Exhibition stand design and build services for south african airways (3‑year contract)

The scope covers the conceptualization and design of SAA exhibitions (various events in

different locations), stand build and dismantle, provisioning of accessories such as furniture and

deco, and project management and exhibition support.

Evaluation of the bids will be based on the following:

• A three-dimensional design presentation of SAA’s exhibition at the 2026 Meetings Africa

event. SAA has been allocated a 6 x 3 = 18 m2 (stand no. K49)

• Design must have appropriate branding and maximum visibility for business

interactions.

• Designs must be focused on aesthetics and deliver a relaxed atmosphere.

• Design must be appealing, attractive and consist of latest branding ideas or techniques

that are powerful and impactful.

• Design presentation to include technical drawings.

• Design to include placement of furniture and appropriate décor.

➢ Tables and chairs for meetings

➢ Lounge area (waiting space)

➢ Storage facilities

➢ (LED display) for presentations

➢ Coffee station

➢ DB box for power distribution

➢ Reception area

➢ Refrigerator

➢ Brochure stands

➢ Lighting fixtures

➢ Trash bins

➢ Charging stations for devices

The contract duration is for a period of 3 years

3. EVALUATION METHODOLOGY

Administrative Substantive Technical Evaluation of Business

Responsiveness Responsiveness Functionality Price and Award and

Evaluation Specific conclusion of

Goals contract

Step 1 Step 2 Step 3 Step 4 Step 5

Evaluation of Evaluation of The minimum Price Post-tender

returnable Mandatory threshold for [Proposed negotiations (if

documents per (Substantive) technical Commission applicable) are

tender Returnable functionality is Structure] (80) held at this stage

requirements Documents ie 70%. Bidders before the LOA

• Submission of must meet this & is issued to the

the bidders minimum preferred

fully priced requirement to Specific Goals supplier.

pricing proceed to the (20)

schedule with next stage of

all line items evaluation.

priced.

Note: The evaluation of the various stages will generally occur sequentially. However, to

speed up the process, South African Airways may choose to conduct different steps of the

evaluation in parallel. In such cases, evaluating bidders at any stage should not be taken as

an indication that they have passed previous stages.

3.1 EVALUATION PROCESS

3.1.1 COMPLIANCE WITH MINIMUM REQUIREMENTS

All quotations duly lodged will be examined to determine compliance with bidding

requirements and conditions. Quotations with apparent deviations from the

requirements/conditions will be eliminated from further adjudication.

3.1.2 EVALUATION OF QUOTATION

The contract shall be awarded at SAA's sole and absolute discretion. SAA hereby

states that it is not compelled to award this quotation to any bidder. SAA has the

right to withdraw this quotation at any time from the date of issuance. SAA is not

obligated to accept the lowest quotation, offer, or proposal.

SAA shall not be required to accept the lowest quotation, offer, or proposal.

All quotations will be evaluated according to the criteria, weightings, and

threshold scores as indicated in 3.2 below:

3.2 ADMINISTRATIVE AND SUBSTANTIVE EVALUATION

The criteria and weights referred to in paragraph 3.1 above are as follows:

3.2.1 ADMINISTRATIVE REQUIREMENTS

This evaluation stage will confirm whether all Returnable Documents [where

applicable] were completed and returned by the closing date and time. At this

evaluation stage, SAA will also verify if the Bid document has been duly signed

by the authorised respondent, and the validity of all returnable documents will be

verified.

3.2.2 SUBSTANTIVE REQUIREMENTS

This evaluation stage will confirm if the following requirements have been

met:

• Submission of a fully priced pricing schedule, with all line items priced.

Mandatory Returnable Documents – Phase 1

Bidders must fully comply (100% compliance) with the statements of compliance

below by selecting either “Yes” or “No” and providing supporting evidence to

qualify their statements. Failure to do so will result in bid disqualification. Bidders

should also note that if they select “No,” South African Airways will interpret the

bidder as non-compliant, leading to bid disqualification.

None Weighted, mandatory requirements must be met Comply (Make sure that

for the bid to qualify for further evaluation. Proof of the you attach proof)

information below is required. A bidder who fails to meet

this requirement will be disqualified. YES NO

• Bidders must submit a fully priced pricing

schedule, with all line items priced. Failure

to price as requested will lead to bid

disqualification

All bidders who do not submit all the required returnable documents (Critical Criteria)

will be disqualified from further evaluation.

3.3 Technical Functional Questionnaire/Evaluation (Minimum Threshold = 70%) –

Phase 02

Bidders to provide a portfolio of evidence that addresses all the items in this tender.

Evaluation Criteria Weight

%

Number of projects successfully completed in the installation of exhibition

stands:

Bidders must submit images/photographic as a portfolio of evidence for each

project completed together with certificate of completion to be allocated points.

• Company has provided a portfolio of evidence detailing the requested

information above, along with photographic evidence of the services

provided for four (4) clients = 40 points

• Company has provided a portfolio of evidence detailing the requested

information above, along with photographic evidence of the services

provided for three (3) clients = 30 points

• Company has provided a portfolio of evidence, detailing the requested

information above, along with photographic evidence of the services

provided for two (2) clients = 20 points

• Company has provided a portfolio of evidence, detailing the requested

40% information above, along with photographic evidence of the services

provided for one (1) clients = 10 points

• Company has provided a portfolio of evidence detailing none or some of

the requested information above = 0

Note: Exhibition stands not relevant to the scope of work will not be considered.

