Rental of concert stage tunnel canopy – kirstenbosch national botanical garden tender (western cape)

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Must be registered on the CSD (copy of CSD report required). Must have a valid tax compliance status (SARS TCS pin or certificate). Must submit a letter of good standing from the Compensation Commissioner (COIDA) if applicable. Must have a signed certificate of attendance from the compulsory briefing session. Must have a Structural Engineer/Technologist registered with ECSA. Must submit at least five reference letters for similar work in the last five years, with at least three from different organisations. Must submit a fully completed and signed SBD forms (including SBD 4 declaration of interest and SBD 6.1 preference points claim). Must submit pricing per Annexure A. Failure to submit mandatory documents leads to disqualification.

1. Introduction and Background

The South African National Biodiversity Institute (SANBI) contributes to South Africa’s sustainable

development by facilitating access to biodiversity data, generating information and knowledge,

building capacity, providing policy advice, and showcasing and conserving biodiversity in its national

botanical and zoological gardens. The Kirstenbosch National Botanical Garden (NBG) hosts the

Kirstenbosch Summer Sunset Concerts and a New Year’s Eve concert annually drawing visitors to

the garden.

The Summer Sunset Concerts are held every year on Sunday afternoons from November until the

end of March. The garden has a permanent outdoor concert stage and a 7 000m2 lawn with a

maximum seating capacity of 6 000 people. The concerts are attended by an average of 4 200

visitors per concert. The concerts feature top South African and international musicians performing

a wide variety of music, ranging from Afro-soul to electronic, pop, jazz, rock and classical.

The Kirstenbosch concert stage canopy has been in use for over 25 years and collapsed during a

storm and the steel frame cannot be repaired. The Kirstenbosch NBG needs to rent a temporary

concert stage tunnel canopy for the next three years.

All potential service providers are encouraged to submit a proposal for the supply, installation, signoff

and dismantling of a temporary concert stage tunnel canopy at the Kirstenbosch NBG. The

temporary concert tunnel canopy must consider the current stage’s footprint, comply with all health

and safety regulations and temporary structure design codes, look aesthetically appealing, and have

an approved engineering certificate, issued by the supplier, for local municipality permit approvals.

The scope of work includes the inspection and signing off, by the structural engineer/technologist, of

the various speaker towers, screen towers, crowd safety barriers, front of house platform and desk,

and a seating stand. It is anticipated that the temporary concert tunnel canopy will be erected for the

full duration of each concert season, from the beginning of November to the end of March, for the

next three years.

The aim of this Terms of Reference is to ensure that all professional service providers invited to

tender, submit proposals based on the same understanding of the project.

2. Open Tender

Tenders are hereby invited for the appointment of a service provider for the rental of a concert stage

tunnel canopy each year, from the beginning of November to the end of March, for a period of three

years at the Kirstenbosch NBG, Cape Town.

The tender process will be co-ordinated by SANBI’s Supply Chain Management (SCM) department,

contactable at the following address:

Deputy Director: Supply Chain Management

The South African National Biodiversity Institute (SANBI)

Private Bag X101

Silverton

0184

The tender closes on 15 September 2026 at 11:00

3. Briefing Session and Site Inspection

A compulsory site briefing session will take place on site on 8 September 2026 at 11:00 in the Old

Mutual Conference Hall at the Kirstenbosch NBG, Cape Town. Bidders are encouraged to direct

all technical and bidding procedure enquiries to the email addresses below:

Responses will be communicated via email.

SCM queries: Supply Chain Management

Email: [email protected]

Technical queries: Infrastructure Division

Email : [email protected]

Cut-off date for enquiries: 11 September 2026 at 11:00

The purpose of this Terms of Reference is to procure a service provider for the rental of a concert

stage tunnel canopy at the Kirstenbosch NBG, Cape Town each year, from the beginning of

November to the end of March, for a period of three years.

