Objectives

The primary objective is to procure a qualified service provider to deliver an authentic traditional welcome performance for the SASA conference, scheduled from 9 to 13 September 2026. The municipality aims to ensure cultural authenticity, seamless integration into formal conference protocols, and compliance with statutory procurement frameworks while achieving optimal value for money.

Scope

The scope covers the complete provision of a traditional welcome performance tailored to the conference's formal requirements. This includes artistic direction, performer coordination, cultural execution, and on-site delivery during the specified dates. Bidders are also required to prepare and submit a comprehensive pricing schedule alongside their tender response.

Technical Requirements

• All tender responses must be completed and submitted electronically via the designated online portal; fax submissions will be automatically rejected.
• A completed pricing schedule is mandatory and must be uploaded prior to the closing deadline.
• Tender prices must remain valid for a minimum of thirty days from the submission date.
• Shortlisted bidders may be required to submit additional supporting documentation within seventy-two hours of a formal request; failure to comply will result in immediate disqualification.
• Contract award is contingent upon successful registration on the municipality's official supplier database.
• Evaluation will follow the 80/20 preferential procurement system, which allocates scoring weight toward historically disadvantaged enterprises.

Skills Requirements

• Proven track record in delivering traditional welcome performances for corporate, governmental, or large-scale events.
• Extensive cultural knowledge and mastery of relevant traditional rituals, music, dance, or ceremonial practices appropriate for municipal functions.
• Strong logistical coordination capabilities to manage performers, equipment, and scheduling within strict conference timelines.
• Professional reliability, adaptability to live event dynamics, and strict adherence to municipal supply chain management policies.

Explanation of Unusual or Complicated Terms

80/20 System: A preferential procurement framework used in public sector bidding where preference points are awarded based on transformation criteria, typically prioritizing businesses owned or managed by historically disadvantaged groups. It influences scoring but does not guarantee automatic selection.

SASA Conference: Refers to a specific multi-day municipal or sectoral gathering requiring formal cultural protocol. The performance must align with established administrative and diplomatic etiquette.

72-Hour Documentation Clause: A stringent verification requirement mandating that shortlisted suppliers rapidly submit requested proof of qualifications, registrations, or financial standing. Delays beyond this window invalidate the bid without exception.