Tender Summary: FSDSD (T) 006/2026

Objective

The primary objective is the once-off appointment of a qualified event management company to deliver comprehensive event-related services for the National Active Ageing Programme (Golden Games) in Bloemfontein, on behalf of the Free State Department of Social Development.

Scope of Work

• Transportation Logistics: Coordinate multi-day vehicle pick-ups and drop-offs for participants across four districts (Lejweleputswa, Mangaung, Fezile Dabi, and Thabo Mofutsanyana) to Bloemfontein hotels and the Dr Rantai Molemela Stadium between 29 October and 1 November 2026.
• Catering Services: Provide lunch for 300 attendees on 29 October 2026 and supply daily food packages for 800 participants over three days.
• Attire & Branding: Manufacture, supply, and brand approximately 1,800+ items of sportswear and traditional attire (track suits, T-shirts, shorts, bucket hats, skirts, overalls) featuring the Department’s official logo.
• Event Staffing & Safety: Deploy 150 marshalls per day for crowd control and safety during stadium events.
• Site Management: Handle pre- and post-event site clearing, waste removal, and provision of all necessary dining equipment (cutlery, crockery, tablecloths, food warmers).

Technical Requirements

• Valid registration on the Central Supplier Database (CSD) and current Tax Compliance Status (TCS).
• Proof of membership with a recognized event management professional body.
• Financial capacity demonstrated via a bank statement showing a minimum cash flow of R100,000 over the past six months.
• Relevant experience in event management, supported by certificates of completion or invoices from contracts within the last four years.
• Operational base located within the Free State province.
• Compliance with food safety regulations, including a valid Health Certificate and vehicles meeting Regulation R638 standards.
• Firm pricing inclusive of all costs (VAT, transport, delivery, branding); no price escalations permitted.
• Submission of a Joint Venture agreement (if applicable) and establishment of a joint bank account post-award.

Skills Requirements

• Proven project management capabilities for large-scale, time-sensitive provincial events.
• Expertise in cross-district logistics coordination and fleet management.
• Strong knowledge of public health and food safety protocols for mass catering.
• Experience in textile procurement, custom apparel manufacturing, and corporate branding.
• Competency in crowd management, staff supervision, and emergency response planning.
• Ability to maintain strict hygiene standards and ensure timely execution of all service components.

Key Terms & Clarifications

• 80/20 Preferential Procurement System: Bids are evaluated using 80% for price and 20% for specific goals (e.g., women, youth, or disability-owned enterprises, and SMME status). Points are only awarded if formally claimed via the designated form with supporting documentation.
• Anti-Fronting Policy: The department strictly prohibits fronting (misrepresenting ownership or control to gain preferential treatment). Bidders must declare all related entities; false declarations result in immediate disqualification and potential ten-year exclusion from state contracts.
• Performance Security: The successful bidder must furnish performance security (e.g., bank guarantee or certified cheque) within thirty days of contract award to guarantee履约.
• Dispute Resolution: Mediation is explicitly excluded. Disputes will first undergo mutual consultation, followed directly by South African court proceedings if unresolved.