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FS Legislature Seeks 3-Year Event Management Services Provider

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The Free State Legislature has issued an open Request for Bid (RFB) under reference number BID 01-2026 for the appointment of a service provider to deliver comprehensive event management services over a 36-month period (2026–2029). This strategic contract supports the Legislature’s constitutional mandate by ensuring the professional execution of high-profile, protocol-sensitive events that uphold the dignity and functionality of provincial governance.

Overview of the Free State Legislature Event Management Tender

Published on 4 March 2026, this tender invites experienced and compliant event management firms to provide end-to-end logistical, technical, and operational support for a wide range of legislative functions. The successful bidder will become a trusted partner in delivering events that reflect the gravitas of democratic institutions while ensuring value for public funds.

Scope of Services: Key Events and Deliverables

The appointed service provider will be responsible for managing:

  • State of the Province Address (SOPA)
  • Budget Votes and Budget Debate sessions
  • Sectoral Parliaments (Women’s, Youth, and thematic assemblies)
  • Public Hearings on bills, oversight matters, and provincial issues
  • Portfolio Committee Meetings and related oversight activities

Services include:

  • Venue sourcing and setup (marquees, stages, seating, branding)
  • Audiovisual and interpretation equipment
  • Catering coordination and guest management
  • Security liaison and crowd control planning
  • On-site event staffing and post-event reporting

All deliverables must align with parliamentary protocols, accessibility standards, and sustainability best practices.

Key Submission Deadlines and Contact Information

Interested bidders must submit their proposals by 11:00 AM on Tuesday, 31 March 2026. Submissions must be hand-delivered in a sealed envelope, clearly marked with the bid number and description, and deposited into the official tender box at the SCM Directorate, 41 Charlotte Maxeke Street, Southern Life Plaza Building, 5th Floor, South Wing, Bloemfontein, 9301.

For inquiries:

  • Mr. M.S. Seroue – 051 407 1204 | MaroeleS@fsl.gov.za

There is no compulsory briefing session. Late or non-compliant submissions will not be accepted.

Mandatory Documentation and Compliance Requirements

To be considered responsive, bidders must include:

  • Valid SARS Tax Compliance PIN
  • Proof of registration on the Central Supplier Database (CSD)
  • B-BBEE certificate or sworn affidavit
  • Certified company registration documents (CIPC/CK)
  • Fully completed Free State Legislature-specific forms:
    • Annexure 2 – Declaration of Interest (SBD 4)
    • Annexure 3 – Confirmation of Contract
    • Annexure 4 – Pricing Schedule
  • Company profile demonstrating experience in government or parliamentary events

All documents must be submitted on the official templates provided—reproduced or altered forms will be disqualified.

Evaluation Methodology and Preference Point Allocation

This tender will be evaluated under the 80/20 Preferential Procurement System:

  • 80 points for competitively priced, compliant offers
  • 20 points for specific empowerment goals:
    • Black ownership
    • Women ownership
    • Youth ownership
    • Disability ownership

Preference claims must be supported by certified documentation from the CSD report and B-BBEE affidavit. Unverified claims receive zero points.

The Legislature reserves the right to negotiate with shortlisted bidders and may award the contract in full or in part.

Related opportunity: ATNS Seeks Sound System & Catering in Ga-Luka Village

How to Access and Submit the Tender Documents

The complete tender package is available via the National Treasury’s eTenders portal through the following official links:

  1. Main Bid Document
  2. Annexure 1 – Bid Specifications
  3. Annexure 2 – Declaration of Interest
  4. Annexure 3 – Confirmation of Contract
  5. Annexure 4 – Pricing Schedule
  6. Approved Advertisement

Bidders are strongly encouraged to review all annexures, confirm compliance, and ensure full adherence to submission guidelines.

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