Event organiser for women's day celebration – uphongolo local municipality

Closing date: 09 September 2026 at 12h00.

Tender documents available from 28 August 2026 until 7 September 2026.

No briefing session is scheduled (N/A).

Technical enquiries: Mrs SSP Xaba-Nkosi, email [email protected], phone (034) 413-1223.

Supply Chain enquiries: Mr MS Mtshali, email [email protected], phone (034) 413-1223.

Tender document reservation: email [email protected] or [email protected].

Sealed bids marked with the bid number must be placed in the bid box at uPhongolo Local Municipality, 61 Martins Street, uPhongolo, 3170, on or before 12h00 on the closing date. Bids will be opened immediately after closing, and results published on the municipal website within three days.

Returnable documents (all must be fully completed, signed where applicable, and submitted with the bid):

• MBD 1 – Invitation to Bid
• MBD 4 – Declaration of Interest
• MBD 6.1 – Preference Points Claim Form (in terms of the Preferential Procurement Regulations, 2022)
• MBD 8 – Declaration of Bidder's Past Supply Chain Management Practices
• MBD 9 – Certificate of Independent Bid Determination
• Copy of Company Registration Certificate / CIPC Registration Certificate
• SARS Tax Compliance Status (TCS) PIN or other acceptable proof of tax compliance
• Copy of a current municipal account (not older than three months)
• If operating from rented premises: valid lease agreement plus copy of landlord's municipal/rates account
• Central Supplier Database (CSD) Summary Report
• Documentary evidence of at least five years' event organisation experience (appointment letters, purchase orders, contracts)
• Comprehensive Company Profile (background, core business, relevant experience, contact details)
• Approach and Methodology outlining service delivery, implementation process, resources, and measures for effective execution

Disqualification risks:

• Late, incomplete, or non-responsive bids will not be considered.
• Bids submitted by facsimile or e-mail will not be accepted.
• Incomplete forms may render the bid non-responsive.

Evaluation is in two stages:

• Stage 1 – Responsiveness: bids assessed for compliance with mandatory requirements and specifications; only responsive bids proceed.
• Stage 2 – Price and Specific Goals: 80/20 preference point system applied, with 80 points for price and 20 points for specific goals. Highest combined score, subject to SCM compliance, is recommended for appointment.

Specific goals (20 points total):

• Specific Goal 1 – Ownership (max 10 points): 100% black-owned = 10; >51% black-owned = 8; >25% black-owned = 5. Verification: certified ID copy of director/owner and CSD report.
• Specific Goal 2 – B-BBEE Certificate (max 4 points): Level 1 = 4; Level 2 = 2; Level 3 = 1. Verification: B-BBEE certificate or certified affidavit.
• Specific Goal 3 – RDP Goals (max 6 points): points for enterprises located within Zululand District Municipality, KwaZulu-Natal, or South Africa. Verification: preferred address on CSD report and certified copy of a utility bill or proof of residence.

The scope is event organisation for the Women's Day Celebration. The tender does not specify quantities, venue, or service levels beyond the requirement for at least five years' event organisation experience and the submission of an Approach and Methodology.

Bidders must submit an Approach and Methodology outlining how the services will be delivered, including the proposed approach, implementation process, resources, and measures to ensure effective execution of the event. The document must be completed in full; incomplete forms may render the bid non-responsive.

Prices must remain valid for 90 days from the bid closing date.

All prices quoted must be inclusive of VAT.

Tender documents are sold at R892.49, payable at municipal cashier windows or via EFT with proof of payment.

Banking details: First National Bank, Public Sector Cheque Account, account number 62027530858, reference: company name / tender number.

Mandatory registrations and documents:

• Central Supplier Database (CSD) Summary Report
• SARS Tax Compliance Status (TCS) PIN or other acceptable proof of tax compliance
• Company Registration Certificate / CIPC Registration Certificate
• Current municipal account (not older than three months) or, if rented, lease agreement plus landlord's municipal account
• B-BBEE certificate or certified affidavit (for preference points)
• Certified ID copy of director/owner (for ownership points)

Experience requirement: minimum five years' event organisation experience, evidenced by appointment letters, purchase orders, or contracts.

Specific goals and verification documents: Ownership (max 10 points) – 100% black-owned 10, >51% 8, >25% 5, verified by certified ID copy and CSD. B-BBEE Certificate (max 4 points) – Level 1 4, Level 2 2, Level 3 1, verified by certificate or affidavit. RDP Goals (max 6 points) – points for enterprises in Zululand District, KwaZulu-Natal, or South Africa, verified by CSD preferred address and utility bill or proof of residence.

Minimum five years' event organisation experience, evidenced by appointment letters, purchase orders, or contracts. A comprehensive Company Profile is required, including background, core business activities, relevant experience, and contact details. An Approach and Methodology must be submitted.

Evaluation is conducted in accordance with the Supply Chain Management legislative framework, National Treasury prescripts, and the Municipality's SCM Policy. Stage 1: Responsiveness – compliance with mandatory requirements. Stage 2: Price and Specific Goals – 80/20 preference point system. Highest combined score recommended for appointment.