Objectives

The primary objective of this tender is to appoint a qualified service provider responsible for storage, maintenance, setup, breakdown, cleaning, collection, and delivery of branding materials for up to 100 ad hoc Joburg Tourism events and activations over a period not exceeding twelve (12) months. The service provider will support the organisation’s mandate by ensuring efficient handling and management of branding materials for various events and activations.

Scope

The scope of work includes:

• Storage of branding materials supplied by Joburg Tourism.
• Maintenance and upkeep of branding materials.
• Setup and breakdown of branding at events and activations.
• Cleaning, collecting, and delivering branding materials as required.
• Provision of branding setup for various events, including meetings, strategy sessions, tourism development activities, and activations.
• Timely submission of activation reports and materials to the Marketing Manager via email.
• Support for quarterly meetings and strategy sessions.
• Not to quote for producing branding materials, as Joburg Tourism already owns the branding assets.

Technical Requirements

The technical requirements specify that:

• The service provider must not produce branding materials but handle existing materials provided by Joburg Tourism.
• Setup and breakdown must adhere to specifications provided by the Marketing Manager.
• Branding setups include various configurations such as banners, pull-up banners, teardrops, gazebos, and photobooths, with specific quantities outlined in the pricing schedule.
• Materials must be stored securely and maintained in good condition.
• All activities must be executed within the agreed timelines and specifications.
• Pricing must be inclusive of delivery charges and applicable taxes, including VAT.
• Service providers must have adequate insurance and management systems in place.

Skills Requirements

The successful service provider should possess:

• Experience in event branding, setup, and logistics management.
• Ability to handle storage, maintenance, and transportation of branding materials.
• Competence in setting up and dismantling branding structures efficiently and according to specifications.
• Strong organizational and time management skills to meet tight deadlines for multiple events.
• Good communication skills for coordination with the Marketing Manager and event teams.
• Capacity to provide labor for off-loading, setup, breakdown, and delivery activities.
• Financial stability to manage cash flow, as upfront payments are not provided.
• Compliance with all legal and procurement requirements, including registration on the Central Supplier Database and valid tax clearance.