What the tender required and what the award supports
Source material and existing AI analysis appear first. Supplier conclusions remain qualified by the evidence Tenders-SA holds.
Summary
The human sciences research council (hsrc) seeks to appoint a panel of five service providers to deliver professional events management services for high-profile tier 1 events (150–500 attendees), with ad-hoc support for tier 2 and 3 events, over a 12-month period. Suppliers must demonstrate capacity for end-to-end digital, operational, and onsite execution, including cross-border event support in africa.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
Review in progress
The information shown on this card is preliminary. Our procurement team is currently finalising the submission guidelines, evaluation criteria, technical specifications, financial requirements, and compliance sections so you have a clean, bid-ready summary to work from. Document being finalised: 4.2 Terms of Reference Events.pdf. You don’t need to refresh — this page will pick up the updated review automatically.
Document4.2 Terms of Reference Events.pdfCompliance review in progress
What the buyer was looking for
1Mandatory requirement
Must submit a two-stage bid: (1) Technical envelope (company profile, SBD 1/4, methodology, digital system evidence) and (2) Price envelope (pricing schedule, SBD 6.1, preference points).
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
An award confirms appointment. It does not prove why a supplier was selected, that every qualification remains current, or that delivery was completed successfully.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Important Dates
Source: 4.2 Terms of Reference Events.pdf
Advertisement date: 15 May 2026. Non-compulsory virtual briefing session: 22 May 2026 at 10:00 (Microsoft Teams). Closing date for bid-related enquiries: 25 May 2026 at 16:00. Publication of Q&A on HSRC website: 26 May 2026. Bid closing date: 10 June 2026 at 11:00 AM (SAST). All dates/times are subject to change at HSRC’s discretion.
Submit bids via one of these methods: courier to HSRC Building, 134 Pretorius Street, Pretoria (preferably registered mail), place in the HSRC tender box, or courier to the same address. Ensure documents are deposited in the correct HSRC tender box (not the Department of Social Development’s box). Bids received after the closing date/time or in the wrong box will be disqualified. This is a two-stage process: submit (1) a technical envelope (signed bid document, General Conditions of Contract, company profile, SBD 1, SBD 4, technical response, and supplementary info) and (2) a price envelope (pricing schedule, SBD 6.1, preference points response, and supplementary info). Each envelope and the USB (with duplicate soft copies) must be marked, sealed, and labeled as per Table 1. Initial every page of the tender document, including supporting documents and pricing schedules. Bid validity period: 90 days from closing date.
Evaluation Criteria
Source: 4.2 Terms of Reference Events.pdf
Evaluation occurs in three stages: Stage 0 (Pre-qualification), Stage 1 (Functionality), and Stage 2 (Price and Preference Points).
Stage 0 (Pre-qualification): Mandatory submission of SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), proof of CSD registration, and evidence of a functional digital registration/delegate management system. Non-submission of SBD 1, SBD 4, or CSD proof results in immediate disqualification. General Conditions of Contract must be initialed and signed.
Stage 1 (Functionality - 100 points minimum for Phase 1, 70 points for Phase 2):
Phase 2 (Live Demonstration - 70 points): Minimum 55 points required to proceed. Criteria (10 points each): Understanding of Tier 1 events, digital system demo, project management approach, team expertise, risk/JOC compliance, VIP/protocol experience, multi-location delivery. Scoring: Good = 10, Fair = 5, Poor = 3, Non-submission = 0.
Stage 2 (Price and Preference Points - 80/20 system):
Price (80 points): Calculated using the formula Ps = 80
(Pt - Pmin) / (Pmax - Pmin).
Preference Points (20 points): Awarded for B-BBEE status (EME/QSE, black ownership ≥50%, black youth ownership ≥30%, black women ownership ≥30%, black disability ownership ≥30%). Submit CSD report or MAAA number. Failure to submit SBD 6.1 results in zero preference points. Joint ventures must submit consolidated scorecards and signed agreements.
Final award: Highest total points win. Ties broken by highest preference points, then drawing of lots. HSRC may award to a lower-scoring bid under PPPFA Section 2(1)(f).
Technical Specifications
Source: 4.2 Terms of Reference Events.pdf
Scope: Appointment of a panel of 5 service providers to deliver integrated digital, operational, and event implementation support for HSRC events (Tier 1 primary focus, Tier 2/3 as required) over 12 months. Work allocated rotationally.
Digital Systems: POPIA-compliant RSVP/registration platform, automated communications, QR check-in, real-time dashboards/analytics, post-event surveys.
Onsite Operations: End-to-end registration, HSRC-branded check-in infrastructure, staff/equipment for QR scanning, queue management, delegate helpdesk, venue/technical/VIP/protocol coordination.
JOC Requirements: Manage all planning, documentation (operational/logistics plans, floor plans, safety/risk/compliance docs, emergency routes), presentations, and implementation of JOC directives.
HSRC Responsibilities: Issue purchase orders, provide event briefs, designate event lead, facilitate venue access/approvals, source/pay for venue-related services (unless specified otherwise), provide branding assets, coordinate programme/speaker/VIP approvals, review plans/deliverables.
Cross-Border Capacity: Must support events in South Africa and regionally (e.g., Kenya, Tanzania, Mozambique, Botswana).
Financial Requirements
Source: 4.2 Terms of Reference Events.pdf
Submit a completed Pricing Schedule (Annexure A) without altering its structure. Quotes must be in ZAR and include all applicable taxes. Failure to submit Annexure A invalidates the bid. HSRC reserves the right to negotiate rates. No contract price adjustments (e.g., CPI-linked) during the 12-month contract period. Payment terms and bonds/guarantees not specified in the document.
