Objectives

The primary objective of this tender is to appoint a qualified service provider responsible for the supply and delivery of décor, sound system, and catering services for the Nelson Mandela Day Shova Ufunde Handover Event at Retsamaile Combined School. The successful bidder will ensure the provision of comprehensive event support, including décor setup, sound arrangements, and catering to meet the event's specifications and standards.

Scope

The scope of work encompasses the following key areas:

• Provision of décor, including marquee, tables, chairs, tablecloths, centerpieces, artificial grass, and related accessories.
• Setup of stage with draping and stairs, along with a podium or lectern.
• Supply of catering services, including main meals with specified meat, starch, salad, and vegetable options, as well as hot food served in warmers.
• Provision of baked goods such as muffins and scones, along with fresh fruits.
• Setup of tea and coffee stations with specified beverages and supplies.
• Supply of refreshments, including assorted juices, bottled water, and ice packs.
• Provision of tableware, cutlery, glasses, and service items, including delivery, setup, and breakdown.
• All items must be delivered to Retsamaile Combined School by the specified date, with setup and breakdown included.

Technical Requirements

The technical requirements include:

• Provision of a 10m x 20m marquee capable of seating up to 100 people.
• Decor items such as round tables, modern chairs, tablecloths, runners, centerpieces, and artificial grass.
• Stage with blue draping, stairs, and associated stage equipment.
• Hot food served in food warmers with serving tongs/spoons, maintained at appropriate temperatures.
• Supply of baked goods, fruits, beverages, and refreshments as detailed in the specifications.
• Delivery, setup, and breakdown of all items, ensuring hot foods remain heated and beverages are chilled.
• Provision of necessary service equipment including cups, saucers, cutlery, glasses, side plates, and service buckets.

Skills and Capacity Requirements

The bidder must demonstrate:

• Experience in event décor, catering, and sound system provision, with at least two reference letters on official letterhead indicating relevant services rendered within the past 7 years.
• Valid health and environmental health certificates or certificates of acceptability from relevant authorities.
• Local footprint within the Mangaung Metropolitan Municipality, supported by municipal lease or understanding with a local partner.
• Capacity to deliver comprehensive event services, including setup, operation, and breakdown, adhering to specified standards and timelines.
• Registration on the Central Supplier Database (CSD) and compliance with SARS tax clearance requirements.
• Ability to provide all required documentation, including OEM or professional body accreditation where applicable.