Expression of interest: agricultural show management (3 years) - north west

Closing date: 04 November 2026 at 11:00

Compulsory site briefing: date and time not specified in the document; attendance is compulsory.

There will be a compulsory site briefing session. Date and time are not specified in the document.

Technical enquiries:

• Contact: Ms Z. Mdlulwa
• Telephone: 063 771 8811
• Email: [email protected]

General SCM enquiries:

• Contact: Ms M. Matsheka
• Telephone: (018) 384 6080
• Email: [email protected]

Submission address:

Department of Agriculture and Rural Development

NMM District Office, Training Centre Building

Cnr. Onkgopotse Tiro Road and Moshoeshoe Drive

Mmabatho, 2735

Submission method: sealed envelope deposited in the bid box at the foyer of the main entrance, NMM District, Training Centre Building, Cnr. Onkgopotse Tiro Road and Moshoeshoe Drive, Mmabatho, 2735.

Closing time: 04 November 2026 at 11:00 (Telkom Time). The bid box is locked at exactly 11:00; late bids are not considered.

No telephonic, telegraphic, telex, facsimile, electronic or e-mailed bids will be accepted.

Bids must be submitted on the official forms provided, completed in full and signed in black ink by a duly authorised official. Forms must not be retyped; complete them manually.

Bids must remain valid for 90 days after closing.

All prices and commission percentages must be quoted in South African currency and be VAT-inclusive.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution; false declarations disqualify the bid.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the PPPFA; failure to submit proof means no preference points are claimed.
• Annexure A (Previous similar experience and customer references): details of completed work and customer references; failure to detail the required information signifies lack of experience and capacity.
• Percentage of Commission Table: commission percentages for each listed service item.
• Proof of authority to sign (e.g. company resolution) must accompany the signed bid.

Disqualification risks:

• Any mandatory document missing, incomplete, or unsigned.
• Bids received after the closing time, regardless of reason.
• Fraudulent, factually untrue or inaccurate information.
• Bidders not registered on CSD, listed on the National Treasury's restricted suppliers database, or employed by the State.
• Bidders who received information not available to other bidders through fraudulent means.

Bidders must complete all SBD forms with truthful and accurate information. The following standard bidding documents are attached: SBD 1 – Invitation to Bid Form, SBD 4 – Declaration of Interest, Terms of Reference/Specification, Percentage of Commission Table, Annexure A: Previous similar experience and customer references, and General Conditions of Contract (GCC).

Evaluation is in three phases:

Phase 1 – Mandatory requirements screening: verifies submission of all mandatory documents. Failure to submit any mandatory document results in disqualification.

Phase 2 – Technical/functional evaluation: minimum qualifying score of 70 out of 100. Bidders scoring below 70 are eliminated. Scoring criteria:

• Experience on similar job and proven track record: 45 points (attach completion certificates from previous contracts).
• Organisational profile: 15 points (maximum 3 pages; submitted = 15, not submitted = 0).
• Cumulative value of projects in the last 5 years: 30 points (above R2,000,000 = 30; R1,000,001–R1,999,999 = 20; R0–R1,000,000 = 10).
• Financial capability (bank rating letter): 20 points (A rating = 20; B rating = 15; C rating = 10).
• Locality of primary office: 35 points (North West Province = 35; elsewhere in RSA = 5). Proof required: municipal billing statement or latest municipal account, or valid lease agreement from local authority.

Shortlisted bidders may be subjected to reference check verification.

Phase 3 – Percentage of commission and specific goals: the bidder with the lowest average commission percentage is recommended for appointment. All quoted percentages are added and averaged for the final commission percentage.

Preference points: 80/20 system applies (80 points for price/commission, 20 points for specific goals). Specific goals and points: Black Owned Enterprise (3), Youth Owned Enterprise (5), Disabled Persons Owned Enterprise (6), Women Owned Enterprise (3), Military Veterans (3).

The department requires an events management company to take overall responsibility for the coordination and successful implementation of the provincial agricultural show.

Scope of work:

• Engage the client (North West Department of Agriculture and Rural Development and North West University) for briefing on the proposed action plan.
• Coordinate partners and donors.
• Mobilise participation.
• Handle all communication and marketing of the event.
• Handle all logistics (venue, furniture and any other equipment).
• Print and sell marketing apparel.
• Coordinate exhibition programme and exhibitors.
• Host a Gala Dinner and awards for Youth & Women Farmers.
• Coordinate Master classes with the North West University.
• Secure accommodation for farmers and guests.
• Provide an emergency services plan.
• Compile a detailed close-out report covering event performance indicators and expenditure.

Location: Vryburg Show Grounds, Naledi Local Municipality, Dr. Ruth Segomotsi Mompati District, North West Province.

The successful bidder must employ general labourers from local communities, with priority given to women, youth and people living with disability.

Regulatory compliance: the show must comply with Occupational Health and Safety requirements, applicable environmental legislation, and the Safety at Sports and Recreational Events Act.

The bidder must outline the work procedure it proposes to follow to achieve the required result, and it must not conflict with the General Conditions of Contract.

The successful bidder must commence work within two weeks of appointment; the timeframe for completion of different activities will be specified in the SLA and must be strictly adhered to.

