Tender Summary: FSDSD (T) 006/2026

Objectives

The primary objective is to appoint a qualified event management company to deliver comprehensive event-related services for the National Active Ageing Programme in Bloemfontein. This engagement is conducted on behalf of the Free State Department of Social Development and is structured as a single, non-recurring appointment.

Scope

The scope encompasses end-to-end event management services required to successfully execute programme activities targeting older persons. Key deliverables include:

• Planning, coordination, and execution of events aligned with the National Active Ageing Programme
• Logistics management, venue setup, registration, and participant engagement
• Administrative and operational support tailored to provincial social development initiatives

All services are confined to the Free State province and operate on an once-off basis without automatic renewal provisions.

Technical Requirements

Bidders must demonstrate the capacity to manage public-sector events in compliance with national procurement and service delivery standards. Expected technical capabilities include:

• Proven experience in organising community or government-focused events
• Ability to implement health, safety, and accessibility protocols suitable for older participants
• Competence in budget administration, reporting, and adherence to strict submission and evaluation timelines
• Compliance with all regulatory, contractual, and formatting obligations detailed in the full tender documentation

Skills Requirements

Successful contractors must possess a combination of managerial, operational, and interpersonal competencies:

• Project management and stakeholder coordination skills
• Experience working with government departments and social development programmes
• Cultural sensitivity and age-appropriate engagement strategies
• Risk assessment, contingency planning, and on-site problem-solving abilities
• Familiarity with preferential procurement frameworks and public financial management regulations

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A South African public procurement evaluation method where 80 points are allocated for price competitiveness and 20 points for transformation criteria (typically prioritising historically disadvantaged groups, including black South Africans, women, and persons with disabilities). This system means pricing alone does not guarantee award; transformation compliance significantly impacts scoring.
• Once-off Basis: Indicates a single contract cycle with no extension, renewal, or follow-on phases unless separately procured through a new bidding process.
• National Active Ageing Programme: A government-led initiative focused on promoting the physical, mental, social, and economic well-being of older persons. Events under this programme require accessible venues, age-sensitive facilitation, and inclusive participation frameworks to accommodate varying mobility and cognitive needs.