

than a person employed by the supplier in the performance of the contract. Disclosure to any such employed

person shall be made in confidence and shall extend only as far as may be necessary for purposes of such

performance.

26. Protection of personal information act, 2013

a contract has been awarded on the strength of the information furnished by the bidder which, after the

conclusion of the relevant agreement, is proved to have been incorrect, the Department may, in addition to

any other legal remedy it may have, recover from the contractor all costs, losses or damages incurred or

sustained by the Department as a result of the award of the contract.

31. Nature of service