Appointment of a service provider to source space, design, build and set up exhibition stands for tcta at the awsisa africa & global south water & sanitation dialogue

Issue date: 10 September 2026. Clarifications deadline: 15 September 2026 at 13:00. Closing date and time: 17 September 2026 at 11:00 a.m. (compulsory). Event dates: 23–26 November 2026. Stand setup: 22 November 2026. Stand breakdown: 26 November 2026. RFQ validity period: 30 days from closing date.

SCM and technical enquiries: [email protected] (email only; no telephone or fax numbers provided). Division/unit: Communication and Stakeholders. Submission address: [email protected].

Submission method: email to [email protected]. Closing date and time: 17 September 2026 at 11:00 a.m. Late submissions will not be accepted. Bidders must submit an itemised pricing schedule covering the full scope of work; the schedule provided in the RFQ may not be modified or reproduced. Mandatory returnable documents: two signed reference letters on client letterheads with contactable details (references must relate to exhibition stands for corporate, government or institutional clients) OR a completed and signed Form 1 (Company Experience). Non-mandatory returnables: valid B-BBEE certificate from a SANAS-accredited verification agency or a compliant Sworn Affidavit for EME/QSE (Annexures E and F); consolidated B-BBEE for joint ventures; CSD registration report. SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim) must be fully completed and signed. Failure to submit any mandatory requirement disqualifies the bid from further evaluation.

Returnables: Mandatory: Two (2) signed Reference letters of similar projects on client letterheads (with all contactable information). References must specifically speak to the provision of exhibition stands for corporate, government, or institutional clients. Alternatively, bidders must complete, sign and submit Form 1. NB: TCTA reserves the right to contact the clients to verify the information provided. Itemised pricing schedule that covers all scope of work. Bidders may not modify or reproduce the pricing schedule provided in the RFQ document. Non-mandatory: A valid BBBEE Certificate issued by a Verification Agency Accredited by SANAS, or a Sworn Affidavit for EME and QSE. Consolidated BBBEE for Joint Venture tenderers issued by Agency Accredited by SANAS, or a Sworn Affidavit for EME and QSE (Refer to Annexure E and F). Bidders must complete one of the Sworn Affidavit applicable to their company (EME/QSE). No points will be awarded if the bidders’ Sworn Affidavit does not comply with the minimum requirements for Valid Sworn Affidavits outlined in ANNEXURE A. CSD Registration Report. Bidders who fail to submit any mandatory requirements will not be considered for further evaluation.

Bidders must submit a mandatory itemised pricing schedule, two signed reference letters (or a completed Form 1) for similar projects, and standard SCM bidding forms. The mandatory forms include SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), and SBD 6.1 (Preference Points Claim). Bidders must be registered on the Central Supplier Database (CSD) and be tax compliant. Bidders must provide a valid B-BBEE certificate or a sworn affidavit (for EMEs and QSEs). Bidders will score points for Specific Goals based on Black Ownership percentage and geographical location (Eastern Cape). Bidders who fail to submit mandatory requirements will not be considered.

Scope: source space (TCTA has secured the space; service provider pays for it per TCTA booking), design, build, and set up a custom exhibition stand for the AWSISA Africa & Global South Water & Sanitation Dialogue at Durban ICC, 23–26 November 2026 (setup 22 November, breakdown 26 November). Stand area: 18 m². Key deliverables: stand design and 3D renderings for approval; manufacture and construction; transportation to/from venue; installation and complete setup before opening; electrical connections compliant with venue regulations; on-site support during installation; dismantling and removal after event. Structural requirements: main structural walls 6 m using 16 mm MDF/Supawood or modular aluminium framing with MDF cladding; surfaces smooth, filled, sanded, spray-painted or wrapped in high-quality vinyl. Left feature wall approx. 3 m with powder-coated aluminium frame, MDF panels, internal bracing, full-height backlit graphic panel, recessed LED strip lighting, concealed cable management. Central feature wall. Reception area: custom-built counter at front with full-colour TCTA branding, lockable storage, integrated lighting. Concealed lockable storeroom approx. 1 m × 1 m with shelving for brochures/gifts and space for personal belongings/cleaning materials. Feature walls and branding: custom-built walls in TCTA corporate colours, high-quality printed graphics of TCTA projects/infrastructure, illuminated branding elements and LED accent lighting, prominent TCTA logo. Multimedia: one wall-mounted LED screen minimum 55-inch (55–65 inch), HDMI connection, concealed power supply, media player/laptop connection. Graphic and display elements: large-format backlit graphic panels (aluminium lightbox frame, tension fabric graphics, LED backlighting); three circular display panels approx. 600 mm diameter (aluminium composite panels, UV-printed graphics, concealed fixings); provision for interchangeable graphics. Meeting area: four single-seater couches, two high stools, one coffee table — modern, comfortable, suitable for stakeholder engagements. Flooring: raised flooring system minimum 50 mm high, timber-look laminate or luxury vinyl planks, aluminium edging trims, non-slip finish, caution tape and signage on steps. Electrical: LED long-arm spotlights, 30 W LED flood lights, 15-amp 220 V standard plug points, LED tube lights, DB board, LED wave pendant warm white. Furniture on hire: four single-seater couches, two cocktail chairs, one coffee table. Landscaping: minimum two decorative plants. Health and safety: pre-clean prior to handover, EMS approval, Structural Engineer Certificate, Safety Line. Graphics: TCTA provides images; service provider supplies artwork for TCTA approval. Labour and transport: transport of stand and crew to/from site, labour for build-up and breakdown.

