Turnkey event management for crf international conference 2027 in cape town

Closing date: 3 July 2026 at 11:00. No compulsory briefing session. Indicative timeline: Appointment of EMC (March–June 2026), Design & Vendor Lock (July–August 2026), Design and Mock-ups (September 2026–March 2027), Marketing & Registration Launch (June 2027), Production Readiness (August 2027), Conference Delivery (September/October 2027), Close-out & Audit (November 2027). Final detailed schedule must be submitted within 1 month of appointment.

Contact: Mr R Baloyi, Email: [email protected]. Submission address: CIPC Tender Box at the DTIC Main Gate, Pretoria.

Submit 1 original hard copy (technical proposal) + 1 USB (PDF, unprotected, no passwords) with separate folders for technical and price proposals. USB must be functional, contain all documents, and match the hard copy. Submit 1 sealed envelope for the price proposal (SBD 3.3, SBD 1, and price breakdown on company letterhead). All pages must be signed, numbered, and initialed. Deposit tenders in the 'CIPC TENDER BOX' at the DTIC Main Gate. Late, incomplete, or incorrectly deposited submissions will be disqualified. USB issues (non-functional, password-protected, missing documents) will invalidate the bid. Pricing must be VAT-inclusive, in ZAR, and valid for 120 days. No advance payments; milestone-based payments per SLA. Immediate commencement upon award is required. Security screening for directors/staff is mandatory; appointment is contingent on positive results.

Evaluation follows a 3-phase process under the 80/20 Preferential Procurement Policy Framework Act (PPPFA). Phase 1: Mandatory compliance check (Tax Clearance Certificate, COIDA Letter of Good Standing, CIPC registration, OHS obligations, Declaration of Interest, BBBEE certificate). Non-compliance disqualifies the bid. Phase 2: Technical evaluation (100 points) with weighted criteria: Experience (20%), Creativity & Innovation (20%), Tech Savvy (25%), Project Implementation Plan (25%), Reference Letters (10%). Scoring ranges from 1 (lowest) to 5 (highest) per criterion. Phase 3: Pricing (80 points) and PPPFA preference points (20 points). Preference points are allocated based on BBBEE goals: HDI/black ownership (10 points), women ownership (8 points), disability ownership (2 points). CSD Report is primary evidence; failure to submit it results in 0 points. Total score = Technical (100) + Pricing (80) + Preference (20). Highest total score wins. CIPC reserves the right to negotiate price with the successful bidder.

Scope: Turnkey event management for the CRF International Conference (2027) in Cape Town. Key deliverables: Conference design & program management (concept, speaker management, interpretation in French/Arabic), venue sourcing (3 x 4–5-star venues for 200–300 delegates, certified under National Building Regulations), social functions (cocktail, gala dinner, excursions), technology & hybrid access (live streaming, recording, conference app), marketing & branding (website, digital/print materials, videos), finance administration (delegate registration, audited account, PFMA compliance), stakeholder support (secretariat, risk/change control), staffing & security (safety officer, event plans, City of Cape Town permits), travel & accommodation logistics (luxury coaches, 5km radius accommodation), post-event deliverables (reports, surveys, media assets). KPIs: 100% session delivery on time, ≥95% interpreter coverage, ≥99% AV uptime, ≥90% delegate satisfaction, 100% dietary/accessibility compliance. Contract duration: 2 years (24-month project plan).

Technical Proposal must include: Methodology, workplan, team CVs, Cape Town experience, quality assurance plan, risk management plan, sustainability approach, SMME inclusion strategy. Financial Proposal must include: Detailed pricing aligned to the scope, fee schedule, assumptions, exchange-rate treatment. References: At least 3 comparable international conferences delivered in South Africa/Cape Town within the last 5 years. Compliance Certificates: Tax, BBBEE (if applicable), insurance cover notes, POPIA policies. Draft Contracts & SLAs with key subcontractors. Project Implementation Plan must include: WBS, schedule, RACI matrix, risk & communications plans. Evaluation criteria for methodology: Experience (20%), Creativity & Innovation (20%), Tech Savvy (25%), Project Implementation Plan (25%), Reference Letters (10%).

Submit pricing in a sealed envelope with: SBD 3.3 (Pricing Schedule), SBD 1 (Invitation to Bids), and price breakdown on company letterhead (signed by authorized representative, unit costs + total VAT-inclusive price in ZAR). Total price must be carried over to both SBD 3.3 and SBD 1 and include all costs for the contract duration (venue rentals, events, excursions, EMC fees, marketing, technology, insurance, banking fees, audit). Prices must be firm for 120 days. Clearly state any conditions (e.g., price fluctuations, ROE impacts) in SBD 3.3. Failure to comply with pricing format (e.g., not VAT-inclusive, not in ZAR, missing documents) will disqualify the bid. Service providers are responsible for all costs (e.g., transportation). Pricing must align with the priced bill of quantities and fixed-fee proposal.

