Objectives

The primary objective of this tender is to procure comprehensive events management services for the World AIDS Day 2025 event scheduled to take place at Kamhlushwa Stadium, Nkomazi Local Municipality. The services aim to ensure the successful planning, coordination, and execution of the event, including catering, transportation, dignity packs, and other logistical arrangements.

Scope

The scope of work includes:

• Provision of catering services, including lunch, soft drinks, and bottled water for 300 attendees.
• Transportation arrangements for community members from various local municipalities (Mbombela, Thaba Chweu, Nkomazi, Bushbuckridge) to Kamhlushwa Stadium, using 15-seater buses.
• Distribution of dignity packs containing specified toiletry items, packed into toiletry bags.
• Event setup and management at Kamhlushwa Stadium on the scheduled date, 5 December 2025.

Technical Requirements

The services must adhere strictly to the following specifications:

• Provision of lunch with 2 starches, 2 salads, beef, and chicken for 300 persons.
• Supply of 300 units each of soft drinks (300ml) and bottled water (500ml).
• Transportation for 15 community members from each specified municipality, with pick-up points at designated locations, using 15-seater buses.
• Preparation and packing of dignity packs, each containing specified toiletry items, into toiletry bags.
• All services must be delivered in line with the attached specifications, with no deviations permitted.

Skills Requirements

Potential service providers should demonstrate:

• Experience in event management, catering, and logistics coordination.
• Ability to provide transportation services with suitable vehicles and qualified drivers.
• Capacity to prepare and pack dignity packs according to specified standards.
• Compliance with health, safety, and quality standards relevant to event services.
• Knowledge of procurement policies and ability to meet the technical and administrative requirements outlined in the RFQ.