Panel appointment for event coordination and sponsorship fund-raising for Okhahlamba's mega music, sports and civic events over three years. Bidders must meet a 70% functionality threshold, hold valid CSD and SARS tax compliance, and submit by 7 December 2026.
The Okhahlamba Local Municipality, located in Bergville in KwaZulu-Natal, is establishing a three-year panel of service providers to deliver major event coordination and fund-raising for its mega music, sports and other municipal events. The municipality intends to position Okhahlamba as a preferred entertainment and tourism destination through well-run flagship events. The panel will be used on a call-off basis, with work allocated to panel members as events arise. Panel members will be rotated in a fair, equitable and transparent manner, with preference given to higher-scoring bidders on functionality and to demonstrated specialised expertise.
The planned programme comprises 22 defined events plus additional ad hoc activities. These include a Tourism Month launch, Matric exam prayer and awards events, a Back to School programme, teachers' awards, Human Rights Day, Freedom Day, Youth Day, Farmers Day, a Music Talent Show, an Indlamu/traditional music competition, a Career Exhibition, the Mayoral Cup and soccer league, the Mayoral Rugby Tournament and Sports Awards. Services may include tent and seating hire, staging and podiums, DJ and PA systems, lighting, catering, decor, transport, security and crowd management, advertising and mobilisation, clean-up, liability insurance, motivational speakers and musical artists. Support for community outreach events, such as distributing blankets, food parcels and walking sticks to senior citizens, people with disabilities and child-headed households, is also in scope. Service providers are also expected to secure external funding for events, with commission paid on funds raised per event, excluding contributions sourced by the municipality itself.
Bidders are evaluated on an 80/20 price and preference system, with a minimum functionality score of 70%. Functionality is scored on events undertaken in the last three years, the project value of major events, sponsorship relationships with media, government, NGOs or private brands, and previous fund-raising results, all supported by documentary proof. Mandatory submissions include a CSD registration report (no older than three months), a valid tax clearance certificate with SARS PIN, company registration, certified IDs of directors, B-BBEE certificate, proof of residence or rates statement, and a bank rating letter. Bids must be submitted on official municipal forms in black ink, in a sealed envelope, by 12:00 on 7 December 2026. Bid documents are free to download from eTenders. Contract duration is three years, with payment within 30 days of invoice.
Event management companies, production and staging suppliers, and fund-raising or sponsorship consultancies with experience in music, sports, civic or community events, particularly those with proven sponsor relationships and a track record of delivering events of similar scale. Businesses based in uThukela District or KwaZulu-Natal, and those meeting the B-BBEE, youth, women or disability ownership criteria, will benefit from the preference points. Bidders must hold valid CSD registration and SARS tax compliance, and be prepared to provide documentary proof of past events, sponsorships and funding raised. Suppliers of single items such as sound equipment or catering may be considered as subcontractors, but the panel itself targets full event coordination providers.
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