Objectives

The primary objective of this tender is to procure services for the Rendering of Events Management Services to facilitate the Handing Over Event of the Completed Tebetebe Bridge in Alfred Nzo District, Eastern Cape Province, as part of the Welisizwe Bridges Programme. The event aims to showcase the completion of the bridge and ensure proper management and coordination of the handover ceremony.

Scope

The scope encompasses all activities related to the planning, coordination, and execution of the handover event, including:

• Venue setup and installation of necessary infrastructure (marquees, tents, furniture, decor)
• Catering services for VIPs and community attendees
• Provision of sound and communication equipment (PA system, microphones)
• Arrangement of toilets, water, soft drinks, and other amenities
• Logistics and transportation (including staff, equipment, and materials)
• Management of event personnel, security, and contingency arrangements
• Provision of branding, signage, and decor to enhance event presentation
• Coordination of the event schedule and activities on the day of the event

The event is scheduled for 28 August 2025, with preparations to be completed by 08H00 on the event day.

Technical Requirements

The technical requirements for the tender include:

• Provision of a comprehensive events management team with experience in similar projects
• Setup and operation of a 15m x 30m freestanding marquee and a 5m x 5m tent
• Supply and setup of furniture including Tiffany chairs (70 VIPs), plastic chairs (500), and tables
• Provision of a generator with a technician for power supply
• Sound system with microphones (including 2 roving mics) and testing prior to the event
• Setup of VIP and public toilets, including sanitation supplies
• Decor arrangements for VIP holding areas and general event spaces
• Transportation of equipment, staff, and materials to and from the venue
• Provision of bottled water and soft drinks for all attendees
• Contingency/provisional sum of R50,000 with clear markup percentage for unforeseen expenses

All setup and installation must be completed by 08H00 on the event day, with the event readiness confirmed by 11H00.

Summary

The tender aims to secure a capable service provider to deliver end-to-end event management services, ensuring a successful, well-coordinated, and impactful handover event for the Tebetebe Bridge, aligned with the programme's objectives and logistical requirements.