Conference venue with full package for isdg strategic session – george municipality RFQ in western cape

Enquiries: Ms. Wendy Hannes at (044) 801 9222.

Postal address: P O Box 19, George, 6530.

Submission address: Fifth Floor, Directorate: Financial Services, Supply Chain Management Unit, Civic Centre, 71 York Street, George.

Returnable Documents: enclosed forms MBD 1, MBD 4, MBD 6.1, MBD 8 and MBD 9 must be completed and submitted

The following must be submitted with the quotation: completed pricing schedule, past experience schedule (details of similar works), supporting documentation (AV equipment list, at least one previous similar event reference), valid B-BBEE certificate, TCS PIN or CSD number, municipal account status, certified copies of directors'/owners' IDs, and completed forms MBD 1, MBD 4, MBD 6.1, MBD 8, MBD 9.

80/20 preference point system (PPPFA Regulations 2022).

• Price: 80 points
• B-BBEE status level: 10 points (Level 1=10, 2=9, 3=7, 4=6, 5=4, 6=3, 7=2, 8=1, non-compliant=0)
• Specific Goals (locality): 10 points (George Municipality=10, Garden Route District=6, Western Cape=4, outside Western Cape=2)

Successful bidder is highest total points. Non-compliance with compulsory specifications renders quotation non-responsive.

B-BBEE certificate required to claim points; proof of address required for locality points.

Compulsory schedule: Tenderers must furnish details of similar works/services satisfactorily completed in the past, including description, contract value, duration, and employer contact details.

information at its disposal, including conducting site visits and

inspections to verify a bidder’s claim of having a local STAFFED /

Pricing schedule for a full conference package

Unit Price Total Price

Nr. DESCRIPTION QTY

(Excluding VAT) (Excluding VAT)

Venue Hire (Accommodating estimate 150

1. 1 r r

attendees)

Day 1: Conference package:

2. 05 October 2026, as per formal quotation 150 R R

specifications.

Day 2: Conference package:

3. 06 October 2026, as per formal quotation 150 R R

specifications.

Day 3: Conference package:

4. 07 October 2026, as per formal quotation 150 R R

specifications.

Day 4: Conference package:

5. 08 October 2026, as per formal quotation 150 R R

specifications.

Day 5: Conference package:

6. 09 October 2026, as per formal quotation 150 R R

specifications.

Audio Visual Equipment for day 1 until day

4. 5 r r

5, as per formal quotation specifications.

Sub-Total R

15% VAT r

Total price

R

(All Applicable Taxes Included)

Please note:

− Bidders must quote a price in each line and column above. If bidders do not quote as

indicated, your quotation will not be considered for evaluation.

− Please indicate a pricing of R0.00 if no charges are applicable.

− Bidders must comply with the quotation specifications to be considered for evaluation.

− The total amount will be used for evaluation purposes.

− Only one bidder will be awarded.

− Set-up, Delivery and Labour cost must be included in the pricing.

Quotation GMQ004/26-27

the Quotation, it shall in no way invalidate the Quotation or the Contract, and the Tendered unit rates

for the respective items of work shall remain final and binding even if a sub-contractor/s not listed

below is approved by the Employer.

Sub- Contractor’s Name Work Activities to be Work Recently

undertaken by the Sub- Executed by Sub-

contractor/s contractor/s

Quotation GMQ004/26-27

Specifications

event?

Quotation GMQ004/26-27

Pricing schedule

I/We Mr/Mrs/Messrs _____________________________________________________ duly

assigned to represent the service provider for the purpose of this quotation, hereby quote to

supply all or any of the goods and/or render all or any of the services described in the attached

documents to the George Municipality on terms and conditions stipulated in this quotation and

in accordance with the specifications stipulated in the quotation documents (which shall be

taken as part of, and incorporated into this quotation) at the prices reflected in the Pricing

Pricing schedule must quote per line:

• Venue Hire (1 unit)
• Conference package per attendee per day for 5 days (150 attendees each day)
• Audio Visual Equipment for ️ays

Set-up, delivery and labour costs included. Total price includes 15% VAT. Price(s) must be firm and valid for at least 60 days from closing. Bidders must quote per line; failure to do so disqualifies. Only one bidder will be awarded. No bond or guarantee mentioned.

B-BBEE certificates submitted must be a valid original or valid certified copy. Bidders must submit a valid B-BBEE certificate to qualify for preference points (10 points for B-BBEE status level). Points for Specific Goals (locality) require proof of address within George Municipality (10 points), Garden Route District (6 points), Western Cape (4 points), or outside Western Cape (2 points).

The isdg strategic session, hosted by george municipality from 05

October 2026 to 09 october 2026

2. Mr/Mrs/Ms _______________________________________________________

In his/her capacity as _______________________________________________

and who will sign as follows: __________________________________

(Speciman signature)

be, and is hereby, authorized to sign the Quotation and any and all other documents and/or

correspondence in connection with and relating to the Quotation, as well as to sign any contract, and

or all documentation resulting from the award of the Quotation to the enterprise mentioned above.

