Objectives

The primary objective of this tender is to appoint an experienced and qualified Event Management Service Provider to coordinate and execute the City of Mbombela's State of the City Address at Zone B (Pienaar) KaMashego Community Hall. The service provider is expected to deliver high-quality event management, including catering, audio-visual support, public address systems, loud hailing, and transportation services to ensure a seamless and successful event.

Scope

The scope of work includes:

• Provision of catering services for approximately 250 attendees, including lunch, beverages, and takeaway food containers.
• Supply and setup of audio technical equipment, including powered mid-high speakers, stands, microphones, and a qualified sound technician.
• Public loud hailing services across specified wards in Zone B (Pienaar).
• Transportation services for attendees from designated wards to the event venue and return trip.
• Coordination and management of all logistical and technical aspects related to the event.

Technical Requirements

The technical specifications for the services include:

• Catering: Food and beverages for 250 people, including rice, beef stew, roasted chicken, vegetables, salads, water, and soft drinks.
• Audio System: A public address system with 2 powered mid-high speakers, stands, a sound technician, and a microphone. The system must be tested at least one hour prior to the event and provide clear sound for an indoor audience of approximately 350 people.
• Loud Hailing: Services to cover wards 2, 4, 22, 23, 24, 26, 29, and 40 in Zone B (Pienaar).
• Transport: Return transportation for attendees from specified wards to the venue, including all associated costs.

Skills Requirements

The successful bidder must demonstrate:

• Proven experience in managing similar large-scale events, including catering and audio-visual services.
• Capability to provide and operate professional audio equipment, ensuring high-quality sound and compatibility with broadcasting systems.
• Skilled personnel, including a qualified sound technician and event coordinators, with relevant certifications and experience.
• Ability to coordinate logistics efficiently, including transportation and crowd management.
• Compliance with all technical specifications and safety standards.
• Knowledge of municipal and regulatory requirements related to event management and public safety.