Objectives

The primary objective of this tender is to appoint experienced service providers to deliver catering, audio, and transport services for IDP consultative meetings across the Eastern, Northern, and Central regions within the City of Mbombela. The aim is to facilitate effective stakeholder engagement by providing comprehensive event support, including catering for approximately 250 participants per event, audio systems for clear communication, and transportation logistics to ensure timely attendance at designated venues.

Scope

The scope encompasses the provision of:

• Catering services for three regional meetings, each hosting around 250 attendees, including menu preparation and service.
• Audio services comprising sound equipment setup, testing, and operation to ensure high-quality sound for indoor events.
• Transport services involving the arrangement of buses or vehicles for pick-up and drop-off at specified points within each region, including multiple designated pickup locations and return trips.

The services are scheduled for specific dates: Eastern Region (16 October 2025), Northern Region (17 October 2025), and Central Region (21 October 2025). Each region's transportation must include return trips, and all services must adhere to the specified timelines and quality standards.

Technical Requirements

• Catering: Menu must include pap/rice, beef stew, grilled chicken, two vegetables, and two salads. Food safety and hygiene certificates are required.
• Audio: Equipment must include 4 mid-high speakers, mixer, amplifier, roving microphones, and a sound technician. The system must be tested and operational one hour before the event, with high-quality sound output suitable for 250 indoor participants.
• Transport: Vehicles must be available at designated pickup points, with the ability to accommodate 250 people per trip, and include return journeys. Pickup points are specified for each region with detailed locations.

Skills Requirements

Applicants must demonstrate:

• Experience in catering services with a minimum of three years in food handling, preparation, and hygiene management, supported by relevant certificates.
• Technical expertise in audio-visual systems including setup, operation, and troubleshooting of sound equipment, with qualified personnel and proven track record.
• Transport logistics management with capacity to coordinate multiple pickup points, ensure punctuality, and manage vehicle maintenance and safety standards.
• Compliance with legal and safety standards such as food safety certificates, municipal rates and taxes clearance, and insurance coverage.
• Ability to provide qualified personnel with relevant CVs and certifications to operate and manage services effectively.