Event management services for the annual taung cultural calabash 2026/27 – 2028/29 (three financial years)

Closing

• Date: 23 October 2026
• Time: 11:00
• Venue: tender box, Mmabana Mahikeng Centre, 101 Dr James Moroka Drive, Mmabatho, 2735

Briefing session

• None. No briefing session will be held.

Festival dates (three financial years)

• 17–20 December 2026
• 23–26 September 2027
• 28 September – 1 October 2028

Other deadlines

• Bid validity: 90 days from closing.
• Proof of public liability insurance: within 5 days of appointment.
• Post-event close-out report: within 20 working days after each event.

Technical enquiries

• Contact: Mr Sammy Matane
• Telephone: 066 475 2685
• Email: [email protected]

Supply chain enquiries

• Contact: Ms Pelonomi Sambo
• Telephone: 079 887 6463
• Email: [email protected]

Enquiry hours

• Weekdays 08:00 to 16:30

Submission address

Mmabana Mahikeng Centre

101 Dr James Moroka Drive

Mmabatho

2735

Documents

• Bid documents are downloadable free of charge from www.mmabana.org.za and the e-tender portal.

Submission method

• Sealed envelope marked with the bid number and bidder details, deposited in the tender box at the Mmabana Mahikeng Centre reception.
• Two separately marked envelopes: Envelope 1 — un-priced written proposal plus all returnable documents; Envelope 2 — priced bid with a full cost breakdown.
• Envelope 2 is opened only after the functionality evaluation is complete.
• Closing: 23 October 2026 at 11:00.
• Bid validity: 90 days.
• Late, faxed and emailed bids are not accepted.
• Standard Bidding Documents must be arranged in numerical order in the submission.

Returnable documents

• SBD 1 (Invitation to Bid): signed cover page with bidder and contact details.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• SBD 7 (Contract Form): signed by the successful bidder on award.
• Proof of authority to sign, such as a company resolution.
• SARS Tax Compliance Status PIN, or a CSD registration number where no PIN is available.
• Un-priced proposal with project plan and dates.
• Priced bid with detailed cost breakdown.
• Functionality evidence: ticketing sales reports, signed reference letters, sponsorship letters and the project plan.
• Signed joint venture or consortium agreements, where applicable.

Disqualification risks

• Bid completed in pencil, or using tippex or erasable ink on sections affecting evaluation.
• Alterations to rates or information not initialled, unless the aggregated total is unaffected.
• Bid not signed by a person with authority.
• Any mandatory document omitted.
• Bidder or its directors listed on the Register of Bid Defaulters or the restricted suppliers list.
• Abuse of MACSF's supply chain management system.
• Attempts to influence the evaluation or award.
• Conflict of interest, including being an advisor or consultant contracted to the entity.

Packaging

• Standard Bidding Documents must be arranged in numerical and orderly sequence in the submission.

Submission

• Sealed, clearly marked envelopes deposited in the tender box at Mmabana Mahikeng Centre, 101 Dr James Moroka Drive, Mmabatho, before the closing date and time.
• Closing: 23 October 2026 at 11:00.
• Late bids will not be accepted.

Three-phase evaluation

• Phase 1 — Administration: compliance with mandatory bid requirements. Non-compliance disqualifies.
• Phase 2 — Functionality: scored out of 100. Minimum qualifying score: 70/100. Bids below 70 are non-responsive and disqualified.
• Phase 3 — Price and preference: 80/20 preference point system under the PPPFA Regulations 2022.

Functionality scoring (100 points)

• Company experience — hosting medium to major concerts and events: 25 points. Scored on ticketing platform sales reports, settlement statements, audited revenue records or written confirmation from the authorised ticketing provider showing gross ticket sales of 80% or more of venue capacity. Five or more reports = 25; four = 20; three = 15; two = 10; none, or sales of 79% or less = 0. Each event is assessed separately and ticket sale values may not be accumulated.
• Company experience — number of projects: 25 points. Five or more medium to major events = 25; four = 20; three = 15; one to two = 10; none = 0. Signed reference letters, not older than 10 years, on institution letterhead, stating contract value, scope, duration, event name and date, venue and location, and audience capacity or attendance.
• Project plan: 30 points. A detailed plan with objectives and milestones covering 90% or more of the required deliverables = 30; 60–89% = 15; 59% or less = 0. Deliverables: planning and conceptualisation, venue layout, festival details and logistics, marketing and communications, stakeholder management, revenue enhancement, audience development, security plan, waste management, festival programme and legacy programmes.
• Sponsorship: 20 points. Signed sponsor letters or agreements, not older than 3 years, confirming financial or non-financial sponsorship for previous events and identifying the event, sponsor, sponsorship type, value or in-kind contribution and date. Four or more letters = 20; three = 10; two or fewer = 5; none = 0.

