- Legislative and regulatory framework
1.1. This bid and all contracts emanating from there will be subject to the General Conditions
of Contract issued in accordance with Treasury Regulation 16A published in terms of the
Public Finance Management Act, 1999 (Act ). The Special Conditions of Contract
are supplementary to that of the General Conditions of Contract. Where, however, the
Special Conditions of Contract conflict with the General Conditions of Contract, the Special
Conditions of Contract prevail.
- Status of request for bid
2.1. This Bid is an invitation for Bidders to submit a bid for the provision of event related
services for national active ageing programme on behalf of Free State Department of
Social Development on once-off basis.
2.2. No binding contract or other understanding for the supply of the services will exist between
the Free Social Development and any bidder unless and until the Free State Department
of Social Development has signed a formal written contract with the successful Bidder/s.
- Submission of bids
3.1 Bidders must submit the bid to the address indicated on the SDB1 as follows; Civilia
building, 14 Merriam Makeba Street, Bloemfontein Central, Bloemfontein, 9301.
- Fronting
4.1. The Department of Social Development is in support of the spirit of Broad Based Black
Economic Empowerment and recognizes that real empowerment can only be achieved
through individuals and businesses conducting themselves in accordance with the
Constitution and in an honest, fair, equitable, transparent and legally compliant manner.
Against this background the Department of Social Development condemns any form of
fronting.
4.2. The Department of Social Development, in ensuring that bidders conduct themselves in
an honest manner will, as part of the bid evaluation processes, conduct or initiate the
necessary enquiries/investigations to determine the accuracy of the representation made
in bid documents.
4.3. Should any of the fronting indicators as contained in the Guidelines on Complex Structures
and Transactions and Fronting, issued by the Department of Social Development, be
established during such enquiry/investigation, the onus will be on the bidder / contractor
to prove that fronting does not exist.
4.4. Failure to do so within a period of 14 days from date of notification may invalidate the
bid/contract and may also result in the restriction of the bidder/contractor to conduct
business with the public sector for a period not exceeding ten years, in addition to any
other remedies the Department of Social Development may have against the
bidder/contractor concerned.
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
- Tax compliance status
Bidder(s) must be compliant when submitting a bid to the Free State department Social
Development and remain compliant for the entire contract duration with all applicable tax
legislation, including but not limited to the Income Tax Act, 1962 (Act No.) and
Value Added Tax Act 1991 (Act No.).
It is a condition of this bid that the tax matters of the successful bidder be in order, or that
satisfactory arrangements have been made with South African Revenue Service (SARS)
to meet the bidder’s tax obligations at the point of awarding.
The Tax Compliance status requirements are also applicable to foreign bidders/individuals
who wish to submit bids.
- Price adjustments
Prices must be firm, and no price adjustments will be allowed for the duration of the
contract period.
- Delivery requirements
7.1 Catering and supplies for the Event
7.1.1 Provide different services and goods as set out on the pricing schedule.
7.2 Clearing Of Site (Before And After Event)
7.2.1 Organise the cleaning of the site.
7.2.2 Clear the site of all waste and equipment.
- Requirements of bid
8.1 Transportation
The supplier’s vehicle for transporting the food should be reliable and available for
inspection and meet all the necessary requirements as stipulated in the Regulation R638
of the Foodstuffs, Cosmetics and Disinfectants Act and as in the Health
Inspection Certificate.
8.2 Hygiene and Cleanliness
The Free State Department of Social Development reserves the right to visit the premises
of the service provider or catered area of the event at any given time to monitor hygiene
standards. It is important for Event Managers to adhere to the principles of good hygiene
and understand the implications of bad hygiene practices in their business practices. The
service provider is required to provide Valid Health Certificate.
8.3 Cleaning and Removal of Waste from Catered Area
The Event Manager shall be responsible for cleanliness in the area (dining rooms,
kitchens, boardrooms etc). The Event Manager shall be responsible for maintaining areas
in a suitable clean and tidy state throughout the event period. The Event Manager shall
ensure that work surfaces are cleaned in accordance with good cleaning practices to
minimize the risk of gross contamination.
8.4 Utensils
The Event Manager must provide own cutlery, crockery, tablecloths, serviettes and
overlays, food warmers.
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
8.5 Punctuality
The supplier must adhere fully to times stipulated for the function.
8.6 Obligations of the Event Manager
- The event manager shall manage and control its staff, in the concerned premises
where the function is to be catered for.
- The event manager to deliver the service upon receiving of an official order.
- Claims for payments shall be submitted on official invoices.
8.7 Maintaining Property
- The event manager shall be responsible for any loss or damage to the facilities
and equipment caused by the negligence of the event manager and its employees.
- Replacement will be at the discretion of the directorate involved.
- The event manager shall notify the department at the earliest opportunity of any
breakdown.
