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Joburg Theatre Seeks Panel for Event Equipment Hire and Décor

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Joburg Theatre (SOC) Ltd, trading as Joburg City Theatres, has published a re-advertised tender for the establishment of a panel of service providers for the supply and delivery of event equipment hire and decorations. This tender, designated BID No 00348/25, seeks to appoint a panel of qualified service providers for a period of thirty-six months to support the theatre’s diverse events, performances, and banqueting operations.

Scope of Work: Comprehensive Event Equipment Categories

The appointed panel will supply, deliver, set up, and remove event equipment on an “as and when required” basis. Services are divided into multiple categories:

  • Culinary, Crockery & Catering Equipment: Cutlery, crockery, chafing dishes, serving platters, food warmers, and kitchen equipment.
  • Linens & Décor: Tablecloths, runners, napkins, chair covers, sashes, centrepieces, and underplates.
  • Tables & Seating: Trestle tables, round tables, cocktail tables, various chair styles (Tiffany, Ancona, conference), and lounge seating.
  • Picnic Equipment: Stocked picnic baskets, pallet seating with cushions.
  • Glassware: Wine glasses, champagne flutes, beer glasses, tumblers, jugs, ice buckets.
  • Tea & Coffee Station: Urns, coffee machines, air pots, tea sets.
  • Infrastructure: Marquees, stretch tents, flooring, lighting, draping, security services.
  • Stage Equipment: Stage risers.
  • Audio-Visual & Live Streaming: Speakers, screens, projectors, cameras, mixing consoles, microphones, technicians.

Mandatory Administrative Requirements

To be considered for evaluation, bidders must submit a complete set of mandatory documents. Failure to submit any will result in disqualification. Key requirements include:

  • CSD Registration: A Central Supplier Database registration summary report (not older than 30 days).
  • Tax Compliance: Valid SARS Tax PIN.
  • Company Registration: Certified CIPC documents and director ID copies.
  • Premises Proof: Municipal rates invoice (not in arrears for over 90 days) or certified lease agreement with utility bill; an SAPS‑certified affidavit if operating from a residential address.
  • COIDA Compliance: Letter of good standing from the Compensation Fund or a commissioned affidavit if no employees.
  • BBBEE Status: Valid certified BBBEE certificate or sworn affidavit for EMEs.

Functionality Evaluation: Minimum 80% Threshold

Bids that pass the mandatory stage will be evaluated on functionality criteria. Bidders must achieve a minimum of 50 points out of 100 to qualify for a site visit. Scoring is as follows:

  • Contactable Client References (25 points): Five reference letters on client letterhead, with corresponding invoices or purchase orders.
  • Quality Assurance (10 points): Statement outlining quality control procedures.
  • Company Financials (25 points): Audited financial statements or an Accounting Officer’s report.
  • Transportation (10 points): Proof of ownership of at least two vehicles within the fleet.
  • Site Visit (30 points): Inspection of glassware, tables, cutlery, kitchen equipment, and cleaning areas.

Appointment Process and Response Times

The panel will be utilised for 36 months on an “as and when required” basis. Service providers on the panel must respond to quotation requests within 12 hours of receipt. JCT reserves the right to conduct site inspections prior to finalising contracts, and all equipment must be clean, functional, and compliant with health and safety regulations.

Price and Preference Points (80/20 System)

The final evaluation will apply the 80/20 preference point system:

  • Price (80 points): Scored using the formula Ps = 80 (1 – (Pt – Pmin) / Pmin).
  • Specific Goals (20 points): Points allocated for ownership by HDIs (max 5), women (max 8), youth (max 6), and persons with disabilities (max 1).

Submission Instructions and Closing Date

All bids must be hand‑delivered to the Joburg Theatre Complex, 1st Floor, 163 Civic Boulevard, Braamfontein, and placed in the designated tender box. Submissions must be in a sealed envelope clearly marked with the bid number and description.

Closing Date: Friday, 10 April 2026, at 12:00. Late, telegraphic, postal, fax, or email bids will not be accepted. Bids must remain valid for 120 days from closing.

Related opportunity: Joburg Theatre Seeks Supply of Baked Goods and Pastries

Enquiries and Document Access

All SCM and technical enquiries must be directed to Keabetswe Senne (kea@joburgtheatre.com) or Ntombizodwa Zulu (ntombizodwa@joburgtheatre.com). The full tender document is available for download on the eTender portal and the Joburg City Theatres website.

Tender Document

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