Panel of service providers for facilitation of strategic sessions and business planning – joburg city theatres (bid 00396/26)

• For all enquiries concerning this bid, contact:

• Email: [email protected] or [email protected]
• Contact Person: Keabetswe Senne (Supply Chain)

• All communication must be via email. Telephonic queries will not be entertained.
• All email correspondence must include the Bid Number in the subject line.
• Communication with any other JCT personnel regarding this RFP is prohibited and will result in disqualification.

• Submit your bid in a sealed envelope clearly marked with the tender number and description, and your company name and address.
• Deliver the bid to the Tender Box at Joburg Theatre, 1st Floor Reception Area, 163 Civic Boulevard (previously Loveday Street), Braamfontein.
• The closing date is 11 August 2026 at 12h00. Late submissions will not be accepted under any circumstances.
• You must use the official tender forms provided; do not retype or re-draft them. Complete all forms in black ink.
• Attach all compulsory returnable documents. Missing or incomplete documents will lead to disqualification.
• Required documents include: MBD1, MBD2 (Tax Clearance), MBD3.1 (Pricing), MBD4, MBD6.1 (Preference Points), MBD8, MBD9, Authority to Sign, and Record of Addenda.
• Additional mandatory documents: CIPC registration proof, SARS Tax PIN/VAT certificate, CSD report (not older than 30 days), valid B-BBEE certificate or sworn affidavit (for EMEs), municipal rates/lease/affidavit for business premises, audited financial statements (or certified latest statements), Letter of Good Standing from Compensation Fund (or affidavit if no employees), and certified IDs/passports of directors/owners.
• Telegraphic, postal, fax, or email bids will not be accepted.
• The bid must remain valid for at least 120 days after the closing date.
• Ensure all pricing is in South African Rand, VAT inclusive, and firm (no price escalation).

Must: 1) Submit all compulsory documents (MBD forms, tax compliance, B-BBEE certificate, CSD registration, financial statements, COIDA letter/affidavit). 2) Have experience in strategic planning for public sector/municipal entities. 3) Have a local office within Johannesburg Municipality. 4) Be a single legal entity (joint ventures allowed with agreement). 5) Not be in service of the state. 6) Meet functionality criteria (team capability, company experience, methodology).

• Scope: Appointment of a panel of service providers to facilitate JCT’s strategic sessions and related planning documents on an 'as and when required' basis for a period of three years.
• Key Deliverables:

• Facilitation of a 5-Year Strategic Plan and Annual Business Plan development, including pre-work analysis, two-day facilitated sessions (Management and Board of Directors), and post-session report production.
• Development of departmental functional strategies and operational plans.
• Professional design, layout, editing, and proofreading of JCT’s key organisational reports.

• Service Provider Responsibilities:

• Work closely and collaboratively with the Strategic Support Office.
• Ensure effective delivery aligned with the approved brief.
• Adhere strictly to agreed timelines and deadlines.
• Maintain high standards of quality, professionalism, and responsiveness.

• Technical Proposal Requirements: Your proposal must specify your proposed approach/methodology, timeline, previous experience, track record with contactable references, capacity to deliver nationally/internationally, number of employees, proposed project team with detailed profiles, affiliations/partners, and national/international footprint.

• Your proposal must detail your methodology for delivering the required services, including:

• Proposed approach and methodology for facilitating strategic sessions and developing plans.
• A proposed timeline for service delivery.
• Your previous experience and track record with contactable references.
• Your capacity to deliver services nationally and internationally.
• Details of your proposed project team, supported by detailed profiles.
• Any affiliations or partners who will assist in delivery.
• Your national footprint and international reach.

• You must demonstrate significant experience in facilitating strategic planning sessions for public sector institutions, state-owned entities, municipalities, or municipal entities. References should not be older than three years.
• Preference will be given to bidders with experience in strategic planning assignments for municipalities, municipal entities, state-owned entities, or other public institutions.
• Your project team’s qualifications and experience will be scored. For the lead consultant, points are awarded for relevant postgraduate degrees, bachelor's degrees, or diplomas in fields like Management, Business Administration, Public Management, Organisational Development, or Economics. Relevant experience in facilitating strategic sessions for executive management, boards, and public entities is also scored based on years of experience.

• You must complete the official pricing schedule (MBD3.1) with all required price information.
• All prices must be in South African Rand, VAT inclusive, and firm (no escalation).
• The pricing must cover all costs including supply, transport, labour, equipment, materials, and delivery without any extra charges to JCT.
• Any alterations to the bid price must be signed by your authorised signatory and accompanied by a letter on your company letterhead.

• All prices must be quoted in South African Rand and be VAT inclusive.
• Prices must be firm for the duration of the contract; no price escalation claims will be considered.
• The bid price must remain valid for at least 120 days after the closing date.
• You must provide a detailed pricing schedule (MBD3.1). Failure to supply all required price information will invalidate the tender.
• Payment terms: Payments will be made within 30 days after submission of a valid invoice accompanied by a delivery note.
• Financial Capacity Documentation: Submit current audited annual financial statements. If not legally required to prepare audited statements, submit your most recent annual financial statements certified by a director, member, owner, or accounting officer.
• Proof of business premises: Provide a current municipal rates and taxes invoice (not in arrears for more than 90 days) or a certified lease agreement with a utility bill statement. If operating from a residential address, provide an affidavit confirming this arrangement.

• Tax Compliance: Submit a valid Tax Clearance Certificate (TCC) or SARS PIN. Foreign suppliers must complete a pre-award questionnaire.
• Central Supplier Database (CSD): Registration on the National Treasury CSD is mandatory at the time of bid submission. Provide a CSD summary report not older than 30 days.
• B-BBEE: Submit a valid B-BBEE certificate or, for EMEs, a sworn affidavit on the DTI template to qualify for preference points.
• Entity Registration: Provide proof of entity registration (e.g., CIPC documentation) indicating date of registration and list of directors/partners.
• Compensation Fund: Provide a valid Letter of Good Standing from the Compensation Fund or a licensed compensation insurer (COIDA). If you have no employees, submit a duly completed and commissioned affidavit.
• Occupational Health and Safety: The contractor must ensure compliance with the Occupational Health and Safety Act and provide a suitable health and safety plan.
• The bidding entity must be a single legal entity. Fronting will lead to immediate disqualification.
• You must have a local office within the Johannesburg Municipality.

• The contractor must ensure compliance with the Occupational Health and Safety Act and all its regulations.
• A suitable health and safety plan appropriate for the contract must be provided.
• The contractor must provide written proof of registration as an employer with the Compensation Fund (COIDA) prior to commencement of work and remain registered for the contract duration. Failure to comply will result in disqualification.

• Contract Period: The appointment will be for three years, subject to annual performance reviews and budget availability.
• Indemnity: The contractor agrees that the use of JCT’s premises is at their own risk and indemnifies JCT against all claims for loss, damage, injury, or death arising from their occupancy or use, except for willful acts or gross negligence by JCT.
• Penalties: If the supplier fails to deliver services on time, JCT may deduct penalties calculated on the delivered price using the current prime interest rate for each day of delay.
• Termination: JCT reserves the right to terminate the appointment at any stage. If terminated for reasons not attributable to the service provider, they will be remunerated for work completed up to the bid fee for the appropriate phase.
• Assignment: The supplier may not assign its obligations without JCT’s prior written consent.
• Amendments: No variation to the contract terms is allowed except by written amendment signed by both parties.
• Compliance: The contractor must comply with all relevant laws, including the Occupational Health and Safety Act and compensation for occupational injuries regulations.