See details below or the tender documentation
Tender Closed on: 2026-10-09 10:00
Stellenbosch Municipality
Event Management Services, Event Logistics and Activations, Event Sound, Lighting, Audio/Visual, Tent, Furniture, Stage, Decor, Consumable and Venue Hiring
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Administrative enquiries: Astrid Luyt Tel: 0218088511 e-mail: Astrid.Luyt@stellenbosch.gov.za
REQUEST FOR FORMAL WRITTEN PRICE QUOTATIONS: Request for Quotation – Audio Services – Ward 1 Elderly Lunch Function
a written quotation for the service indicated above and as depicted in the document.
The quotation must be submitted on the letterhead of your business with completed MBD supporting documentation and emailed to [email protected] by not later than 9 October 2026 at 10h00
Disclaimer: Copy of the B-BBEE Certificate issued by a Verification Agency accredited by SANAS or the ORIGINAL Sworn Affidavit must be submitted by hand (the original sworn affidavit is valid for the year therefore it must be delivered by hand and will be kept on file for the year.) Please ensure that the municipal accounts (Not older than 90 days) of all the directors and of the company are also submitted
The primary objective is to engage a qualified supplier to provide professional audio services for a community elderly lunch function hosted by the municipality. The goal is to ensure reliable sound reinforcement for speeches, announcements, and entertainment for approximately 100 delegates within a tightly scheduled timeframe.
The contract encompasses the supply, delivery, setup, and basic operational support of specified audio equipment at the Groendal Community Hall on 23 October 2026, from 12:00 to 15:00. The supplier must complete full system setup and testing by 11:00 on the event day. The scope covers hardware provision and immediate technical readiness for the function, excluding long-term maintenance or multi-day coverage.
While not explicitly itemized, bidders must demonstrate practical experience in mobile audio production, including safe transportation, rapid on-site rigging, cable management, and basic live sound operation. Suppliers must also possess strong administrative and compliance capabilities to accurately complete extensive municipal procurement documentation, manage financial disclosures, and navigate public sector bidding regulations.
MBD Forms: Standard South African municipal bidding documents requiring formal declarations regarding conflicts of interest, past supply chain management conduct, independent bidding integrity, and tax/municipal account compliance. These are mandatory for bid consideration.
B-BBEE & Locality Preferences (80/20 System): Evaluation uses an 80/20 scoring model (80% price, 20% preferences). Preference points are awarded based on Broad-Based Black Economic Empowerment status level and whether the business premises fall within the Stellenbosch municipal boundary. Proof must be an original sworn affidavit or a SANAS-accredited verification certificate, submitted physically.
Indemnity & OHS Compliance: The contractor assumes full liability for property damage, personal injury, or loss arising from service execution. A signed indemnity form is required before contract award, and all operations must comply with the Occupational Health and Safety Act.
Procurement Restrictions: The municipality reserves the right to reject any or all quotations and is not obligated to accept the lowest bid. Participation is strictly prohibited for current state employees. All submissions must meet formatting, deadline, and documentation requirements, or they will be deemed invalid.
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