Preference points (20 points)

• 80 points for price, calculated as Ps = 80(1 − (Pt − Pmin)/Pmin).
• 20 points for preference in line with the Mmabana Preferential Procurement Policy and the PPPFA Regulations 2022, scored using the SBD 6.1 table.
• Locality and disability points are awarded only to bidders who submit proof of locality and proof of disability respectively.

Evidence rules

• Each functionality criterion must be supported by independently verifiable evidence.
• Only evidence submitted by the closing date counts; no new evidence may be added afterwards, except where requested for clarification or verification.
• The committee may contact clients, venues, ticketing platforms, sponsors or event owners to validate claims.
• Bidders may be invited to present their project plan for clarification only; scoring is based on the written submission.
• Only venues with a capacity of 2 000 or more count as medium to major concert or event venues.

Joint ventures, consortiums and trusts

• Must submit signed agreements as proof of existence, setting out the roles and responsibilities of the lead partner and the other parties, and identifying the lead partner with power of attorney to bind the others.
• May claim preference points on the ownership status level of the legal entity.

Purpose

• Appoint an events management service provider to conceptualise, plan, organise, implement and manage the annual Taung Cultural Calabash for three financial years (2026/27, 2027/28, 2028/29).
• The provider must have the ability, capacity, infrastructure, experience and knowledge to deliver the event.

Festival activities

• Kgotla event: opens the festival on a Thursday at the Ba-ga-Phuduhutshwana tribal council in Taung, hosted by Kgosikgolo Tshepo Mankuroane and other Batlhaping chiefs, with Setswana traditional food.
• Art exhibition: evening red-carpet opening with a keynote address by the MEC, curated provincial artworks and jazz and afro-soul entertainment.
• Fashion show: follows the art exhibition, curated by a national fashion icon, showcasing provincial designers with workshops and incubation; tickets sold.
• Theatre shows: usually Friday, 12:00 to 18:00, four productions (three fringe, one main attraction) covering drama, dance and poetry; tickets sold.
• Comedy night: follows the theatre programme at 20:00, curated by a national comedian with local and national comedians and local DJs; tickets sold.
• Youth festival: Saturday at Mmabana Taung park, the apex outdoor event, with traditional, hip-hop, lekompo, ma-piano and afro-soul acts; expected attendance 5 000.
• Jazz festival: closing event, 12:00 to about 03:00, with traditional, afro-soul, R&B, soul, gospel and jazz; expected attendance 3 000.

