Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver additional event support for the Halloween 2026 celebration at the Johannesburg City Parks and Zoo (JCPZ). The initiative aims to enhance visitor engagement through themed entertainment, interactive installations, and festive activities while adhering to municipal procurement and ethical standards.

Scope of Work

The successful bidder will supply, install, and operate the following event components:

• Maze Installation: Setup of five Harvest and Witch-themed mazes at the Reptile House, encompassing all props, consumables, assorted pumpkins, farm accessories, witches’ coven décor, lighting, sound systems, and a costumed actor to activate each zone.
• Trick-or-Treat Stations: Establishment of eight carnival-style stalls staffed by costumed operators distributing sweets. Required supplies include individually wrapped sweets, rope lights, multiple-sized Harry Potter house flags, filler foam, rechargeable camping lanterns, floating LED candles, battery-operated fairy lights, fog machines, and bulk stick sweets.

Technical Requirements

• Eligibility Restriction: Quotations are exclusively accepted from suppliers previously appointed to the Event Support Services panel (Reference: JCPZ/MKT02/2025).
• Compliance Documentation: Mandatory submission of a valid municipal rates clearance or lease agreement, COIDA Letter of Good Standing, and Central Supplier Database (CSD) registration. Joint ventures must provide signed agreements with full compliance documentation for all parties.
• Bidding Forms: Completion of standard municipal forms (MBD 1, 3.1, 4, 6.1, 8, and 9) must accompany the quotation.
• Pricing & Validity: Firm pricing is required, inclusive of all delivery and setup costs. Offers must remain binding for thirty (30) days from the closing date.
• Evaluation Method: An 80/20 preference point system applies, awarding 80 points for price competitiveness and 20 points for socio-economic goals (51%+ women-owned enterprises and suppliers located within the City of Johannesburg).
• Contractual & Ethical Compliance: Bidders must comply with JCPZ’s Code of Ethics, anti-fronting directives, and independent bid determination certificates. Non-performance may trigger penalties, contract termination, or supplier blacklisting.

Skills Requirements

Although not explicitly itemised, the scope necessitates the following competencies:

• Expertise in thematic event design, prop fabrication, and safe structural installation.
• Technical proficiency in operating and maintaining electrical/mechanical equipment, including lighting rigs, audio systems, fog generators, and LED displays.
• Experience in crowd control, customer interaction, and supervised confectionery distribution in high-traffic public venues.
• Capability to manage costume logistics, actor deployment, and rapid setup/strike workflows within designated zones.
• Strong project coordination and health & safety management skills to ensure compliance with municipal regulations and venue-specific risk controls.

Key Terms & Conditions

Panel-Restricted Response: This tender is closed to new entrants and limited to pre-qualified suppliers from a prior procurement cycle, ensuring verified track records and operational continuity.

80/20 Preference Point System: A statutory procurement evaluation model where bids are scored predominantly on financial competitiveness (80%) and secondarily on transformational targets such as women’s ownership and geographic locality (20%), as per Preferential Procurement Regulations 2022.

COIDA Certificate: A statutory document issued by the Department of Employment and Labour confirming employer registration and compliance with compensation obligations for workplace injuries and occupational diseases.

Anti-Fronting Policy: A strict prohibition against fraudulent practices where individuals or entities superficially claim disadvantaged status to secure procurement advantages. Violations result in immediate disqualification, database blacklisting, and potential criminal referral.

Service Preparation Clause: Suppliers are expressly prohibited from preparing or delivering services prior to receiving an official purchase order, preventing premature resource allocation and ensuring contractual alignment.