Panel of professional events management service providers – KZN edtea

Compulsory briefing session: 29 October 2026 at 10:00

Venue: Cedara College Auditorium, KZN Department of Agriculture and Rural Development, 1 Cedara Road, Pietermaritzburg, 3200

Attendance is compulsory; the Official Briefing Session Certificate (Section G) must be completed and submitted.

Bidding procedure enquiries:

• Contact: SCM Office
• Telephone: 033 264 2731 / 2864
• Email: [email protected]

Technical enquiries:

• Contact: Silindile Mqana
• Telephone: 067 120 3718
• Email: [email protected]

Submission address:

270 Jabu Ndlovu Street

Pietermaritzburg

3201

Bid documents can be downloaded from www.etenders.gov.za or www.kznedtea.gov.za

Submission method: sealed envelope deposited in the bid box at 270 Jabu Ndlovu Street, Pietermaritzburg, 3201.

• Envelope must show the bidder's name and address, the bid number (ZNT 06 EDTEA 26/27) and the closing date.
• Bids must be submitted on the official forms provided; forms may be photocopied but must carry an original signature.
• Each page of the bid document must be initialled by the bidder.
• Bids must be complete in all respects; incomplete bids may be rejected.
• Bids must be delivered before the closing time; late bids will not be accepted.
• Telegraphic, telephonic, telex, facsimile, e-mail and late tender proposals will not be accepted.
• Bidders (or their couriers/drivers) must sign the official submission register at reception upon delivery.
• Bids must not be included in packages containing samples.
• Alterations must be initialled; correcting fluid and erasable pen are prohibited.
• Bids will be opened in public shortly after closing time.

Returnable documents (all must be completed and submitted):

• Part A: Invitation to Bid (SBD 1) – bidder and contact details, signed as the offer cover page.
• Part B: Terms and Conditions for Bidding (SBD 1) – acceptance of the terms.
• Section E: Declaration that information on the Central Suppliers Database is correct and up to date.
• Section F: Bidder's Disclosure (SBD 4) – discloses any connection to the state or procuring institution.
• Section G: Official Briefing Session Certificate – proof of attendance at the compulsory briefing.
• Section H: Special Conditions of Contract – acceptance of the special conditions.
• Section I: General Conditions of Contract – acceptance of the GCC.
• Section J: Authority to Sign a Bid – proof of authority (e.g. company resolution).
• Section K: Schedule Variations from Goods or Services Information – only if applicable.
• Annexure A: Terms of Reference / Specifications.
• Annexure B: Evaluation Grid.
• Annexure C: CV Format – CVs of key personnel.
• Annexure D: Statement of Exclusivity and Availability.
• SBD 6.1 (Preference Points Claim) – to claim preference points under the 80/20 system.
• Proof of accreditation/membership with EXSA and/or SAACI for categories C and D.

Disqualification risks:

• Any compulsory document omitted or unsigned.
• Failure to select a panel category.
• Failure to register with EXSA (Category C) or EXSA and SAACI (Category D) before the closing date.
• Bids received after the closing time, regardless of reason.

Evaluation has four phases:

1. Administrative Compliance – verification that all compulsory documents (Sections A to P) are submitted and complete. Failure to comply renders the bid invalid.
2. Functionality – minimum qualifying score of 70% required to proceed.
3. Preference Points – 80/20 system; SBD 6.1 must be completed and proof for each specific goal attached to claim points. Failure to provide proof results in non-allocation of points.
4. Price Negotiation – the department reserves the right to negotiate price with the recommended bidder.

Category selection is mandatory; failure to select a category leads to automatic disqualification.

The department requires professional events management services for a panel of service providers. Services include the set-up, management, administration and dismantling of event assets and infrastructure, in accordance with an event specification provided by the department for each event.