Scope of work

• Liaison: single point of entry into MACSF; regular reporting to the MACSF representative; progress presentations on request; coordination with on-site service providers.
• Logistics: sound, lighting, daylight LED screens, stages per technical riders, tents and marquees, raised platforms, lecterns and podiums, chairs, tables, PA system, standby technical support, power generators, climate control, VIP and portable chemical toilets, site clearing and cleaning before and after, signage, safe parking, exhibition facilities, catering, site plans and crowd control barriers. Photographs of installed logistics must be submitted during and after the festival.
• Photographer and videographer: capture all festival activities; footage and images submitted to the MACSF representative during and after the event.
• Entertainment: recommend the line-up for MACSF approval; appoint an artistic director and curator; coordinate artists; act as liaison between MACSF and artists; arrange transport, accommodation and catering for performers; handle contracts, bookings, EFT payments and administration; provide dressing rooms; schedule rehearsals; appoint a stage manager and crew; provide technical requirements per riders; accommodate line-up changes.
• SAMRO: 2% of the total budget must be allocated and transferred to SAMRO on behalf of MACSF, with proof of payment provided.
• Festival and exhibitions: programme the festival and exhibitions, source and pay for venues, organise a media launch and gala dinner, and set up a festival office with its own personnel and resources, providing MACSF with its address, telephone number and email.
• Promotional items: design and produce a range of branded items carrying the MACSF and partner logos; deliver to the venue before the event; return unused material to MACSF; the logo may not be used outside sanctioned festival activities.
• Ticketing: provide a ticket plan and packages such as VIP and early-bird tickets, plus on-site ticket booths and personnel.
• Revenue generation: run a sponsorship drive in consultation with MACSF to make the festival self-sustaining.
• Security: appoint a safety officer; appoint a PSIRA-compliant private security company to secure sites before, during and after the festival; appoint a security liaison to activate the Joint Operations Centre and liaise with SSA, SAPS, the VIP Protection Unit, PPS, traffic police, EMS, ambulance and fire services; comply with SASREA; attend security cluster meetings; draft and distribute safety files and security plans; recruit, brief, train, liaise with and pay marshals.
• Catering: buffet, plated formal or cocktail menus with bottled water and soft drinks for invited guests, artists and officials; branded bottled water; allergy labelling; dietary requirements accommodated; catering equipment and back-up generators where kitchens are unavailable.
• Décor and flowers: decorate all activities in line with the MACSF corporate identity and event look and feel, with guidance from MACSF.
• Transport and parking: coordinate all parking and transport arrangements before and on event days, including a public transport plan, park and ride, and secure parking.
• Accommodation: provide for travelling artists, invited guests, and Mmabana officials and crew.
• Accreditation, invitations and RSVP: manage guest invitations, RSVP lists, accreditation, ushering and seating, and protocol arrangements such as table cards.
• Marketing: detailed marketing and promotional execution plans, schedules, media releases, and development and management of the festival website.
• Permits and compliance: obtain all legally required permits; provide structural engineer, electrical engineer and temporary structure compliance certificates.
• Reporting: post-event report within 20 working days covering jobs created for women, youth and people with disabilities and community impact, using the MACSF template.
• Public liability insurance of at least R10 million for the three financial years.

Planning deliverables

• Event conceptualisation aligned to audience development, and event grading.
• A fully functional festival office with its own personnel and resources.
• Logistics planning, technical coordination, budget management, risk management and post-event reporting.
• Sourcing and securing all venues.
• Agreements on behalf of MACSF with ticket sales agencies such as Computicket, and with artists.
• Fundraising strategy and mechanisms for additional funding and partners.
• Detailed marketing and promotional execution plans, schedules and media releases.
• Cleaning and waste management plan for inside and outside all venues.
• Electronic and online invitation and registration design, SMS reminders, confirmations, live reports and RSVP management.
• Obtaining all legally required permits.
• Public liability insurance of at least R10 million for the three financial years.

Implementation deliverables

• On-site ticket sales booths and personnel; festival programmes for guests and the public; ticket selling and distribution plan.
• Safety files, site layout maps, JOC meetings and sign-offs; event security and emergency planning.
• Public transport plan, park and ride, and secure parking at all venues.
• Site inspection and dry run with MACSF representatives.
• Artist management, bookings, programme directors and MCs, and contracts with all performers; payment of artists including accommodation, travel and subsistence.
• Technical production: stages, sound, lighting, audio visual, standby generators and pyrotechnics.
• Structure management: marquees, tents, podiums and platforms, compliant with health and safety regulations.
• Power management plan, generators, sufficient fuel on site, and spill and fire management plan.
• Décor compliant with the brand corporate identity; all festival branding material.
• Catering for VIPs, artists and crew, with menus.
• Photography and videography services.
• Development and management of the festival website.
• Compliance certificates: structural engineer, electrical engineer and temporary structure certificates.
• Strict adherence to specifications, SASREA (Act 2 of 2010), the Basic Conditions of Employment Act, prescribed minimum wages and the Occupational Health and Safety Act.

Reporting deliverables

• Post-event report within 20 working days, covering jobs created for women, youth and people with disabilities and the event's community impact, using the MACSF template.

Experience required

• Demonstrated experience hosting medium to major concerts and events, defined as venues with a capacity of 2 000 or more.
• Ticketing evidence: ticketing platform sales reports, settlement statements, audited revenue records or written confirmation from the authorised ticketing provider showing gross ticket sales of 80% or more of venue capacity. Five or more events score 25 points; four score 20; three score 15; two score 10; none, or sales of 79% or less, score 0. Each event is assessed separately and ticket sale values may not be accumulated.
• Project references: signed reference letters, not older than 10 years, on institution letterhead, stating contract value, scope of work, implementation duration, event name and date, venue and location, and audience capacity or actual attendance. Five or more medium to major events score 25 points; four score 20; three score 15; one to two score 10; none scores 0.
• Sponsorship evidence: signed sponsor letters or agreements, not older than 3 years, confirming financial or non-financial sponsorship for previous events and identifying the event, sponsor, sponsorship type, value or in-kind contribution and date. Four or more score 20 points; three score 10; two or fewer score 5; none scores 0.
• All evidence must be independently verifiable and submitted by the closing date.