8.8 Meal Times
- The event manager is expected to serve meals at the precise time as agreed on.
- Late meals will not be acceptable and the event manager should co-ordinate with
the contact person to keep track of meal times etc..
8.9 Quality of Food
8.9.1 Temperature Control
- Food may not be reheated.
- Food must be kept warm.
8.10 Costing
8.10.1. Prices must be inclusive of all costs i.e. VAT, delivery, transportation and other
factors that will influence the price of the event management services (refer to SBD 3.2).
8.10.2. Bidder must cost for all items and failure to do so may lead to disqualification.
- Evaluation process
a. The evaluation process comprises the following phases:
Phase I Phase II Phase III Phase IV
Administration and Mandatory bid Functionality Price and Specific Recommendation
requirements goals and Appointment
Mandatory Bids will be evaluated Recommendation
Bids will be assessed to in terms of the 80/20 – and appointment of
- CSD Registration verify bidders’ Price and Specific successful bidder(s)
- Tax compliance status capability and ability to goals system
- Bidders/Members/Individuals execute the contract.
must not be restricted.
- Bidders/Members/Individuals Failing to obtain a
must not be in employment of minimum of 70 points
the State. out of 100 points will
not be evaluated further
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
Phase I Phase II Phase III Phase IV
- Pricing of all items on Price and Specific
Goals
Administrative requirements
- Completion of SBD forms
- Completion of relevant
Annexures (if any)
Failure to comply with Phase I will invalidate the bid.
9.1 Phase I: Mandatory Requirements
During this phase Bidders’ response will be evaluated based on the mandatory and non-
mandatory requirements indicated hereunder. This phase is not scored and Bidders who
do not submit acceptable tenders by failing to comply with all the mandatory criteria and
conditions will be disqualified.
9.1.1 Registration on Central Supplier Database (CSD)
The Bidders must be registered as a service provider on the Central Supplier Database
(CSD). If you are not registered proceed to complete the registration of your company
prior to submitting your bid. Refer to https://secure.csd.gov.za/ to register your company.
Ensure that all documentation on the database is updated and valid.
9.2 Phase II: Functionality Evaluation
Bids will be evaluated on the basis of the responses on the Functionality criteria and
supporting documentation submitted by the Bidders.
Bidders that score less than 70 points out of 100 as per evaluation criteria, listed on
Phase II, in respect of functionality will be regarded as submitting a non-responsive
proposal and will be disqualified for further evaluation.
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
Documents to be maximum
Criteria for specific goals points attached
- Experience in events
Management services.
A. Attach orders or/and appointment 40
A. Bidder’s relevant experience for rendering letters (on the letter head of the
of event management services institution (government / private)
and signed by Head of SCM /
No experience = 0 points delegated official) relating to
rendering of event management
Up to R100 000.00 = 15 points services, together with
corresponding completion
From R100 000.01 to R500 000.00 = 20 certificate/delivery note/ or certified
points invoices to indicated that the service
was successfully completed (All
From R500 000.01 to R1 000 000.00 = 25 proof of service been delivered must
points relate/correspond with attached
orders or appointment letters). The
From R1 000 000.01 to R1 500 000.00 = 30 services rendered must not be older
points than 4 years.
From R1 500 000.01 to R2 000 000.00 = 35
points
From R2 000 000.01 and above = 40 points
- Financial capacity
B. Demonstrated capacity of supplier to B. Proof of Bank Statement with cash flow
20 deliver (Bank Statement not older than 6 of not less than R100 000.00 for the past
months) six (6) months.
- Membership with events
Management regulatory
Body 20
C. No proof of membership = 0 points C. Submit valid proof of membership with
Proof of membership attached = 20 any event management professional body
points (valid certified copy must be submitted and
may be subject to verification)
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
- Locality
D. The proximity of the service provider to D. Proof of residence e.g., valid leasing 20
the service center: agreement if not owning the property
Outside Free State = 0 points
Within the Free State area = 20 points together with proof of rental payments (i.e.
Invoice or statement from the lessor not
older than 3 months)
Or
Proof of municipality accounts in the bidders’
name (company name / Director of the
company) not older than (3) three months
Total 100
Bidders must, as part of their bid documents, submit supportive documentation for all functional
requirements as indicated in the Terms of Reference. The department reserves the right to further
verify the credibility of all supportive documents. The panel responsible for scoring the respective
bids will evaluate and score all bids based on their submissions and the information provided.
9.3 Phase III: PRICE AND SPECIFIC GOALS EVALUATION
The bids will be evaluated in terms of the new Preferential Procurement Regulation, 2022 and the
bid evaluation criteria stipulated in this section.
The evaluation on Price and Specific goals will be conducted and the bidders who scored the
highest points for Price and Specific goals will be appointed unless the objective criteria in addition
to those contemplated in paragraphs (d) and (e) of the PPPFA , justify the award to
another bidder. Bids will be evaluated in accordance with the 80/20 Specific goals point system,
however, bidders will only be awarded points for specific goals when claimed on SBD 6.1.
