How will bids be evaluated?

{ "mandatory": [ "Original Tax Clearance Certificate (for bids > R30,000).", "Valid COIDA Letter of Good Standing or licensed compensation insurer.", "Signed Health, Safety & Environmental Policy (OHS Act Section 16(1)).", "Public liability insurance (R10M+).", "Compliance with POPIA and data protection requirements.", "Submission of 1 hard copy + 1 USB (PDF, unprotected) with separate folders for technical/price proposals + sealed price envelope.", "All pages signed, numbered, and initialed; USB must be functional and contain all documents.", "Pricing must be VAT-inclusive, in ZAR, and valid for 120 days.", "No advance payments; milestone-based payments per SLA.", "Immediate commencement upon award (failure may invalidate proposal).", "Security screening for directors/staff (contingent on positive results).", "Declaration of Secrecy and confidentiality agreement." ], "preferential": [ "BBBEE compliance (evaluated under Phase 3: PPPFA).", "SMME promotion and support.", "Eco-friendly/green principles.", "Experience in delivering international conferences in Cape Town/South Africa (last 5 years)." ], "disqualifiers": [ "Late or incomplete submissions.", "Failure to submit original Tax Clearance Certificate.", "USB issues (password-protected, non-functional, missing documents).", "Non-compliance with pricing format (e.g., not VAT-inclusive, not in ZAR).", "Fraudulent, corrupt, or unethical practices (past or present).", "Inability to commence work immediately.", "Failure to pass security screening." ] }

Who should be contacted for queries about this tender?

{"name":"Mr R Baloyi","email":"RBaloyi@cipc.co.za","phone":null,"department":null,"address":"CE WHERE GOODS WORKS OR SERVICES PRETORIA"}

APPOINTMENT OF TURNKEY SERVICE PROVIDER FOR THE CORPORATE REGISTERS FORUM (CRF) INTERNATIONAL CONFERENCE (2027)

Appointment of turnkey service provider for the corporate registers forum (crf) international conference (2027)

{"closingDate":"3 July 2026","briefingSession":"{\"date\":null,\"time\":null,\"venue\":null,\"is_compulsory\":true}"}

Appointment of turnkey service provider for the corporate registers forum (crf) international conference (2027)

{"closingDate":"3 July 2026","briefingSession":"{\"date\":null,\"time\":null,\"venue\":null,\"is_compulsory\":true}"}

{"name":"Mr R Baloyi","email":"[email protected]","phone":null,"department":null,"address":"CE WHERE GOODS WORKS OR SERVICES PRETORIA"}

I. The bidder must provide assurance/guarantee to the integrity and safe keeping of the information (that it will not

amended/corrupted/distributed/permanently stored/copied by the service provider) for the duration of the contract and

thereafter.

II. CIPC reserves the right to negotiate with the successful bidder on price.

III. The Service Provider must ensure that their work is confined to the scope as defined and agreed.

IV. Travel between the consultant’s home, place of work to the DTI Campus (CIPC) will not be for the account of CIPC,

including any other disbursements unless agreed to in writing by CIPC prior to the expense being incurred.

V. Government Procurement General Conditions of Contract (GCC) as issued by National Treasury will be applicable on all

instances. The general conditions are available on the National Treasury website (www.treasury.gov.za);

VI. No advance payment will be made. Payment would be made in terms of the deliverables or other unless otherwise agreed

upon by CIPC and the successful bidder. CIPC will pay within the prescribed period according to PFMA.

VII. The price quoted by the prospective service provider must include Value Added Tax (VAT).

VIII. The successful bidder must at all times comply with CIPC’s policies and procedures as well as maintain a high level of

confidentiality of information.

IX. The successful bidder must ensure that the information provided by CIPC during the contract period is not

transferred/copied/corrupted/amended in whole or in part by or on behalf of another party.

X. Further, the successful bidder may not keep the provided information by way of storing/copy/transferring of such

information internally or to another party in whole or part relating to companies and/or close corporation.

XI. As such all information, documents, programs and reports must be regarded as confidential and may not be made available

to any unauthorized person or institution without the written consent of the Commissioner and/or his/her delegate.

XII. The service provider will therefore be required to sign a Declaration of Secrecy with CIPC. At the end of the contract period

or termination of the contract, all information provided by CIPC will become the property of CIPC and the service provider

may not keep any copy /store/reproduce/sell/distribute the whole or any part of the information provided by CIPC unless

authorized in terms of the Declaration of Secrecy.

XIII. The Service Provider (successful bidder) will be required to sign a Service Level Agreement with CIPC prior to the

commencement of the contract; and

XIV. Compliance with PFMA regulations in terms of the safeguarding of assets and adequate access control must be

guaranteed. Assets include all infrastructure, software, documents, backup media and information that will be hosted at

the Offsite ICT Recovery Site. These security measures must be specified in the SLA.

XV. As the commencement of this contract is of critical importance, it is imperative that the prospective Service Provider has

resources that are available immediately. Failure to commence with this contract immediately from date of notification by

CIPC could invalidate the prospective Service Provider’s proposal.

XVI. The Service Provider shall be required to provide training & skills transfer for the services as per paragraph 3 of this

document.

XVII. Service Provider shall provide CIPC with all the license documentation that CIPC is entitled to as per the costing of the

licenses.

XVIII. The Service Provider shall be required to provide training & skills transfer for the services as per paragraph 3 of this

document.

XIX. Bidders shall be subjected requested to demonstrate all claims made in the proposal.

XX. The resources that a bidder supply will be subjected to an assessment result which will determine the suitability of the

service provider to implement against the assignment of the ToR. Failure to provide suitable candidates will lead to

cancellation of award of the tender.

XXI. CIPC reserves the right not to make this appointment

XXII. The service provider will sign a confidentiality agreement regarding the protection of CIPC information that is not in the

public domain.

XXIII. Appointment will be subject to positive security screening results by the State Security Agency.

XXIV. All possible steps shall be taken by the contract to ensure full execution of this agreement.

XXV. CIPC reserves the right not to make this appointment

Phase 2: evaluation criteria

Please Note: CIPC 6.1 Preference Points Claim Form in terms of the PPPFA is attached for claiming

above mentioned points, if not completed the company will automatically score 0 points.

