Objectives

The primary objective is to engage a qualified service provider to deliver professional sound and audio support for indoor municipal events held on a quarterly basis. The municipality aims to secure reliable, compliant, and cost-effective audio services while adhering to national procurement legislation and local preferential procurement policies.

Scope of Work

• Provide complete sound management for indoor events at the Stellenbosch Town Hall.
• Handle transportation, professional setup, and breakdown of all audio equipment.
• Deliver live DJ services tailored to event programming.
• Supply and manage microphone systems for announcements, performances, and audience interaction.
• Implement strict sanitisation protocols for all equipment between separate user sessions.
• Accommodate flexible delivery schedules and quantity adjustments, with changes or cancellations required 24 hours in advance.

Technical Requirements

• Operate a complete, venue-appropriate sound reinforcement system capable of clear audio distribution for indoor spaces.
• Provide five (5) roaming microphones with dedicated stands.
• Supply cordless microphones specifically allocated for public announcements and dramatic presentations.
• Maintain detailed records of equipment sanitisation between users.
• Submit fully completed municipal bidding documentation, including Central Supplier Database (CSD) registration, tax compliance PIN, VAT and company registration numbers, banking details, and municipal accounts (not older than 90 days) for the company and all directors.
• Comply with the 80/20 preference point allocation system, providing substantiated proof for Broad-Based Black Economic Empowerment (B-BBEE) status and local business presence within the Stellenbosch municipal area.
• Furnish all mandatory compliance declarations, including conflict of interest, past supply chain management practices, independent bidding certification, and director/shareholder disclosures.

Skills Requirements

• Proven expertise in live sound engineering, acoustic balancing, and real-time audio troubleshooting for indoor venues.
• Competent DJ skills with experience in event pacing, crowd engagement, and seamless audio transitions.
• Proficiency in rapid equipment deployment, safe handling, and routine maintenance of professional audio gear.
• Strict adherence to health, safety, and hygiene standards for shared technical equipment.
• Strong administrative capability to accurately complete municipal procurement forms and meet submission deadlines.
• Operational flexibility to adapt to last-minute schedule changes, cancellations, or altered equipment quantities without service disruption.

Explanation of Key Terms & Conditions

LDAC Quarterly: Internal municipal reference indicating a recurring quarterly contract for local development or community events requiring dedicated audio support.

MBD Forms: Standardised South African municipal bidding templates that govern bidder eligibility, preference claims, legal declarations, and compliance verification.

80/20 Preference System: A procurement scoring model where 80 points are awarded based on competitive pricing and 20 points are distributed across socio-economic goals, specifically B-BBEE status level and geographical locality within the municipality.

Original Sworn Affidavit Requirement: To claim B-BBEE preference points, bidders must physically submit an original sworn affidavit by hand. Digital submissions or third-party verification certificates alone do not qualify for preference scoring without this physical document.

Indemnity & OHS Compliance: The successful contractor assumes full financial and legal responsibility for any property damage, personal injury, or operational incidents occurring during service execution. All insurance coverage and occupational health and safety compliance remain the contractor’s sole responsibility, and the municipality reserves the right to adjust contract scope or reject any quotation without obligation to award.