Provision of artists, performers, fashion designers and exhibitors for the ingquza hill heritage and tourism festival 2026

Closing date and time: 07 September 2026 at 12h00.

Advert date: 28 August 2026.

Festival event dates: 21-26 September 2026.

Key deliverables dates: Day 1 on 21 September 2026 in Lusikisiki; Day 2 on 25 September 2026 at Flagstaff Town Hall; service continues until 26 September 2026.

No compulsory briefing or site visit is specified in the bid document.

Technical enquiries - Economic Development: D. Mjokovana, 039 252 0131, [email protected].

Bidding procedure / SCM enquiries: A. Ntongana, 039 252 0131, [email protected].

Hand-delivery address: 135 Main Street, Flagstaff, 4810 (Municipal Reception).

Tender documents are downloadable from ihlm.gov.za (Procurement: Open Tender) and the eTender Portal.

Submission must be by hand, deposited in the tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception), before 12h00 on 07 September 2026.

Late, couriered, faxed or emailed bids will not be accepted under any circumstances.

The bid must be in a sealed envelope endorsed with the bid number IHLM/35/2026-27/ECON and the bid description.

Bids must be submitted on the original, unaltered bid document; do not take it apart, omit pages, change wording or insert pages. Initial every page.

Mandatory returnables:

• MBD 1 (Invitation to Bid) with bidder and contact details, signed as the offer cover page.
• Completed and signed declarations MBD 1-9 as attached, including MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Past SCM Practices) and MBD 9 (Certificate of Independent Bid Determination).
• MBD 3.1 / MBD 3.3 pricing schedules, completed with firm prices.
• MBD 2.2 tender offer, including the total bid price and validity commitment.
• Valid full CSD proof of registration.
• Valid SARS Tax Compliance Status PIN printout.
• Signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof.

Bids that omit a mandatory document or fail to sign a declaration are not responsive.

Evaluation uses the 80/20 preference point system: Price = 80 points, Specific Goals = 20 points.

Specific Goals breakdown:

• Company owned by black people who are youth (18-35 years): 6 points.
• Company owned by black women: 6 points.
• Company owned by black people living with disability: 2 points.
• Company owned by black people: 6 points.

Supporting proof for specific goals: CSD registration report and ID copy of the owner/director for youth, women and black ownership; letter from a medical practitioner for disability ownership.

Bidders who do not submit the required proof with the bid will not be awarded the claimed specific-goal points.

The municipality may require a bidder to substantiate any preference claim before adjudication or afterwards.

No functionality threshold or minimum qualifying score is stated beyond the price/specific-goals split.

The service is for the Ingquza Hill Heritage and Tourism Festival, hosted 21-26 September 2026 to celebrate Heritage Month and Tourism Month. The municipality wants to position itself as a tourist destination of choice and promote domestic tourism.

The service provider must source and provide, and be responsible for the needs (including payments and accommodation) of:

• 2 national artists (Maskhandi and Afro Pop), 1 day
• 5 local artists from the Ingquza Hill jurisdiction, 1 day
• 2 MCs, 2 days (1 per day)
• 12 exhibitors including craft from the Ingquza Hill jurisdiction, 1 day
• 2 traditional dance groups from the Ingquza Hill jurisdiction, 1 day
• 5 fashion designers from the Ingquza Hill jurisdiction, 1 day

The provider must ensure artists arrive early and are available on time, and must provide artists with different musical genres.

Deliverables:

• Day 1, 21 September 2026, Lusikisiki: 1 MC.
• Day 2, 25 September 2026, Flagstaff Town Hall: 2 national artists, 5 local artists, 1 MC, 2 local traditional dance groups, 12 exhibitors including craft, 5 fashion designers.

The service runs from receipt of the appointment letter/order until 26 September 2026.

The proposal must reflect previous experience in organising artists, performers and fashion designers.

Reporting: an inception report within 1 day of appointment, daily progress reports until the event concludes, email confirmation within 3 days of appointment that artists are secured and available, and a final confirmed artist list and event programme at least 10 working days before the event.

All reports go to the designated municipal official and must cover progress, outstanding matters, risks, challenges and corrective measures.

