Panel appointment: design & construction of limpopo tourism agency exhibition stands (36-Month contract)

Compulsory briefing session: 18 May 2026 at 11:00 (Microsoft Teams). Closing date: 29 May 2026 at 11:00.

SCM Process: Sewela Nyaka, Phone: 066 039 0295, Email: [email protected]. Technical Enquiries: Jerry Mamabolo, Phone: 082 566 4330, Email: [email protected]. Submission Address: Bid Box, ERF 92/688 Portion 2, Southern Gateway Ext 4, N1 Main Road, Polokwane. LTA General: Tel: (015) 293 3600, Fax: (015) 293 3651.

Submit bids by 29 May 2026 at 11:00 to the bid box at ERF 92/688 Portion 2, Southern Gateway Ext 4, N1 Main Road, Polokwane. Late bids will not be accepted. Use official forms (SBD 1, SBD 3.1, SBD 4, SBD 6.1) — do not re-type. Bids must be completed in black ink; pencil or correction fluid invalidates the bid. All corrections must be initialled. Submit SBD 1 (signed), SBD 3.1 (completed), SBD 4 (signed), and SBD 6.1 (signed) to avoid disqualification. Attend the compulsory briefing session on 18 May 2026 at 11:00 via Microsoft Teams (link: https://teams.microsoft.com/meet/315680028359704?p=ZgF9f1nEo8YmqntlAT, Meeting ID: 315 680 028 359 704, Passcode: 435mz6aM). Failure to attend will disqualify your bid. Price offers must be firm, inclusive of VAT, and valid for 120 days from the closing date. No payment is required for this bid.

Evaluation follows a three-phase process: Phase 1 (Administrative Compliance): Mandatory documents (SBD 1, SBD 3.1, SBD 4, SBD 6.1) must be submitted. Missing or incomplete forms result in immediate disqualification. Phase 2 (Functionality): Minimum qualifying score is 70%. Criteria: Financial Ability (30 points: R2M+ = 30, R1M-R2M = 20, R500K-R1M = 10, R200K-R500K = 8, R100K-R200K = 5, <R100K = 0). Attach proof of funding (bank letter or stamped statement <3 months old). Company Experience (40 points: 5+ years = 20, 1-4 years = 10, <1 year = 2, no proof = 0). References (20 points: >3 letters = 20, 3 letters = 10, <3 letters = 0). Proven Track Record (30 points: R2M+ = 30, R1M-R2M = 20, R500K-R1M = 10, <R500K = 5, no proof = 0). Phase 3 (Price and Preference Points): 80/20 system. Lowest acceptable bid scores 80 points for price; higher bids score proportionally less. 20 points for specific goals (Black People, Youth, Women, Persons with Disability, Military Veterans — 4 points each, allocated by ownership %). CSD report verifies goals. Medical certificate required for disability points; military veterans must be registered on the National Military Veterans Database. Only bids scoring ≥70% in Phase 2 proceed to Phase 3. Final selection is the highest total points. LTA reserves the right to negotiate rates with recommendable bidders.

Design and construct exhibition stands for Limpopo Tourism Agency (LTA) over 36 months. Scope: Develop, design, and build LTA exhibition stands per client requirements. Provide a turn-key solution for exhibitions/shows. Adhere to LTA’s brand manual guidelines. Supply floor plans as part of the design and execution plan. Charge per m² for trade/consumer stands, with annual rate increases. Facilitate hospitality services during events. Ensure infrastructure complies with laws/regulations (e.g., engineer safety certificate, public liability). Use locally representative, sustainable materials with a focus on Limpopo’s heritage/culture. Stand requirements: Reusable stands; bidder handles erection, dismantling, storage, and transport (included in bid price). Transport LTA promotional materials/branding to events. Include furniture and décor. Open-plan, free-flowing design. LTA selects stand space based on availability. Additional requirements may arise per m². Appearance: Inviting, attractive, colorful with large visuals reflecting Limpopo’s characteristics. LTA provides high-resolution graphics/logos; bidder may source stock images. Appointment: Top two qualifying companies form a panel, used rotationally. Uniform rate = average of the two qualifying bids. Service Level Agreement (SLA) required. LTA may negotiate rates. Selection criteria: Proven stand design/construction expertise, technical capacity, track record (portfolio of tourism/trade exhibitions), infrastructure/personnel capacity, ability to deliver quickly, experience with small budgets, performance excellence, and monitoring/evaluation skills.

Pricing: Submit firm prices inclusive of VAT, valid for 120 days from closing date. Non-firm prices (e.g., subject to exchange rates) are invalid. Use SBD 3.1 (Pricing Schedule) for rates per m² (Year 1, Year 2, Year 3). Total bid amount must cover all three years. Unconditional discounts are considered for evaluation; conditional discounts apply only at payment. Payment terms and bonds/guarantees are not specified. Financial capacity proof required for functionality evaluation (e.g., bank letter of intent, overdraft facility, or stamped bank statement <3 months old).

Mandatory: Complete and sign all bid forms (SBD 1, SBD 3.1, SBD 4, SBD 6.1). Register on Central Supplier Database (CSD). Provide proof of registration with EXSA (Exhibition Association of Southern Africa). Attend compulsory briefing session. Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or CSD number. Foreign bidders must answer tax-related questions; if no RSA presence, no TCS PIN required. For consortia/joint ventures, each party must submit separate TCS/CSD proof. Disqualification risks: Bidder or directors listed on Register of Tender Defaulters or National Treasury’s restricted suppliers list. Past 5 years: unsatisfactory contract performance, SCM abuse, fraud/corruption convictions, or contract non-compliance. Use of pencil, correction fluid, or altered copies invalidates bid. All corrections must be initialled and crossed out with a straight line. Bidder must not be a state employee or have directors/shareholders in state service. Disclose any relationships with LTA staff or interests in other bidding enterprises (SBD 4).