The scope of work is per the following but not limited to:

• Provide the design including drawings and sketches of the proposed temporary concert stage

tunnel canopy, refer to Figure 3 for the expected aesthetic look and feel of the temporary

concert stage tunnel canopy.

• Include the provision of standard safety barriers to be used around the base of the five

speaker towers.

• Include all transportation, erection of concert stage tunnel canopy, signoff, including

engineering certificates for local municipality, weekly inspections and dismantling.

• Provide a Health & Safety file for approval that must be updated for the duration of each

concert season.

• Any modifications to the existing stage i.e. demolition of existing walls, must be taken into

consideration by bidders and any structural modifications required on the concert stage must

be included in the pricing schedule.

• The structural integrity of the concert stage tunnel canopy must be inspected on a regular

basis for the duration of each concert season, and resources must be available to assist with

any issues that could arise during concerts.

• The concert stage tunnel canopy must be fully erected and signoff by the bidder’s structural

engineer/technologist by the beginning of November and fully dismantled by end of April for

each year.

• Additional items to be checked and signed off by the bidder’s structural engineer/technologist:

o 1 off front of house platform and desk

o 2 off speaker towers next to the stage

o 2 off screen towers far left and right of stage

o 3 off speaker towers on the lawn

o 1 off VIP seating stand

o Standards safety barriers around the base of speaker towers

• The service provider is to provide 24 crowd safety barriers (each 2 m long by 1.2 m high).

See Figure 4 for an illustration of the crowd barriers required for the duration of each concert

season. The crowd safety barriers will be placed around the respective speaker towers for

the duration of the concert season.

• The service provider will also be tasked to provide unskilled labour to assist the Kirstenbosch

maintenance team with the erection and dismantling of the various speaker towers.

Below are the minimum specifications for prospective bidders on the temporary installation of a 12

m x 10 m x 6 m high tunnel roof structure and "cowsheds" (4 m x 2 m) on either side at the

Kirstenbosch Concert Stage platform.

• Roof must comply with SANS 10366 standards for temporary demountable structures.
• Roof must be designed by the manufacturer to withstand wind force 10.
• Roof must be supplied with “as-built” drawings from the manufacturer. Drawings to be

submitted with proposal.

• All structural components must be specified by the manufacturer.
• Roof must be fully enclosed on the back and both sides to protect against wind and rain.
• Structure to include cowsheds on the left and right of the main structure for monitoring and

side stage applications. These must also be covered to protect from the weather.

• Structure to include all required ballasts as required by the manufacturer.
• Structure must include a static calculation by a third party to verify the manufacturers

calculations.

• All designs of the concert stage tunnel canopy must be provided for submission to the City

of Cape Town as part of the Kirstenbosch Summer Concert event permit approval.

General

The service provider must:

• Confirm all measurements on site for pricing purposes.
• Supply all necessary equipment, labour, spares and materials necessary for the proper

execution of the contract.

• Take adequate precautions to prevent damage to any fixtures and fittings on site.
• Take adequate precautions to prevent damage to any of the trees, plantings, path and

walkways on site.

• Provide all guarantees, warrantees, certificate of compliance.

The service provider and personnel must:

• Always adhere to all security and garden rules imposed by SANBI Client on site.
• Be especially mindful of the presence of visitors and staff in the garden.
• Adhere to all SANBI’s Health & Safety requirements as per the baseline H&S specifications

provided.

Note: It is the responsibility of the service provider to take onsite measurements to ensure

that the correct temporary concert stage tunnel canopy is installed. The sketches below serve

as a guide for prospective bidders.

5. Concert Stage Layout

Figure 1. Plan view.

Figure 2. 3D view.

Figure 3. Tunnel concert stage canopy with “cowsheds” on either side.

Figure 4. Typical 2 m wide by 1.2 m high fencing panel with support legs and clip in fixtures.

6. Requirements for Proposals

6.1. Mandatory Requirements

Each submission must include/comply with the following (failure to comply will result in the

tender being disqualified ):

• A copy of the CSD registration report.
• Fully completed and signed SBD forms.
• A letter of Good Standing from the office of the Compensation Commissioner as required

by the Compensation for Occupational Injuries and Diseases Act (COIDA), if applicable.

