Objectives

The primary objective is to procure professional sound and entertainment services for an indoor graduation event (DeafNet Graduation) hosted by the Stellenbosch Municipality. The municipality seeks a compliant, cost-effective supplier capable of delivering reliable audio logistics, technical support, and cultural performances while strictly adhering to public procurement regulations.

Scope of Work

• Complete setup, operation, and dismantling of sound equipment for an indoor venue (Groendal Hall).
• Provision and management of five cordless roaming microphones and one dedicated microphone/drama stand for announcements.
• Professional DJ services throughout the duration of the event.
• Hygiene management, including sanitisation of all audio equipment between different users.
• Cultural entertainment featuring four African drums accompanied by trained performers.
• Flexibility to accommodate changes in delivery schedules or quantities, provided twenty-four hours’ prior notice is given.

Technical Requirements

• Competence in indoor acoustic engineering, live sound reinforcement, and stage management.
• Established protocols for the cleaning and sanitisation of wireless microphone systems and audio hardware.
• Ability to seamlessly integrate DJ mixing consoles with public address systems.
• Supply readiness and performance capability for traditional African percussion instruments.
• Full compliance with municipal supply chain standards, including Central Supplier Database registration, tax compliance, VAT registration, and submission of municipal accounts not exceeding ninety days in age.
• Execution of a contractual indemnity assuming full liability for property damage, personal injury, or operational incidents, supported by adequate insurance coverage aligned with the Occupational Health and Safety Act.

Skills Requirements

• Proven experience in live event sound engineering, equipment installation, and rapid teardown.
• Professional DJ proficiency, including track selection, crowd engagement, and audio mixing.
• Skilled musicianship in traditional African drumming, demonstrating rhythm coordination and stage performance capabilities.
• Administrative competence to accurately complete all mandatory municipal bidding documentation, preference claims, and compliance declarations.
• Physical logistics capability to safely transport, rig, and operate audio and musical equipment within a municipal hall environment.

Notable Terms and Conditions

MBD Documentation: Standard municipal bidding forms governing conflict-of-interest declarations, preferential procurement claims, and independent bid verification. These ensure transparency and regulatory compliance in public procurement.

80/20 Preference System: An evaluation framework allocating eighty points to price competitiveness and twenty points to Broad-Based Black Economic Empowerment (B-BBEE) status and local supplier residency within the Stellenbosch municipal area. This incentivises historically disadvantaged enterprises and local businesses.

Original Sworn Affidavit: B-BBEE proof must be submitted as a physical original affidavit delivered by hand; digital copies or scanned versions are invalid for preference scoring. This ensures authenticity and prevents fraudulent claims.

Indemnity & OHS Compliance: Contractors explicitly waive municipal liability for operational risks and must guarantee adherence to occupational safety standards during setup, performance, and breakdown. This shifts risk management entirely to the service provider.