No EVALUATION CRITERIA Rating Weight Total

1 2 3 4 5

1. Experience 20%

Depth of relevant, large-scale event management experience; portfolio and track record.

Score 1 – No/very limited experience: few small/internal events, minimal complexity.

Score 2 – Some experience: small to mid-sized events; basic planning; limited scope (less than 3 year).

Score 3 – Moderate experience: range incl. mid-sized and some larger events; manages multiple aspects (≈4

year).

Score 4 – Extensive experience: large-scale/complex events; proven execution/problem-solving (≥8 years).

Score 5 – Extensive & high-profile: significant portfolio of large, high-profile events; recognized for innovative

execution (≥10 years).

2. Creativity & Innovation 20%

Ability to propose fresh concepts, design, entertainment and engagement; handling unexpected challenges with

novel solutions.

Score 1 – Conventional: relies on traditional formats; minimal new ideas/tech; predictable.

Score 2 – Occasional creativity: mainly established formats; limited new tech/trends.

Score 3 – Regular creativity: balances traditional/novel approaches; moderate use of new tech/trends; initiates

innovation.

Score 4 – Highly creative: unique concepts; pushes boundaries; integrates cutting edge tech/trends; often sets new

standards.

Score 5 – Visionary: groundbreaking experiences; pioneers new tech/trends; introduces revolutionary ideas and

solutions.

3. Tech Savvy 25%

Capability with registration platforms, mobile apps, virtual/hybrid tools, data/analytics; in house tech support and

troubleshooting.

Score 1 – Basic tools: minimal digital tech; no advanced platforms; basic troubleshooting.

Score 2 – Some digital use: basic event apps/online registration; occasional integration; needs external support.

Score 3 – Advanced use: range of tools for scheduling/marketing/engagement; integrates event apps, virtual

platforms, analytics; good troubleshooting.

Score 4 – Cutting edge: comprehensive advanced tools; innovative experiences; AR/VR, AI driven analytics,

sophisticated apps; high proficiency; in house support.

Score 5 – Industry leading: forefront of tech adoption; advanced AI, real time analytics, immersive tech; sets

standards; expert development/support.

4. Project Implementation Plan 25%

Quality and clarity of project plan; milestones, deliverables, and measurables

Score 1 – None: no project plan submitted.

Score 2 – Unclear: plan not clearly defined.

Score 3 – Acceptable: plan meets baseline expectations.

Score 4 – Detailed: plan provides detailed information.

Score 5 – Clear & milestone driven: plan clearly drafted with milestones and deliverables.

5. Reference Letters 10%

Independent references attesting to relevant performance on similar work clearly confirming (i) years of experience,

(ii) event size, (iii) independently prepared from the service provider (customer/client letterhead), and (iv) on

letterhead.

Score 1 – 1 letter compliant with relevant information and similar project / no letter

Score 2 – 2 letters compliant with relevant information and similar project

Score 3 – 3 letters compliant with relevant information and similar project

Score 4 – 4 letters compliant with relevant information and similar project

Score 5 – 5 or more letters compliant with relevant information and similar project

24 EVALUATION PROCESS (Criteria)

The evaluation process will be done in accordance with the following criteria:

Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the

Preferential Procurement Policy Framework Act (Act ).

25. Evaluation Process (Phases)

Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the

Preferential Procurement Policy Framework Act (Act ).

The evaluation will be completed in 3 phases:

Phase 1: Compliance to minimum requirements and/or mandatory requirements

Phase 2: Evaluation Criteria

Phase 3: Pricing and Preferential Procurement policy.

Phase 1: Compliance to minimum requirements

During Phase 1 all bidders will be evaluated to ensure compliance to minimum document requirements

(ex. Tax Clearance Certificates), ensuring all documents have been completed and that the specified

documentation has been submitted in accordance with the bid requirements.

All bidders that comply with the minimum requirements will advance to Phase 2.

Phase 2: Evaluation Criteria

Refer to 22.3 for Evaluation Criteria table

Phase 3: Pricing and Preferential Procurement policy

Preferential Procurement Policy and Pricing

Please Note: CIPC 6.1 Preference Points Claim Form in terms of the PPPFA is attached for claiming above

mentioned points, if not completed the company will automatically score 0 points.

Preferential Procurement Policy

The bidders will be evaluated in accordance with the 80/20 preference point system contemplated in the

Preferential Procurement Policy Framework Act (Act ) as amended in 2011.

25.1 Phase 1: mandatory requirements

Responsiveness Criteria: Failure to provide the following might result in a bid not to be considered:

(minimum requirements)

a) Bid offers must be properly received on the tender closing date and time specified on the invitation,

fully completed and signed in ink as per Standard Conditions of Tender.

b) Submission and completion of the Declaration of Interest.

Submission of a valid and compliant BBBEE certificate or exemption certificate

c) Submission of an original and valid Tax Clearance Certificate.

d) Submission of the company’s registration certificate from the Register of Companies (CIPC).

e) Bidding Companies valid COIDA Letter of Good Standing, or a licensed compensation insurer.

f) The Acceptance of Occupational Health and Safety Legislative Obligations and Other Requirements.

25.2 Phase 3: PPPFA and pricing

Preferential Procurement Policy

For bidders that have successfully progressed will be evaluated in accordance with the 80/20 preference

point system contemplated in the Preferential Procurement Policy Framework Act (Act ) (as

amended) as indicated below:

Please Note that the CSD Report will be used as the primary evidence for allocation of scores.

Specific goals allocated Preference Points Required Evidence

points (80/20)

1 HDI, percentage of black 10 CSD Registration

ownership

This ToR sets out the end-to-end requirements for a single, experienced Events Management Company

(EMC) to plan, manage, and deliver a world-class CRF international conference as a turnkey solution. It

aligns with the approved Business Case and anticipates that CRF and CIPC may request changes,

adjustments, and approvals during planning and delivery.

CIPC came into existence in May 2011 after being established by the Companies Act, 2008 (Act ), herein after referred to as the Companies Act, as a juristic person to function as an organ of state

within the public administration, but as an institution outside the public service.