The letter should be issued by the Department of Labour.

• Signed certificate of attendance from the compulsory briefing session in the name of the

bidding entity.

• Proposed fee/cost structure as per the pricing guidelines (Annexure A).
• Professional ECSA registration for the Structural Engineer/Technologist

6.2. Other Documents Required

Each tender document should also include the documentation as indicated below. Failure to submit

these documents will not result in disqualification, however, the information contained in them is

required for evaluation purposes and failure to include these documents will be considered nonresponsive.

• Details of the bidder, including the bidding entity’s profile that outlines relevant skills,

experience, and track record in support of the required competencies, as well as the mission

statement and policies of the bidding entity. This must include the minimum key personnel

for the service required (section 9) including up-to-date CVs.

• A copy of all proposed professionals’ valid and up-to-date registrations with the relevant

professional councils must be provided.

• A brief description of the approach and methodology to address the objectives and

specific requirements, including designs, sketches and specifications. This should

demonstrate an understanding of the scope of work required specifically to this project.

• A work plan that indicates the relative timelines and level of effort towards activities and

deliverables, a clear allocation of roles, responsibilities, and resources towards the

deliverables, as well as the tasks that may be sub-contracted with an indication of the

approximate time requirements for these tasks.

• Proof of experience in managing similar type of works.
• Bidders must submit at least five (5) reference letters from clients for whom similar services

have been successfully rendered. The reference letters must clearly indicate the nature and

scope of the services provided, the amount, and the period during which the services were

rendered. They must be on the clients' official letterhead, signed by an authorised

representative and include contact details for verification purposes. At least three (3) of the

five (5) reference letters must be from different organisations. Failure to submit reference

letters from at least three different organisations will lead to disqualification during the

verification process.

SANBI reserves the right to: verify any information supplied in the tender submission; to not appoint

any service provider; to cancel or withdraw this tender at any time without attracting any penalties or

liabilities; to have the final say in the appointment of the Service Provider and that this will be binding;

to disqualify a tender or cancel any subsequent contracts should it be found that: 1) Information was

omitted that should have been disclosed, 2) factually inaccurate information was provided and/or 3)

that a misrepresentation of facts has occurred.

SANBI shall not be held liable for any cost that has been incurred by the Service Provider in the

preparation of the proposal, the obtaining of certificates or any other cost that might be incurred in

submitting the proposal.

Design and Programme 35

• Design (10)
• Sketches or drawings and (10)

1

• Specifications illustrating the proposed temporary concert stage canopy to be (5)

installed

• Programme with timeframes and milestones for the erection and dismantling of

the concert stage canopy for the duration of the contract (10)

Track Record 65

• Five relevant reference letters regarding work of similar scope and scale

completed in the last five (5) years. Please ensure that the contact details of all

referees are correct as they will be verified by SCM. At least three reference letters

must be from different companies.

• CV for proposed key personnel indicating (Structural Engineer/Technologist &

Project Manager):

• Previous individual work experience on relevant similar work in last twenty

(20) years

• Valid Compulsory Professional Registration for the Structural

Engineer/Technologist (ECSA)

CV experience of less than 5 years 0

(20) CV experience of more than 5 years 5

CV experience of more than 10 years 10

CV experience of more than 15 years 15

CV experience of more than 20 years 20

• CV for Project Manager indicating:
• Previous individual work experience on relevant similar work in last twenty

(20) years

CV experience of less than 5 years 0 (20)

CV experience of more than 5 years 5

CV experience of more than 10 years 10

CV experience of more than 15 years 15

CV experience of more than 20 years 20

during this contract, they may only be replaced by individuals with similar or better

qualifications and experience, who satisfy the minimum requirements and only with the

approval of SANBI.

Total 100

The minimum number of evaluation points for functionality proposal is 70 points in order to progress to stage

3 of the evaluation.

