Design, build & install custom exhibition stand for tcta at wisa 2026 conference (cticc, cape town)

Design, build, and set up a professional, innovative, and visually impactful exhibition stand for TCTA at the WISA 2026 Biennial Conference & Exhibition (CTICC, Cape Town). The stand must effectively communicate TCTA’s mandate, strategic objectives, and contributions to water security and bulk raw water infrastructure in South Africa. The service provider must deliver an end-to-end solution, including concept development, stand design, fabrication, transportation, installation, on-site support, and post-event dismantling. The stand must align with TCTA’s corporate identity and serve as an engaging platform for stakeholder interaction and knowledge sharing.

Closing date: 26 June 2026 at 11:00. Clarification deadline: 23 June 2025 at 11:00. Bid validity period: 30 days from closing date. Event timeline: Setup on 21 July 2026, exhibition from 22–24 July 2026, breakdown on 24 July 2026.

Enquiries and submissions: Email [email protected]. No phone or fax numbers provided.

Submit proposals via email to [email protected] by 26 June 2026 at 11:00. Use official forms provided; do not re-type. Late submissions are disqualified. Mandatory documents: two signed reference letters (on client letterhead with full contact details) or fully completed Annexure A, proving experience in exhibition stand provision for corporate/government/institutional clients. Non-mandatory but scored documents: itemised RFQ Pricing Schedule, valid B-BBEE certificate (SANAS-accredited or sworn affidavit for EME/QSE), SBD 1, SBD 4, SBD 6.1, CSD registration proof. Missing mandatory documents = disqualification. Missing non-mandatory documents linked to functionality = zero points for those criteria. Pricing must be firm, unconditional, and completed as per the RFQ schedule.

Mandatory documents: two signed reference letters (on client’s official letterhead with full contact details) or fully completed Annexure A, demonstrating experience in exhibition stand provision. Non-mandatory documents: itemised RFQ Pricing Schedule, valid B-BBEE certificate (SANAS-accredited), SBD 1, SBD 4, SBD 6.1, CSD registration proof. Failure to submit mandatory documents = disqualification. Failure to submit non-mandatory documents linked to functionality = zero points for those criteria.

80/20 preference point system: 80 points for price, 20 points for B-BBEE. Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = bid price, Pmin = lowest acceptable bid price. B-BBEE points: Level 1: 20, Level 2: 18, Level 3: 14, Level 4: 12, Level 5: 8, Level 6: 6, Level 7: 4, Level 8: 2, Non-compliant: 0. Joint ventures must submit a consolidated B-BBEE certificate. Failure to submit proof for specific goals (e.g., B-BBEE) = zero points for those goals. Organ of state may verify claims. Mandatory evaluation: minimum 2 completed exhibition stand projects for corporate/government/institutional clients, signed reference letters or Annexure A, itemised pricing schedule, tax compliance (SARS PIN or CSD number), SBD 4 and SBD 6.1. Non-mandatory but scored: valid B-BBEE certificate, CSD registration, SBD 1.

End-to-end solution required: concept development, stand design, fabrication, transportation, installation, on-site support, and post-event dismantling. Stand must align with TCTA’s corporate identity, communicate its mandate, and showcase projects. Key deliverables: Main stand structure (customised design), reception area (custom-built counter with TCTA branding, lockable storage, integrated lighting), concealed lockable storeroom (1m x 1m with shelving), feature walls (TCTA colours, high-quality printed graphics, illuminated branding, LED lighting), multimedia display (55-inch+ wall-mounted LED screen, concealed cabling), meeting area (4 single-seater couches, coffee table, 2 high stools), graphic elements (large-format backlit panels, circular/creative panels, interchangeable graphics), premium flooring (raised system, timber-look laminate/vinyl, non-slip, 18m²), landscaping (minimum 2 decorative plants). Materials: 16mm MDF/Supawood, powder-coated aluminium frames, aluminium composite panels for graphics. Electrical: LED spotlights, flood lights, plug points, DB board, tube lights. Safety: EMS approval, Structural Engineer Certificate, safety line, caution tape/signage on flooring steps. All electrical connections must comply with venue regulations.

Bidders must have completed at least 2 projects in the provision of exhibition stands for corporate, government, or institutional clients. Submit 2 signed reference letters (on client’s official letterhead with full contact details) or fully complete Annexure A. References must specifically address exhibition stand provision. A portfolio showcasing previous work, including examples of stands designed for large-scale conferences, trade shows, or industry-specific events, is required. Bidders must manage all personnel assigned to the project.

Complete the RFQ Pricing Schedule as presented. Prices must be firm, unconditional, and include all disbursements. Reflect prices excluding and including VAT. The schedule must cover the entire scope of work, including all items listed (e.g., stand structure, reception area, feature walls, multimedia display, furniture, flooring, electrical, graphics, labour, transport). Bidders who fail to submit prices as presented will not be considered for evaluation. Payment terms and bonds/guarantees are not specified. TCTA’s Standard Conditions of Bid apply.

Mandatory: Two signed reference letters (on client’s official letterhead with full contact details) or fully completed Annexure A, demonstrating experience in providing exhibition stands for corporate, government, or institutional clients. Non-mandatory: Valid B-BBEE certificate (SANAS-accredited), DTIC B-BBEE certificate, or valid Sworn Affidavit for EME/QSE (must comply with Annexure B requirements). Consolidated B-BBEE certificate required for joint ventures. SBD forms: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim). Proof of registration on the National Treasury Central Supplier Database (CSD). Tax compliance: Submit SARS TCS PIN or CSD number. No bids accepted from persons in the service of the state or entities with directors/members in state service. Successful bidder must sign SBD7 contract. Bid is subject to the Preferential Procurement Policy Framework Act, 2000, and Regulations, 2017. Fraudulent claims or non-fulfilment may result in disqualification, cost recovery, contract cancellation, or legal action, including public sector restrictions for up to 10 years.

B-BBEE points are awarded out of 20 for bids evaluated using the 80/20 system. Points allocation: Level 1: 20, Level 2: 18, Level 3: 14, Level 4: 12, Level 5: 8, Level 6: 6, Level 7: 4, Level 8: 2, Non-compliant: 0. Joint ventures or consortia must submit a consolidated B-BBEE certificate. All B-BBEE certificates must be from SANAS-accredited verification agencies, unless the bidder is an EME or QSE, in which case a validly commissioned Sworn Affidavit (complying with Annexure B) is required. No points will be awarded if the Sworn Affidavit does not meet the requirements.

EMS approval, Structural Engineer Certificate, and safety line required for the stand. Pre-cleaning of the stand is mandatory prior to handover. Flooring must include caution tape and signage on steps. All electrical connections must comply with venue regulations. Concealed cabling and power connections are mandatory for multimedia displays.

Successful bidder must sign a written contract (SBD7). Bid is subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations, 2017. TCTA’s Standard Conditions of Bid apply. TCTA reserves the right to cancel or not award the bid. Contractors may be required to substantiate claims for preference points. Fraudulent claims or non-fulfilment of contract conditions may result in disqualification, cost recovery, contract cancellation, or legal action, including restrictions from conducting business with the public sector for up to 10 years.