Event ticketing administration and related services RFP – nelson mandela bay stadium (nmbs tp 01/26-27)

Compulsory briefing: Monday, 07 September 2026 at 14h00, at MBDA offices (Corner Lower Valley Road & South Union Street, Gqeberha) or via MS Teams (link provided). Bidders arriving after 14:15 will not be allowed to tender. Last date for queries: Friday, 18 September 2026. Closing date and time: Monday, 28 September 2026 at 12h00, followed by public opening via MS Teams.

Compulsory briefing session: Monday, 07 September 2026 at 14h00, at MBDA offices (Corner Lower Valley Road & South Union Street, Gqeberha) or via Microsoft Teams. Bidders joining after 14:15 will not be allowed to tender. Meeting link: https://teams.microsoft.com/meet/374667436464363?p=m43B0ZwDUTOXFFGNLg, Meeting ID: 374 667 436 464 363, Passcode: j38dd9pY.

SCM contact: Mrs Pamela Govender, Tel 041 811 8200, Email [email protected]. Project Manager: Mrs Zizipho Makwabe. Queries must quote reference NMBS TP 01/26-27. Documents available from MBDA website or via email request to [email protected] from Friday, 28 August 2026.

Submit one original hard copy in a sealed envelope marked "EVENT TICKETING ADMINISTRATION AND RELATED SERVICES" and placed in the MBDA tender box on the 1st Floor, Tramways Building, Corner Lower Valley Road & South Union Street, Central, Gqeberha. Also upload one electronic copy to the MBDA Vendor Portal (https://remote.mbda.co.za/) by the closing date and time; if upload is not possible, submit a copy on USB with the hard copy. Bids must be on official MBDA documentation. Failure to submit both hard and electronic copies leads to non-responsiveness. Late, incomplete, emailed or faxed bids will not be considered. All pages must be initialed. Returnable forms include MBD 1 (Invitation to Bid), MBD 3.1 (Pricing Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), B-BBEE certificate or sworn affidavit, and Annexure B1 (Functionality Evaluation Table).

Bids are evaluated in two stages: functionality (Annexure B) and preference points. Functionality is scored out of 100: Relevant Experience & Track Record (46 points), Methodology and Approach (30 points), Operational Capacity (20 points). Minimum functionality score is 70/100; bids below 70 are disqualified. Preference points are claimed via MBD 6.1 under the Preferential Procurement Regulations 2022. Prices are evaluated inclusive of VAT.

The service provider must deliver an all-inclusive ticketing solution for the Nelson Mandela Bay Stadium, covering five components: 1) Ticketing Administration (printing, sales, verification, reconciliation, customer support), 2) Events Management (logistics, manpower, printing), 3) Digital Services (online platform, e-tickets, QR codes, Wi-Fi boosters at own cost), 4) Sport/Stadium Services (access control, scanners, staffing, contingency), 5) National Ticketing Locations (network of outlets, distribution points). System requirements: multiple scans per ticket, anti-pass-back outer gates, bi-directional Level 2 turnstiles, live counting linked to VOC, local spares with immediate swap-outs, match-day support, backup for power failure, handheld scanners, staff training, minimum 1000 spectators per hour per SANS 10366, country-wide ticket access, multi-language and multi-platform (banking apps, cell providers, stadium web pages), fully integrable with central control, cashless sales capability, parking and staff access control, automated IT processes, remote support, endpoint integration, detailed reporting, pre-built integration, multi-channel accessibility, full customisation, personalised ticket pages. Home-print tickets not allowed; complimentary tickets only for qualifying individuals. Ticketing staff costs for events are on a quotation and purchase order basis. The provider must have an international footprint (proof required) and be knowledge-based, customer-experience oriented, and have marketing capabilities.

Bidders must submit a portfolio of experience and methodology for each of the five components, responding to scenarios: 1) Ticketing Administration – managing a major event with 30,000 spectators, including staffing, gate management, technical support, crowd flow, escalation and resolution; 2) Events Management – handling event cancellation/postponement, customer communication, refunds, ticket revalidation, queries and reporting; 3) Digital Ticketing – managing connectivity problems, backup systems, offline functionality; 4) Sport/Stadium Services – managing high spectator volumes, staffing, gate management, technical support; 5) National Ticketing – demonstrating national distribution network, physical outlets, online channels, accessibility. Methodology scoring: 6 points for detailed comprehensive submission, 3 points for acceptable submission, 0 points for no submission or not linked to scenarios.

