Objectives

The primary objective is to appoint qualified event organisers to plan, coordinate, and execute ward-based municipal programmes across all twelve wards of Maphumulo Municipality. Successful bidders will be exclusively assigned to manage events for a single ward, ensuring focused service delivery, community engagement, and transparent procurement practices.

Scope

• End-to-end organisation of ward-specific events, including gender awareness campaigns, cultural celebrations, sports tournaments, and programme closure functions.
• Provision of comprehensive logistical support: venue preparation, catering for 200–500 attendees, sound systems with backup generators, marquees, seating, staging, and technical production.
• Supply of sports equipment, medals, trophies, and athletic kits for tournament execution.
• Coordination of local artists, performers, and traditional dance groups.
• Distribution of food parcels, hampers, and essential grocery staples (flour, oil, yeast, salt, beverages) to beneficiaries.
• Delivery of all goods and services within the stipulated lead times per ward schedule.

Technical Requirements

• Submission of a fully completed and signed quotation using official municipal forms, with no post-submission price increases permitted.
• Attachment of compulsory documentation: certified director identification copies (≤3 months old), valid company registration proof, recent utility or municipal rate accounts (or sworn affidavits with proof of residence), and a Tax Compliance Status PIN or Central Supplier Database (CSD) number.
• Completion of standard municipal compliance forms covering conflict of interest, past supply chain practices, independent bid determination, and anti-collusion declarations.
• Submission of a B-BBEE verification certificate or sworn affidavit to qualify for preferential scoring.
• Strict adherence to the 80/20 preferential procurement evaluation model, with points allocated for price competitiveness and socio-economic transformation goals.
• All quotations must be unaltered unless changes are explicitly signed by the bidder; late or incomplete submissions will be disqualified.

Skills Requirements

• Proven experience in municipal or community event planning, logistics coordination, and vendor procurement.
• Ability to manage large-scale catering operations, technical productions (sound, lighting, staging), and outdoor event setups.
• Competence in organising sports competitions, cultural festivals, and public awareness campaigns.
• Strong financial administration, budget tracking, and inventory management capabilities.
• Familiarity with South African municipal supply chain regulations, transformation procurement frameworks, and compliance reporting standards.

Key Terms & Clarifications

80/20 Preferential Procurement System: A standard South African municipal scoring model where 80 points are awarded based on competitive pricing and 20 points on socio-economic transformation goals. Bidders earn additional points for qualifying under specific demographic or geographic criteria.

HDI Equity, Female/Youth/Handicapped Ownership, Rural/Township Residence: Transformation targets used to allocate preference points. Bidders must provide sworn affidavits or verified certificates proving the percentage of ownership or residency held by these groups to claim corresponding points.

MBD Forms: Mandatory Municipal Supply Chain Management declaration templates (MBD4, MBD6.1, MBD8, MBD9) required to verify tax compliance, disclose conflicts of interest, confirm independent bidding, and certify past contractual performance.

CSD Number: Registration identifier on the Central Supplier Database, used by municipalities to verify supplier legitimacy, tax standing, and eligibility for public contracts.