Objectives

The primary objective of this tender is to procure movable infrastructure and related services for the South African Development Community (SADC) Public Lecture scheduled for 14 August 2026 at the University of KwaZulu-Natal. The procurement aims to facilitate the setup, management, and dismantling of infrastructure necessary for the successful hosting of the event, ensuring compliance with safety, security, and logistical requirements.

Scope

The scope encompasses the supply, delivery, setup, and removal of various movable infrastructure components, including but not limited to:

• Event-specific furniture such as cocktail tables, chairs, and floral arrangements
• Public lecture hall setup including media risers, stage dressing, and seating arrangements
• Marquee construction with flooring, lighting, draping, and climate control
• Supporting facilities such as red carpets, signage, security, and safety equipment
• Provision of staff, media, and performers' lunch packs and associated amenities

The scope also involves the removal of infrastructure post-event and compliance with health, safety, and security standards.

Technical Requirements

• Provision of durable, compliant, and safe movable infrastructure as per specifications
• Adherence to Occupational Health and Safety regulations, including certificates of compliance (e.g., fire retardant, electrical safety, occupancy)
• Security clearance for personnel involved in the setup and execution
• Proper packing, labeling, and documentation for all equipment and materials
• Timely setup starting from 5 August 2026, with handover to the Presidency on 13 August 2026, and dismantling by 16 August 2026
• Provision of necessary electrical, lighting, climate control, and safety equipment
• Compliance with OHS regulations and relevant standards specified in the tender documentation

Skills and Skills Requirements

The tender requires service providers and their personnel to possess the following skills and qualifications:

• Security clearance and accreditation for all staff involved, including backup personnel
• Experience in event infrastructure setup, including marquee erection, stage dressing, and seating arrangements
• Technical expertise in electrical installations, lighting, climate control, and safety compliance
• Ability to prepare and submit detailed reports, including photographic documentation of the setup and close-out
• Knowledge of occupational health and safety standards and ability to implement safety measures
• Capacity to coordinate logistics, manage timelines, and ensure timely delivery and removal of infrastructure
• Proficiency in managing security, safety certificates, and compliance documentation

Summary

The successful bidder must demonstrate technical competence, security clearance, compliance with safety standards, and logistical expertise to deliver movable infrastructure for the event within specified timelines and standards. The scope covers comprehensive setup, management, and dismantling activities, supported by skilled personnel with relevant experience and certifications.