In compliance with the Companies Act 2008, CIPC must provide the following services:

Registration of corporate entities and intellectual property rights;

Maintenance of accurate, up-to-date and relevant information concerning companies, corporate

entities and intellectual property rights, and the provision of that information to the public and to other

organs of state;

The promotion of education and awareness of company and intellectual property laws, and related

matters;

The promotion of compliance with the Companies Act, and any other applicable legislation;

Widest possible enforcement of the Companies Act;

Promotion of the reliability of financial statements by monitoring compliance;

Promoting voluntary resolution of disputes arising in terms of the Companies Act; and

Research and reporting on matters of national policy and intellectual property law.

The CRF (Corporate Registrar’s Forum) Executive Committee invited CIPC to bid to host the annual CRF

conference in South Africa during 2027. Hosting the conference advances national priorities (tourism,

SMME support), strengthens regional collaboration, and showcases corporate registry innovation. CIPC

intends to appoint a single EMC to deliver the full solution under the oversight of CIPC / CRF Steering

Committee.

4. High Level Objectives

1. Deliver a world-class, professional international conference reflecting CIPC’s capabilities and

CRF’s standards. CRF conferences attract delegates and speakers from 70+ jurisdictions,

including senior registry officials, experts, and industry partners.

2. Provide a turnkey solution spanning planning, procurement, logistics, program, technical

production, marketing, finance administration, stakeholder management, and post-event legacy

deliverables.

3. Special focus to enable regional participation and knowledge exchange.

4. Preference to be provided to suppliers that promotes and support SMMEs and eco-friendly / green

principles.

5. Hybrid Delivery & Digital Engagement. Streaming, recording, interactive digital content, and

hybrid participation (virtual attendees, Q&A, polling) are core components to ensure an immersive

and integrated service.

6. Structured Networking & Cultural Events. Provide for networking and cultural exchange through

formal and informal networking opportunities.

PLEASE NOTE: CIPC reserves the right to procure only selected services based on the solution proposed,

e.g. CIPC may elect to acquire the installation and implementation from one supplier, and the ongoing

support from another.

The EMC shall be responsible for the following workstreams and tasks (including supply, coordination,

staffing, contracting, event compliance obligation and quality control) under guidance and final decision of

Cipc:

5.1 Conference Design & Program Management

Co-create conference concept/theme, program tracks, and agenda with CRF/CIPC.

Speaker management: Save the dates, invitations, contracts, travel/accommodation, briefing,

on-site hosting.

Panel facilitation, protocol, and VIP handling (holding room) (Commissioner, international registry

leaders).

Provision for simultaneous interpretation to French and Arabic, translation of materials, and

interpreter booths.

5.2 Venue Sourcing & Event Operations

Source a minimum of 3 suitable venues 4–5-star venues in Cape Town capable of 200–300

delegates, with back utilities (electricity & water) for the duration of the event, universal access,

plenary and breakaway rooms, exhibition space, speaker prep areas, and on-site banqueting.

Options previously reviewed include premium hotels near the CTICC and Bantry Bay; final selection

to be proposed by EMC. The venues must be certified in terms the National Building Regulations

and Building Standards Act no. as amended. Furthermore, venues shall have in place

valid required compliance certification and documentation.

Venue inclusions:

o Event area set-up (2-3 days) and event breakup (1 day);

o Event room rental (3 full days + 2 half days),

o Furniture (round tables and chairs for delegates),

o Technical equipment,

o Access control and admission (passes)

o Stage set up which includes panel seating,

o Internet,

o Water and mints on the table (preferable that each delegate received own water (not shared)

and is replenished 3 times days during the day during breaks,

o Table décor;

o Lunch for 5 days that provides for different special dietary requirements, with one day

celebrating a South African food tradition e.g. Braai.

o Two breaks on full days, and one break on half days which includes coffee/tea,

refreshments, and juice.

Room layouts (plenary, round tables), signage, wayfinding, registration desks, and concierge.

Daily catering plans aligned to program (tea/coffee breaks, lunches, special lunch, social events).

Create and manage electronic platform to accept proposed presentations, AND logistical and event

information to delegates.

Design, create, and host an electronic, interactive guide for delegates that provides detail

surrounding all the events, times, weather, proposed dress code.

Creation and administration of WhatsApp site for real-time updates and information to delegates

before arrival, during and after.

All catering services and venues shall be in accordance with the regulations governing general

hygiene requirements for food premises, the transport of food and related matters.

5.3 Social Functions & Experiences

Cocktail/Sundowner event (venue, food & drinks, entertainment, transport).

Gala dinner (venue, catering, décor/table settings, live music/entertainment, transport).

Dinners on other conference evenings (venue, catering, entertainment, transport).

Excursions (e.g., Table Mountain guided hike, wine routes, Robben Island, game drives) including

guided services at the excursion and transport towards the excursion, tickets, food & drinks,

transport, and risk/safety plans.

Social functions and experiences must be design to show case Cape Town and its rich heritage

aligned to the general theme.

All catering services and venues shall be in accordance with the regulations governing general

hygiene requirements for food premises, the transport of food and related matters.

5.4 Technology & Hybrid/Virtual Access

End-to-end live streaming, recording, editing, and postproduction of sessions.

Conference app/website integration (program, maps, alerts, Q&A, polling), technical support team,

and Wi-Fi coordination.

Temporary storage of electronic material and providing such on format agreed to post conference.

5.5 Marketing, Branding & Communications

Develop:

o conference website that includes pre-conference information, facilitates registration

(integrated with payment system), booking options for social events, accommodation

options, other tourist attractions for delegates arriving early or staying later.

o digital marketing plan,

o content calendar,

o social/PR,

o WhatsApp group for real-time updates and information to delegates before arrival, during

and after, and

o media kits based on CRF and CIPC CI manuals.

o Invitations and support for sponsors, speakers and panelists, and media.

Design and production of printed materials (badges, agendas, banners, menus etc).

Design and production or procurement of delegation packs, speaker gifts and awards.

Design and production of handover symbol (usually a trophy or statue) to the next years hosts.

Real-time content release of the conference content on social media platforms.

Group photo of delegates to be printed in A4 and presented in branded folder and attendance

certificate with each delegates name and issued on the last day of the conference.