Note: The resolution must be signed by all the directors or members / partners of the bidding

enterprise. Should the space provided below not be sufficient for all the directors to sign, please provide

a separate sheet in the same format below.

all purposes arising from this joint venture agreement and contract with the George Municipality

in respect of the project under item 1:

(Physical Address) ________________________________________________

Quotation GMQ004/26-27

Note: The resolution must be signed by all the directors or members / partners of the bidding

enterprise. Should the space provided below not be sufficient for all the directors to sign, please provide

a separate sheet in the same format below.

The Bidder shall list below the sub-contractors he/she proposes to employ for part(s) of the

works/goods/services.

Personal Information Act, 2013 (Act no.) (POPIA), in that the service provider establishes and maintains

security measures to safeguard personal information being processed on behalf of the municipality. The service

provider must notify the municipality immediately in an event where there are reasonable grounds to believe

personal information has been accessed by an unauthorised person.

Venture 9-10

Joint Venture Information / Agreement 11

Schedule of Sub-Contractors 12

Specifications 13-14

Pricing Schedule 15

Past Experience 16

The Quotation Offer and Acceptance 17-19

MBD1 – Tax Compliance Information (Part A & Part B) 20-21

MBD4 – Declaration of Interest 22-25

MBD6.1 – Preference Points Claim form 26-31

MBD8 – Declaration of Bidder’s Past Supply Chain Management Practices 32-33

MBD9 – Certificate of Independent Bid Determination 34-36

Certificate for Municipal Services 37

General Conditions of Contract 38-47

Quotation GMQ004/26-27

quotation shall remain open for acceptance, or fail to fulfill the contract when called upon to

do so, the George Municipality may, without prejudice to its other rights, agree to the

withdrawal of my/our quotation or cancel the contract that may have been entered into

between me/us and the George Municipality and I/we will then pay to the George Municipality

any additional expense incurred by the George Municipality having either to accept any less

favorable quotation or, if fresh quotation have to be invited, the additional expenditure incurred

by the invitation by the invitation of fresh quotations and by the subsequent acceptance of any

less favorable quotation; the George Municipality shall also have the right to recover such

additional expenditure by set-off against moneys which may be due or become due to me/us

under this or any other quotation or contract or against any guarantee or deposit that may

have been furnished by me/us or on my/our behalf for the due fulfillment of this or any other

quotation or contract and pending the ascertainment of the amount of such additional

expenditure or retain such moneys, guarantee or deposit as security for any loss the George

Municipality may sustain by reason of my/our default;

5.3. Name of

company/firm...............................................................................

5.4. Company registration number:

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

5.5. Type of company/ firm

Quotation GMQ004/26-27

 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]

5.6. 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 5.1 and 5.2, 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: ...............................................................

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

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

Quotations must be placed in the tender box at the Fifth Floor, Civic Centre, York Street, George by 12:00 on 04 September 2026. No posted, faxed, or emailed quotations accepted. Quotations opened same day at 12:05. Late or unmarked quotations will not be considered. Quotation documents available at a non-refundable deposit of R70.15 each or free on the municipality’s website. Successful bidders must register on the Central Supplier Database (CSD).

Non-compliance with eligibility will deem offer non-responsive: venue must be located within the George area, and bidder must provide name of venue. Additional requirements: price valid for at least 60 days, firm prices, firm delivery period, tax clearance certificate for transactions > R30,000, completion of forms MBD 1, 4, 6.1, 8, 9, submission of municipal account status, certified copies of directors' IDs, and no persons in service of the state.

therefore not be further considered for evaluation.

indicated, your quotation will not be considered for evaluation.

− Bidders must comply with the quotation specifications to be considered for evaluation.

− The total amount will be used for evaluation purposes.

evaluated in terms of the 80/20 preferencial point system as prescribed in the Preferential

• The successful provider will be the one scoring the highest points.

In the case of a Trust, Consortium or Joint Venture, they will qualify for points for their B-BBEE status

3.1. Points awarded for price

3.1.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis

80/20 or 90/10

Ps = Points scored for price of tender under consideration

3.2.1. Points awarded for price

4. Points awarded for BBBEE and specific goals

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

4.1.1 Points awarded for B-BBEE Level of contributor

In terms of the Specific Goals as per the George Municipality Preferential

Procurement Policy, preference points must be awarded to a tenderer for attaining

B-BBEE Status Level of Number of Points for Number of Points for

Contributor Preference (80/20) Preference (90/10)

Bidder MUST submit a valid BBBEE certificate, failure to attach no points will be

awarded for BBBEE points.

4.1.2 Points awarded for Specific Goals

In terms of the Specific Goals as per the George Municipality Preferential Procurement