Tender Summary: Sport Competition and Event Management Training Programme

Objectives

The primary objective is to build practical competence in competition and event management among local sport stakeholders, including volunteers, coaches, team managers, school representatives, community sport structures, and municipal officials. The programme aims to address current gaps in fixture planning, match administration, event logistics, safety protocols, and stakeholder coordination. Ultimately, it seeks to ensure that sport events within the municipal area are better structured, safer, and more sustainable.

Scope of Work

The appointed service provider will deliver a comprehensive training programme covering the following key areas:

• Development of a supporting training plan, facilitator guide, and assessment tools, accompanied by an inception report prior to commencement.
• Instruction on competition organisation principles, tournament formats (league, knockout, and round robin), fixture scheduling, and match-day operations.
• Training in event logistics, coordination, safety and risk management, stakeholder communication, and competition reporting/evaluation.
• Provision of comprehensive learning materials in both printed and digital formats.
• Certification of all participants who successfully complete the programme, with internal and external moderation conducted in accordance with national education and training authority standards.
• Submission of a post-training report detailing attendance, assessment results, photographic evidence, outcomes, challenges, lessons learned, and recommendations for future initiatives.

Technical Requirements

Bidders must meet strict technical and administrative criteria to qualify for evaluation:

• Evaluation Threshold: A minimum functional score of 70 out of 100 is required to advance to the price and preference evaluation phase.
• Scoring Criteria: Evaluation focuses on relevant experience (minimum three to four years managing similar programmes), methodology alignment with municipal goals, quality of training and risk management tools, and value-added support such as certificates.
• Pricing & Contract Terms: All costs must be quoted in South African Rand, inclusive of VAT, and remain fixed for the contract duration. Prices must cover facilitation, assessment, moderation, materials, travel, accommodation, and administration. The municipality provides the venue. Travel reimbursement follows the applicable national revenue service rate, and accommodation must comply with municipal cost-containment policies. Bids are valid for 90 days.
• Compliance Documentation: Mandatory submissions include tax compliance verification, Broad-Based Black Economic Empowerment status proof, up-to-date municipal account clearance, declarations regarding past supply chain practices and independent bid determination, and enterprise registration documents.

Skills Requirements

The service provider must demonstrate specialised expertise in sport development and educational delivery:

• Lead Facilitator Qualifications: Must hold a relevant qualification in sport management or education, supported by at least three to four years of hands-on experience in designing and delivering sport competition and event management training.
• Curriculum Development: Proven ability to create structured, time-bound, and locally aligned training methodologies, facilitator guides, and practical exercises tailored to grassroots and municipal sport contexts.
• Assessment & Moderation: Competence in administering learner assessments and conducting internal/external moderation in line with national qualification framework requirements.
• Project Management: Strong organisational skills to manage inception reporting, material production, participant tracking, and comprehensive post-programme evaluation and reporting.

Key Terminology & Procurement Framework

80/20 Preference Point System: A procurement scoring method where 80 points are awarded for competitive pricing and 20 points for specific socio-economic goals, primarily B-BBEE status level and supplier locality within the municipal or regional boundaries.

SAQA/SETA/QCTO Standards: National regulatory frameworks governing education, training, and occupational certifications in South Africa. The tender requires all training materials, assessments, and certifications to align with these bodies to ensure nationally recognised accreditation.

Municipal Account Clearance: A mandatory compliance requirement where bidders must prove they have no outstanding municipal rates, taxes, or service charges exceeding three months, ensuring financial responsibility before contract award.