Submit pricing in a sealed envelope: SBD 3.3 (Pricing Schedule), SBD 1 (Invitation to Bids), and price breakdown on company letterhead (unit costs + total VAT-inclusive price in ZAR). Total price must include all costs for the contract duration (venue rentals, events, excursions, EMC fees, marketing, technology, insurance, banking fees, audit). Prices must be firm for 120 days. No advance payments; milestone-based payments against deliverables per SLA. Retentions may apply pending final audit. Service providers are responsible for all costs (e.g., transportation). Payment within PFMA-prescribed periods. Budget must align with the priced bill of quantities and fixed-fee proposal.

Mandatory: Original Tax Clearance Certificate (for bids > R30,000), valid COIDA Letter of Good Standing or licensed compensation insurer, CIPC registration certificate, signed Health/Safety & Environmental Policy (OHS Act Section 16(1)), Acceptance of OHS Legislative Obligations, public liability insurance (R10M+), POPIA compliance, Declaration of Secrecy, Service Level Agreement (SLA) with CIPC. BBBEE: Submit valid certificate or exemption; CSD Report required for preference points (HDI/black ownership, women ownership, disability ownership). Security screening for directors/staff by State Security Agency (SSA) is mandatory. Failure to comply with any mandatory requirement disqualifies the bid. Fraudulent, corrupt, or unethical practices will result in ineligibility.

Service provider must comply with all OHS Act obligations and CIPC OHS requirements. Mandatory submissions: Valid COIDA Letter of Good Standing or licensed compensation insurer, signed Health/Safety & Environmental Policy (OHS Act Section 16(1)), Acceptance of OHS Legislative Obligations, OHS Act Section 37(2) Agreement, completed Risk Assessments for event & excursions, and OHS file compliance specific to the scope. Post-award requirements: Appoint a competent person for event health & safety, submit detailed safety plans/protocols to CIPC for approval, ensure all subcontractors comply with OHS obligations, and obtain CIPC authorization before selecting subcontractors. Safety measures must comply with applicable legislation (Basic Conditions of Employment Act, Employment Equity Act, Disaster Management Act, SANS10366, South African Sport and Recreational Events Act, National Building Regulations, Foodstuffs Cosmetics & Disinfectants Act, local bylaws). Event-specific requirements: Venue compliance, catering hygiene, safety plans/files, risk assessments for excursions, emergency plans, crowd management, and structural safety for temporary structures. Service provider must safeguard health and safety of all delegates, speakers, staff, and providers to prevent major incidents.

Contract duration: Minimum 2 years. Service provider must sign a Service Level Agreement (SLA) with CIPC prior to commencement. Compliance with PFMA regulations for asset safeguarding and access control is mandatory; security measures must be specified in the SLA. 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: Maintain policies for public liability (R10M+), event cancellation, and cyber incidents; proof required. Ethics & Conduct: Adhere to CIPC standards and public sector procurement ethics. Change control: CRF/CIPC may issue change requests; EMC must implement via agreed process with documented cost/schedule impacts and pre-approvals. Intellectual Property: All work products belong to CIPC. Indemnity: Service provider must indemnify CIPC against losses, damages, or claims arising from service delivery. Termination: CIPC may terminate with 10 business days’ notice for reputational risk or unethical behavior. No advance payments; payments are milestone-based per SLA. Prices must be firm for 120 days.

Bidder must guarantee information integrity (no amendment/corruption/distribution/storage/copying) for the contract duration and thereafter. CIPC reserves the right to negotiate price. Work must be confined to the defined scope. Travel costs to/from DTIC Campus (CIPC) are not covered unless pre-approved. Government Procurement General Conditions of Contract (GCC) apply. No advance payments; milestone-based payments per PFMA. Prices must include VAT and be in ZAR. Successful bidder must comply with CIPC policies, maintain confidentiality, and sign a Declaration of Secrecy. All CIPC-provided information becomes CIPC’s property post-contract; no copies may be retained without authorization. SLA required before commencement. PFMA compliance for asset safeguarding and access control. Immediate resource availability is critical; failure to commence immediately may invalidate the proposal. Training/skills transfer and license documentation must be provided. Bidders must demonstrate claims made in proposals. Resources will be assessed for suitability; failure to provide suitable candidates may cancel the award. Appointment is subject to positive security screening by the State Security Agency (SSA). CIPC reserves the right not to award the bid.

Evaluation uses the 80/20 PPPFA system. Phase 1: Mandatory compliance (Tax Clearance, COIDA, CIPC registration, OHS obligations, BBBEE certificate). Phase 2: Technical criteria (100 points): Experience (20%), Creativity & Innovation (20%), Tech Savvy (25%), Project Implementation Plan (25%), Reference Letters (10%). Scoring: 1 (lowest) to 5 (highest). Phase 3: Pricing (80 points) + PPPFA preference points (20 points). Preference points: HDI/black ownership (10), women ownership (8), disability ownership (2). CSD Report is primary evidence; failure to submit it results in 0 preference points. Total score = Technical + Pricing + Preference. Highest score wins. CIPC may negotiate price with the successful bidder.