Objectives

The primary objective is to appoint a qualified service provider to plan, coordinate, and successfully execute a Women’s Day celebration event on behalf of the uPhongolo Local Municipality. The municipality seeks a competent partner capable of delivering a professionally managed, culturally appropriate, and well-organized event that meets municipal standards and community expectations.

Scope

The successful bidder will be responsible for the end-to-end management of the Women’s Day celebration. This encompasses event conceptualization, venue sourcing, logistical coordination, vendor and performer management, safety and security planning, and day-of-execution oversight. Bidders must submit a detailed proposal outlining their implementation methodology, resource allocation, quality assurance measures, and risk mitigation strategies. Additionally, applicants must provide documentary evidence of prior experience in organizing comparable events, such as appointment letters, official purchase orders, or signed contracts.

Technical Requirements

• Submission of mandatory municipal procurement forms: MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 8 (Declaration of Past Supply Chain Management Practices), and MBD 9 (Certificate of Independent Bid Determination).
• Provision of company registration documentation, a clear description of core business activities, and verifiable proof of relevant event management experience.
• Submission of proof of physical address or municipal utility account to verify operational location.
• Strict compliance with municipal supply chain management policies and applicable national procurement legislation.
• Bids must be submitted physically in sealed envelopes before the specified deadline; electronic submissions via email or fax will be rejected.
• Evaluation follows an 80/20 preference point system, allocating 80 points to price competitiveness and 20 points to predefined socio-economic transformation goals.

Skills Requirements

While not explicitly itemized, the tender implicitly demands comprehensive expertise in event management, including project planning, budget control, vendor negotiation, logistical coordination, health and safety compliance, and stakeholder engagement. Candidates must demonstrate strong organizational leadership, proven capability in executing public or corporate celebrations, and the ability to deliver within strict timelines and quality benchmarks. A documented track record of successfully managing similar municipal or community events is essential.

Explanation of Specialized Procurement Terms

• MBD Forms: Standard South African municipal bid documents mandated to ensure transparency, ethical conduct, and regulatory compliance throughout the procurement process.
• 80/20 Preference Point System: An evaluation framework where 80 points are awarded based on bid price competitiveness, and 20 points are distributed across specific transformation criteria, including black ownership levels, empowerment certification, and geographic enterprise promotion.
• BBBEE (Broad-Based Black Economic Empowerment): A national policy framework designed to advance economic participation and equity for historically disadvantaged groups through verified empowerment credentials.
• CSD Report: An official Central Supplier Database record used to authenticate company registration, ownership structure, and operational location for preference point verification.