Tender Summary: Event Support for Upcoming Events

Objectives

The primary objective is to secure a qualified service provider to deliver comprehensive, on-demand event support services for Johannesburg City Parks and Zoo over a seven-month period. The initiative aims to ensure safe, compliant, and professionally managed public events through specialized medical, engineering, logistical, and entertainment support, while strictly adhering to municipal supply chain management regulations and preferential procurement frameworks.

Scope

The contract spans seven months, from December 2026 to June 2027. Services are to be rendered as and when required for upcoming events. The scope encompasses:

• Emergency Medical Services (EMS) with medical plans and paramedics
• Structural and acoustic engineering support
• Edutainment programming and execution
• Hiring and transportation of double VIP toilets
• Hiring and operation of standard and 360-degree photobooths
• Marquee installation utilizing qualified riggers
• Transportation of plants and floral arrangements

Bidders must complete the provided Bill of Quantities (BOQ) with firm unit and total pricing for each line item.

Technical Requirements

• Mandatory Documentation: Completion of all prescribed Municipal Bidding Document (MBD) forms, including tax compliance certificates, COIDA good standing letters, municipal rates clearance or valid lease agreements, and Central Supplier Database (CSD) registration.
• Pricing & Validity: Submission of firm, non-negotiable pricing valid for 30 days from the closing date. All delivery and incidental costs must be included in the quoted rates.
• Evaluation Framework: Application of an 80/20 preference point system, allocating 80 points to price competitiveness and 20 points to specific socio-economic goals (51%+ women ownership and operational locality within the City of Johannesburg).
• Compliance & Ethics: Strict adherence to the General Conditions of Contract, including performance monitoring, penalty clauses for delays or defaults, and mandatory submission of conflict-of-interest and independent bid determination declarations. Bidders must also comply with JCPZ’s Code of Ethics.
• Submission Protocol: Quotations must be delivered in sealed envelopes clearly marked with the reference number to the designated physical drop-off location by the stipulated closing date and time. Late, telephonic, or electronic submissions are strictly rejected.

Skills Requirements

While not explicitly itemized in a dedicated matrix, the nature of the contracted services inherently demands specialized professional competencies and certifications:

• Medical & Emergency Response: Personnel must hold current paramedic certifications, first-aid qualifications, and valid medical practice registrations to operate EMS units safely.
• Engineering Expertise: Structural and acoustic engineers must possess recognized professional registrations (e.g., ECSA) and demonstrated experience in temporary event infrastructure, load-bearing assessments, and live sound management.
• Edutainment Delivery: Staff must exhibit proven capabilities in interactive educational programming, audience engagement, and crowd management suitable for family-oriented public events.
• Rigging & Logistics: Marquee installation requires certified riggers with formal training in tension loads, safety protocols, and equipment handling. All transport operations must comply with road safety and hazardous material regulations where applicable.
• General Compliance: All personnel must provide proof of legal working status, industry-specific licenses, and the capacity to execute tasks efficiently under dynamic event conditions.

Notes on Unusual or Complicated Terms

• Panel Restriction: This RFQ is exclusively accessible to service providers already appointed on the JCPZ event support panel from a prior tender cycle. New market entrants are ineligible to bid.
• MBD Framework: The tender utilizes standardized South African municipal bidding forms (MBD 1–9) that mandate rigorous declarations regarding tax compliance, past supply chain misconduct, collusive bidding practices, and independent bid determination.
• 80/20 Preference System: An evaluation methodology where 80% of scoring is based on price, and the remaining 20% rewards specific transformation goals, primarily women-owned enterprises and local economic participation within the municipality.
• Fronting & Blacklisting Policy: JCPZ enforces a zero-tolerance stance against fronting (misrepresenting ownership, demographics, or capabilities to gain unfair procurement advantage). Violations trigger immediate contract cancellation, permanent database blocking, and potential referral to law enforcement.
• COIDA & CSD: Providers must submit a valid Compensation for Occupational Injuries and Diseases Act certificate and maintain active registration on the National Treasury’s Central Supplier Database to qualify for consideration.