This Tender Has Expired

• Issue date: 06 February 2026
• Closing date & time: 13 February 2026 at 11:00 hrs (submissions by email only)
• RFP validity period: 90 days from closing date
• Enquiries must be sent in writing to [email protected]; telephone enquiries to 011 483 0880.
• NFVF may conduct unscheduled or scheduled site visits at its discretion.
• Bids are reviewed after the deadline; shortlisted bidders will be notified in writing.

Email: [email protected]

Phone: 011 483 0880 (general enquiries)

Technical enquiries: same email address

No physical submission address is required – all bids are to be emailed.

• Submit the complete bid by email to [email protected] no later than 13 February 2026 at 11:00 hrs. Late submissions will be rejected.
• Use the official NFVF bid forms only – do not re‑type the content.
• All documents must be signed, dated and, where required, original (no tip‑pex). Certified copies must be no older than six (6) months.
• Mandatory returnable documents (SBD 1‑9) include:
• Invitation to bid (signed)
• Original Tax Clearance Certificate (valid, not a copy)
• Completed Pricing Schedule (SBD 3.3)
• Declaration of interest (signed)
• Preference points form (signed)
• Contract form (signed)
• Declaration of past SCM practices (signed)
• Certificate of Independent Bid Determination (signed)
• CSD registration proof
• Company registration documents, change‑of‑name (if applicable), register of directors, latest address proof
• VAT registration certificate (if applicable)
• B‑BBEE certificate or sworn affidavit
• Certified identity documents of all shareholders/members
• All documents must be bound or placed in a lever‑arch file to avoid loss.
• Any missing or non‑compliant document may lead to automatic disqualification.

Stage 1 – Administrative Compliance:

• Verify that all mandatory SBD documents (CSD registration, tax clearance, company registration, B‑BBEE, etc.) are submitted and signed.
• Failure to provide any required document may result in disqualification.

Stage 2 – Functionality Evaluation (minimum 70 points required):

• Company experience on similar projects (20 pts)
• Approach and methodology (30 pts)
• Communication plan & risk management (10 pts)
• Reference letters (20 pts)
• Project leader/manager experience (20 pts)
• Total functional score = 100 pts; bids scoring < 70 pts are excluded.

Stage 3 – Price and Specific Goals (80/20 system):

• Price points = 80 pts (calculated using Ps = 80 × [1 – (Pt‑Pmin)/Pt])
• Specific‑goal points = 20 pts (B‑BBEE, SMME, black‑ownership, etc.)
• Highest total points wins; ties resolved first by specific‑goal points, then by functional score, then by draw of lots.

Scope: Provide event management, public ticket sales and guest liaison services for the 19th SAFTAs (13‑14 March 2026) covering approx. 2 500 guests (1 000 craft awards, 1 500 main awards) and 400 public tickets for the main show.

Deliverables include:

• Pre‑event planning, invitation design, email/SMS/WhatsApp communications, RSVP management, ticketing platform setup and sale of 400 tickets.
• On‑site services: electronic registration, guest ushering, seat numbering, wrist‑band/liaison accreditation, transportation and parking coordination, issue resolution.
• Post‑event follow‑up: feedback collection, thank‑you communications.
• Dedicated account/event manager, liaison officers, and a detailed communication & risk‑management plan.
• Online registration system with customised HTML invitations, reminder/confirmation templates, multi‑user log‑ins for NFVF staff, and regular reporting.
• Provide a demo link to existing RSVP system.
• All work prior to appointment is at no charge to NFVF.

• Complete the Pricing Schedule (SBD 3.3) – include total bid price, all applicable taxes (VAT, PAYE, UIF, SDL), travel and other expenses, and indicate whether rates are firm for the contract period.
• Provide a ceiling price based on total estimated time and resources; price must be in South African Rand.
• Indicate firm‑price status (YES/NO) and, if not firm, describe the adjustment mechanism (e.g., CPI).
• No bonds or guarantees are explicitly required in the document.
• Bidders bear all costs of preparing and submitting the bid.
• Payment terms will be governed by the General Conditions of Contract (GCC) to be signed.

• Central Supplier Database (CSD) registration – submit CSD report (each JV partner must register separately).
• Valid Tax Clearance Certificate (original, not a copy) – must be current and submitted for each JV partner.
• Certified copies of company registration, change‑of‑name (if applicable), register of directors and latest business address (certified within 6 months).
• VAT registration certificate (if applicable).
• B‑BBEE certificate or sworn affidavit (certified copy). Preference points for specific goals depend on proof of B‑BBEE status.
• All mandatory documents must be signed and dated; missing or non‑compliant documents may lead to disqualification.
• No specific financial capacity or bond requirements are stated.