Sponsor prospectus, branding rights, and deliverables management.

Design and creation of two short videos. One for promotion of the event and Cape Town, and one

post event summary video.

Design and creation of a promotional video for Cape Town and CRF to be used as time filler during

the conference.

5.6 Finance Administration & Compliance

Delegate registration & payment processing, banking fee management, reconciliation, and

reporting.

Establish a separate, audited account for delegate fees; ensure compliance with PFMA/Treasury

rules and financial controls.

Transfer of any profits to the CIPC or any other organisation CIPC may indicate.

Manage insurance and contingency provisioning per budget.

5.7 Stakeholder & Governance Support

Secretariat functions for the CRF Steering Committee (meeting scheduling, minutes, action

tracking).

Risk, issues, and change request log administration; formal change control to accommodate

CRF/CIPC adjustments.

5.8 Staffing, Contracting, Approvals, Safety and Security Protocol

End-to-end event team staffing (competent events safety officer, coordination, accreditions,

registration, ushers & VIP protocol) safety and security planning. Compilation of the necessary

event safety and security plans and/or files are subject to acceptance by the CIPC and the venue.

A supplementary list of the required event safety and security file content will be provided to the

awarded bidder (Compliance to the event file content provisions is compulsory).

Photographer/videography team management.

Facilitate the necessary processes, documentation and submission to the City of Cape Town Events

Permit’s Office. Ensure the subsequent provision of the Event Compliance Certificate prior to the

event date.

Where temporary structures are applicable, an approved building control file prepared by a

structural engineer. Includes the approval of floor plans.

Each sourced entity shall have their own public liability insurance cover of not less than ten million

rand.

Ensure adequate security and disaster management measures are in place and this must be done

in consultation with CIPC Facilities and Security.

5.9 Travel & Accommodation Logistics (Selected Groups)

Coordinate travel and accommodation for CIPC delegation, speakers/panellists, and VIPs (where

required), including shuttles and car rental.

Sourcing additional accommodation for delegates within a 5 km radius of the primary conference

centre. Transport to and from the conference centre to the various alternative accommodation sites,

excursions, from airport to accommodation sites and from the accommodation sites back to the

airport.

The conference centre must have accommodation available at the conference venue itself.

Transport must be luxury coaches with aircon, and drop-down screens for longer journeys, in-bus

microphone, and tour guide to educate and entertain delegates during transportation.

5.10 Post Event Deliverables

Final report (attendance, finances, KPIs), post-implementation review, content repository, and

media assets hand-over to CIPC.

Distribution of materials to delegates

Post conference survey.

6. Key Parameters & Assumptions

Delegates: 250; speakers/panelists ~30.

Duration: Proposed 5 days

o Day 1: preparatory and CRF AGM + cocktail;

o Days 2–3: full conference + dinners;

o Days 4–5: half-days + breakaways and excursions).

Income assumptions: Registration fees benchmarked to prior CRF events and sponsorships

(target ±5 sponsors). EMC to propose pricing model and sponsor tiers aligned to budget.

7. Deliverables (Minimum)

1. Project Implementation Plan: WBS, schedule, RACI, risk & comms plans.

2. Venue & Supplier Pack: comparative analysis, contracts, SLAs, and layouts.

3. Program Book: agenda, speakers, facilitators, protocols, interpretation plan.

4. Technical Run-of-Show: AV cue sheets, streaming workflows, redundancy.

5. Marketing Toolkit: brand system, website, content plan, sponsor prospectus.

6. Finance & Compliance Pack: registration system, bank account setup, PFMA controls,

insurance, contingency plan.

7. Operational Manuals: registration desk SOPs, security plan, excursion SOPs.

8. Daily Reports & Final Close-out Report: attendance, KPIs, satisfaction, budget vs. actual,

lessons learned.

9. CRF is hosted annually and any travel by the EMC to the 2026 event is at own cost.

8. Compliance & Standards

PFMA & Treasury Regulations (financial management, audited account, procurement).

Health & Safety (Including, but not limited to Basic Conditions of Employment Act, Employment

Equity Act (Section 6), Promotion of Equality and Prevention of Unfair Discrimination Act, the

Disaster Management Act, SANS10366, the Occupational Health & Safety Act, the South African

Sport and Recreational Events Act, the National Building Regulations and Building Standards Act,

the Foodstuffs Cosmetics & Disinfectants Act, local government regulations and bylaws relating to

event safety. (venue compliance, catering, safety plans/file, risk assessments for excursions,

emergency plans, crowd management and structural).

POPIA/Data Protection for delegate data and media content.

Accessibility and Dietary accommodations.

9. Governance & Change Control

Steering Committee: CIPC-led, including Project Owner, Sponsor, and EMC lead.

Change Requests: CRF/CIPC may instruct changes; EMC must log, impact-assess

(scope/cost/schedule), obtain approvals, and implement.

Meetings: Weekly progress, monthly steering, milestone gate reviews (Design Freeze, Venue

Lock, Program Lock, Production Readiness, Go-Live).

10. Roles & Responsibilities

CIPC/CRF Steering Committee: Strategy, approvals, oversight, sponsor relations.

EMC: Turnkey execution across all workstreams; supplier contracting; risk/issue/change

management; reporting; compliance; financial reporting.

11. Service Levels & KPIs

Program Delivery: 100% of scheduled sessions delivered on time; interpreter coverage ≥ 95% of

multilingual sessions.

Technical Uptime: Streaming/AV uptime ≥ 99% during sessions; recording for 100% of plenaries.

Registration & Finance: Daily reconciliation; banking settlement for card payments; zero material

audit findings.

Delegate Experience: Post-event satisfaction ≥ 90%; dietary and accessibility compliance 100%.

Safety & Security:

o The Service Provider shall develop and submit all required health, safety and security plans

and protocols to CIPC for review, adjustment and approval prior to the event.

o All safety and security arrangements must comply with applicable legislation and regulatory

requirements.

o The Service Provider shall ensure that all reasonable precautions are undertaken to

safeguard the health and safety of delegates, speakers, staff and service providers, with the

objective of preventing major incidents during the conference and associated activities.

