Csir aad 2026 exhibition stand & hospitality chalet: full turnkey design, build & management

The CSIR invites proposals for the end-to-end design, build, setup, breakdown, and project management of its exhibition stand (250m² with 50m² raised platform) and hospitality chalet for the Africa Aerospace and Defence (AAD) 2026 exhibition at Air Force Base Waterkloof, Pretoria. The event runs from 16–20 September 2026 and targets high-level stakeholders, including government representatives, defence industry leaders, and dignitaries. The theme is 'Africa’s gateway to global defence and aerospace collaboration.' The service provider must deliver a fully functional, compliant, and innovative stand and chalet that maximises CSIR’s brand exposure and operational efficiency.

Compulsory briefing session: 26/06/2026 at 10h00 via Microsoft Teams (Meeting ID: 361 918 759 142 969, Passcode: wY379dT3). Last date for submission of enquiries/clarifications: 01/07/2026 at 16h30. Closing date and time for proposals: 03/07/2026 at 16h30. All times are South African Standard Time (SAST).

For enquiries, contact the Strategic Procurement Unit at [email protected]. Use the RFP number (3732/03/07/2026) and description as the email subject. No other contact with CSIR personnel is permitted during the RFP process. Submission email: [email protected]. If submission exceeds 25MB, send in multiple emails.

Submit proposals electronically to [email protected] before the closing date and time. Late submissions will not be accepted. Proposals must be split into two separate emails: PART 1 (Technical Proposal) and PART 2 (Pricing Proposal and Specific Goals claim documentation). Each email subject line must include the RFP number and description. Proposals must be signed by an authorised person. Submissions via cloud services (e.g., WeTransfer, Google Drive) are not permitted. File names must be short and simple. Ensure all mandatory returnable documents (Annexure E) are included. Failure to submit to the correct email or attend the compulsory briefing will disqualify the bid.

Scope: End-to-end design, build, setup, breakdown, and project management of a CSIR exhibition stand (250m², 10m x 20m with 50m² raised platform) and hospitality chalet (5m x 15m covered and outside areas) for AAD 2026 at Air Force Base Waterkloof, Pretoria. Exhibition stand must include: 2 air-conditioned boardrooms (4-seater and 8-seater), staffroom with mini-kitchen, 2 reception areas, hospitality area, 8 technology nodes, 1 commercialisation node, wall-mounted LED/LCD screens, 1 large feature screen (98"), raised flooring with feature lighting, trussing/rigging, branding, artwork, marketing collateral holders, and all safety/electrical/structural certificates. Hospitality chalet must include: customised entrance, fully fitted kitchen (hot/cold water), bar area, indoor/outdoor seating (20 pax inside, 30 pax outside), flooring finishes, and feature lighting. Catering requirements: recyclable/non-single-use equipment, specialty coffee bars (150 cups/day at stand, 100 cups/day at chalet), bottled water, cold drinks, staff meals (3 light meals/day for 30 pax), chalet catering (breakfast for 30 pax, lunch/sundowner for 60 pax/day), and alcoholic beverages (wines, beers, ciders). Logistics: 2 golf carts, safety files, internet connectivity, daily stand cleaning, liquor licence (14–22 September 2026), COC, and compliance documents. Project management: act as main contractor, on-site senior representative, coordinate official service providers without mark-ups, and submit close-out documentation.

Technical proposal must include: Detailed methodology, approach, and deliverables. Design drawings, 3D renderings, and descriptions of innovative features/methodology notes. Project plan covering safety, internet connectivity, stand cleaning, and liquor licence arrangements. Layout plans, traffic flow analysis, visibility strategy, and mock-ups showing exposure opportunities (e.g., interactive displays, demo areas). Portfolio of past projects (past 10 years), client testimonials, and project summaries with budgets. Contactable references with recommendation letters. All submissions must be in English.

Bidders must demonstrate: Related industry experience and portfolio (10% weighting). Evidence of successfully completed exhibition stands and projects. Minimum expectations: 1–3 major projects delivered annually (2–3 years experience scores 5/10, 3–5 years scores 7/10, >5 years with 3+ successful projects annually scores 10/10). Contactable references (5% weighting): 2 positive references (5/10), 3–4 positive references (7/10), 5+ positive references (10/10). References must be on company letterhead with contactable details.

