Establishment of an events management panel for enterprise ilembe (36-month contract)

No briefing session will be held for this tender.

Information Contact: Ms SF Ngcobo, Tel: 032 946 1256, E-mail: [email protected]

Proposals must be hand-delivered in sealed envelopes endorsed 'PROPOSAL FOR: ESTABLISHMENT OF AN EVENTS MANAGEMENT PANEL' to the tender box at Sangweni Tourism Centre, Cnr Link Road & Ballito Drive, Ballito, by 22 September 2026 at 11:00. Proposals must be bound or stapled; loose submissions not accepted. Required documents include: completed MBD 1 (Part A & B), MBD 4, MBD 8, MBD 9; CSD registration proof; valid SARS TCS PIN; bank confirmation letter; CIPC registration (or certified ID for sole proprietor, partnership agreement for partnerships); power of attorney/signing authority; B-BBEE verification certificate/affidavit; proof of location (councillor letter, lease, or utility bill); reference letters or completion certificates for events management; CVs and certified qualifications of key personnel; local economic participation/empowerment plan; proposal, approach and methodology. Annexure A (Mandatory Information Sheet) must be completed and signed, indicating where each required item is found in the proposal.

Evaluation follows Enterprise iLembe SCM Policy: mandatory evaluation (disqualification if missing compulsory documents), then functionality evaluation (minimum 60/100 points and >0 on starred competencies). Functionality criteria: Relevant Experience and Track Record (30 points, based on number of reference letters/completion certificates), Key Personnel Qualifications and Experience (20 points, certified qualifications and >3 years experience), Local Economic Participation/Empowerment Plan (20 points, demonstrating 30-40% local procurement), Quality of Proposal, Approach and Methodology (30 points, assessed on understanding of TOR and clarity of results). Price evaluation will be conducted per PPPFA 2022 and B-BBEE regulations when quotes are requested from the panel.

Enterprise iLembe seeks to establish an events management panel for 36 months. The agency is wholly owned by iLembe District Municipality, with a mandate to drive economic development, trade and investment promotion, tourism marketing, and business retention. The scope covers business and investment events, tourism events, public and strategic events, and general event logistics including conceptualization, AV, décor, guest management, health and safety, compliance, transport, staffing, post-event reporting, and catering. The panel will manage full-spectrum event coordination.

their services will directly contribute

to the local economy of iLembe in

terms of procurement for décor,

entertainment etc. Minimum

percentage 30-40% - 20 points

Quality of Proposal, Approach and  No Approach, Methodology and the 30

should clearly show how the service  Approach, Methodology and

provider will achieve on the scope of Proposal shows understanding of

work for this tender. TOR but not clear on how results will

be achieved– 10

 Approach, Methodology and

understanding of the TOR, clear on

how results will be achieved but

does not provide sufficient proof of

ability to achieve these (relevant

reference letters.) - 20

Relevant Experience and Track Record 1 Relevant reference Letter/ or 30

with Events Management(*). Completion certificate – 10 points

Contractor/ Service Provider) and must

be traceable.

Key Personnel Qualifications and  Relevant, Certified copy of 20

of the Key Personnel to be submitted years relevant experience (as per

(detailing past experience in Events CV)

Management)

Payment is made on invoice for work completed. Bidders should allow at least four weeks for payment processing after submission of invoice and supporting documentation. No ceiling cost is stated in the TOR; pricing is evaluated later when quotes are requested from appointed panel members. Performance security is required per GCC clause 7 within 30 days of award, in the amount specified in the Special Conditions of Contract (amount not stated in the TOR).

Bidders must be registered on the Central Supplier Database for Government. Proof of registration on the CSD must be included in the bidder’s proposal. All bidders must submit a Valid Tax Compliance Status (TCS) Pin Number. Municipal Bidding Documents (MBD) which can be found from this document must be completed and signed: MBD 1 (Part A & B), MBD 4, MBD 8, MBD 9. B-BBEE verification certificate or sworn affidavit must be submitted.

B-BBEE requirements: EMEs may submit sworn affidavit; others must submit valid B-BBEE certificate from IRBA-registered auditor or SANAS-accredited agency. Trusts, consortia, or joint ventures must submit their own certificate or consolidated scorecard. Tertiary institutions and public entities use specialized scorecard. For consortia/joint ventures/sub-contracting: each party must submit separate MBD 4, B-BBEE certificate/affidavit, TCS pin, and CSD number, plus an agreement outlining roles. A bidder may not subcontract more than 25% of contract value to an enterprise with a lower B-BBEE level unless that enterprise is an EME.

3.2.1. Business and investment events

 Investment roundtables and seminars

 Business expos and networking forums

 Stakeholder and investor engagements

 Site visits and business-to-business (B2B) sessions

 Investment business breakfasts.

 Launch events, media tours and media briefings.

 Public parƟcipaƟon events.

 Celebratory events or fesƟvals.

3.2.2. Tourism events

 DomesƟc and internaƟonal tourism expos

 DesƟnaƟon markeƟng acƟvaƟons and roadshows

 Launches of tourism routes, experiences, and products

 Community tourism awareness events

3.2.3. Public and strategic events

 Stakeholder consultaƟons and public parƟcipaƟon events

 Official launches and handovers

 Award ceremonies, celebratory events, and fesƟvals

3.2.4. General event logistics

 For all events, the service provider will be responsible for:

 Event conceptualizaƟon, theme development, and detailed planning

 Audio-visual equipment, staging, lighƟng and technical support

 Supply of Event décor (which may include tables and chairs) and branding

(customized per event type)

 Guest list management, accreditaƟon, RSVP and protocol arrangements, including

prinƟng of name tags

 Health, safety and security planning

 Compliance with municipal/event regulaƟons and permits

 CoordinaƟon of transport and accommodaƟon (if needed)

 Provision of qualified and professional event staff

 Development of post-event reports with visuals and stakeholder feedback

 Catering Services

Payments will be made on invoices submitted for work completed; allow at least 4 weeks for processing. All project information and data generated are confidential and remain property of Enterprise iLembe; may not be disclosed to third parties without CEO permission. Project material to be submitted in hard copy and electronic format.

Appointment is for 36 months. Reporting: progress reports at agreed milestones, plus financial records. Validity period of bid is 120 days from closure. Enterprise iLembe reserves the right not to appoint if proposals do not meet criteria, and is not compelled to accept the lowest quotation. Enterprise iLembe reserves the right to expand the panel during the contract term; new entrants will be subject to the remaining panel period.