Turnkey event management services for NHFC 30th anniversary celebrations

NHFC is a public entity (Schedule 3A of the PFMA) established in 1996 as a development finance institution to broaden access to affordable housing. It seeks an event management company to deliver a turnkey solution for its 30th anniversary celebration, comprising provincial activations, a summit for 700 delegates, a gala dinner for 300 delegates, and associated branding and media.

• Closing date and time: 07 August 2026 at 11:00.
• Non-compulsory briefing session: 31 July 2026 at 11:00 via MS Teams. Meeting ID: 316 535 872 823 514, Passcode: 9bd7nK7F.
• Bid validity period: 120 days from the closing date.

• Bidding procedure and technical enquiries: Sibongile Matshaya.
• Email: [email protected].
• Enquiries accepted during office hours: 08:30–16:30, Monday to Friday.

• Submit one original hard copy and a soft copy on a USB in a sealed envelope.
• Envelope must be clearly marked: 'qualified and experienced Event Management Company to provide a turnkey event management solution and assume overall responsibility for the planning, coordination, procurement, management and successful delivery of all event-related activities'.
• Deliver to the bid box at: National Housing Finance Corporation, 90 Grayston Drive, 5th Floor Reception, Sandton, Johannesburg.
• Submission hours: 08:30–16:30, Monday to Friday.
• Late submissions will not be considered.
• Ensure all returnable documents are completed, signed, and submitted as per the bid document checklist.
• Bids must remain valid for 120 days from the closing date.

BIDDER’S DISCLOSURE Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

Bidders must be legally registered entities. They must be tax compliant and provide a Tax Compliance Status PIN or CSD number. A valid B-BBEE certificate or sworn affidavit is required. The bidder (and any directors/shareholders) must not be in the service of the state. The bidder must consent to comprehensive background checks (credit, world checks, PEP screening). NHFC will disqualify bidders involved in bid rigging, collusion, or with serious adverse reports (e.g., fraud, state capture, listed on National Treasury restricted database). Joint ventures/consortia are permitted but must submit a signed agreement meeting specified requirements.

Scope: Provide a turnkey event management solution for NHFC's 30th anniversary celebration, including:

• Provincial stakeholder activations in five provinces (Western Cape, Northern Cape, Mpumalanga, Eastern Cape, KwaZulu Natal).
• A Housing Finance and Human Settlements Summit for approximately 700 delegates on 18 September 2026 (08:00–15:00).
• A Gala Dinner and Awards Ceremony for approximately 300 delegates on 18 September 2026 (17:00–22:00).
• Associated branding, media, and marketing collateral.

Key responsibilities:

• Event planning, coordination, and project management.
• Procurement and management of all subcontractors and service providers (e.g., décor, AV, catering, interpreters, videography).
• Venue management, health and safety compliance.
• Branding, marketing, communications, and guest/stakeholder management.
• Delivery of detailed project plans, risk management plans, implementation schedules, and post-event reports.
• Achieve KPIs of >95% guest attendance at provincial events and summits, and 95% at the gala dinner.
• Provide a dedicated Project Director and Project Manager.

Contract duration: From date of appointment until 30 April 2027.

Deliverables include:

• Event implementation plans and production schedules.
• Detailed project schedules and risk management plans.
• Procurement plans for event service providers.
• Post-event reports, media/communications reports, and videography archives.
• Final close-out report with lessons learnt by 30 April 2027.
• Achieve attendance KPIs: >95% for provincial events and summit, 95% for gala dinner.

• Demonstrate past relevant experience via reference letters from previous corporate event management work.
• Provide an organogram and CVs with certified qualifications for key personnel: Project Director (NQF 7, min 8 years experience), Project Manager (NQF 6, min 5 years), Public Relations Manager (NQF 6, min 5 years).
• Submit a company profile/portfolio showcasing branding, media, and communication capability.

• Submit a ceiling price covering all project phases and expenses, inclusive of taxes, using SBD 3.3.
• Include a detailed price breakdown covering project management, on-site personnel, décor, AV, registration, interpreters, catering, entertainment, branding, provincial activations, media, and contingency.
• Indicate if rates are firm for the contract period; if not, specify adjustment basis.
• Bids valid for 120 days.

• Submit a ceiling price covering all phases and expenses, inclusive of all applicable taxes, using the provided Pricing Schedule (SBD 3.3).
• Indicate if rates are firm for the full contract period; if not, specify adjustment basis (e.g., CPI).
• Include a 10% contingency in your total price.
• Show VAT separately; total must be inclusive of VAT.
• Bids must be valid for 120 days from the closing date.
• Payment terms: NHFC undertakes to pay within 30 days of receiving substantiated invoices. Maintain a tax-compliant status throughout the contract.

Administrative compliance documents required:

• Signed and completed SBD forms: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), SBD 7.2 (Contract Form).
• Tax Compliance Status Pin (TCS Pin) or Central Supplier Database (CSD) number if no TCS Pin.
• Valid B-BBEE certificate or sworn affidavit.
• Proof of company registration (CIPC documents).
• Identity documents for directors.
• Current CSD report.
• Signed or initialled General Conditions of Contract (GCC).
• Protection of personal information consent form.
• Consent for credit and world checks (Forms 1-4).
• Confidentiality and non-disclosure agreement.
• Joint ventures/consortia must submit a signed joint venture agreement, individual tax clearance certificates, and combined tax clearance after award.

• The service provider must manage venue compliance, health and safety requirements for all events.
• Develop and implement risk management and contingency plans.

• Submit all required SBD forms, tax compliance proof, B-BBEE certificate, company registration, director IDs, CSD report, signed GCC, consent forms, and confidentiality agreement.
• NHFC may allow 7 working days to rectify non-compliance.
• Contract includes General Conditions of Contract (GCC) and a Service Level Agreement (SLA) for performance measurement.
• NHFC reserves the right to reject proposals for non-compliance, reputational risk, or bid rigging.
• The successful bidder will be subject to due diligence and PEP checks.

Three-stage bidding process: Administrative requirements, functionality evaluation (min 70 points), then price and preference evaluation under the Preferential Procurement Framework Act.

Three-stage evaluation: Administrative compliance, functionality (100 points, min 70), then price and preference (80/20). Functionality covers past experience, project plan, key personnel, and branding capability.