Objectives

The primary objective of this tender is to appoint a qualified service provider to plan, coordinate, and execute a Gender-Based Violence (GBV) awareness event targeting women, commissioned by the Lephalale Local Municipality.

Scope of Work

The successful bidder will deliver comprehensive event management services for a gathering anticipated to host 500 attendees at the Mogol Club in Lephalale. The scope covers venue provisioning, full catering operations, audio-visual setup, decorative staging, and coordinated transport logistics to move participants between the town centre and rural village clusters across 15 wards.

Technical Requirements

• Venue & Seating: Provision of an appropriate venue for 500 guests, including 100 decorated chairs and supplementary seating arrangements.
• Catering Services: Complete meal provision comprising breakfast, dinner (pap, rice, stewed beef, grilled chicken, pumpkin, three-bean salad, assorted beverages), mixed fruit snack platters, and 500 bottles of still water (500ml). Dedicated VIP catering must also be supplied.
• Audio-Visual Equipment: Supply and operation of a professional sound system with two cordless microphones.
• Transport Logistics: Provision of seven 22-seater taxis and five 65-seater buses to facilitate safe, timely transit across designated town and village routes.
• Pricing & Contractual Terms: All bids must be fixed-price and inclusive of delivery costs. Quotes subject to exchange rate fluctuations will be rejected. Bidders must declare a valid bid period from the closing date.
• Proof of Capacity: Submission of an inventory of available plant and equipment, plus a structured schedule detailing up to eight similar past contracts.

Skills and Experience Requirements

• Large-Scale Event Management: Proven ability to orchestrate complex community events with a minimum attendance capacity of 500 people, ensuring seamless coordination across multiple service streams.
• Bulk Catering & Hospitality: Demonstrated expertise in high-volume food preparation, dietary compliance, quality control, and VIP service delivery.
• Transport & Route Planning: Experience managing multi-vehicle fleets, optimizing travel routes across urban and rural jurisdictions, and ensuring passenger safety and punctuality.
• Administrative & Financial Compliance: Proficiency in adhering to municipal supply chain protocols, maintaining accurate invoicing, and fulfilling contractual performance metrics.
• Verifiable Track Record: Ability to provide documented evidence and client references for previously executed event management contracts of comparable scale and complexity.

Explanation of Key Procurement Terms

This tender applies South Africa’s 80/20 Preferential Procurement System, where 80 evaluation points are allocated to price competitiveness and 20 points to specific socio-economic goals (10 points for Small, Medium and Micro Enterprise status and 10 points for suppliers operating within the Lephalale municipality boundaries). Bidders must be registered on the Central Supplier Database (CSD), a mandatory national platform used to verify business registration, tax compliance, and banking details. A Tax Compliance Status (TCS) PIN issued by the South African Revenue Service (SARS) is required to confirm the bidder’s fiscal standing. Joint ventures are permitted but require a signed agreement designating a lead partner who assumes full responsibility for contract administration, liability, and communication with the municipality.