Bankseta annual general meeting (agm) – hybrid event venue and hosting services (RFQ BS/2026/RFQ1820)

BANKSETA (Banking Sector Education and Training Authority) hosts its Annual General Meeting on 04 December 2026 (or other December date) as a hybrid event – physical and virtual. The event will report on annual performance and financial status to stakeholders, per statutory requirements. Venue must be in Houghton, Melrose Arch (Melrose Boulevard) or Sandton. The service provider will manage all event organisation, venue, audio-visuals, decoration, catering, dry run, and post-event recording delivery.

Closing: 12 November 2026 at 14:00

Briefing session (online, not compulsory): 03 November 2026 at 11:00

• Link: https://teams.microsoft.com/meet/3853897791545049?p=jJmOysjxeEG5uECERb
• Meeting ID: 385 389 779 154 504 9
• Passcode: Dw2FM3Vb

Event date: 04 December 2026 (or other date in December, to be confirmed) – 08:00 to 15:00

Enquiries – technical and specifications:

• Name: Jacob Ralehlaka
• Email: [email protected]
• Telephone: 011 805 9661

Submission emails:

• [email protected]
• [email protected]

BANKSETA website: www.bankseta.org.za

Fraud hotline: 0800 204 661

Submission method: email, electronic PDF only.

• Submission email: [email protected]
• Copy email: [email protected]
• Closing time: 12 November 2026 at 14:00

Returnable documents (must be fully completed, signed and dated):

• Cover letter.
• Terms of Reference / Specifications.
• CSD Master Registration report.
• SBD 4 (Bidder's Disclosure): discloses whether any director or shareholder is employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims preference points under the BANKSETA goals.
• Quotation must be on the supplier's letterhead and include the pricing.
• Quotation must be valid for 90 days after closing.

Quotations must comply with the specifications; non-compliant or late submissions will be rejected.

Evaluation: 80/20 preference point system.

• Price: maximum 80 points.
• BANKSETA goals (preference points): maximum 20 points.
• Total possible: 100 points.

Price points calculated using formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the bid price and Pmin is the lowest acceptable bid price.

Preference points (BANKSETA specific goals):

• Black ownership (51% or more): 7 points.
• Women ownership (33% or more, South African citizens): 4 points.
• Youth ownership (33% or more, persons 35 years and below, South African citizens): 4 points.
• Persons with disabilities ownership (10% or more shareholding) and/or employment (5% or more permanent employees): 2 points.
• Small and medium business, co-operatives, NGOs (turnover up to R10 million, 100% South African owned): 3 points.

References and experience:

• Three reference letters on company letterhead, contactable.
• Letters must be from corporate services environment.
• Minimum of five events managed.

Tie-breaker: if equal total points, bidder scoring highest preference points wins.

False information: disqualification, cancellation of award, and reporting to National Treasury.

BANKSETA requires a venue and hybrid-event hosting for its Annual General Meeting (AGM).

Event details:

• Date: Friday 04 December 2026 (or another date in December; official date confirmed after award)
• Time: 08:00 – 15:00
• Location: Houghton, Melrose Arch (Melrose Boulevard) or Sandton, Gauteng
• Physical attendance: 160 stakeholders
• Virtual attendance: 50–100, managed by BANKSETA via MS Teams

Venue specifications:

• Parking for 160 people.
• Disability access: wheelchair ramps in common areas, accessible toilet (min 83cm x 34cm x 100cm).
• Provision of cancellation policy and menus with quotation.
• Outdoor branding setup allowed.

Audio-visual and hybrid support:

• PA system, high-quality projector, large screen, streaming service, two cameras.
• Two IT technicians with hybrid-event experience.
• Free high-speed Wi-Fi.
• 3 roving microphones, 1 microphone with stand.
• Background music during breaks.
• Event recording provided via electronic link and USB.
• 2 projectors, 2 cameras for viewing online participants.

Decoration and staging:

• Venue to seat 160 on round tables (max 8 per table), cloth overlays in BANKSETA colours (burgundy, black, white).
• Table centrepieces.
• Podium stand (perspex preferred).
• 3 bouquets of fresh flowers.
• Three 3m x 9m trestle tables – two at registration, one near the podium, with cloth overlays.
• Minimum 3m x 4m stage with steps, covered in black or burgundy cloth, with ramp for disabled persons.
• 4 armchairs on stage.

Catering – conference package:

• Arrival tea: assorted muffins, scones, mini-croissants, grated cheese, cream and jam, served with tea, coffee and three assorted juices.
• Lunch: three proteins (no pork), two vegetables, two salads, 160 assorted 340ml juices/soft drinks, 160 still/sparkling water, desserts (one hot, one cold, plus fruit salad).
• Special dietary: 1 kosher meal, 2 halaal meals, 2 vegetarian meals (for arrival tea and lunch).

Post-award requirements:

• Briefing session between BANKSETA and service provider within ten days of receiving purchase order.
• Dry run one business day before the event with BANKSETA team, presenters, IT technicians to test audio-visuals, streaming, furniture and décor setup.

Methodology:

• Comprehensive quotation covering all specifications.
• Provide three reference letters (corporate services environment, contactable).
• Minimum of five events managed to be demonstrated.
• Post-award briefing session within ten days of receiving purchase order.
• Dry run one business day before event.

Experience and qualifications:

• Three reference letters on company letterhead, from corporate services environment, with contactable references.
• Minimum of five events managed.
• Two IT technicians with experience in hybrid events required.
• Venue must demonstrate ability to host hybrid events.

Pricing format:

• Quotation on letterhead.
• Total cost for full scope.
• VAT shown separately.
• No pricing adjustment after closing.
• National Treasury cost-containment measures apply (cost per head inclusive).
• Official pricing structure to be used if provided; additional pages allowed if needed.

Pricing:

• Quotation must be on service provider's letterhead.
• Total cost for the full scope of work.
• VAT shown separately.
• Pricing must comply with National Treasury cost-containment measures (cost per head inclusive of all requirements).
• No price adjustments after closing date.

Payment complies with PFMA requirements.

No bid security, bonds, guarantees or retention mentioned.

Mandatory registrations and forms:

• Registration on the National Treasury Central Supplier Database (CSD) and submission of a CSD Master Registration report.
• Tax status verified on CSD – must be tax compliant.
• SBD 4 (Bidder's Disclosure): signed and completed.
• SBD 6.1 (Preference Points Claim Form): signed and completed; failure to submit means no preference points claimed.

B-BBEE: BANKSETA will NOT allocate points for B-BBEE status level; preference points are based on BANKSETA-specific goals (see evaluation criteria).

False information: disqualification, cancellation of award, referral to National Treasury; opportunity to make representations before action.

No CIDB grading required (not construction work).

No specific OHS requirements beyond accessibility requirements: wheelchair ramps, accessible toilet, and stage ramp for disabled persons.

Additional evaluation: references and experience will be assessed. The bidder must provide three reference letters (contactable, corporate services environment) and demonstrate minimum five events managed.