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: ...................................................

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

• Signed certificate of attendance from the compulsory briefing session in the name of the

bidding entity.

• Proposed fee/cost structure as per the pricing guidelines (Annexure A).
• Professional ECSA registration for the Structural Engineer/Technologist

6.2. Other Documents Required

disqualification. Pricing must be fully inclusive of all costs (VAT, transport, etc.).

Payment Terms: Payment terms are 30 days from date of invoice being approved. No upfront payments will be

made.

• Any or all information made available to the Service Provider by SANBI shall be regarded as

confidential and shall not be made available to third parties without the prior written consent of

Sanbi.

• While the Service Provider will be working with several SANBI

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT.

I accept that the state may reject the bid or act against me in terms of paragraph 6 of

PFMA SCM instruction /22 on preventing and combating abuse in the supply chain

1. Introduction and Background ............................................................................ 3
2. Open Tender ..................................................................................................... 3
3. Briefing Session and Site Inspection ................................................................. 4
4. Scope of Works ................................................................................................. 4
5. Concert Stage Layout ........................................................................................ 7
6. Requirements for Proposals .............................................................................. 9

6.1. Mandatory Requirements .................................................................................. 9

6.2. Other Documents Required ............................................................................... 9

7. Submission ...................................................................................................... 10
8. Evaluation Criteria ........................................................................................... 11
9. Contract Period ............................................................................................... 13
10. General Safety, Health and Environmental (SHE) Requirements ................... 13
11. General ........................................................................................................... 13

Annexure a ....................................................................................................... 15

Pricing Guidelines .................................................................................................. 15

and dismantling of a temporary concert stage tunnel canopy at the Kirstenbosch NBG. The

temporary concert tunnel canopy must consider the current stage’s footprint, comply with all health

and safety regulations and temporary structure design codes, look aesthetically appealing, and have

an approved engineering certificate, issued by the supplier, for local municipality permit approvals.

the various speaker towers, screen towers, crowd safety barriers, front of house platform and desk,

and a seating stand. It is anticipated that the temporary concert tunnel canopy will be erected for the

full duration of each concert season, from the beginning of November to the end of March, for the

next three years.

• Provide the design including drawings and sketches of the proposed temporary concert stage

tunnel canopy, refer to Figure 3 for the expected aesthetic look and feel of the temporary

concert stage tunnel canopy.

• Include the provision of standard safety barriers to be used around the base of the five

speaker towers.

• Include all transportation, erection of concert stage tunnel canopy, signoff, including

engineering certificates for local municipality, weekly inspections and dismantling.

• Provide a Health & Safety file for approval that must be updated for the duration of each

concert season.

• Any modifications to the existing stage i.e. demolition of existing walls, must be taken into

consideration by bidders and any structural modifications required on the concert stage must

be included in the pricing schedule.

• The structural integrity of the concert stage tunnel canopy must be inspected on a regular

basis for the duration of each concert season, and resources must be available to assist with

any issues that could arise during concerts.

• The concert stage tunnel canopy must be fully erected and signoff by the bidder’s structural

engineer/technologist by the beginning of November and fully dismantled by end of April for

each year.

• Additional items to be checked and signed off by the bidder’s structural engineer/technologist:

o 1 off front of house platform and desk

o 2 off speaker towers next to the stage

o 2 off screen towers far left and right of stage

o 3 off speaker towers on the lawn

o 1 off VIP seating stand

o Standards safety barriers around the base of speaker towers

• The service provider is to provide 24 crowd safety barriers (each 2 m long by 1.2 m high).

See Figure 4 for an illustration of the crowd barriers required for the duration of each concert

season. The crowd safety barriers will be placed around the respective speaker towers for

the duration of the concert season.

• The service provider will also be tasked to provide unskilled labour to assist the Kirstenbosch

maintenance team with the erection and dismantling of the various speaker towers.

