Objective

The primary objective is to appoint a qualified service provider to plan, coordinate, and execute the Mandeni Tourism and Investment Indaba. The event aims to stimulate economic growth by showcasing regional tourism potential and attracting strategic investment opportunities within the Mandeni municipality.

Scope of Work

• Event Concept & Theme: Develop a unique theme aligned with Mandeni’s investment priorities and local economic goals.
• Logistics & Venue Management: Oversee venue setup, technical requirements, delegate registration, and VIP coordination.
• Project Management: Assign a dedicated project manager to coordinate all activities, ensure timely delivery, and maintain budget compliance.
• Marketing & Communications: Execute a multi-channel promotional strategy (digital, print, radio), design branding materials, and manage media relations.
• Program Development: Curate an agenda featuring plenary sessions, workshops, site visits, panel discussions, and structured networking opportunities.

Technical Requirements

• Facilitation Team: Supply one lead facilitator with administrative support staff, plus four mandatory panellists specializing in business, commerce, and economics. The bidder must cover all logistics for the panellists.
• Audio-Visual & Sound: Provide a complete PA system, three wireless microphones, three lapel microphones, and one standing microphone. Equipment must be set up at 07:00 on 17 April 2026.
• Venue Furnishings: Two lounge setups (six seats on stage with carpet/coffee table/centrepiece; fifteen seats on the floor with coffee/side tables), seventy-five conference trestle tables with black covers, one hundred fifty conference chairs, and a photo booth with welcome backdrop.
• Catering & Hospitality: Full lunch service for two hundred delegates (including specified mains, sides, and beverages), two hundred bottled waters, and seventy-five packets of table sweets.
• Stationery & Branding: Two hundred A5 notepads and engraved pens, both featuring the municipal logo and name. Stage front draping must be provided.
• Documentation: Submit detailed profiles for at least three panellists outlining their field of expertise.

Skills and Qualifications Requirements

• Proven Experience: Demonstrated track record in facilitating similar large-scale events, supported by verifiable reference letters and award documents.
• Lead Facilitator Credentials: Minimum bachelor’s degree with documented experience in commerce, tourism, or hospitality over the past ten years.
• Evaluation Threshold: Must achieve a minimum of thirty points on the prescribed evaluation matrix to qualify for further assessment.
• Core Competencies: Strong project management, budget control, multi-platform marketing execution, and stakeholder engagement capabilities.

Key Terms and Clarifications

• Indaba: A traditional South African term denoting a formal stakeholder gathering or summit focused on dialogue, strategy formulation, and collaborative decision-making.
• PPPFA Regulations 2022 Specific Goals: Preferential procurement criteria that allocate additional scoring points to enterprises based on location, ownership demographics (persons with disabilities, black individuals, women, or youth), and enterprise size classification, in alignment with national transformation policies.
• MBDs (Forms 1, 4, 8, 9): Standard Municipal Bid Documentation forms required for statutory declarations, tax compliance verification, Broad-Based Black Economic Empowerment (BBBEE) status confirmation, and banking details submission.
• CSD (Central Supplier Database): The National Treasury’s official supplier registry used to verify company registration, tax clearance status, director identities, and banking information.