Approach: source, book and manage all artists and participants for the festival. Ensure everyone is available and on time; the provider is responsible for all needs including payments and accommodation; provide artists with different musical genres. Delivery structure: Day 1 (21 September, Lusikisiki) requires 1 MC; Day 2 (25 September, Flagstaff Town Hall) requires 2 national artists, 5 local artists, 1 MC, 2 traditional dance groups, 12 exhibitors including craft and 5 fashion designers. Service runs from appointment until 26 September 2026. Reporting: inception report within 1 day of appointment, daily progress reports until conclusion, email confirmation within 3 days that artists are secured, and final confirmed artist list and programme at least 10 working days before the event.

The bidder's proposal must reflect previous experience in organising artists, performers and fashion designers.

Line items to price: 2 national artists (1 day), 5 local artists (1 day), 2 MCs (2 days), 12 exhibitors incl craft (1 day), 2 traditional dance groups (1 day), 5 fashion designers (1 day). Add sub-total, VAT at 15% and grand total.

Prices must be firm; non-firm prices, including prices subject to exchange-rate variation, will not be considered.

All prices must be tendered in South African Rand and include VAT, customs/excise duty and any other duty or levy, plus all expenses, disbursements and costs such as transport, overheads and accommodation; tendered prices are final and binding.

Pricing is on the MBD 3.1 firm-price schedule and the MBD 3.3 pricing schedule and specification, with item quantities, unit prices, sub-total, VAT at 15% and grand total.

The total offer is inclusive of VAT and all other charges.

The successful bidder must complete and sign the MBD 7.1 contract form in duplicate.

Payment is within 30 days after receipt of invoice accompanied by delivery note (stated in MBD 7.1).

No performance bond or guarantee is specified in the tender documents.

Mandatory compliance documents:

• Valid full CSD proof of registration (or CSD number where no TCS is available).
• Valid SARS Tax Compliance Status (TCS) PIN printout, or a printed TCS certificate; consortia/JVs/subcontractors must each provide their own TCS/CSD.
• A signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof.
• Completed and signed declarations MBD 1-9.
• MBD 4 Declaration of Interest: discloses any director/shareholder in the service of the state or connected to evaluation/adjudication officials; false disclosure disqualifies.
• MBD 8 Declaration of Past SCM Practices: declares no abuse of SCM, no fraud or corruption convictions in the past five years, no terminated public contracts, and no arrears of municipal rates/charges for more than three months.
• MBD 9 Certificate of Independent Bid Determination: certifies no collusive bidding or price disclosure to competitors; a false certificate disqualifies the bid.

Eligibility exclusions: bids will not be considered from persons in the service of the state, from bidders or directors listed on the Register of Tender Defaulters under the Prevention and Combating of Corrupt Activities Act, or from bidders who have abused the municipality's SCM system or failed to perform on a previous contract with written notice.

Foreign suppliers must answer Part B:3 questionnaire on RSA residence, branch, permanent establishment, income source and tax liability.

No CIDB grading, B-BBEE status-level certificate, or local-production percentage is required by this bid.

Offer valid for 90 days from closing date, irrevocable and open for acceptance. Withdrawal during validity is only possible with the municipality's written permission; unauthorised withdrawal makes the bidder liable for the municipality's additional expenses, recoverable by set-off against due moneys or guarantees. The tender is subject to the municipality's SCM Policy and Combating of Abuse of the SCM System Policy.

The municipality is not obliged to accept any proposal and may reject the whole or any part. The lowest or only bid will not necessarily be accepted. No bids will be considered from persons in the service of the state or from bidders/directors listed on the Register of Tender Defaulters. Bidders must not have abused the municipality's SCM system or failed to perform on a previous contract after written notice. Bids must be submitted on the original bid documentation supplied by the municipality. The municipality may extend the tender period by notice in the press and on its website.

Mandatory documents: valid full CSD proof of registration; completed and signed declarations MBD 1-9; valid SARS TCS PIN printout; signed letter confirming no undisputed municipal accounts overdue by more than 30 days with proof. Tender validity period is 90 days after closing date.

Evaluation is 80/20: price 80 points, specific goals 20 points. Specific goals: black youth owned (18-35) 6, black women owned 6, black persons with disabilities owned 2, black owned 6. Supporting documents must be submitted with the bid to claim these points.