Pricing must be submitted in Annexure D (Pricing Schedule/Bill of Quantities) format, strictly adhered to. Include all costs: design, construction, certification, catering, logistics, compliance, and project management. Pricing must be in ZAR, inclusive of VAT and all taxes, less unconditional discounts. Clearly indicate escalation or exchange rate fluctuations. Submit pricing separately from the technical proposal, on official company letterhead. Example items: Exhibition stand design/construction (10m x 20m + 50m² raised platform), boardrooms, reception areas, technology nodes, screens, flooring, lighting, trussing, branding, safety certificates, chalet fit-out, catering, golf carts, internet, cleaning, liquor licence.

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes and less unconditional discounts. Clearly indicate if prices are subject to escalation or exchange rate fluctuations, including the currency and rate of exchange (ROE) used. Pricing must cover all costs (travel, freight, insurance until acceptance, duties, etc.). Use the Pricing Schedule/Bill of Quantities (Annexure D) strictly. Submit pricing on official company letterhead. Payment terms will follow CSIR Payment Terms and Conditions. Pricing and specific goals credentials must be submitted separately from the technical proposal.

Mandatory compliance: Register on National Treasury’s Central Supplier Database (CSD) at www.csd.gov.za and provide the CSD registration number. Tax Compliance: Submit a valid Tax Compliance Status (TCS) PIN or CSD report. Bidders must not be listed on the National Treasury Register of Tender Defaulters or Restricted Suppliers List. Joint ventures must submit: signed joint venture agreement (with lead partner and work split), valid B-BBEE certificate/consolidated scorecard, TCS/CSD report for each partner, proof of ownership/shareholder certificates, and company registration certificates. Fronting is prohibited; bidders must prove compliance if investigated. No goods/services may be delivered without a CSIR Purchase Order. Invoices must include the CSIR PO number. B-BBEE: Preference points will be awarded per Annexure G. POPI Act compliance required for handling personal information.

Safety and compliance requirements: Provide safety files, Certificate of Compliance (COC), and all statutory/organiser-mandated certifications. Ensure safe stair access for the raised platform, structural integrity, and electrical safety. Daily stand cleaning is required. Liquor licence must cover 14–22 September 2026. Only recyclable and non-single-use catering equipment is permitted. The service provider is responsible for complying with all event organiser and statutory health and safety requirements.

Contractual terms include: Indemnity for CSIR costs/damages resulting from bidder breaches. This RFP document prevails over any briefing session information unless amended in writing. Tax compliance is mandatory; non-compliant bidders will be rejected unless proof of compliance is submitted within 7 working days. Contracts may be withdrawn or cancelled if tax non-compliance is later discovered. No awards to tender defaulters or restricted suppliers. South African law governs the bid, with exclusive jurisdiction of SA courts. Confidentiality: No disclosure of bid information without CSIR’s written approval. Availability of funds: CSIR may terminate or suspend services if funds are unavailable, with payment for services delivered up to the date of cancellation. POPI Act compliance: Bidders must process personal information lawfully and allow CSIR audits. Disclaimer: This RFP is not an offer; CSIR accepts no liability for bidder costs or losses.

The CSIR reserves the right to: extend the closing date, correct bid document errors, verify bidder information, request documentary proof, conduct site inspections or product evaluations, award to a non-highest scorer under PPPFA Section 2(1)(f), request audited financial statements, award the RFP in part or to multiple bidders, cancel/terminate the tender process at any stage, negotiate post-tender on technical/transformation/price/terms, and disqualify bidders associated with security breaches or fraudulent conduct. Bidders must not engage in collusive tendering, anti-competitive conduct, or offer inducements to government officials. Misrepresentation may lead to contract termination and claims. Bidders bear all preparation costs and participate at their own risk.

Evaluation is a three-phase process: Phase 1 (Elimination) disqualifies bidders for late submissions, incorrect submission methods, restricted supplier status, tender defaulter status, non-attendance at the compulsory briefing, or missing mandatory returnable documents (Annexure E). Phase 2 (Technical Evaluation) scores proposals on: Design of stand and innovation (40%), Project management and exhibition support (20%), Functionality of stand and chalet (25%), Related industry experience and portfolio (10%), Contactable references (5%). Minimum thresholds: 70% overall and 50% per individual criterion. Phase 3 (Price and Preference) evaluates pricing (80 points) and B-BBEE preference points (20 points). Only bidders passing Phase 2 proceed to Phase 3. The CSIR may award to a lower-scoring bidder under PPPFA Section 2(1)(f) if no fraudulent conduct is associated with the bidder’s directors or officers.