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uMlalazi Seeks Events Management Panel for 3-Year Contract

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uMlalazi Local Municipality has issued an open tender (KZN ULM 04/26/27) for the appointment of a three-year panel of events management coordinators and equipment hire providers. This strategic contract targets capable agencies to ensure the efficient execution of municipal programmes across the King Cetshwayo District.

Scope of Works and Event Coordination

The appointed panel will manage end-to-end event logistics for all municipal wards. The comprehensive scope includes venue inspection and booking, thematic event design, detailed scheduling, audio-visual and technical support, guest registration, transport coordination, and catering provisions.

Key Service Areas

Service providers must demonstrate capability in the following areas:

  • Planning and management for events, including defining programmes, venue/site selection, and arranging decor and design
  • Transportation and logistics, including arranging transport for guests and staff, managing parking and shuttle services, and coordinating event setup and teardown
  • Guest services and registration, including managing event registration and ticketing, providing guest services and information, and handling check-in and guest list management
  • Event staffing, providing event staff such as ushers, security, and service personnel
  • Audio-visual and technical support, including provision of sound systems, lighting, and multimedia equipment, onsite technical support, and setup and operation of AV equipment
  • Hire of events equipment including catering equipment, refrigeration, tents, tables and chairs, mobile toilets, podiums, sound systems, and AV equipment
  • Supply of promotional event freebies branded with logos, name or slogan as specified
  • Hire of public transport sourced from the local taxi/bus industry

Mandatory Functionality and Evaluation

Proposals will undergo a rigorous functionality assessment before the 80/20 preferential procurement system is applied. Bidders are evaluated on previous project experience, core business function, and local business locality to ensure immediate response capabilities and local economic development.

Mandatory Documentation Requirements

Bidders must submit ALL the following documents to avoid disqualification:

Compulsory Returnable Documents:

  • Proof of purchase of tender document (if applicable)
  • Valid Tax Clearance Certificate (original)
  • Company Registration Certificate and certified ID copies of all directors/members/partners
  • Proof of CSD Registration (full summary report)
  • Rates and Municipal Services Clearance Certificate
  • Proof of Workmen’s Compensation Registration (COIDA)
  • Audited Annual Financial Statements (if offer is above R10 million)

Returnable Schedule Documents:

  • MBD 6.1: Preference Points Claim Form
  • Supporting documents for preferential procurement goals points
  • MBD 4: Declaration of Interest
  • MBD 8: Declaration of Bidder’s Past Supply Chain Management Practices
  • MBD 9: Certificate of Independent Bid Determination
  • MBD 5: Declaration for Procurement Above R10 Million (if applicable)
  • Agreement in terms of Section 37(2) of the Occupational Health and Safety Act
  • Record of Addenda to tender documents
  • Certificate of Authority to sign documents
  • Amendments or qualifications by the tenderer (if applicable)

Submission Guidelines and Venue

Sealed bid documents must be hand-delivered and deposited in the official tender box. Late, emailed, or faxed submissions will be strictly disqualified.

  • Closing Date: Friday, 07 August 2026
  • Closing Time: 12:00
  • Venue: SCM Offices, KV Challenor Street, Eshowe, 3815

Related opportunity: Free State COGTA Catering Tender: 3-Year Panel Contract

Enquiries and Document Access

For technical queries, contact Futhi Mahaye at futhiM@umlalazi.gov.za or 035-473-3416. No briefing session is scheduled. Download KZN ULM 04/26/27 Tender Document

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