12. Reporting

Weekly status reports (schedule, risks, finances).

Steering decks for gate reviews.

On-site daily situation reports (delegate counts, logistics, incidents).

Financial reports: budget vs. actuals, sponsorship tracking, contingency drawdowns, audited

statements for delegate fees.

13. Timeline (Indicative)

Appointment of EMC including SLA negotiation which incorporated project plan: March -

June 2026

Design & Vendor Lock: July 2026 - August 2026

Design and Mock-ups: September 2026 – March 2027

Marketing & Registration Launch: June 2027

Production Readiness: August 2027

Conference Delivery: Sept/Oct 2027

Close-out & Audit: Nov 2027

(EMC to submit a final detailed schedule within 1 month of appointment.)

14. Pricing Structure & Budget Alignment

Bidders must submit a priced-bill of quantities and fixed-fee proposal aligned to the proposed project

plan:

Venue rentals (3 full days + 2 half days) with inclusions.

Cocktail/sundowner event (venue, food/drinks, transport).

Gala dinner (venue, décor, entertainment, transport).

Excursions (guided tour fees, food/drinks, transport).

Dinners (venue, entertainment, transport).

EMC professional fees for coordination, sourcing, staffing, reception team, security.

Photographer & team; marketing (website, digital, print; welcome packs).

Speaker/program costs (honoraria; presentation materials; simultaneous interpretation).

Technology & virtual access (live streaming, recording, conference app). Insurance and

contingency.

Banking fees for delegate payments; audit/accounting arrangements.

Budget guidance is contained in the Draft Budget; the EMC should optimize and value-engineer within

these ceilings and propose alternatives where value or risk reduction is demonstrable.

15. Bid Submission Requirements

Technical Proposal: methodology, workplan, team CVs, Cape Town experience, quality

assurance, risk management, sustainability approach, SMME inclusion.

Financial Proposal: detailed pricing aligned to §12; fee schedule; assumptions; exchange-rate

treatment.

References: at least three comparable international conferences delivered in South Africa/Cape

Town within the last five years.

Compliance Certificates: tax, BBBEE (if applicable), insurance cover notes, POPIA policies.

Draft Contracts & SLAs with key subcontractors.

16. Terms & Conditions

Change & Adjustments: CRF/CIPC may issue change requests; EMC must implement via agreed

change control with cost/schedule impacts documented and pre-approved.

Intellectual Property: All creative assets, recordings, and data produced are owned by CIPC/CRF;

EMC grants full use rights and delivers source files.

Data Protection: EMC must comply with POPIA for all personal data processed.

Force Majeure & Insurance: Appropriate policies covering public liability, event cancellation, and

cyber incidents must be maintained; proof required.

Ethics & Conduct: Adherence to CIPC standards and public sector procurement ethics.

17. Deliverable Acceptance & Payment

Milestone-based payments against approved deliverables aligned to the timeline and

negotiated SLA.

Retentions may apply pending final audit and asset hand-over.

18. Time frames

CIPC intends to host the event September/October 2027 in Cape Town.

The service providers should indicate through a project plan how they will design, procure, implement and

support the event over a 24 month period that will form part of the SLA of the successful bidder with final

schedule to be submitted within 1 month of appointed.

19. Pricing and Project Plan (per option, if applicable)

Note: Service providers will be responsible for all costs e.g. transportation for ALL activities

associated with this bid.

20. Reporting

The contracted bidder’s account manager will report to the CIPC Project Manager or her delegate.

21. Working conditions

21.1 Equipment

N/a

21.2 Proprietary rights

The proprietary right with regard to copyright, patents and any other similar rights that may result from the

service rendered by the resource belong to CIPC.

The final product of all work done by the resource, shall at the end of service period, be handed

over to CIPC.

The resource may not copy documents and/or information of the relevant systems for any other

purpose than CIPC specific.

21.3 Indemnity / Protection / Safeguard

The resources safeguard and set CIPC free to any losses that may occur due to costs, damage,

demands, and claims that is the result of injury or death, as well as any damage to property of any

or all contracting personnel, that is suffered in any way, while delivering a service to CIPC.

The resources safeguard and set CIPC free to any or all further claims for losses, costs, damage,

demands and legal expenses as to the violation on any patent rights, trade marks or other

protected rights on any software or related data used by the resources.

21.1 Health and Safety Obligations

Mandataries/ service providers are employers, with duties prescribed in the Occupational Health

and Safety Act No. as amended and other legislative obligations. Mandataries/ service

providers shall strictly adhere to and ensure that their personnel adhere to the provisions of the

OHS Act inclusive of required OHS obligations (CIPC OHS requirements and all other

applicable legislation).

The service provider shall ensure that all reasonable precautions are taken to maintain the health

and safety of persons in execution of the service. The service provider shall undertake not to do,

or not to allow anything to be done, which will contravene any of the provisions of the Occupational

health and safety act, regulations and other related obligations.

The Awarded Bidder shall ensure that the necessary authorization is granted by the CIPC prior to

the selection of subcontractors.

A detailed supplementary document shall be provided to the awarded bidder on the required health

and safety obligations, which includes but not limited to:

▪ Appointment of a competent person, who will be responsible for the event

health & safety.

▪ Valid COIDA Letter of Good Standing, or a licensed compensation insurer.

▪ The Acceptance of Occupational Health and Safety Legislative Obligations

and Other Requirements.

▪ The Occupational Health and Safety Act Section 37(2) Agreement

▪ Completed and detailed Risk Assessments for event & excursions.

▪ Other Health & Safety requirements compliance specific to the scope of

services rendered by the awarded bidder and all subcontractors.

22 contract duration

Minimum of two years.