A delivery schedule must be submitted together with the quotations.

Bidders must provide proof of experience and expertise in the field and proven track records, including completion certificates from previous contracts.

A comprehensive organisational profile (maximum three pages) must be submitted.

A list of all previous similar projects undertaken in the last 5 years must be provided, accompanied by completion certificates or reference letters, with values as per the scoring criteria.

Annexure A: Previous similar experience and customer references – bidders must provide a statement of work successfully completed and a list of customer references, including client name, contact details, nature of work, value of work, and year completed. Failure to detail the required information signifies that the bidder does not have experience and capacity.

The General Conditions of Contract include clauses on standards, inspections, tests and analysis, and use of contract documents and information. Bidders must comply with these conditions.

Bidders must quote commission percentages for each service item in the Percentage of Commission Table. Items include: logistics (venue, furniture, equipment), coordinating partners and donors, mobilising participation, communication and marketing, promotional material (apparel, flyers, posters, banners – design, printing and installation), coordinating exhibition and selling of stalls, hosting Gala Dinner and awards, coordinating Master classes and payment of presenters, securing accommodation, emergency services plan, security personnel, and full sound system for outdoor activities.

All percentages are added and averaged for the final commission percentage. The bidder with the lowest average commission percentage is recommended for appointment.

Pricing format: commission percentages quoted for each service item in the Percentage of Commission Table. All percentages are added and averaged for the final commission percentage. The bidder with the lowest average commission percentage is recommended for appointment.

Commission items include: logistics (venue, furniture, equipment), coordinating partners and donors, mobilising participation, communication and marketing, promotional material (apparel, flyers, posters, banners – design, printing and installation), coordinating exhibition and selling of stalls, hosting Gala Dinner and awards, coordinating Master classes and payment of presenters, securing accommodation, emergency services plan, security personnel, and full sound system for outdoor activities.

Payment terms: no up-front payments. Payment for satisfactory completion of work within 30 days of submission of the invoice.

Financial capability: bank rating letter required (A, B or C rating) for evaluation points.

Mandatory documents for Phase 1:

• Copy of the company's Central Supplier Database (CSD) registration report.
• Original, fully completed and signed Standard Bidding Documents (SBDs).
• SARS Tax Pin (or printed TCS certificate, or CSD number if registered on CSD).
• For joint ventures: signed agreement between the parties; both parties must be registered on CSD with tax compliance status and make full disclosures as required by SBD 4.

Eligibility:

• Bidders must be successfully registered on CSD.
• Bidders must not be employed by the State.
• Bidders must not be listed on the National Treasury's Database of restricted suppliers.
• Bidders must not have made false declarations or misrepresented facts.
• Bidders must not have received information not available to other bidders through fraudulent means.

B-BBEE: preference points claimed via SBD 6.1 for specific goals (Black Owned, Youth Owned, Disabled Persons Owned, Women Owned, Military Veterans). Proof of ownership status required to claim points.

The hosting of the show and related activities must comply with:

• Occupational Health and Safety requirements.
• Applicable environmental legislation.
• Safety at Sports and Recreational Events Act.

Contract duration: three (3) years, as outlined in the Service Level Agreement (SLA).

A Service Level Agreement will be drawn up detailing all contractual obligations; the successful bidder must sign it.

The Department will own any intellectual property that is a product or outcome of the project.

The Department reserves the right to cancel the contract if the service provider fails to adhere to the conditions.

On termination, the service provider must deliver all documents and information gained, without right of retention.

The Department may award the bid in its entirety to one bidder or award individual units to various bidders.

The successful bidder must establish site within one week and start work within two weeks from receipt of an official order and signed SLA.

A detailed project programme with milestones and deliverables must be submitted; the duration of the project will be specified in the SLA.

The service provider must report directly to the DARD committee; progress meetings will be held as required.

Joint ventures or consortia must express in the bid proposal what aspect of the scope each party adds value to and what percentage each party will receive from the proceeds.

All data provided by the Department must be treated as strictly confidential and not distributed or used without express written approval from the Head of the Department.

The successful bidder must establish site within one week and start work within two weeks from receipt of an official order and signed SLA.

The Department reserves the right to award the bid in its entirety to one bidder or to award individual units to various bidders.

Mandatory documentation for Phase 1 evaluation:

• Copy of the company's CSD registration report.
• Original, fully completed and signed Standard Bidding Documents.
• SARS Tax Pin.
• For joint ventures: signed agreement between the parties; both parties must be registered on CSD with tax compliance status and make full disclosures as required by SBD 4.

Bidders must not be employed by the State, must be registered on CSD, and must not be listed on the National Treasury's restricted suppliers database.

Evaluation is in three phases:

Phase 1 – Mandatory requirements screening.

Phase 2 – Technical/functional evaluation with a minimum threshold of 70 points out of 100. Scoring: experience (45), organisational profile (15), cumulative value of projects (30), financial capability (20), locality (35).

Phase 3 – Percentage of commission: the bidder with the lowest average commission percentage is recommended for appointment.

Preference points: 80/20 system (80 points for price/commission, 20 points for specific goals).