Methodology: service provider must deliver end-to-end stand delivery — design (including 3D renderings for TCTA approval), manufacture, construction, transportation, installation, on-site support, electrical compliance, dismantling and removal. Customisation of stand design is mandatory (sample design provided as reference only). All graphics artwork to be supplied by service provider for TCTA approval using TCTA-provided images. Stand must be fully set up before exhibition opening on 23 November 2026 and broken down on 26 November 2026.

Company experience: bidder must have designed, built, and set up at least two exhibition stands for corporate, government, or institutional clients since registration. Must submit two signed reference letters on client letterheads with contactable details (references must specifically address exhibition stand provision) OR complete and sign Form 1 (Company Experience). Portfolio or photographic evidence of previous exhibition stand projects required as supporting information. Personnel: service provider must manage all personnel assigned to the project. TCTA reserves the right to contact clients to verify references.

Fixed itemised pricing schedule provided in RFQ; bidders may not modify or reproduce it. Prices must be firm, unconditional, in ZAR, include all disbursements, and be shown excluding and including VAT. Line items: 1) Exhibition space — R61,471.27 (fixed); 2) Stand Structure (main structure, reception area, storeroom, feature walls, branding, multimedia display, meeting area, graphic/display elements, flooring, landscaping); 3) Health and Safety (stand cleaning, EMS approval, Structural Engineer Certificate, Safety Line); 4) Technical Requirements (design/3D renderings, manufacture/construction, transport, installation, electrical compliance, on-site support, dismantling/removal); 5) Construction/Custom (main structural walls 6 m, left feature wall 3 m, central feature wall); 6) Electrical (LED spotlights, flood lights, plug points, tube lights, DB board, wave pendants); 7) Audio & Visual (55–65 inch LED screen, wall-mounted, HDMI, concealed power, media player/laptop connection); 8) Graphic Panels (large backlit graphic: aluminium lightbox, tension fabric, LED backlighting; three circular panels 600 mm: aluminium composite, UV print, concealed fixings); 9) Furniture on Hire (4 single-seater couches, 2 cocktail chairs, 1 coffee table); 10) Graphics (artwork for TCTA approval); 11) Flooring (18 m² raised system min 50 mm, timber-look laminate/vinyl, aluminium edging, non-slip, caution tape/signage); 12) Labour and Transport (stand transport, crew transport, build-up/breakdown labour). Total excluding VAT, VAT, Grand Total.

Pricing schedule is fixed and itemised; bidders may not modify or reproduce the provided schedule. Prices must be firm, unconditional, in ZAR, and include all disbursements. Price must be reflected excluding and including VAT. Exhibition space cost from conference organisers: R61,471.27 (fixed line item). All other line items (stand structure, health and safety, technical requirements, construction/custom, electrical, audio & visual, graphic panels, furniture on hire, graphics, flooring, labour and transport) are priced by the bidder. TCTA reserves the right not to award if the highest-scoring bidder's price is not market-related. No bonds, guarantees, or retention amounts are specified. Payment terms not stated beyond standard conditions.

Mandatory: CSD registration report; two signed reference letters on client letterheads with contactable details (exhibition stands for corporate/government/institutional clients) OR completed and signed Form 1 (Company Experience); itemised pricing schedule covering full scope (unmodified); SBD 1, SBD 4, SBD 6.1 fully completed and signed. Non-mandatory for preference points: valid B-BBEE certificate from SANAS-accredited verification agency OR compliant Sworn Affidavit for EME/QSE (Annexures E and F); consolidated B-BBEE for joint ventures. Sworn Affidavits must meet Annexure A requirements (deponent name/ID, designation, enterprise name/address, black ownership percentages, revenue, financial year-end, B-BBEE level, nature of business, VAT number, matching signature/commissioner dates, independent commissioner, correct sector code). B-BBEE certificates from withdrawn verification agencies are invalid. No minimum B-BBEE level is required to bid; non-compliant contributors score zero for specific goals. No CIDB grading, professional registration, or local-content thresholds are specified.

Specific goals scored on B-BBEE status level (20 points max): 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. Valid certified B-BBEE certificate from SANAS-accredited agency or compliant Sworn Affidavit (EME/QSE) required to claim points. Sworn Affidavits must meet Annexure A requirements. Certificates from withdrawn verification agencies are invalid. Consolidated B-BBEE for joint ventures. No points awarded for non-compliant affidavits. Failure to meet specific goals does not disqualify but scores zero.

Health and safety requirements: pre-clean of stand prior to handover; EMS approval; Structural Engineer Certificate; Safety Line. Electrical installations must comply with venue regulations. Stand construction must meet professional installation standards (flooring secured, non-slip finish, caution tape and signage on steps). On-site support required during installation.

TCTA's Standard Conditions of Bid apply. TCTA reserves the right to cancel or not award the bid in accordance with its standard Conditions of Bid. The successful bidder will be required to fill in and sign a written contract form (SBD 7). General Conditions of Contract (GCC) and any special conditions of contract apply. Bidders must ensure tax compliance and submit a SARS tax compliance status PIN or printed TCS certificate; joint venture parties must each submit separate TCS certificates/PINs/CSD numbers. No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state. Proof of authority to sign (e.g., company resolution) must be submitted with the bid.

80/20 preference point system: Price = 80 points, Specific Goals (B-BBEE) = 20 points, Total = 100. Price points calculated on lowest acceptable tender using PPPFA formula. TCTA may decline award if highest-scoring bidder's price is not market-related.