Below are the minimum specifications for prospective bidders on the temporary installation of a 12

m x 10 m x 6 m high tunnel roof structure and "cowsheds" (4 m x 2 m) on either side at the

• Roof must comply with SANS 10366 standards for temporary demountable structures.
• Roof must be designed by the manufacturer to withstand wind force 10.
• Roof must be supplied with “as-built” drawings from the manufacturer. Drawings to be

submitted with proposal.

• All structural components must be specified by the manufacturer.
• Roof must be fully enclosed on the back and both sides to protect against wind and rain.
• Structure to include cowsheds on the left and right of the main structure for monitoring and

side stage applications. These must also be covered to protect from the weather.

• Structure to include all required ballasts as required by the manufacturer.
• Structure must include a static calculation by a third party to verify the manufacturers

calculations.

• All designs of the concert stage tunnel canopy must be provided for submission to the City

of Cape Town as part of the Kirstenbosch Summer Concert event permit approval.

• Always adhere to all security and garden rules imposed by SANBI Client on site.
• Be especially mindful of the presence of visitors and staff in the garden.
• Adhere to all SANBI’s Health & Safety requirements as per the baseline H&S specifications

provided.

Note: It is the responsibility of the service provider to take onsite measurements to ensure

that the correct temporary concert stage tunnel canopy is installed. The sketches below serve

as a guide for prospective bidders.

Figure 1. Plan view.

Figure 2. 3D view.

Figure 3. Tunnel concert stage canopy with “cowsheds” on either side.

Figure 4. Typical 2 m wide by 1.2 m high fencing panel with support legs and clip in fixtures.

may require additional design safety factors to be considered since Cape Town’s weather patterns

have become unpredictable. The appointed service provider will have to present official

communication from the City of Cape Town should any additional compliance, administrative or

regulatory requirements be required, for SANBI approval.

9. Evaluation Criteria

on the performance of the service provider and availability of funds.

11. General Safety, Health and Environmental (SHE) Requirements

24 crowd safety barriers – 2 m wide by 1.2 m high

steel fencing panels

6 unskilled labourers for 16 hours

Total (Incl. VAT)

Year 2

24 crowd safety barriers- 2m wide by 1.2m high steel

fencing panels

6 unskilled labourers for 16hours

Total (Incl. VAT)

Year 3

24 crowd safety barriers - 2m wide by 1.2m high

steel fencing panels

6 unskilled labourers for 16hours

Total (Incl. VAT)

Amount (Incl. VAT)

Year 1

Year 2

Year 3

Contingency 10%

administrative or regulatory requirements as required by the City of Cape Town, and associated with

the Concert Stage Tunnel Canopy. The City of Cape Town may require additional design safety

factors to be considered since Cape Town’s weather patterns have become unpredictable. The

appointed service provider will have to present official communication from the City of Cape Town

should any additional compliance, administrative or regulatory requirements be required, for SANBI

approval.

requirements:

• The Occupational Health & Safety Act (OHSA) (Act ) and its Regulations.
• The Service Provider’s staff may be expected to attend induction training before commencing

any work so that they become familiar with the part of the garden they are stationed in and

the evacuation procedures.

• The Compensation for Occupational Injuries & Diseases Act (Act ).
• The National Environmental Management Act (Act No. ).
• The National Environmental Management: Waste Act (Act ).
• The South African National Biodiversity Institute Health and Safety specification and relevant

policies.

NO.

** (All applicable taxes included)

• 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

Sbd 4

Bidder’s disclosure

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed,

based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I

acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this

form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the

contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the claims

are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make

less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

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

Signature(s) of tenderer(s)

Surname and name: ................................................................

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

Address: ...............................................................

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

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

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

• Confirm all measurements on site for pricing purposes.
• Supply all necessary equipment, labour, spares and materials necessary for the proper

execution of the contract.

• Take adequate precautions to prevent damage to any fixtures and fittings on site.
• Take adequate precautions to prevent damage to any of the trees, plantings, path and

walkways on site.

• Provide all guarantees, warrantees, certificate of compliance.