The company must provide evidence in the form of a portfolio detailing the

requested information above, along with photographic evidence of the services

provided. Additionally, they must demonstrate the number of years they have

been providing a service that meets the requirements and show they can provide

a project leader.

Written Reference Letters:

Bidders must submit written reference letters from previous clients, a list of these

references with their contact numbers. These letters should attest to the bidder's

capability in delivering high-quality trade fairs and exhibition stand projects on

time and within budget. Letters must be dated in the company letterhead and fully

signed. The letters should not be older than 5 years.

• 4 reference letters = 40%

• 3 reference letters = 30%

• 2 reference letters = 20% 40%

• 1 reference letter = 10%

• No reference letters = 0%

Note: The SAA reserves the right to verify the validity of the evidence submitted.

Delivery Lead Time: The bidder must indicate the delivery lead time to set up

exhibition upon receipt of formal request from SAA

Note: The following matrix will be used to score bidders on this criterion:

➢ Within 5 working days (20 points)

20% ➢ Within 7 working days (15 points)

➢ Within 10 working days (10 points)

➢ Within 12 working days (5 points)

➢ More than 12 working days (0 points)

Bidders to provide project plan that leads to the delivery date

Threshold 70%

Total 100%

Bidders must note that the minimum qualifying score for Functionality is 70%. All tenders

that do not comply with all the Mandatory Requirements for Functionality and that fail to

achieve the minimum qualifying score of 70% on Functionality shall not be considered for

further evaluation against Price and B-BBEE.

3.4 Phase 3 – Pricing and Specific Goals assessment

All bid submissions that meet the Administrative, Substantive (Mandatory), and technical

requirements (minimum threshold of 70%) and have confirmed their commitment to

SAA’s commission structure will be further evaluated under Specific Goals (20 points) to

determine if they meet the preferential procurement objectives outlined for this tender.

The following table should be used as a guide for the pricing proposal.

Please provide us with a quotation for the items/services specified hereunder where

applicable, in accordance with the above specification.

Item Description Notes/Specifications Price excluding VAT

Furniture Seating (chairs, stools, Comfortable for

lounge chairs) visitors and staff

Tables Reception desk, display Include at least one

tables, meeting tables lockable reception

desk

Plug Points Electrical outlets for Ensure access for AV

powering devices equipment, laptops,

and lighting

Coffee Station Coffee machine, cups, Include necessary

supplies power and water

supply if required

Storage Lockable cupboards or For marketing

storage area materials, personal

belongings, and stock

Signage Branding panels, Must be visible and

banners, digital displays professionally

produced

Lighting Overhead and spotlights Adequate to highlight

stand features and

products

AV Equipment TV screens, For presentations and

demonstrations

Flooring Carpet, raised flooring, Non-slip and in line

or tiles with stand design

Waste Bins General waste and Accessible to staff and

recycling bins visitors

Brochure Display racks for Placed at strategic

Holders marketing material points for easy access

Refrigerator For storage of Close to the coffee

refreshments stand and hidden for

public view

3.5 Preference Point System

All tenders that comply with the mandatory requirements for Functionality and that have achieved

the minimum qualifying score of 70% (Acceptable tenders) will be evaluated further in terms of

the applicable preference point system as follows:

These specific goals have been set as follows:

Selected Specific Goal Number of points allocated

(20)

B-BBEE Level 1 and 2 10

(Non-Compliant and/or B-BBEE Level 3-8 contributors = 0)

EMEs and QSEs that are 51% or more, black owned 10

Total Points for Specific Goals 20

Bidders should be aware that preference points will be awarded to those who provide

evidence according to the table below:

Specific Goals Acceptable Evidence

B-BBEE Certificate / Sworn- Affidavit / B-BBEE CIPC

Certificate (in case of JV, a consolidated scorecard will

No specific requirements found

B-BBEE Minimum Level: 1

B-BBEE Details: be accepted) as per DTIC (Department of Trade,

Industry and Competition) guideline

EME or QSE that are 51% Black

B-BBEE Certificate / Sworn-Affidavit / CIPC Certificate

Owned

4. STANDARD CONDITIONS FOR REQUEST FOR QUOTATION

Conditions:

4.1 All prices provided must be exclusive of Value Added Tax (VAT).

4.2 All goods/services purchased will be subject to the SAA Conditions of Contract and Order,

which are available upon request.

4.3 All prices submitted must be firm. “Firm” prices are deemed fixed and are only subject to

the following statutory changes: VAT.

4.4 Service, pricing, and availability will be taken into consideration.

4.5 Pricing should be given based on an individual component that would make up the

solution, based on technical and functional requirements.

THE FOLLOWING MUST ACCOMPANY YOUR QUOTE

 SAA Vendor application and supporting documents. Refer to Annexure 1.

 SBD 4 Document. Refer to Annexure 2.

 General Conditions of Contract. Refer to Annexure 3

IF NOT QUOTING, INDICATE SO AND RETURN EMAIL TO THE RELEVANT PROCUREMENT

OFFICIAL