The KwaZulu-Natal Department of Sport, Arts and Culture has published a tender for the establishment of a panel of service providers for events management. This tender, designated ZNB-DSAC 004/2627, seeks to appoint a panel of qualified and experienced service providers for a period of thirty-six months to support the department’s diverse calendar of cultural, heritage, and sporting events.
Scope of Work: Comprehensive Events Management
The appointed service providers will be responsible for the coordination and management of events ranging from small community gatherings to large provincial and national commemorations. Events include Freedom Day, Heritage Day, the Royal Reed Ceremony, Shaka Day, and various sporting and cultural awards. Services required encompass rental of infrastructure, sound and stage, transport, security, catering, medical services, décor, signage, and promotional items.
Panel Categorisation: Eight Categories Available
The panel is divided into eight categories based on event size and geographical location:
- Category A: Small events with up to 3,000 participants.
- Category B: Large events with 3,001 to 15,000 participants.
- Category C: National events with 15,001 to unlimited participants, including exhibitions and conferences.
- Category D: International events.
- Eastern, Southern, Northern, and Western Clusters: Small events (up to 3,000 participants) within specific district municipalities.
Bidders may apply for multiple categories but must submit a separate proposal per category, including methodology and financial viability.
Mandatory Requirements and Compulsory Briefing
To qualify, bidders must comply with strict administrative requirements. Failure to meet any will result in disqualification. Key requirements include:
- CSD Registration: Proof of registration on the Central Supplier Database.
- Tax Compliance: Valid SARS Tax PIN.
- Public Liability Insurance: Proof of cover or letter of intent as follows: Category A: R1.5 million; Category B: R2.4 million; Category C: R3.6 million; Category D: R6 million; Clusters: R500,000.
- Compulsory Briefing Session: Attendance is mandatory. The session will be held on Thursday, 02 April 2026, at 12:30 at the DARD’s Auditorium, 1 Cedara Road, Pietermaritzburg. Doors close at 12:30; latecomers will not be admitted. The signed briefing certificate must be submitted with the bid.
Functionality Evaluation: Minimum Thresholds
Bids that pass the administrative phase will be evaluated on functionality. The criteria assess relevant experience, company profile and resources, and methodology. Bidders must achieve the following minimum scores to be included in the panel:
- Cluster Categories: Minimum 60% of total points.
- Categories A, B, C, and D: Minimum 70% of total points.
Appointment Process and Price Reasonableness
Service providers on the panel will be invited to quote on an “as and when required” basis. For estimated costs up to R1 million, quotations will be invited from all suppliers in the relevant category. For estimated costs above R1 million, a full bidding process will apply. The department reserves the right to negotiate prices based on market analysis and may cancel quotations if prices are deemed unreasonable.
Submission Instructions and Closing Date
All bids must be hand-delivered to Heritage House, 222 Jabu Ndlovu Street, Pietermaritzburg, and placed in the designated bid box. Submissions must be in a sealed envelope clearly marked with the bid number and description.
Closing Date: Thursday, 23 April 2026, at 12:00. Bids must remain valid for 180 days from closing.
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Enquiries and Document Access
For supply chain management enquiries, contact Mr. Mawonga Mazibuko at 078 708 5953 or Mawonga.Mazibuko@kzndsac.gov.za. The full tender document is available for download on the eTender portal and the departmental website.
Tender Document
The full tender document is available for download via the National Treasury eTender Portal:
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