Conferencing services for mining technology days of learning

{

"scmContact": {

"name": "SCM",

"role": "Supply Chain Management",

"email": "[email protected]",

"telephone": null

},

"technicalContact": {

"name": "SCM",

"role": "Supply Chain Management",

"email": "[email protected]",

"telephone": null

},

"submissionAddress": "[email protected]",

"deliveryAddress": "Tuscany Office Park, Rivonia"

}

Bid response documents must be submitted via email to [email protected]. The maximum email attachment size is 150MB. All bids must be submitted on the official forms provided and not re-typed. Late bids will not be accepted. Bidders must not make any alterations or additions to the content of the bid document. Counter conditions will result in bid invalidation.

Required returnable documents:

• SBD 1: Invitation to Bid (fully completed and signed)
• SBD 4: Bidders Disclosure form (fully completed and signed)
• SBD 6.1: Preference Claim Form (fully completed, with valid B-BBEE certificate or sworn affidavit)
• SBD 3: Pricing Schedule (fully completed)
• SBD 7: Contract Form (to be signed by the recommended bidder upon award)

The bid will be evaluated in three stages:

Stage 1: Technical Functionality Evaluation (70% minimum score required)

• Portfolio of Evidence (50 points): Demonstrating experience in conferencing and/or events management. Must include client name, contact details, date of event, description of work, number of delegates, and pictures. Minimum of 8 conferences/events completed, with one for 500+ delegates, scores 5 points. Less than 5 completed or incomplete categories score 0 points.
• Reference Letters (50 points): On client letterhead, not older than 5 years, dated and signed, confirming successful completion of conferencing/event management work. Minimum of 5 reference letters scores 5 points. Less than 3 letters score 0 points.

Stage 2: Site Visit Evaluation

• Bidders must comply with all site visit requirements to proceed.
• Requirements include:
• Conference venue capacity for 400 delegates (classroom style).
• Exhibition venue/area accommodating 40 exhibitors, close to the conference venue.
• Functional, maintained, and hygienic facilities (restrooms, conference, exhibition, dining areas).
• Emergency preparedness (exits, fire extinguishers, assembly points).
• Valid Certificate of Acceptability (COA) from the Department of Health/Municipality for the venue/caterer.
• Ease of access for all attendees, including those with physical disabilities.
• Adequate secure parking with access control.

Stage 3: Price and Specific Goals Evaluation

• Price: Maximum 80 points allocated based on the lowest acceptable tender (80/20 system).
• Specific Goals: Maximum 20 points allocated for preference points claimed in SBD 6.1, supported by a valid B-BBEE certificate or sworn affidavit.

Appointment of a service provider to provide a two full day conferencing services with a hybrid setup for Mining Technology Days of Learning in the Gauteng Region on 11th and 12th March 2027.

Key requirements include:

• Venue and Conferencing: Two full days (11-12 March 2027), with a set-up day on 10 March 2027. Hybrid setup required. Main conference venue for 400 delegates (classroom style). Exhibition venue adjacent to the conference venue. Operations room for printing/admin (capacity 15 delegates). Venue and ablutions must be wheelchair accessible and compliant with health and safety regulations.
• Exhibition: MHSC customised exhibition stand (approx. 6m x 6m) with TV screen and furniture. Shell scheme stands for 40 other exhibitors (3m x 3m and 6m x 3m), with tables, chairs, tablecloths, cabinets, dustbins, brochure stands, TV screens, and cocktail tables. Power supply and accessibility for exhibitors.
• Conference Package Inclusions (Both Days): Delegate materials (notepad, pen, water, mints). Stage (approx. 8m x 6m) with steps, skirting, ramp, tub chairs, and coffee tables. Catering (arrival/mid-morning/afternoon tea, coffee, juice, snacks; lunch with 1 cold drink). Specific water provisions for delegates, stage, and exhibitors. Safety officer on site. Emergency services (ambulance/medic room with 2 paramedics). Regulatory compliance and emergency preparedness.
• Audio-Visual and Technology: Projection screens (large and 85-inch). Stage backdrop (approx. 5m x 3m) with approved artwork. Lectern/podium with microphone. Lapel and roving microphones. Comfort floor screens. Full hybrid AV and sound setup for MS Teams with dedicated internet connection. Multiple cameras and high-quality audio. Power backup with automatic changeover. Extension cables and plug points for delegates.
• Catering: Valid Certificate of Acceptability. Public liability insurance. Menu to include white meat, fish, red meat, 2 types of vegetables, 2 types of salads, 2 types of starch. Must accommodate vegetarians and Halaal. Assorted soft drinks and 100% juice with lunch. Special dietary meals for 10 vegans and 20 Halaal attendees. Food must meet industry standards and be prepared hygienically.
• General: Venue must have adequate accommodation nearby. Event setup the day before.

Queries regarding the bidding procedure should be directed in writing to the Supply Chain Management department via email at [email protected]. No other MHSC employee should be approached for information. MHSC reserves the right to publish responses to queries on its website.