23 bid costing

Pricing breakdown

Description Cost Category Total

1 Venue Rentals 3 full days + 2 half days; includes AV, catering,

furniture, staffing

2 Cocktail / Sundowner Venue, food & beverages, transport

Event

3 Gala Dinner Venue, décor, staging, entertainment, transport

4 Excursions Guided tour fees, food & beverages, transport

5 Dinners Venue, entertainment, transport

6 EMC Professional Coordination, sourcing, staffing, reception team,

Fees security

7 Marketing & Media Photographer & team; website; digital & print

materials; welcome packs

8 Speaker & Honoraria, presentation materials, interpretation

Programme Costs services

9 Technology & Virtual Live streaming, recording, conference

Access app/platform

10 Insurance & Event insurance and contingency provisions

Contingency

11 Financial Banking fees, audit, accounting arrangements

Administration

12 Any Other Costs Provide detailed description of additional costs

(Elaborate) not captured above

Total Price (VAT

inclusive)

To be carried to the

pricing schedule SBD3

Please carry over the price above to SBD 1 and SBD 3

The following documents to be attached

1. Sdb 3.3: Pricing schedule

2. Sbd form 1: invitation to bids

3. A bidder must attach price breakdown in the bidder’s company letterhead stating unit costs

As well as the total bid price inclusive of all for the duration of the contract

4. Bidders to comply with all conditions below as well as those on with regards to price

The costing should be based on all requirements of the terms of reference. The onus is upon the prospective bidders to

consider all costs and to CLEARLY indicate the price. Cost breakdown must be provided, covering all required aspects in this

tender. NB The total price must be carried over to the pricing schedule and will be used to evaluate the bids. Prices must

be firm for the duration of the project. PRICE CARRIED OVER TO SBD FORM 3.3 AND SBD FORM 1 MUST INCLUDE ALL

Costs for the duration of all period stated above under pricing. Failure to comply with this

Requirement shall immediately invalidate the bid.

Note: Service providers will be responsible for all costs e.g. transportation for ALL activities associated with this bid.

a) Prospective bidders must submit a printed hard copy of the price proposal in a separate SEALED envelope. It is

important to separate price from the technical proposal as price is evaluated at the last phase of the evaluation.

b) The price envelope must be marked with the bidder’s name

c) Bidders to complete pricing schedule SBD 3.3 (Annexure “C”)- REFER TO ATTACHED SBD FORMS

d) The total price (ceiling price) must be carried over to BOTH SBD 3.3 (Pricing Schedule) and SBD FORM 1:

(Invitation for Bids). AND COMPLIANCE TO ANNEXURE A &24

e) The total bid Amount will be used for the evaluation of bids therefore it must be inclusive of all costs for the duration

of the contract.

f) All prices must be VAT inclusive and quoted in South African Rand (ZAR). Failure to comply with this requirement

will disqualify the bid.

g) All prices must be valid for 120 days

1. 1 (one) original / hard copy printed

2. 1 (one) USB for technical proposal and price must be included in the same USB but saved in a separate folder

(“Marked price proposal”) bidders to ensure that usb’s are working prior submission

3. One sealed envelope for price proposal (inside there must be)

❖ Price schedule – sbd.33: Please take note of the clause in sbd 3.3 And ensure compliance

❖ All conditions of price for example- price fluctuations or prices not firm due to roe, etc

Must be clearly stated in sbd 3.3 In the space provided. See

❖ Sbd1 - invitation to bids

❖ Price breakdown preferable in the bidder’s letterhead signed by an authorised

Delegates: 250; speakers/panelists ~30.

Duration: Proposed 5 days

o Day 1: preparatory and CRF AGM + cocktail;

o Days 2–3: full conference + dinners;

o Days 4–5: half-days + breakaways and excursions).

Income assumptions: Registration fees benchmarked to prior CRF events and sponsorships

(target ±5 sponsors). EMC to propose pricing model and sponsor tiers aligned to budget.

7. Deliverables (Minimum)

1. Project Implementation Plan: WBS, schedule, RACI, risk & comms plans.

2. Venue & Supplier Pack: comparative analysis, contracts, SLAs, and layouts.

3. Program Book: agenda, speakers, facilitators, protocols, interpretation plan.

4. Technical Run-of-Show: AV cue sheets, streaming workflows, redundancy.

5. Marketing Toolkit: brand system, website, content plan, sponsor prospectus.

6. Finance & Compliance Pack: registration system, bank account setup, PFMA controls,

insurance, contingency plan.

7. Operational Manuals: registration desk SOPs, security plan, excursion SOPs.

8. Daily Reports & Final Close-out Report: attendance, KPIs, satisfaction, budget vs. actual,

lessons learned.

9. CRF is hosted annually and any travel by the EMC to the 2026 event is at own cost.

support the event over a 24 month period that will form part of the SLA of the successful bidder with final

schedule to be submitted within 1 month of appointed.

19. Pricing and Project Plan (per option, if applicable)

Note: Service providers will be responsible for all costs e.g. transportation for ALL activities

associated with this bid.

pricing schedule SBD3

Please carry over the price above to SBD 1 and SBD 3

1. Sdb 3.3: Pricing schedule

2. Sbd form 1: invitation to bids

3. A bidder must attach price breakdown in the bidder’s company letterhead stating unit costs

consider all costs and to CLEARLY indicate the price. Cost breakdown must be provided, covering all required aspects in this

tender. NB The total price must be carried over to the pricing schedule and will be used to evaluate the bids. Prices must

be firm for the duration of the project. PRICE CARRIED OVER TO SBD FORM 3.3 AND SBD FORM 1 MUST INCLUDE ALL

Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the

Preferential Procurement Policy Framework Act (Act ).

25. Evaluation Process (Phases)

Bids will be evaluated in accordance with the 80/20 preference point system contemplated in the

Preferential Procurement Policy Framework Act (Act ).

The evaluation will be completed in 3 phases:

Phase 1: Compliance to minimum requirements and/or mandatory requirements

Phase 2: Evaluation Criteria

Phase 3: Pricing and Preferential Procurement policy.

Phase 1: Compliance to minimum requirements

During Phase 1 all bidders will be evaluated to ensure compliance to minimum document requirements

(ex. Tax Clearance Certificates), ensuring all documents have been completed and that the specified

documentation has been submitted in accordance with the bid requirements.

All bidders that comply with the minimum requirements will advance to Phase 2.

Phase 2: Evaluation Criteria

Refer to 22.3 for Evaluation Criteria table

Phase 3: Pricing and Preferential Procurement policy

valid Tax Clearance Certificate will result in the

valid Tax Clearance Certificate

CSD Report will be used as the primary evidence for allocation of scores

CSD Registration

CSD report to substantiating the preference points claimed, such bidder shall score

b) Submission and completion of the Declaration of Interest.

c) Submission of an original and valid Tax Clearance Certificate.

e) Bidding Companies valid COIDA Letter of Good Standing, or a licensed compensation insurer.