Bidders must demonstrate relevant experience in at least three components (Ticketing/Online/Sports/Advertising/Events services). Experience scoring: +10 years in all five components (46 points), +10 years in at least four (42), +10 years in at least three (40), +5-10 years in all five (36), +5-10 years in at least four (32), +5-10 years in at least three (30), 1-5 years in all five (28), 1-5 years in at least four (25), 1-5 years in at least three (22). Traceable references, portfolios of evidence, and reference letters with contact details must be provided; failure results in zero points for that criterion. Failure to submit experience for at least three components results in zero points.

The ticketing system must meet SANS 10366, processing a minimum of 1000 spectators per hour. A service plan with backup and support is required, with spares kept locally and immediate swap-outs. The system must include power failure backup. Training of Stadium staff must be included. The system must be fully integrable and support multiple languages, multi-channel accessibility, and full customisation.

Complete Annexure C (Pricing Schedule, MBD 3.1). Commission on ticket sales is negotiated and agreed before signing the SLA. All prices evaluated inclusive of VAT. Software costs included in tendered price. Ticketing staff costs for events are on a quotation and purchase order basis.

Pricing format: complete Annexure C (Pricing Schedule, MBD 3.1). Commission on ticket sales is negotiated and agreed before signing the SLA. All prices evaluated inclusive of VAT. Software costs must be included in the tendered price. Bids above R10 million (VAT included) must submit financial statements for the past three years (or since establishment).

Mandatory CSD registration prior to submission (www.csd.gov.za). Valid municipal billing clearance certificate. B-BBEE status level verification certificate or sworn affidavit (for EME/QSE) must be submitted; failure results in zero preference points. Bids above R10 million require financial statements. No bids from persons in the service of the state (as defined in Regulation 1 of Local Government: Municipal Supply Chain Management Regulations). No bids from bidders involved as consultants in preparation/implementation of the project. Returnable forms: MBD 4 (Declaration of Interest), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), MBD 6.1 (Preference Points Claim).

The ticketing partner must be able to set up and manage social distancing layouts for ticket sales, which requires reserved seating only.

Contract duration: 12 months, with option to renew for two further 12-month periods at MBDA's discretion, subject to compliance with terms and performance objectives. The RFP does not constitute a contract or obligation to purchase. The successful bidder must sign a written contract. The bid is subject to the Preferential Procurement Policy Framework Act, Preferential Procurement Regulations 2022, General Conditions of Contract (GCC), and any special conditions. The service provider must comply with applicable legislation including MFMA, PPPFA, B-BBEE Act, and MBDA SCM Policy.

Bidders must submit one original hard copy in a sealed envelope marked 'EVENT TICKETING ADMINISTRATION AND RELATED SERVICES' placed in the MBDA tender box, and one electronic copy uploaded onto the MBDA Vendor Portal by the closing date. If electronic upload is not possible, submit a copy on USB. Failure to submit both leads to non-responsiveness. Late, incomplete, emailed or faxed bids will not be considered. MBDA reserves the right to accept part or the full bid. No bids will be considered from persons in the service of the state, or from bidders involved as consultants in the preparation or implementation of the project.

Bidders must be registered on the CSD prior to submission. Bids above R10 million (VAT included) must submit financial statements for the past three years. Bids may be considered non-responsive if not completed in full or if compulsory documents are missing. All pages must be initialed. Bidders must provide at least three contactable reference letters and portfolios of evidence for at least three components done during the last 10 years; failure to submit such evidence deems the bid non-responsive.

Functionality is scored out of 100: Relevant Experience & Track Record (46 points), Methodology and Approach (30 points), Operational Capacity (20 points). Minimum functionality score is 70/100. Bids scoring below 70 are disqualified. Operational Capacity includes Customer Service Capacity (10 points) and Ticketing Staff (10 points).