Key personnel

• The provider must appoint an artistic director and curator for certain events, a stage manager and crew, a safety officer, and a security liaison person.

Administrative compliance (Phase 1)

• Bids must be submitted on or before the closing date and time.
• Bids must be submitted at the correct address.
• Failure to comply leads to immediate disqualification.

Functionality (Phase 2)

• Minimum qualifying score: 70 out of 100.
• Bids scoring below 70 are non-responsive and disqualified.
• Each criterion must be supported by independently verifiable evidence.
• The evaluation committee may contact clients, venues, ticketing platforms, sponsors or event owners to validate submitted information.
• No additional evidence may be introduced after the closing date, except where requested for clarification or verification.

Price and preference (Phase 3)

• Only bids scoring 70 or more on functionality proceed to evaluation under the 80/20 preference point system.

Pricing requirements

• A detailed cost breakdown of all festival activities must be submitted.
• The budget must cover three financial years.
• The priced bid is submitted in a separate sealed envelope and opened only after functionality evaluation.
• Pricing must align with government cost containment measures.
• Cost effectiveness is a critical evaluation factor.
• Price carries 80 of the 100 preference points, calculated as Ps = 80(1 − (Pt − Pmin)/Pmin).
• 2% of the total budget must be allocated and transferred to SAMRO on behalf of MACSF, with proof of payment.
• The provider must keep records of all work done at each event.
• MACSF monitors and evaluates during and after each event.

Pricing

• A detailed cost breakdown of all festival activities must be provided.
• Budget for three financial years.
• Pricing must align with government cost containment measures.
• Cost effectiveness is a critical evaluation factor.
• The priced bid is submitted in a separate sealed envelope, opened only after functionality evaluation.
• Price carries 80 of the 100 preference points.

Insurance

• Public liability insurance of not less than R10 million covering the three financial years.
• Proof of public liability insurance within 5 days of appointment.
• All-risks insurance for the provider's property and equipment used on the contract.
• Liability insurance covering third-party claims for death, bodily injury or property damage, including weather cover, arising from the services or the operation of vehicles and equipment.
• Satisfactory evidence of insurance must be provided to MACSF on request.

Other financial obligations

• 2% of the total budget must be allocated and transferred to SAMRO on behalf of MACSF, with proof of payment.
• The provider must keep records of all work done at each event.
• MACSF monitors and evaluates during and after each event.

Mandatory registration and status

• Central Supplier Database (CSD) registration.
• SARS Tax Compliance Status PIN, or a CSD number where no PIN is available; a printed TCS certificate may be submitted.
• Consortia, joint ventures and subcontractors: each party must submit a separate TCS certificate or PIN and CSD number.
• No bid will be considered from a person in the service of the state, a company with such a director, or a close corporation with such a member.
• Proof of authority to sign, such as a company resolution.

Returnable forms

• SBD 1 (Invitation to Bid): signed cover page with bidder and contact details.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• SBD 7 (Contract Form): signed by the successful bidder on award.

B-BBEE and preference

• Preference points are claimed under the 80/20 system using the SBD 6.1 table, in line with the Mmabana Preferential Procurement Policy and the PPPFA Regulations 2022.
• Locality points require proof of locality; disability points require proof of disability.
• Joint ventures, consortiums and trusts claim preference on the ownership status level of the legal entity and must submit supporting documents.

Disqualification

• Bid completed in pencil, or using tippex or erasable ink on sections affecting evaluation.
• Uninitialled alterations to rates or information affecting evaluation, unless the aggregated total is unaffected.
• Bid not signed by an authorised person.
• Mandatory documents omitted.
• Bidder or its directors listed on the Register of Bid Defaulters or the restricted suppliers list.
• Abuse of MACSF's supply chain management system.
• Attempts to influence the evaluation or award.
• Conflict of interest, including being an advisor or consultant contracted to the entity.
• Late, faxed or emailed bids.

Contract compliance

• Adherence to the Safety at Sport and Recreation Events Act 2 of 2010, the Basic Conditions of Employment Act, prescribed minimum wages and the Occupational Health and Safety Act.
• Compliance certificates: structural engineer, electrical engineer and temporary structure certificates.
• PSIRA-compliant security provider.

