Objectives

The primary objective of this tender is to procure a qualified supplier to provide professional sound and audio support services for indoor events at the Stellenbosch Town Hall on a quarterly basis. The municipality aims to secure a reliable vendor capable of delivering high-quality audio solutions while strictly adhering to municipal procurement regulations, health and safety standards, and socio-economic preference frameworks.

Scope of Work

The successful bidder will manage all aspects of sound services for scheduled municipal events. The scope includes:

• Complete setup and breakdown of all required audio equipment at the venue.
• Provision of professional DJ services during events.
• Supply of five (5) cordless roaming microphones and one dedicated microphone/drama stand.
• Thorough sanitization of all equipment between different event users to ensure hygiene compliance.
• Flexibility to accommodate changes in delivery quantities and scheduling, with a mandatory 24-hour advance notice for any modifications or cancellations.

Technical Requirements

Bidders must demonstrate technical competence and regulatory compliance through the following:

• Proficiency in operating, troubleshooting, and maintaining professional sound reinforcement and DJ systems.
• Implementation of documented sanitization protocols for all shared audio gear between users.
• Full compliance with Stellenbosch Municipality’s supply chain management rules, including submission of completed Municipal Bidding Documents (MBD 4, 6.1, 8, and 9).
• Valid registration on the national supplier database and current tax compliance status.
• Proof of Broad-Based Black Economic Empowerment (B-BBEE) status via an accredited verification certificate or an original sworn affidavit submitted physically.
• Submission of municipal accounts not older than 90 days for both the company and all directors.
• Execution of an indemnity form accepting full liability for property damage, personal injury, or loss, with the contractor responsible for all insurance premiums.
• Strict adherence to the Occupational Health and Safety (OHS) Act, with explicit municipal exemption from related claims.

Skills Requirements

While not explicitly itemized, the contract inherently requires:

• Certified or demonstrable experience in live sound engineering, audio mixing, and event production logistics.
• Professional DJ capabilities suited to municipal indoor functions.
• Strong adaptability and project management skills to handle fluctuating quantities and short-notice schedule changes.
• Familiarity with South African public procurement compliance frameworks and documentation standards.
• Attention to detail regarding equipment maintenance, hygiene protocols, and workplace safety regulations.

Key Terms & Conditions

• SHF Quarterly: Indicates a recurring quarterly service agreement under the municipality’s specific internal service framework coding system.
• 80/20 Preference Point System: A standard evaluation model where 80 points are awarded for price competitiveness and 20 points for socio-economic preferences (B-BBEE status level and local supplier status within the Stellenbosch municipal boundary).
• Independent Bid Determination: Bidders must legally certify that their pricing, strategy, and bid preparation were conducted independently without consultation or collusion with competitors.
• Debt Restriction: Any bid will be automatically rejected if the company or its directors owe the municipality more than 90 days in arrears for rates, taxes, or levies.
• No Guarantee of Award: The municipality reserves the right to accept any quotation, part thereof, or adjust the scope of work, without obligation to select the lowest or any specific bidder.