Rental of concert stage tunnel canopy at kirstenbosch national botanical garden, cape town (3-Year contract)

Closing date: 15 September 2026 at 11:00. Compulsory briefing session: 8 September 2026 at 11:00 at Old Mutual Conference Hall, Kirstenbosch NBG, Cape Town. Cut-off for enquiries: 11 September 2026 at 11:00.

SCM queries: [email protected]. Technical queries: [email protected]. Address: Kirstenbosch National Botanical Garden, Cape Town.

Returnable Documents:

• CSD registration report (copy).
• Fully completed and signed SBD forms.
• Letter of Good Standing from the Compensation Commissioner (COIDA) if applicable.
• Signed certificate of attendance from the compulsory briefing session.
• Proposed fee/cost structure as per Annexure A.
• Professional ECSA registration for the Structural Engineer/Technologist.
• Bidding entity profile, key personnel CVs, professional registrations.
• Approach and methodology, work plan, proof of experience.
• At least five reference letters, with at least three from different organisations.
• Pricing must be fully inclusive of all costs (VAT, transport, etc.).

Two-stage evaluation. Stage one (functionality, minimum 70 points to proceed): Design and Programme (35 points) – design (10), sketches/drawings (10), specifications (5), programme (10). Track Record (65 points) – reference letters: 1 letter=5, 2=10, 3=15, 4=20, 5=25; key personnel: Structural Engineer/Technologist (20 points) based on years of experience (0 for <5, 5 for >5, 10 for >10, 15 for >15, 20 for >20) and ECSA registration; Project Manager (20 points) based on years of experience (same scale). Stage two: 80/20 preference point system (price 80, specific goals 20). SANBI may award to a bidder not scoring highest total points under section 2(1)(f) of PPPFA based on unsatisfactory past performance.

Rental of a concert stage tunnel canopy for three years (November to March each year) at Kirstenbosch NBG. Scope includes design, supply, installation, signoff, weekly inspections, dismantling, and provision of 24 crowd safety barriers (2m x 1.2m). Must provide Health & Safety file. Must inspect and sign off speaker towers, screen towers, front of house platform, VIP seating stand. Minimum specifications: 12m x 10m x 6m high tunnel roof with 'cowsheds' (4m x 2m) on each side. Roof must comply with SANS 10366, withstand wind force 10, be fully enclosed on back and sides, include ballasts, static calculation by third party, and as-built drawings. Designs must be submitted for City of Cape Town permit approval. Service provider must confirm measurements on site, supply all equipment/labour/materials, prevent damage to site, and adhere to SANBI security and garden rules.

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: 30 days from date of invoice being approved. No upfront payments. Pricing must be firm (SBD 3.1). Pricing schedule per Annexure A for each year (erection, certification, monthly rentals, dismantling, barriers, labour). Contingency of 10% may be used for additional compliance requirements from City of Cape Town. Total bid price includes all costs (VAT, transport).

Must comply with Occupational Health & Safety Act, Compensation for Occupational Injuries & Diseases Act, National Environmental Management Act, National Environmental Management: Waste Act, SANBI Health and Safety specification. Staff may attend induction training. All documents in English. Contract subject to SANBI Contractor Services Agreement. Fraud and corruption may lead to rejection. Validity of quotations is 90 days. Bidders must reference tender title.

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.

Contract period is three years, reviewed annually based on performance and availability of funds. The preferred contract form is the SANBI Contractor Services Agreement. Payment terms are 30 days from invoice approval; no upfront payments. Confidentiality of SANBI information is required. SANBI may reject bids for fraud, corruption, or failure to perform on previous contracts. Bidders must comply with all applicable laws and SANBI policies. The validity of quotations is 90 days. Bidders must reference the tender title when submitting proposals.