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North West Active Ageing Programme Event Management Tender

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The North West Department of Social Development has issued an open Request for Bid under tender number NWDSD 12(D)/2025 for the appointment of an event management service provider to implement the Active Ageing Programme in the Dr Kenneth Kaunda District. The contract spans 36 months, with services required for two months per year, and covers logistics, catering, transport, media, and venue setup for over 640 older persons across three service points and a district-level event. Bids must be submitted by 11:00 on Thursday, 5 February 2026.

Deliver Comprehensive Event Services Across Three Service Points

The successful service provider will coordinate end-to-end event execution at three service points—Matlosana, Maquassie Hills, and JB Marks—and a district-level event. Services include:

  • Catering: Provision of bottled water, balanced hot meals, and snack packs (chips, fruit, juice, peanuts) for up to 640 participants per service point and 450 at the district event
  • Transport: Deployment of 15-seater or larger public transport vehicles compliant with the National Land Transport Act
  • Media & Publicity: Local radio advertising and provision of a PA system suitable for a standard football field (120m x 90m)
  • Infrastructure: Supply of tents (5m x 10m), heavy-duty tables, and plastic chairs per event
    All services must align with dietary needs, accessibility standards, and safety protocols for older persons.

Mandatory Compliance: Insurance, Licenses, and Certifications

Bidders must submit the following non-negotiable documents:

  • Proof of liability insurance covering a minimum of R10 million
  • Valid roadworthy certificates and Professional Driving Permits (PrDP) for all transport vehicles
  • Food handling certificate issued by a health inspector
  • CSD registration number (MAAA) and SARS Tax Compliance PIN
  • Fully completed SBD forms: SBD1 (Invitation to Bid), SBD4 (Bidder’s Disclosure), and SBD6.1 (Preference Points Claim)
    Failure to provide any of these will result in automatic disqualification.

Functionality Evaluation: Meet 70% Threshold to Proceed

Bids undergo a four-stage evaluation, beginning with a functionality assessment (70% minimum pass mark):

  • Financial capacity (20%): Bank grading letter (AA = 3 pts, B = 2 pts, C = 1 pt)
  • Transport capability (40%): Proof of owned or leased fleet (e.g., 24 x 15-seaters = 5 pts)
  • Relevant experience (40%): 1–5 verifiable reference letters for similar events in the past 60 months
    Only bidders scoring 70% or higher will advance to price and preference evaluation.

80/20 Preference System: Price and Specific Goals

Qualified bids are scored using the 80/20 Preferential Procurement system:

  • 80 points: Price (lowest compliant bid = 80; others scored proportionally)
  • 20 points: Specific Goals, broken down as:
    • Black ownership (max 10 pts): 100% = 10 pts
    • Locality (max 4 pts): Rural/township within Dr Kenneth Kaunda = 4 pts
    • Additional goals (max 6 pts): Women ownership (2 pts), disability ownership (2 pts), military veterans (1 pt), youth ownership (1 pt)
      All preference claims require supporting documentation (e.g., CSD report, medical certificate for disability).

Submission Guidelines: Hard Copy Only by 5 February 2026

All bids must be submitted in hard copy only by 11:00 on Thursday, 5 February 2026, in a sealed envelope to:
Department of Social Development, Provident Building, First Floor, Supply Chain Management, University Drive, Mmabatho, 2735

Key requirements:

  • Use black or blue pen only—no pencil or correction fluid
  • Clearly label the envelope with Tender Number: NWDSD 12(D)/2025
  • Include VAT-inclusive pricing and a detailed costing structure
  • Faxed, emailed, or late submissions will not be accepted

Related opportunity: North West DSD seeks event management provider for 3 Years

Access Tender Documents and Contact Information

Download the complete bid document:

For inquiries:

All queries must be submitted in writing. No briefing session will be held.

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