Objectives

The primary objective of this tender is to procure comprehensive events management services for the Annual General Meeting (AGM) of the Disability Forum, organized by the Ehlanzeni District Municipality. The services aim to ensure the successful planning, coordination, and execution of the AGM, including catering, transportation, and technical support, to facilitate an effective and well-organized event.

Scope

The scope of work includes:

• Provision of catering services, including breakfast and lunch items such as tea, coffee, juice, sandwiches, scones, muffins, pap, rice, beef stew, roasted chicken, salads, and vegetables.
• Supply of bottled water (500ml) and soft drinks (300ml).
• Provision of a PA system with roving microphones.
• Transportation services for attendees, including pick-up and return trips from various villages and areas within the Ehlanzeni District to the event venue.
• Coordination of logistics for the event scheduled on 2 December 2025 at City Hall, City of Mbombela, from 08:00 to 14:00.

The services also encompass logistical arrangements for transportation, catering, technical support, and event management to ensure smooth proceedings.

Technical Requirements

• Provision of a fully equipped PA system with three roving microphones.
• Delivery of catering items as specified, with quantities and durations clearly outlined.
• Transportation arrangements for approximately 30-40 people from multiple villages and areas, with specified pick-up points and return trips.
• Adherence to event date and time, ensuring timely setup and execution.
• Submission of all quotations on business letterhead, with detailed pricing and total bid amount.
• Compliance with all procurement policies, including submission of required documents such as CSD reports, affidavits, and proof of business registration.

Skills Requirements

• Experience in event management, including planning, logistics, and coordination of large-scale meetings or conferences.
• Technical expertise in operating and managing PA systems and audio-visual equipment.
• Proven ability to organize transportation logistics for multiple locations and large groups.
• Strong communication and coordination skills to liaise with municipal officials, service providers, and attendees.
• Knowledge of procurement procedures and compliance with relevant policies and regulations.
• Capability to prepare and submit detailed quotations, including cost breakdowns and adherence to tender specifications.