Safety appointments

• Appoint a safety officer.
• Appoint a PSIRA-compliant private security company to secure and control event sites before, during and after the festival.
• Appoint a security liaison person to activate the Joint Operations Centre and liaise with SSA, SAPS, the VIP Protection Unit, PPS, traffic police, EMS, ambulance services and fire departments.

Safety compliance

• Comply with the Safety at Sport and Recreation Events Act 2 of 2010 (SASREA).
• Attend security cluster meetings.
• Draft and distribute the safety file and security plans to the MACSF representative on time.
• Take charge with the relevant security agencies on event days.
• Recruit, brief, train, liaise with and pay credible marshals immediately after the event.
• Provide safety certification for all infrastructure erected for the festival and activate the Joint Operations Centre.
• Structures such as marquees, tents, podiums and platforms must comply strictly with health and safety regulations.
• Provide a power management plan, generators, sufficient fuel on site, and a spill and fire management plan.
• Provide structural engineer, electrical engineer and temporary structure compliance certificates.
• Adhere to the Occupational Health and Safety Act.

Waste and cleaning

• Provide a total management plan for cleaning and waste management inside and outside all venues during the festival.
• Clear and clean the site before and after the festival.
• Include waste management in the project plan submitted for functionality scoring.

Permits and compliance

• Obtain all permits required by law to run the festival.
• Provide structural engineer, electrical engineer and temporary structure compliance certificates.
• Public liability insurance of at least R10 million for the three financial years.

Service Level Agreement

• The appointed provider signs an SLA with MACSF to perform all functions set out in the Terms of Reference.

Confidentiality

• Information and documentation may be used only for preparing the tender proposal to MACSF.
• No copies may be made without prior written approval from MACSF.
• The successful bidder and its staff must sign a non-disclosure agreement.

Award

• MACSF reserves the right to award the bid in whole or in part.

Insurance

• Public liability insurance of not less than R10 million covering the three financial years.
• Proof of public liability insurance within 5 days of appointment.
• All-risks insurance for the provider's property and equipment used to execute the contract.
• Liability insurance covering third-party claims for death, bodily injury or property damage, including weather cover, arising from the services or the operation of vehicles and equipment.
• Satisfactory evidence of insurance must be provided to MACSF on request.

Office

• The provider must establish an office or provide a reliable contact accessible during office hours.

Pre-qualifying submission

• Completed bid document submitted to MACSF.
• Un-priced proposal describing the bidder's approach to the full scope of services, which may include photographs, menus and suggested venues, and must include the project plan and dates.
• Two clearly marked envelopes deposited in the tender box: Envelope 1 with the un-priced proposal and all returnable documents except priced documents; Envelope 2 with the priced bid.

Evaluation stages

• Stage 1: administrative compliance.
• Stage 2: un-priced proposals evaluated for responsiveness; bidders scoring at least 70 points on functionality proceed.
• Stage 3: priced proposal with a full cost breakdown, opened after stage 2 is complete.

Three-phase evaluation

• Phase 1 — Administration: compliance with mandatory bid requirements.
• Phase 2 — Functionality: minimum qualifying score of 70 points.
• Phase 3 — Price and preference: 80/20 preference point system.

Functionality criteria (100 points)

• Company experience — hosting medium to major concerts and events: 25 points, evidenced by ticketing platform sales reports, settlement statements, audited revenue records or written confirmation from the authorised ticketing provider showing gross ticket sales of 80% or more of venue capacity. Five or more events = 25; four = 20; three = 15; two = 10; none or 79% or less = 0.
• Company experience — number of projects: 25 points, evidenced by signed reference letters not older than 10 years. Five or more medium to major events = 25; four = 20; three = 15; one to two = 10; none = 0.
• Project plan: 30 points for a detailed plan with objectives and milestones covering the required deliverables. 90% or more = 30; 60–89% = 15; 59% or less = 0.
• Sponsorship: 20 points, evidenced by signed sponsor letters or agreements not older than 3 years. Four or more = 20; three = 10; two or fewer = 5; none = 0.

Preference points

• 80 points for price and 20 points for preference (B-BBEE, locality and disability) under the 80/20 system.
• Locality and disability points require proof of locality and proof of disability respectively.
• Joint ventures and consortiums must submit signed agreements setting out roles and responsibilities and identifying the lead partner.