Please Note that the CSD Report will be used as the primary evidence for allocation of scores.

1 HDI, percentage of black 10 CSD Registration

c) Bidders to complete pricing schedule SBD 3.3 (Annexure “C”)- REFER TO ATTACHED SBD FORMS

d) The total price (ceiling price) must be carried over to BOTH SBD 3.3 (Pricing Schedule) and SBD FORM 1

Please note that IT is compulsory that bidders submit proposal as per the following

❖ Price schedule – sbd.33: Please take note of the clause in sbd 3.3 And ensure compliance

Points Allocation: 0 points

B-BBEE Details: 100% black ownership Certificate

= 10 points report

and based on percentage CIPC Company

pro rata for black ownership Registration

less than 100%

eg: 67% = 6.7 points

2 Percentage of women 8 CSD Registration

ownership

100% women ownership = 8 Certificate

points

report

and based on percentage pro

CIPC Company rata for woman ownership

Registration less than 100%

eg: 50% = 4.0 points

3 Percentage of ownership 2

persons with Disability

Confirmation of

100% ownership = 2 points Disability Form as

per SARS (ITRDD

and based on percentage pro Form)

rata for persons with

disability ownership less Medical Certificate

than 100%

eg: 50% = 1.0 points

NB: CIPC reserves the right to change the above preference points as and when required based on

target requirements.

Provision of the Preferential Procurement Policy Framework Act (PPPFA), Act will apply in terms

of awarding points.

Preference Points Claim Form, SBD 6.1 should be completed and signed by the bidder to be able to claim

preference points.

Calculation of points for the specific goals claimed and according to the CSD

Points will be awarded to a bidder for each specific goal claimed in accordance with the table below:

Failure to submit latest CSD report to substantiating the preference points claimed, such bidder shall score

0 points out of the allocated maximum points.

The bidder with the highest score will be recommended as the successful service provider.

HDI Requirement: 100%

1. Terms and conditions of request for proposal (RFP) ...................................................................................... 3

Submission of price proposal ........................................................................................................................ 6

2. Purpose ................................................................................................................................................................ 8

3. Background .......................................................................................................................................................... 8

4. High Level Objectives ......................................................................................................................................... 9

5. Scope of Work ...................................................................................................................................................... 9

6. Key Parameters & Assumptions ...................................................................................................................... 13

7. Deliverables (Minimum) .................................................................................................................................... 13

8. Compliance & Standards .................................................................................................................................. 14

9. Governance & Change Control ........................................................................................................................ 14

10. Roles & Responsibilities ............................................................................................................................. 14

11. Service Levels & KPIs .................................................................................................................................. 14

12. Reporting ....................................................................................................................................................... 15

13. Timeline (Indicative) ..................................................................................................................................... 15

14. Pricing Structure & Budget Alignment ....................................................................................................... 15

15. Bid Submission Requirements ................................................................................................................... 16

16. Terms & Conditions ...................................................................................................................................... 16

17. Deliverable Acceptance & Payment ........................................................................................................... 16

18. Time frames................................................................................................................................................... 17

19. Pricing and Project Plan (per option, if applicable) .................................................................................. 17

20. Reporting ....................................................................................................................................................... 17

21. Working conditions .............................................................................................................................. 17

21.1 Equipment ..................................................................................................................................................... 17

21.2 Proprietary rights ......................................................................................................................................... 17

21.3 Indemnity / Protection / Safeguard ............................................................................................................. 17

21.4 Government Safety ......................................................................................... Error! Bookmark not defined.

23. COSTING ......................................................................................................... Error! Bookmark not defined.

24. Bid costing ................................................................................................................................................ 19

Special conditions ............................................................................................................................................. 20

25. EVALUATION PROCESS (Criteria) .............................................................................................................. 24

23.1 Evaluation Process (Phases) ...................................................................................................................... 24

Phase 1: Compliance to minimum requirements ............................................................................................... 24

Phase 2: Evaluation Criteria ................................................................................................................................. 25

Phase 3: Pricing and Preferential Procurement policy .................................................................................... 25

23.2 Phase 1: mandatory requirements ................................................................................................. 25

23.3 PHASE 2: EVALUATION CRITERIA ............................................................... Error! Bookmark not defined.

23.4 Phase 3: PPPFA and pricing ................................................................................................................. 25

26. Submission of proposals ................................................................................................................... 27

27. Enquiries .................................................................................................................................................... 27

1. Terms and conditions of request for proposal (RFP)

1. CIPC’s standard conditions of purchase shall apply.

i. CIPC is committed to ensure a safe work environment, imposing protection towards the health and safety of all

personnel and preventing workplace injuries or losses. Mandataries/ service providers are employers, with

duties prescribed in the Occupational Health and Safety Act No. as amended and other legislative

obligations. Mandataries/ service providers shall strictly adhere to and ensure that their personnel adhere to

the provisions of the OHS Act inclusive of required OHS obligations (CIPC OHS requirements

and all other applicable legislation). The awarded service provider is required to provide assurance by

submitting the necessary and/or obligated Occupational Health and Safety requirements to CIPC.

ii. The necessary and/or obligated Occupational Health and Safety requirements include:

Bidding Companies valid COIDA Letter of Good Standing, or a licensed compensation insurer.
Bidding Companies signed Health; Safety & Environmental Policy Signed by Bidder’s CEO OHS Act

Section 16(1).

The Acceptance of Occupational Health and Safety Legislative Obligations and Other Requirements.

The Occupational Health and Safety Act Section 37(2) Agreement
Other Occupational Health & Safety requirements (OHS file) compliance specific to the scope.

1. Complusory bid requirements (failure to comply with all requirements below will immediately

formal and informal networking opportunities.

PLEASE NOTE: CIPC reserves the right to procure only selected services based on the solution proposed,

e.g. CIPC may elect to acquire the installation and implementation from one supplier, and the ongoing

support from another.

