Objectives

The primary objective is to procure a reliable supplier to provide, install, and manage décor, entertainment, and concession services for the Mnquma Local Municipality’s Children’s Month programme. The contract aims to create a safe, festive, and engaging environment for local children while supporting municipal community development and local economic participation goals.

Scope of Work

The successful bidder will supply, deliver, set up, maintain, and collect the following items and services for a one-month contract period, with initial delivery required within thirty days of purchase order issuance:

• One three-pole tent rated for 200 attendees
• A three-metre stage with cloth skirting
• Two inflatable jumping castles
• A photo booth with Christmas-themed décor and custom municipal wording
• A candy station supplying three varieties of sweets
• Professional face painting services for all participating children
• A popcorn-making machine with kernels and packaging for 100 children
• A slush-making machine with premix, cups, and straws for 100 children

All logistical, operational, and maintenance responsibilities for the duration of the contract fall under the supplier's scope. Strict delivery timelines apply, with financial penalties enforced for non-compliance.

Technical Requirements

Bidders must adhere to the following technical, administrative, and contractual conditions:

• Firm Pricing: All quotations must be fixed and all-inclusive, covering VAT, transportation, installation, staffing, consumables, and risk liabilities. Variable or conditional pricing will result in disqualification.
• Mandatory Documentation: Submission of all required Municipal Bidding Documents (MBDs), which are standardized South African government procurement forms used to verify compliance, tax status, conflict of interest, and past supply chain conduct.
• Preference Point System: Evaluation uses an 80/20 scoring model. Eighty points are awarded based on price competitiveness, while twenty points target specific socio-economic goals: ten points for South African-owned enterprises and ten points for businesses operating within the Mnquma Local Municipality jurisdiction. Bidders must submit a recent Central Supplier Database report and municipal rates confirmation or lease agreement to claim these points.
• Contract Validity: Submitted bids remain legally binding for ninety days from the closing date.
• Delay Penalties: Late delivery triggers daily financial deductions calculated using the prevailing prime interest rate, as outlined in the General Conditions of Contract (GCC).
• Eligibility Exclusion: Individuals or entities currently employed by or serving in the public sector are strictly prohibited from bidding.

Skills and Experience Requirements

Proponents must demonstrate the following competencies and track record:

• Event Infrastructure & Logistics: Proven capability to source, transport, assemble, and dismantle large-scale event equipment, including tents, stages, and inflatables, while ensuring structural safety.
• Concession & Entertainment Operations: Hands-on experience managing food and beverage stations (popcorn, slush, candy) and providing supervised, child-appropriate face painting services.
• Procurement & Compliance Knowledge: Familiarity with South African municipal tender processes, including accurate completion of standardized bidding templates and submission of statutory certifications.
• Past Performance: Documented evidence of successfully delivering similar event décor or children’s programme contracts, including project values, client references, and completion dates.
• Safety & Quality Assurance: Ability to maintain equipment functionality throughout the contract period and ensure all supplies meet health and safety standards suitable for child-friendly environments.