Services required (not exhaustive):

• Venue set-up: marquees, ground sheets/carpets, tables, chairs, covers
• Audio visual: PA systems, sound systems with commissioning, LCD screens, live feed (large screen projection)
• Photography, projection and video recording
• Labour saving devices (laptops, fax, printing, copying)
• Portable air conditioners
• Décor and stage set-up
• Portable toilets, water tankers
• Catering: VIP and community
• Food transportation and storage including refrigeration
• Live bands and group supply
• Waitrons, ushering, entertainment, security, marshals (with identification)
• T-shirts, signage, banners (design, print and erection)
• Preparation and printing of invites, programmes, delegate packs, information packs
• Registration, minute taking, report writing, recording of resolutions, pre-conference documentation
• Registration of delegates
• Transport: public transport vehicles (buses, taxis) and VIP vehicles
• Parking arrangements
• Plaque engraving services
• Speed fencing including erection and dismantling
• Preparation/cleaning
• Media advertising
• Design and manufacture of cultural shields
• Installation of lighting conductors
• Translation services (transcripts or sign language)
• Facilitation of venues and accommodation
• Medical services (ambulance, medics, nurses, doctors)
• Performing artists (refer to Department of Arts and Culture policy)
• Back-up power (e.g. generators)
• Name tags and lanyards, corporate gifts
• Sourcing guest speakers and Masters of Ceremony (where necessary)
• Sourcing exhibition stands (where necessary)
• Plastic storage bins, hiring of cameras and generators

Panel categories (bidders must select at least one):

• Category A: experience in managing small events/Izimbizo up to 2000 attendees
• Category B: experience in managing large events/Izimbizo above 2000 attendees
• Category C: experience in national events including exhibitions and conferences; must be registered with EXSA before closing date
• Category D: experience in international events including exhibitions and conferences; must be registered with EXSA and SAACI before closing date

Bidders may apply for more than one category; a separate proposal (methodology, key team, financial viability) must be provided for each category.

Operational requirements:

• A spatial plan must be prepared in consultation with the department.
• A work breakdown must be prepared, prioritising work and including contingency plans.
• Schedules for detailed planning, community consultation, design, construction, site making and test events must be prepared timeously.
• The department will establish a steering/planning committee for each event; the service provider must project manage the event with the committee.
• A senior staff member with extensive project management experience must be appointed to take full charge of all logistical requirements and project manage the event from commencement to close-out.
• The designated staff member must be dedicated to the event and available continuously until project close-out.
• The steering/planning committee must approve all arrangements, including a site inspection prior to each event.
• The service provider must provide a close-out report for each event.
• The service provider must be able to work under pressure and deliver at short notice.
• Health and Safety officer must be registered with SAIOSH or a relevant body.
• Structural engineering or building qualification required, registered with ECSA.

No specific financial requirements (e.g. bid security, guarantees, turnover thresholds) are stated in the document.

Pricing: The bid is subject to the 80/20 preference point system; price is evaluated as part of the evaluation phases.

Payment: Payments will be made within 30 days of submission of a valid invoice, in Rand.

Contract period: From date of appointment to 31 August 2028.

Bid validity: Offers must remain valid for 120 days from the closing date.

Mandatory compliance:

• Registration on the Central Suppliers Database (CSD) is compulsory; a supplier not registered at the closing time of bid is disqualified at evaluation.
• A valid SARS Tax Compliance Status PIN or a printed TCS certificate must be submitted; where no TCS PIN is available but the bidder is registered on CSD, a CSD number must be provided.
• For consortia/joint ventures/subcontractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bidders, or companies with directors or close corporation members in the service of the state, are excluded from consideration.
• The CSD information declared must be correct and up to date; incorrect or outdated information may cause disqualification or cancellation of an awarded contract.

Category-specific accreditation:

• Category C: valid accreditation/membership with the Exhibition Association of Southern Africa (EXSA) before closing date.
• Category D: valid accreditation/membership with EXSA and the Southern African Association for the Conference Industry (SAACI) before closing date.

B-bbee:

• Preference points claimed under the 80/20 system; SBD 6.1 must be completed and proof attached to claim points.
• No specific B-BBEE level threshold is stated in the document.