Objectives

The primary objective of this tender is to appoint an experienced event management service provider to coordinate and deliver catering, audio-visual, public address, loud hailing, and transport services for the City of Mbombela's State of the City Address at Kanyamazane Community Hall. The goal is to ensure a seamless, high-quality, and well-coordinated event that meets the City’s standards and requirements.

Scope

The scope of work includes:

• Provision of catering services for approximately 250 attendees, including lunch, beverages, and takeaway food containers.
• Supply and technical support for audio services, including a public address system with specified minimum specifications and a qualified sound technician.
• Loud hailing services across designated wards in Kanyamazane.
• Transport services for attendees from specified wards to the event venue and back, including return trips.

The event is scheduled for 26 June 2026 at Kanyamazane Community Hall, with all services to be delivered in accordance with the specifications and schedule outlined in the tender documents.

Technical Requirements

• Catering: Food prepared and served for 250 people, including specific menu items such as beef stew, roasted chicken, rice, vegetables, salads, and beverages.
• Audio System: A public address system with 2 powered mid-high speakers, stands, a microphone, and a qualified sound technician. The system must be tested at least one hour prior to the event and ensure clear audibility for an indoor audience of 350 people.
• Loud Hailing: Services at wards 18, 19, 20, and 21 in Kanyamazane, with specified timing and coverage.
• Transport: Return transportation for attendees from designated wards to the event venue, including all associated costs.

All services must comply with the minimum specifications, be fully assembled and tested beforehand, and adhere to the schedule.

Skills Requirements

• Experience: Proven track record in managing similar events, with at least three years of relevant experience in catering, audio-visual services, and event coordination.
• Technical Skills: Ability to operate and troubleshoot audio equipment, coordinate loud hailing activities, and manage transport logistics effectively.
• Certifications: Food handling and preparation certificates, relevant technical certifications for audio systems, and proof of compliance with health and safety standards.
• Administrative Skills: Ability to prepare and submit all required documentation, including tax compliance, B-BBEE certificates, municipal rates and taxes, and company registration documents.