Tender Summary: Race Technical Director for Mfundo Arnold Lushaba Half Marathon

Objectives

The primary objective is to appoint a qualified Race Technical Director to oversee the professional execution of the 2027 Mfundo Arnold Lushaba Half Marathon. The municipality aims to secure a service provider who can deliver a safe, compliant, and well-promoted athletic event that encourages community participation and supports local sports development.

Scope of Work

The successful bidder will be contracted to manage the technical and operational aspects of the 21.1km half marathon and 10km run/walk, scheduled for 21 February 2027 at Esibanini Sportsground. The scope includes:

• Recruiting, training, and deploying all necessary race officials and support personnel.
• Ensuring full adherence to KwaZulu-Natal Athletics competition regulations and safety standards.
• Implementing marketing campaigns to promote the event and attract runners.
• Managing race-day logistics, including course preparation, timing, registration, and athlete coordination.

Technical Requirements

Bidders must demonstrate the capability to deliver specialized athletics event management services. Key technical specifications include:

• Proven track record in organizing road races, half marathons, or similar multi-distance athletic events.
• Comprehensive understanding of KZN Athletics rules, certification processes, and anti-doping/safety protocols.
• Detailed operational plans covering official allocation, timing systems, medical contingencies, and participant flow.
• Submission of firm, itemized pricing with all costs clearly stated per line item.
• Strict compliance with municipal procurement rules: physical submission only (no electronic quotes), mandatory CSD registration, valid Tax Compliance Status PIN, and certified B-BBEE documentation.

Skills Requirements

The appointed provider must possess the following competencies:

• Specialized knowledge in athletics officiating, race director responsibilities, and regulatory compliance.
• Strong project management and logistical coordination skills for large-scale sporting events.
• Marketing and outreach expertise to drive athlete registration and community engagement.
• Leadership and communication abilities to effectively manage officials, volunteers, and external service providers.
• Risk assessment and emergency response planning capabilities to ensure participant safety and event continuity.

Explanation of Unusual or Complicated Terms

80/20 Preference Point System: Bid evaluations will allocate 80% of scoring weight to price competitiveness and 20% to socio-economic transformation goals. Points for the latter are awarded based on B-BBEE ownership levels, geographic location of the enterprise, and representation of historically disadvantaged categories (youth, women, persons with disabilities, military veterans).

Firm Pricing: Quoted amounts are fixed upon submission and cannot be increased later. Only statutory adjustments, such as changes to VAT or customs levies, may legally modify the final cost.

CSD Registration: Suppliers must be registered on the National Treasury’s Central Supplier Database. This centralized system verifies supplier legitimacy, banking details, and tax compliance, and is a mandatory prerequisite for bid consideration.

MBD Forms: Standard Municipal Bidding Documents mandated by South African public procurement legislation. These include declarations of interest, independent bid determination, past supply chain practice disclosures, and preference point claim forms, ensuring transparency, legal compliance, and anti-collusion measures throughout the procurement process.