Compliance Requirements
Source: 4.2 Terms of Reference Events.pdf
Mandatory: CSD registration (submit proof via https://secure.csd.gov.za/). Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN (via e-filing at www.sars.gov.za) or printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. Non-compliance with tax or CSD requirements disqualifies the bid.
B-BBEE: Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points. Preference points (20 max) awarded for: SMME (EME/QSE), black ownership ≥50%, black youth ownership ≥30%, black women ownership ≥30%, black disability ownership ≥30% (requires CSD report/MAAA number + medical certificate for disability).
Additional: Submit SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and General Conditions of Contract (initialed and signed). No bids accepted from state employees, companies with state-employed directors, or entities listed on National Treasury’s Tender Defaulters/Restricted Suppliers registers.
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
2Mandatory requirement
Mandatory CSD registration, SARS Tax Compliance Status (TCS PIN/certificate), and B-BBEE verification (or sworn affidavit for EMEs/QSEs) for preference points.
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records Litha Communications as appointed for this tender.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
3Inferred operational need
Prove 5+ years’ experience in Tier 1/2 corporate/institutional event management, with reference letters (<3 years old) and a functional POPIA-compliant digital registration system.
Threshold: 3 years
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
4Inferred operational need
Demonstrate capacity for full project planning, supplier coordination, risk management, JOC compliance, and VIP/protocol support for Tier 1 events.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
5Inferred operational need
Support multi-location delivery (South Africa + regional countries like Kenya, Tanzania, Mozambique, Botswana).
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records Litha Communications as appointed for this tender.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
6Inferred operational need
Bid validity: 90 days from closing date (10 June 2026, 11:00 AM SAST). No CPI-linked price adjustments during contract.
Threshold: 90 days
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
7Inferred operational need
Initial every page of bid documents; submit to HSRC tender box (134 Pretorius Street, Pretoria) or via courier—ensure correct box (not DSD’s).
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
8Mandatory requirement
Submit bids via one of these methods: courier to HSRC Building, 134 Pretorius Street, Pretoria (preferably registered mail), place in the HSRC tender box, or courier to the same address. Ensure documents are deposited in the correct HSRC tender box (not the Department of Social Development’s box). Bids received after the closing date/time or in the wrong box will be disqualified. This is a two-stage process: submit (1) a technical envelope (signed bid document, General Conditions of Contract, company profile, SBD 1, SBD 4, technical response, and supplementary info) and (2) a price envelope (pricing schedule, SBD 6.1, preference points response, and supplementary info). Each envelope and the USB (with duplicate soft copies) must be marked, sealed, and labeled as per Table 1. Initial every page of the tender document, including supporting documents and pricing schedules. Bid validity period: 90 days from closing date.
Threshold: 90 days
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
10Mandatory requirementConflicting classification
**Stage 0 (Pre-qualification)**: Mandatory submission of SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), proof of CSD registration, and evidence of a functional digital registration/delegate management system. Non-submission of SBD 1, SBD 4, or CSD proof results in immediate disqualification. General Conditions of Contract must be initialed and signed.
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
No source document identifier is stored for this item.
The linked award records Litha Communications as appointed for this tender.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
21Scored criterion
Preference Points (20 points): Awarded for B-BBEE status (EME/QSE, black ownership ≥50%, black youth ownership ≥30%, black women ownership ≥30%, black disability ownership ≥30%). Submit CSD report or MAAA number. Failure to submit SBD 6.1 results in zero preference points. Joint ventures must submit consolidated scorecards and signed agreements.
Threshold: 20 points
Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.
No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
22Scored criterion
Final award: Highest total points win. Ties broken by highest preference points, then drawing of lots. HSRC may award to a lower-scoring bid under PPPFA Section 2(1)(f).
Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.
No source document identifier is stored for this item.
The linked award records Litha Communications as appointed for this tender.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
23Inferred operational need
Scope: Appointment of a panel of 5 service providers to deliver integrated digital, operational, and event implementation support for HSRC events (Tier 1 primary focus, Tier 2/3 as required) over 12 months. Work allocated rotationally.
Threshold: 12 months
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
34Delivery obligation
Submit a completed Pricing Schedule (Annexure A) without altering its structure. Quotes must be in ZAR and include all applicable taxes. Failure to submit Annexure A invalidates the bid. HSRC reserves the right to negotiate rates. No contract price adjustments (e.g., CPI-linked) during the 12-month contract period. Payment terms and bonds/guarantees not specified in the document.
Why it matters: The source says this applies after appointment and concerns contract delivery.
No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
35Mandatory requirement
Mandatory: CSD registration (submit proof via https://secure.csd.gov.za/). Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN (via e-filing at www.sars.gov.za) or printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. Non-compliance with tax or CSD requirements disqualifies the bid.
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
No source document identifier is stored for this item.
The linked award records Litha Communications as appointed for this tender.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
36Inferred operational need
B-BBEE: Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points. Preference points (20 max) awarded for: SMME (EME/QSE), black ownership ≥50%, black youth ownership ≥30%, black women ownership ≥30%, black disability ownership ≥30% (requires CSD report/MAAA number + medical certificate for disability).
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for Litha Communications.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
37Inferred operational need
Additional: Submit SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and General Conditions of Contract (initialed and signed). No bids accepted from state employees, companies with state-employed directors, or entities listed on National Treasury’s Tender Defaulters/Restricted Suppliers registers.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.