Tender Summary: Coordinate and Manage MTN 8 Cup Final Public Viewing Area

Objectives

The primary objective is to coordinate and manage a dedicated Public Viewing Area (PVA) for the 2026 MTN 8 Cup Final at a designated beachfront venue. The successful bidder must secure naming rights, deliver a safe and engaging fan experience, manage large-scale crowds, provide all necessary infrastructure and operational services, and ensure full compliance with municipal health, safety, and environmental regulations.

Scope of Work

• Infrastructure Setup: Installation and management of daylight screens, a roofed stage, marquees, perimeter fencing, temporary lighting, outdoor sound arrays, broadcasting equipment, and ablution facilities.
• Operational Services: Deployment of security personnel, medical and first-aid stations, emergency vehicle access management, waste collection, deep cleaning, and oversight of food vendors and performing artists.
• Risk & Safety Management: Conducting hazard assessments, maintaining clear emergency routes, implementing crowd control procedures, and coordinating with law enforcement and municipal emergency services.
• Community & Marketing: Executing community mobilization campaigns, managing hospitality zones, and aligning entertainment schedules with the event programme.
• Post-Event Restoration: Complete site cleanup and return of the venue to an acceptable municipal standard following the event.

Technical Requirements

• Mandatory registration with PSIRA for all security staff.
• Valid restation with the BCCCI and an active recycling permit from the CSW department.
• Provision of specified infrastructure per the Bill of Quantities, including 3m × 2m daylight screens, an 8m × 6m roofed stage, and adequate crowd-control fencing.
• Submission of a documented Health and Safety Plan compliant with national legislation.
• Service delivery must be executed within 24 hours of receiving an official service order.
• Pricing must remain fixed for the contract duration; performance security liability is waived.
• Bidders must provide proof of at least two completed projects involving similar sports event equipment or public viewing management, supported by client reference letters.

Skills Requirements

• Proven expertise in large-scale sporting event coordination and public viewing area management.
• Strong project management capabilities to oversee multidisciplinary teams, subcontractors, and municipal stakeholders.
• Proficiency in crowd dynamics, risk mitigation, and emergency response planning.
• Technical competence in audiovisual production, temporary staging, electrical installations, and broadcasting logistics.
• Experience in regulatory compliance liaison, particularly regarding security licensing, betting controls, waste management, and environmental health standards.
• Competence in community outreach, marketing activation, and hospitality coordination.
• Ability to enforce strict health, safety, and hygiene protocols across all operational zones.

Explanation of Unusual Terms

• PSIRA: The Private Security Industry Regulatory Authority; South Africa's statutory body that certifies private security providers. Registration ensures all deployed guards meet legal competency standards.
• BCCCI: The Betting Control and Licensing Council; a regulatory body overseeing gaming and betting operations. Restation confirms the contractor is legally authorized to host any associated commercial or promotional activations.
• CSW Permit: A municipal authorization issued by the City Solid Waste division, granting permission to conduct waste collection and recycling operations on public land.
• Nil Performance Security: A contractual clause where the municipality waives the standard financial guarantee (typically a bank guarantee or retention amount) usually required from contractors, significantly reducing upfront cash flow requirements for the successful bidder.