5. Scope of Work

The EMC shall be responsible for the following workstreams and tasks (including supply, coordination,

staffing, contracting, event compliance obligation and quality control) under guidance and final decision of

Cipc:

5.1 Conference Design & Program Management

Co-create conference concept/theme, program tracks, and agenda with CRF/CIPC.

Speaker management: Save the dates, invitations, contracts, travel/accommodation, briefing,

on-site hosting.

Panel facilitation, protocol, and VIP handling (holding room) (Commissioner, international registry

leaders).

Provision for simultaneous interpretation to French and Arabic, translation of materials, and

interpreter booths.

5.2 Venue Sourcing & Event Operations

Source a minimum of 3 suitable venues 4–5-star venues in Cape Town capable of 200–300

delegates, with back utilities (electricity & water) for the duration of the event, universal access,

plenary and breakaway rooms, exhibition space, speaker prep areas, and on-site banqueting.

Options previously reviewed include premium hotels near the CTICC and Bantry Bay; final selection

to be proposed by EMC. The venues must be certified in terms the National Building Regulations

and Building Standards Act no. as amended. Furthermore, venues shall have in place

valid required compliance certification and documentation.

Venue inclusions:

o Event area set-up (2-3 days) and event breakup (1 day);

o Event room rental (3 full days + 2 half days),

o Furniture (round tables and chairs for delegates),

o Technical equipment,

o Access control and admission (passes)

o Stage set up which includes panel seating,

o Internet,

o Water and mints on the table (preferable that each delegate received own water (not shared)

and is replenished 3 times days during the day during breaks,

o Table décor;

o Lunch for 5 days that provides for different special dietary requirements, with one day

celebrating a South African food tradition e.g. Braai.

o Two breaks on full days, and one break on half days which includes coffee/tea,

refreshments, and juice.

Room layouts (plenary, round tables), signage, wayfinding, registration desks, and concierge.

Daily catering plans aligned to program (tea/coffee breaks, lunches, special lunch, social events).

Create and manage electronic platform to accept proposed presentations, AND logistical and event

information to delegates.

Design, create, and host an electronic, interactive guide for delegates that provides detail

surrounding all the events, times, weather, proposed dress code.

Creation and administration of WhatsApp site for real-time updates and information to delegates

before arrival, during and after.

All catering services and venues shall be in accordance with the regulations governing general

hygiene requirements for food premises, the transport of food and related matters.

5.3 Social Functions & Experiences

Cocktail/Sundowner event (venue, food & drinks, entertainment, transport).

Gala dinner (venue, catering, décor/table settings, live music/entertainment, transport).

Dinners on other conference evenings (venue, catering, entertainment, transport).

Excursions (e.g., Table Mountain guided hike, wine routes, Robben Island, game drives) including

guided services at the excursion and transport towards the excursion, tickets, food & drinks,

transport, and risk/safety plans.

Social functions and experiences must be design to show case Cape Town and its rich heritage

aligned to the general theme.

5.8 Staffing, Contracting, Approvals, Safety and Security Protocol

End-to-end event team staffing (competent events safety officer, coordination, accreditions,

registration, ushers & VIP protocol) safety and security planning. Compilation of the necessary

event safety and security plans and/or files are subject to acceptance by the CIPC and the venue.

PFMA & Treasury Regulations (financial management, audited account, procurement).

Health & Safety (Including, but not limited to Basic Conditions of Employment Act, Employment

Equity Act (Section 6), Promotion of Equality and Prevention of Unfair Discrimination Act, the

Disaster Management Act, SANS10366, the Occupational Health & Safety Act, the South African

the Foodstuffs Cosmetics & Disinfectants Act, local government regulations and bylaws relating to

event safety. (venue compliance, catering, safety plans/file, risk assessments for excursions,

emergency plans, crowd management and structural).

POPIA/Data Protection for delegate data and media content.

Accessibility and Dietary accommodations.

Program Delivery: 100% of scheduled sessions delivered on time; interpreter coverage ≥ 95% of

multilingual sessions.

Technical Uptime: Streaming/AV uptime ≥ 99% during sessions; recording for 100% of plenaries.

Registration & Finance: Daily reconciliation; banking settlement for card payments; zero material

audit findings.

Delegate Experience: Post-event satisfaction ≥ 90%; dietary and accessibility compliance 100%.

Safety & Security:

o The Service Provider shall develop and submit all required health, safety and security plans

and protocols to CIPC for review, adjustment and approval prior to the event.

o All safety and security arrangements must comply with applicable legislation and regulatory

requirements.

o The Service Provider shall ensure that all reasonable precautions are undertaken to

safeguard the health and safety of delegates, speakers, staff and service providers, with the

objective of preventing major incidents during the conference and associated activities.

service rendered by the resource belong to CIPC.

The final product of all work done by the resource, shall at the end of service period, be handed

over to CIPC.

The resource may not copy documents and/or information of the relevant systems for any other

purpose than CIPC specific.

21.3 Indemnity / Protection / Safeguard

The resources safeguard and set CIPC free to any losses that may occur due to costs, damage,

demands, and claims that is the result of injury or death, as well as any damage to property of any

or all contracting personnel, that is suffered in any way, while delivering a service to CIPC.

The resources safeguard and set CIPC free to any or all further claims for losses, costs, damage,

demands and legal expenses as to the violation on any patent rights, trade marks or other

protected rights on any software or related data used by the resources.

21.1 Health and Safety Obligations

Mandataries/ service providers are employers, with duties prescribed in the Occupational Health

and Safety Act No. as amended and other legislative obligations. Mandataries/ service

providers shall strictly adhere to and ensure that their personnel adhere to the provisions of the

OHS Act inclusive of required OHS obligations (CIPC OHS requirements and all other

applicable legislation).

The service provider shall ensure that all reasonable precautions are taken to maintain the health

and safety of persons in execution of the service. The service provider shall undertake not to do,

or not to allow anything to be done, which will contravene any of the provisions of the Occupational

health and safety act, regulations and other related obligations.

The Awarded Bidder shall ensure that the necessary authorization is granted by the CIPC prior to

the selection of subcontractors.

A detailed supplementary document shall be provided to the awarded bidder on the required health