Objectives

The primary objective is to procure integrated event support services for the Nelson Mandela Bay Municipality’s State of the Metro and Council Opening Ceremony. The municipality seeks reliable, compliant service providers capable of delivering high-quality catering, live entertainment, professional audio-visual broadcasting, and complete venue decoration for a single coordinated municipal event.

Scope

The tender covers four distinct service lots for the same event, scheduled for 10 September 2026 at the Ernest Swanepoel Hall:

• Catering: Provision of 700 plated meals comprising savoury rice, chicken thighs, steak, butternut, spinach, roasted vegetables, two salads, malva pudding, cheesecake, soft drinks, and bottled water, inclusive of all cutlery.
• Performance Services: Coordination and delivery of live entertainment featuring a jazz band, traditional dancers, kwaito and hip-hop musicians, DJs, and gospel performers.
• PA System Supply/Hiring: Provision of professional public address systems with dedicated operating personnel to ensure clear audio coverage throughout the venue.
• Decor Supply & Setup: Installation of 70 round 10-seater trestle tables, matching black tablecloths, 700 chairs with covers, floral centrepieces, and decorative draping.

Technical Requirements

• All providers must supply and operate their own equipment and transport where explicitly stated.
• PA system providers must submit two official reference letters from State Departments or equivalent municipalities verifying prior performance.
• Bidders must be successfully registered on the Nelson Mandela Bay Supplier Database before contract award.
• All quoted prices must remain valid for a minimum of thirty days from the tender closing date.
• Submissions must be completed and submitted exclusively via the designated online portal; fax submissions will be rejected.
• All bids must comply with the General Conditions of Tender, applicable definitions, and municipal procurement directives.

Skills Requirements

• Culinary & Logistics Management: Ability to prepare, plate, and distribute large-scale meals meeting specific menu and presentation standards, alongside efficient inventory and cutlery management.
• Entertainment Production: Capacity to synchronize multiple musical genres and dance troupes, manage stage logistics, and ensure seamless performance transitions.
• Audio-Visual Engineering: Proficiency in operating professional PA systems, calibrating sound levels for large halls, and deploying trained technicians for real-time audio control.
• Event Styling & Installation: Skill in rapid venue transformation, including precise table arrangement, fabric draping, chair covering, and aesthetic centerpiece placement.
• Compliance & Documentation: Competence in navigating municipal procurement frameworks, preparing statutory reference documentation, and adhering to strict submission protocols and database registration requirements.

Explanation of Unusual or Complicated Terms

• 80/20 System: A preferential procurement framework mandated by South African regulations, requiring municipalities to allocate 80% of procurement value to historically disadvantaged individuals (HDIs) or HDI-owned enterprises, and 20% to other qualifying entities, to drive economic transformation and redress.
• State of the Metro: An annual formal address delivered by the Mayor to the City Council, detailing the administration’s operational achievements, financial health, strategic priorities, and proposed budget allocations for the upcoming fiscal year.
• Preferential Procurement Regulation of 2022: National legislation governing how public entities award contracts based on price and predetermined social goals (such as Black Economic Empowerment, disability inclusion, and local economic development), ensuring transparent, fair, and transformative procurement practices.