Event Catering, VIP Tent and Venue Services NEW

The City of Mbombela is seeking a suitably qualified and experienced service provider for a once-off event package supporting the Moral Regeneration Movement (MRM) Crossover Prayer, scheduled to run from the evening of 31 December 2026 into the early hours of 1 January 2027. Although the tender is titled as a catering services procurement, the scope is broader and covers four connected components: catering, a 300-seater VIP frame tent with adequate internal lighting, venue sourcing and preparation, and a dedicated electricity supply from the designated connection point to the tent. The preferred venue is Nelspruit Rugby Stadium, subject to availability and agreement with the venue owner or management. The successful bidder is responsible for securing the venue, arranging grass cutting and site preparation, and ensuring that all infrastructure is inspected, tested and fully operational at least three calendar days before the event.

The Bill of Quantities sets out the catering requirements. These include breakfast for 50 members of the Local Organising Committee (tea, coffee, sandwiches, fruit, pastries and juice), lunch packs for the committee (including halaal options), and a braai-style meal for 250 people with pap, soft rolls, beef, grilled chicken, braai wors, potato salad, chakalaka and Greek salad. Additional items include black tablecloths for two serving points, the tent hire, and the venue hire. Bidders must price all delivery, erection, dismantling, lighting, electrical connections, labour and incidental costs into their submission, and prices must be firm and inclusive of VAT. Mandatory compulsory documents include a valid Tax Compliance Status PIN, a full (not summary) Central Supplier Database report dated no more than 30 days before closing, proof of company registration, a valid Certificate of Acceptability from Ehlanzeni District Municipality or an equivalent authority, at least two certified appointment letters or purchase orders each valued at a minimum of R200,000 with supporting reference letters, and the CV and certified qualifications of a Project or Culinary Leader holding at least a food handling and preparation certificate. Municipal rates and taxes clearance is required for the business and all active directors, and certified copies must be no older than three months. Bids close on 13 November 2026 at 11:00 at the Mbombela Civic Centre bid box. Bids are evaluated on an 80/20 preference point system (80 points for price, 20 points for specific goals such as B-BBEE, ownership by women, youth and persons with disabilities, and EME status within the Mbombela local area).

This opportunity suits established catering companies with proven large-scale event experience and food safety credentials, as well as event service providers that can deliver tent hire and venue coordination. Businesses without in-house tent or electrical capacity may partner through a joint venture or consortium, provided they submit a formal agreement with clear profit and loss sharing and a lead partner holding at least 51 percent, or subcontract specific elements with the City's notification. Local EMEs and businesses owned by targeted groups may benefit from additional preference points. Because this is a time-sensitive, high-profile event with a fixed date, bidders should be ready to secure the tent and venue promptly after appointment, as the City has warned that service providers may have limited availability during the festive season. Bidders should also consider the bid's 30-day validity period and the strict compliance and document requirements, since non-compliant or incomplete submissions will be rejected.