RDP Goals
- The promotion of enterprises located in Free State for work to be done or services
to be rendered in that province.
9.4 Phase IV: RECOMMENDATION AND APPOINTMENT
The Department reserves its right to appoint more than one service provider. The
number/allocation of bidder(s) to be appointed is the prerogative of the Accounting Officer.
The Bid Adjudication Committee will consider the recommendations of the Bid Evaluation
Committee and make a recommendation to the HOD: Social Development for awarding
of the bid/s.
The bidders are to submit a single bid which will separately respond to Free State Social
Development’s requirements. The Department reserves the right to assess these bids
separately and at its sole discretion to appoint bidders depending on the strength of each
bid and the requirements of the Department.
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
- Negotiations
The Accounting Officer/Authority reserves the right to negotiate prices with shortlisted
bidders to arrive at an acceptable market-related price.
- Communication and confidentiality
11.1 The Free State Department of Social Development may communicate with the Bidders
where clarity is sought after the closing date of the bid and prior to the award of the
contract, or to extend the validity period of the bid, if necessary.
11.2 All communications between the Bidder and the Free State Department of Social
Development must be done in writing.
11.3 Whilst all due care has been taken in connection with the preparation of this bid, the
Department makes no representations or warranties that the content of this bid or any
information communicated to or provided to Bidders during the bidding process is, or will
be, accurate, current or complete. The Department, employees and advisors will not be
liable with respect to any information communicated which is not accurate, current or
complete.
11.4 If a Bidder finds or reasonably believes it has found any discrepancy, ambiguity, error or
inconsistency in this bid or any other information provided by the Department (other than
minor clerical matters), the Bidder must promptly notify the Department in writing of such
discrepancy, ambiguity, error or inconsistency in order to afford the Department an
opportunity to consider what corrective action is necessary (if any).
11.5 Any actual discrepancy, ambiguity, error or inconsistency in this bid or any other
information provided by the Department will, if possible, be corrected and provided to all
Bidders without attribution to the Bidder who provided the written notice.
11.6 All persons (including Bidders) obtaining or receiving this bid and any other information in
connection with this Bid or the Biding process must keep the contents of the Bid and other
such information confidential, and not disclose or use the information except as required
for the purpose of developing a proposal in response to this Bid.
11.7 No material or information derived from the procurement and provision of the services
under the contract may be used for any purposes other than those of Free State
Department of Social Development, except where authorized in writing to do so. All
documents will remain the property to the Free State Department of Social
Development
- Counter conditions
Bidders’ attention is drawn to the fact that amendments to any of the special conditions by
bidder(s) will result in invalidation of such bidder(s).
Fsdsd (t) 006/2026: appointment of the event management company to render event related services
For national active ageing programme in bloemfontein on behalf of free state social development
On once-off basis
- Verification of bidders
At any time after the award and during the execution of the contract, the status of the
supplier may be verified. Should a default be detected, the procedure for the restriction
of the supplier as stated in Treasury instruction note /22.
- Confidentiality
Information relating to the evaluation of proposals and recommendations concerning
award shall not be disclosed to any bidder(s) who submitted the bids or to other persons
not officially concerned with the process, until the successful bidder(s) has been notified
of the outcome of the bidders.
No material or information derived from the procurement and provision of the services
under the contract may be used for any purposes other than those of Free State Social
Development, except where authorized in writing to do so.
- Joint venture agreements
A Where an entity forms a Joint Venture or a Consortium with another entity and/or other
entities, such parties must express in the bid proposal and a JV agreement should be
submitted together with the bid. Kindly complete attached Annexure A.
Individual Entity/ies must be registered on the CSD and after closing, register a Joint
Venture or a Consortium on the CSD. It will also be expected that a joint
venture/consortium should open a joint bank account (proof of the bank account should
be submitted after awarding) within 30 days after the awarding of the contract).
- Agreements
A Service Level Agreement may be entered into with the Department of Social
Development to clarify specific operational provisions. The Service Level Agreement will
be subject to the General Conditions of Contract (GCC) and Special Conditions of Contract
(Scc).
Should funds no longer be available to pay for the execution of the responsibilities of
Bidders the Department may terminate the Agreement in its own discretion or temporarily
suspend all or part of the services by notice to the successful bidder(s) who shall
immediately make arrangements to stop the performance of the services and minimize
further expenditure: Provided that the successful bidder shall thereupon be entitled to
payment in full for the services delivered, up to the date of cancellation or suspension.
- Settlement of disputes
Notwithstanding clause 27 of the General Conditions of Contracts, mediation proceedings
will not be applicable to this contract.
- Acceptance of the special conditions and contract and general