Bids are invited from experienced event management providers to plan, coordinate and manage the inaugural City of Mbombela Council Meeting on 20 November 2026 at Mbombela Stadium. Scope includes catering for 300 guests, decor, sound hire and audio-visual coverage.
The City of Mbombela Local Municipality invites bids from suitably qualified and experienced event management service providers for the planning, coordination and management of its inaugural Council Meeting. The event is scheduled for 20 November 2026 at Mbombela Stadium. The contract is a once-off appointment for a turnkey event delivered to the City's specifications and quality standards. The bid specification covers four main service areas: (1) VIP catering for 300 people, including pap, rice, samp, beef stew, grilled chicken and fish, two salads and two vegetables, assorted 330ml soft drinks, 500ml bottled water and canned 100% juice; (2) decoration, including 30 ten-seater round tables, round tablecloths, overlays, fresh-flower centrepieces, cutlery and crockery for 300 guests, 300 Tiffany chairs, and tables with black cloths for three serving points; (3) indoor sound hire for 300 people (6000-watt system), with full front-of-house and backline for a live band, and an indoor 8 x 5 x 500 stage with black skirting and lighting; and (4) audio-visual services, including two video cameras, live streaming and recording of the event, editing, and delivery of the final product on two memory sticks. All prices must be firm, in South African Rand, inclusive of VAT and disbursements, and must cover labour, transport, assembly and dismantling of equipment after the event.
Bidders must meet several compulsory requirements, or their bid will be disqualified. These include a valid Tax Compliance Status PIN, proof of company registration, a full (not summary) Central Supplier Database report dated no more than 30 days before the closing date, a certified B-BBEE certificate or sworn affidavit, and up-to-date municipal rates and taxes statements for the company and all directors, with no arrears older than three months. The company must provide a comprehensive profile showing at least three years of relevant catering and event management experience, and at least two certified appointment letters or purchase orders for events of a minimum of 200 people each, supported by reference or confirmation letters. A valid Certificate of Acceptability from Ehlanzeni District Municipality or an equivalent authority is required. The proposed Project/Culinary Leader must hold, at minimum, a food handling and preparation certificate, and a CV and certified qualifications and ID must be submitted. Certified documents must be no older than three months. Joint ventures and consortia are permitted, but they must provide a formal agreement, and the lead partner must hold at least 51%.
Evaluation follows the 80/20 preferential point system, with 80 points for price and 20 points for specific goals, including B-BBEE, ownership by historically disadvantaged groups, and EME status located within the local area. Completed bids must be sealed and placed in the bid box at the Mbombela Civic Centre, 1 Nel Street, Mbombela, before 11:00 on 13 November 2026. Bids sent by fax, e-mail or telegram, and late bids, will not be accepted. No briefing session will be held. Bid documents are free and must be downloaded from www.mbombela.gov.za or www.etenders.gov.za. Procurement enquiries should go to Christopher Nkambule on (013) 759 2358, and technical enquiries to Veronica Mbatha on (013) 759 9184. Bids are valid for 30 days from the closing date. The City reserves the right not to accept the lowest bid or any bid, and to cancel the tender.
This tender suits established event management companies with at least three years of catering and event experience, including two certified appointment letters or purchase orders for events of 200 or more people. Caterers holding a valid Certificate of Acceptability and businesses offering sound, lighting, decor or audio-visual services may apply directly or through a joint venture or consortium, provided a formal JV agreement is submitted and the lead partner holds at least 51%. Local Ehlanzeni-based EMEs and businesses with strong B-BBEE credentials stand to gain preference points. Businesses with municipal rates arrears, expired tax compliance status, incomplete CSD reports, or no qualified culinary leader will be disqualified. Because the closing date is 13 November 2026 and the event is on 20 November 2026, the timeline is very tight, so only businesses that can mobilise quickly should apply.
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