Objectives

The primary objective of this tender is to procure events management services for the Office of the Speaker Outreach Program in Kanyamazane Ward 20, City of Mbombela. The services aim to facilitate the successful organization and execution of the outreach event, ensuring all logistical, catering, and technical requirements are met to support community engagement activities.

Scope

The scope includes providing comprehensive event management services for the outreach program scheduled at KaNyamazane Community Hall. This encompasses catering (breakfast and lunch), provision of audio-visual equipment, transportation, and sanitation facilities such as mobile toilets. The event details, including date and time, will be confirmed with the successful service provider. The scope also involves logistical support such as transport arrangements and setup of necessary equipment and furniture.

Technical Requirements

• Provision of catering services including muffins, scones, salads, vegetables, gravy, still water (500 ml), and soft drinks (300 ml).
• Supply and setup of PA system with four microphones.
• Provision of a bakkie fitted with a loud hailing system for mobilization purposes.
• Supply of chair covers, chairs (300 units), tables (6 units), and mobile VIP toilets (3 units).
• Provision of a standby generator.
• Transport services using 15-seater buses to ferry attendees from within Ward 20 to the event venue.

The total bid amount must be clearly indicated and transferred to the MBD1 form as the total bid price. Failure to do so will result in disqualification.

Skills and Qualification Requirements

• Registered business with valid CSD report (not older than three months).
• Affidavit confirming business bank account details, if not verified on the CSD report.
• Valid registration with the Companies and Intellectual Property Commission (CIPC).
• Proof of address or lease agreements for the business and directors, issued by relevant authorities within the last three months.
• Compliance with the Prevention of Fraud and Corrupt Activities Act, with potential restrictions for fraudulent activities.
• Adherence to the Preferential Procurement Policy, including points for enterprise ownership by historically disadvantaged persons, women, youth, and persons with disabilities, supported by relevant documentation such as CSD reports and medical certificates.
• Experience in event management and logistical coordination is implied as necessary for successful service delivery.