Stage 1: Technical Functionality Evaluation (Minimum 70% required to proceed)

• Portfolio of Evidence (Weighting: 50%): Must demonstrate experience in conferencing and/or events management. Required categories include:

• Name of client

• Contact details of the client

• Date of event

• Description of work done

• Number of delegates

• Pictures (Max. 4 per client)

• Scoring for Portfolio of Evidence:

• Eight or more conferences/events completed, one with 500+ delegates: 5 points

• Seven conferences/events completed, one with 200+ delegates: 4 points

• Six conferences/events completed, one with 200+ delegates: 3 points

• Five conferences/events completed, one with 200+ delegates: 2 points

• Less than five conferences/events completed, or incomplete categories: 0 points

• Reference Letters (Weighting: 50%): Must be on client letterhead, clearly stating conferencing/event management work, and include:

• Indication of successful or satisfactory completion.

• Not older than 5 years.

• Dated.

• Signed.

• Scoring for Reference Letters:

• Five or more reference letters: 5 points

• Three to four reference letters: 3 points

• Less than three reference letters / reference letters not attached: 0 points

All prices must be quoted in South African Rand (R).

Bidders must complete the pricing schedule in full. Total prices quoted must be inclusive of all applicable taxes (including VAT), less unconditional discounts, and include all costs for delivery of services/goods.

If imported goods/services are used and pricing is subject to exchange rate fluctuations, the currency and exchange rate at the time of bidding must be stipulated, along with the portion of the bid price subject to fluctuation.

Pricing proposals must be submitted with the technical proposal in a clearly labelled folder.

The Bid Price Schedule (SBD 3.1 Firm Unit Prices) must be completed. Quantities for attendees are indicative and subject to change. The final attendee count will be confirmed prior to contracting.

The service provider must clearly stipulate the name of the conference venue in Gauteng.

Total Cost is calculated by multiplying quantity by the number of days by the unit price for all line items.

Contingency: R200,000.00 (nett) is to be allowed for contingencies, to be used at MHSC's discretion and deducted if not required.

Prices quoted are fully inclusive of all costs, including applicable taxes and disbursements. Price changes due to CPI, PPI, etc., will be allowed as per the signed contract.

If additional attendees are required beyond the estimated headcount, the applicable rate per additional person (VAT Inclusive) must be indicated.

Bid Validity Period: 120 days from the closing date.

Pricing Schedule (SBD 3.1 Firm Unit Prices) must be completed in full. All prices quoted must be in South African Rand (R) and inclusive of VAT, taxes, and all costs to deliver services/goods. If subject to exchange rate fluctuations, the currency and rate must be stipulated.

Contingency: R200,000.00 (nett) for contingencies, to be used at MHSC's discretion.

Total Bid Price (VAT Inclusive) to be clearly stated.

Rate per additional person for extra attendees to be indicated.

Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD number. Tax compliance must be verified via a SARS Tax Compliance Status (TCS) PIN or CSD supplier number captured in SBD 1. Failure to comply will result in disqualification.

Mandatory Forms:

• SBD 1: Invitation to Bid
• SBD 4: Declaration of Interest
• SBD 6.1: Preference Claim Form (supported by B-BBEE certificate or sworn affidavit)
• SBD 3: Pricing Schedule
• SBD 7: Contract Form (for awarded bidder)

Bidders must not be persons in the service of the state or have directors who are persons in the service of the state.

Bidders must not have any intention of selling the bidding company within the next 12 to 60 months.

The service provider must be fully aware of the provisions of the Mine Health and Safety Act and the OHS Act, acknowledging their duties and responsibilities as an employer.

Venue requirements include:

• Facilities and amenities must be in functional, properly maintained, and hygienic condition.
• Emergency preparedness: clearly visible and accessible emergency exits, assembly points, and valid fire extinguishers.
• The venue must comply with all applicable regulatory, health, and safety standards.
• A safety officer must be on site for the duration of the conference (Day 1 and Day 2).
• Emergency services must be provided, including an ambulance or medic room with two paramedics.

Bid documents should not be retyped; photocopies are acceptable but must have original signatures in black ink. MHSC accepts no liability for missing or duplicated pages. Amendments or counter-conditions set by bidders will invalidate their bids. MHSC is not liable for any response preparation costs. MHSC reserves the right to withdraw or cancel the bid invitation before an award. Collusion, fraud, or corruption will lead to disqualification. Fronting indicators may lead to bid invalidation and potential restriction from public sector business for up to 10 years, unless the bidder can prove otherwise within 7 days of notification. Bidders' terms and conditions are not acceptable. MHSC reserves the right not to award to the highest scoring bidder if they answer 'yes' to questions regarding the sale of the bidding company within the next 12-60 months, on a case-by-case basis.

Stage 2: Site Visit Evaluation

• Conference venue capacity: Must accommodate 400 delegates in classroom seating style.
• Exhibition venue/area: Must be close to the conference venue and accommodate 40 exhibitors.
• Facilities and amenities: Must be functional, properly maintained, and hygienic (restrooms, conferencing, exhibition, and dining areas).
• Emergency preparedness: Must have clearly marked emergency exits, fire extinguishers, and assembly points.
• Certificate of Acceptability: A printed copy of a valid Certificate of Acceptability (COA) for the conference venue/caterer from the Department of Health / Municipality is required.
• Accessibility: Venue must be easily accessible for all attendees, including those with physical disabilities.
• Parking: Adequate and secure parking with access control must be available.