02 - 2026 Panel of Events Coordinators

Overview

Invitation to form a 36-month panel of Events Coordinators to plan, coordinate and deliver municipal events (sporting events, workshops, imbizos, mayoral functions, launches) for uMgungundlovu District Municipality. Bidders should be professional event-management service providers with demonstrable government-sector experience, relevant professional body affiliations, and capacity to handle diverse events.

Requirements

• 80/20 preference system; specific goals include race (HDP status) and locality (office in uMgunglovu District or KwaZulu-Natal; within/outside) as defined in the tender.
• Minimum 3 written references from government entities for events (min value R300,000 per project) within 09/2021–09/2026.
• Proof of ongoing membership/registration with a professional body (SAACI, PRISA, MASA, EXSA).
• Proof of tax compliance (SARS PIN/TCS) or alternative pre-award verification; CSD registration if no TCS.
• Proof of good standing with municipal accounts (not more than 90 days in arrears) or acceptable alternative (e.g., lease letter, affidavit).
• In case of Joint Ventures: joint venture agreement, tax/compliance status of all parties, and proof of good standing for all.
• Completion of mandatory tender forms (MBD1, MBD4, MBD6.1, MBD8, MBD9) and other supporting schedules; banking details; authority to sign.
• Compliance with SCM policies, MFMA, and related governance rules; conflict-of-interest declarations required.
• Scope includes workshop coordination, event logistics, venue, catering, technical, transport, branding, safety, and post-event reporting.

Notes: supporting documentation includes proof of CSD, VAT (if applicable), B-BBEE, and reference letters; addenda acknowledgment is required.

How to Apply

• Download tender documents from the municipal site or etenders; (see UPLOAD DOC_TENDER 02-2026_PANEL OF EVENTS COORDINATORS.pdf).
• Attend compulsory Briefing Session: 9 October 2026, at Council Chambers, 242 Langalibalele Street, Pietermaritzburg; registration 09:30–10:00; briefing 10:00–11:00. Non-attendance renders submissions invalid (see notice in the tender documents; filename above).
• Prepare and submit sealed bids in the official forms (MBD 1, 4, 6.1, 8, 9) plus required schedules and supporting documents; submit to the tender box, 242 Langalibalele Street, Pietermaritzburg, before 12:00 on 3 November 2026. Late bids are not accepted.
• Include: proof of SARS tax status (PIN/TCS), CSD number if no TCS, proof of good standing with municipal accounts, banking details, JV agreement if applicable, at least 3 reference letters (with details) and proof of professional body membership.
• Notice of addenda must be acknowledged; ensure compliance with all general and special tender conditions (GCC 2010).

(Source: UPLOAD DOC_TENDER_02-2026_PANEL OF EVENTS COORDINATORS.pdf)