This Tender Has Expired

Closing date: 26 February 2026. Closing time: 11:00. Non-compulsory briefing session: 11 February 2026 at 10:00 (Microsoft Teams link provided). Bid validity period: 120 days from closing date. Due date for queries: 20 February 2026.

Supply Chain Management. Email: [email protected]. Phone: (011) 656 1797. Fax: (011) 656 1796. Submission address: Tender box at B7 Maple Place, 145 Western Service Road, Woodmead, Sandton, 2080.

Submit bids in the tender box at: B7 Maple Place, 145 Western Service Road, Woodmead, Sandton, 2080. Late bids will NOT be accepted. Required: 1 original + 2 hard copies of technical proposal, 1 hard copy of pricing proposal (two-envelope system), and 1 electronic copy (PDF on USB). All documents must be signed in black ink. Mandatory returnable documents: SBD 1 (Invitation to Bid), SBD 4 (Bidders’ Disclosure Form), SBD 6.1 (Preference Claim Form with valid B-BBEE certificate or sworn affidavit), SBD 3 (Pricing Schedule), and SBD 7 (Contract Form, if applicable). Bids must remain valid for 120 days from closing date. Disqualification risks: incomplete/unsigned documents, non-compliance with returnable requirements, or submission outside the tender box.

Evaluation phases: 1) Technical/Functionality (minimum 70% required to progress), 2) Site Visit, 3) Price and Specific Goals (80/20 principle). Technical criteria: Company experience in events management (50% weight): 5 points for 5+ years, 3 points for 3-4 years, 0 points for <3 years or missing profile. Reference letters (50% weight): 5 points for >3 letters, 3 points for 2-3 letters, 0 points for <2 letters or missing. Site visit compliance: Venue must accommodate 400 delegates (classroom style), exhibition area for 15 stands, networking space for 350 delegates, valid COA, emergency preparedness, accessibility, and secure parking. Price evaluation: Lowest bidder scores highest (80 points max). Preference points (20 points max) awarded per PPPFA Regulations 2022, supported by valid B-BBEE certificate or sworn affidavit.

Scope: Provide a 2-day conferencing package (19-20 March 2026) and networking cocktail session for ~400 delegates. Venue requirements: Classroom-style seating for 400, 3 breakaway rooms (30 delegates each with AV), operations room (15 delegates), wheelchair accessibility, and compliance with health/safety regulations. Exhibition: Space for 15 stands with tables, chairs, power, and 3x 55-inch TVs. AV/Tech: 2 large projector screens, 1 stage (6m x 4m with ramp), 8 lapel + 6 roving microphones, podium, hybrid MS Teams setup, dedicated network line, power backup, and extension cables for 40% of delegates. Catering: Healthy menu (white/red meat, 2 veg, 2 salads, 2 starch), snacks, bottled water, and dietary accommodations (10 halaal, 10 vegetarian, 10 vegan). Cocktail session: Garden setting preferred, 40 cocktail tables, 20 chairs, 5x 3-seater + 5x 2-seater couches, 5 coffee tables, 5 serving tables, DJ (16:00-22:00), minimal décor. Safety: 1 safety officer, ambulance/medic room with paramedics, emergency exits, fire extinguishers. Mandatory: Site inspection and meal tasting. Setup: Venue setup required the day before.

Pricing must be in ZAR, inclusive of VAT, taxes, and all costs (delivery, maintenance, etc.). Submit pricing schedule (SBD 3.1) with technical proposal, clearly labelled. Total bid price must include all line items (venue hire, AV, catering, etc.) for 400 delegates (indicative; final count confirmed later). Contingency: R200,000 nett (deducted if unused). Prices must remain valid for 120 days. Additional attendees: Quote rate per extra person. Payment terms: Within 30 days of invoice after deliverables, per PFMA and Treasury Regulations.

Mandatory: CSD registration (proof required). Tax compliance: Valid SARS Tax Verification PIN or CSD supplier number (captured in SBD 1). B-BBEE: Valid certificate or sworn affidavit to support SBD 6.1 preference points. POPIA compliance required. OHS Act awareness required. All documents/certifications must be valid at submission. Disqualification risks: Non-registration on CSD, tax non-compliance, fronting, fraud, or misrepresentation.