Tender Summary: RFQ – Women's Spring Event

Bid Number: SANPC/550/10/2026
Event Date: 16 October 2026
Location: Cape Town

Objectives

The South African National Petroleum Company (SANPC) invites quotations from suppliers to provide comprehensive event management services for a Women's Spring Event. The objective is to secure a qualified vendor capable of delivering a seamless experience for approximately 180 attendees, covering venue provision, catering, décor, entertainment, media, and logistical support.

Scope of Work

The successful bidder must deliver the following components:

• Venue: Provision of a suitable venue for approximately 180 persons.
• Décor: Installation of fairy lights, flowers, and vases for centre pieces.
• Beverages: Welcoming drinks (alcoholic and non-alcoholic); wine (two bottles per table, white and red); juice jugs (two per table); sparkling and still water (two 1.5-litre bottles per table); coffee and tea station.
• Food: Mini breakfast nibbles including filled croissants, pizza bread, muffins, and quiches. Lunch service comprising two protein options, two vegetable options, two salad options, and two dessert options.
• Dietary Requirements: Accommodation for Halaal (10 pax) and Vegan (10 pax) dietary preferences.
• Entertainment: Provision of a DJ.
• Media: Professional photography services for five hours.
• Parking: Safe, secure parking arrangements with vouchers for all guests.
• Staffing: Supply of a floor manager to oversee operations for 180 guests.
• Stationery: Provision of notepads and pens.

Technical Requirements

• Registration: Suppliers must be registered on the National Treasury's Central Supplier Database (CSD). Foreign suppliers without a local entity are exempt.
• Tax Compliance: Suppliers must hold a valid Tax Compliance Status PIN verified via the CSD.
• Documentation: Submission of fully completed Standard Bidding Documents (SBDs), including SBD1 (Offer), SBD4 (Declaration of Interest), SBD6.1 (Preference Points Claim), SBD8 (Past SCM Practices), and SBD9 (Certificate of Independent Bid Determination).
• B-BBEE Evidence: A valid B-BBEE verification certificate or sworn affidavit must be submitted to qualify for preference points.
• Pricing: A detailed price schedule must be provided. Discounts must be unconditional. All disbursements must be priced; unpriced items will be rejected.
• Validity Period: Quotations must remain valid for a period of 90 days. Bids offering shorter validity periods will be disregarded.
• Payment Terms: Payment will be made within 30 days of receipt of a correct tax invoice upon completion of services.
• Evaluation Criteria: Awards follow an 80/20 preference point system. Price accounts for 80 points, and Specific Goals account for 20 points.

Skills and Service Requirements

Bidders must demonstrate the capability to execute the following:

• Event Management: Comprehensive planning and execution skills to coordinate venue, catering, and logistics seamlessly.
• Catering Expertise: Ability to source and prepare diverse food items, including specialized Halaal and Vegan meals, while maintaining quality standards.
• Décor Execution: Technical skill in setting up lighting and floral arrangements.
• Audio-Visual Services: Competence in operating DJ equipment and managing entertainment flow.
• Photography: Access to professional-grade photography equipment and skilled personnel for a five-hour duration.
• Security Coordination: Capability to arrange secure parking solutions and issue vouchers.
• On-Site Supervision: Availability of an experienced floor manager to supervise staff and guest relations during the event.

Key Definitions and Unusual Terms

• PPPFA: Preferential Procurement Policy Framework Act. Legislation governing how state entities award tenders based on price and transformation goals.
• CSD: Central Supplier Database. A government-maintained repository containing key information about suppliers, used to verify registration and tax status.
• SBD Forms: Standard Bidding Documents. Mandatory forms used by South African public entities to collect bidder information, declarations, and claims for preferences.
• B-BBEE: Broad-Based Black Economic Empowerment. A policy framework aimed at redressing the disadvantages of apartheid by promoting economic participation of black people, women, and youth.
• Audi Alteram Partem: A legal principle meaning "hear the other side." It ensures that a person is given a fair opportunity to respond before adverse action, such as contract cancellation or restriction from bidding, is taken.
• Halaal: Arabic term meaning permissible. In this context, refers to food prepared according to Islamic dietary laws.