Objectives

The primary objective of this tender is to appoint a qualified service provider to supply essential goods and logistical support for the O.R. Tambo Legacy 2026 Commemoration event, specifically the Umzila kaTamb o Marathon. The municipality aims to secure a reliable partner capable of delivering audio-visual equipment, catering, seating arrangements, and promotional items to ensure seamless event execution.

Scope of Work

The successful bidder will be responsible for procuring, preparing, and delivering the following items for the commemoration event:

• One complete sound system.
• Two cordless microphones.
• Ten round tables with matching tablecloths.
• One hundred chair covers.
• Tea provisions for sixty attendees.
• Full catering services with a valid certificate of acceptability for one hundred participants.
• Eighty lunch packs designated for security cluster personnel.
• Local prizes valued at R5,000.

Technical Requirements

Bidders must demonstrate the operational capacity to meet the following technical specifications:

• All audio-visual equipment must be fully functional, modern, and suitable for large-scale or outdoor event deployment.
• Catering services must comply with national health and safety standards, requiring a valid certificate of acceptability issued by relevant municipal or provincial health authorities.
• Food and beverage provisions must be prepared, packaged, and transported under strict hygienic conditions, with clear labeling for security or dietary requirements.
• Prizes and merchandise must be locally sourced and manufactured to align with municipal procurement policies.
• All goods must be delivered, set up, and managed within the stipulated timeframe prior to the event commencement.

Skills and Experience Requirements

While the tender does not mandate formal academic qualifications, bidders are expected to possess:

• Proven track record in event logistics, audio-visual equipment rental, and bulk catering supply.
• Operational capability to coordinate simultaneous delivery of diverse goods (technical equipment, furniture, perishable food, and merchandise).
• Familiarity with South African public procurement compliance, including tax clearance verification, Central Supplier Database registration, and preferential scoring frameworks.
• Administrative competence to accurately complete mandatory municipal bidding forms, local content declarations, and independent bid determination certificates.

Key Terms and Unusual Requirements

This tender incorporates standard South African public procurement mechanisms alongside specific municipal directives that require careful attention:

• 80/20 Preference Point System: Bid evaluation allocates 80 points based on price competitiveness and 20 points for designated socio-economic goals. Points are awarded for South African ownership, Black individuals, women, youth, persons with disabilities, and military veterans. Bidders must submit documented proof to claim these points.
• 100% Local Content Threshold: Where applicable, all supplied goods must meet a strict local production requirement. Compliance is verified using the SABS SATS 1286:2011 methodology, which calculates the percentage of locally manufactured value against the total bid price excluding VAT. Bidders must submit detailed local content declarations and proof of exchange rates for any imported components.
• Mandatory Compliance Documentation: Failure to submit required forms (MBD 1, 4, 6.1, 6.2, 6.4, 8, and 9), SARS Tax PIN, CSD registration, certified director IDs, joint venture agreements (if applicable), and sworn proof of no overdue municipal accounts will result in immediate disqualification.
• Service of the State Restriction: Individuals currently employed by the state, or directors/shareholders thereof, are strictly prohibited from participating in this procurement process.
• Submission Protocol: Bids must utilize unaltered official municipal forms. Any handwritten or unsigned modifications to pricing schedules render the submission invalid. Late, couriered, or incomplete submissions will not be considered. The municipality reserves the right to award contracts based on value for money rather than the lowest price alone.