Objectives

The primary objective of this tender is to secure reliable event support services for the Halloween 2026 celebration at Johannesburg City Parks and Zoo. The client aims to deliver a safe, engaging, and professionally managed themed entertainment experience for visitors. Participation is strictly restricted to suppliers already appointed to the designated service provider panel established under reference JCPZ/MKT02/2025.

Scope of Work

The successful bidder will supply, deliver, hire, install, maintain, and collect a comprehensive range of Halloween-themed decorations, recreational equipment, and specialised personnel. Key deliverables include:

• Recreational Equipment: Large and medium jumping castles, outdoor movie screening setup (including laptop, router, and streaming data), and atmospheric effect machines (fog/dry ice).
• Themed Decorations & Props: Pumpkins, spider webs, eyeballs, giant spiders, witches hats, tulle cloth, wands, full-life skeletons, latex masks, artificial sunflowers, fairy houses, LED string lights, faux mushrooms, crystals, cobwebs, ghostly elements, jack-o'-lanterns, ferns, fairy dust props, bats, cats, and faux rocks/stumps.
• Personnel & Services: Costumed stiltwalkers (18:00–20:00), face painters (18:00–19:00), an event technician, and emergency medical services comprising two paramedics and one ambulance (on-site 18:00–22:00).

All items marked "supply and deliver" or "hire" require end-to-end logistics, including transport to the venue, safe installation, ongoing maintenance during the event, and post-event removal.

Technical Requirements

Bidders must accurately complete the provided Bill of Quantities and Specification. Mandatory compliance documentation includes:

• A municipal rates clearance certificate (valid, not older than three months, and not in arrears beyond 90 days) or a valid lease agreement.
• A valid COIDA Letter of Good Standing from the Department of Labour.
• Proof of registration on the National Treasury’s Central Supplier Database (CSD) with a valid vendor number.
• Completion of all prescribed Municipal Bidding Documents (MBD 1, 3.1, 4, 6.1, 8, and 9).
• Valid Tax Compliance Status (TCS PIN or printed certificate) and firm pricing valid for thirty days from the closing date.

Equipment specifications are strict; for instance, aerosol spray paint must be high-quality, quick-drying, and high-gloss. Medical services require certified personnel and an ambulance stationed on-site during specified hours. Submissions must be physically delivered in sealed envelopes clearly marked with the reference number to the client’s head office by the closing deadline. Electronic, telephonic, or late quotations will be rejected.

Skills Requirements

While not explicitly itemised, the scope necessitates proven competencies in event logistics, temporary structure installation, and thematic decoration deployment. Bidders must employ or contract qualified personnel, including licensed paramedics, trained face painters, professional AV technicians for streaming setups, and experienced operators for atmospheric effects. Staff must adhere to strict safety protocols, crowd management standards, and the client’s ethical conduct guidelines. Demonstrated experience in managing high-footfall public events, coordinating multiple simultaneous service streams, and executing rapid setup/breakdown within tight timeframes is essential.

Notes on Unusual or Complicated Terms

• Panel-Only Restriction: This quotation is exclusively open to suppliers previously shortlisted and appointed under reference JCPZ/MKT02/2025. New market entrants are ineligible.
• 80/20 Preference System: Evaluation allocates 80 points to price competitiveness and 20 points to socio-economic goals, specifically targeting companies with 51% or more women ownership and those operating within the City of Johannesburg.
• COIDA Certificate: A statutory document confirming compliance with occupational injury and disease compensation insurance, mandatory for all employers hiring staff for public works.
• Fronting Policy: The client strictly prohibits fraudulent practices where individuals claim ownership or control without actual authority. Violations result in immediate disqualification and permanent blacklisting.
• MBD Forms: Standardised South African municipal bidding templates that legally bind the supplier to pricing, declarations, conflict-of-interest disclosures, and preference claims.