The Appointment of a Service Provider - Gauteng Growth

Returnable Documents:

The National Industrial Participation (NIP) Programme, which is applicable to all government procurement contracts that have an imported content, became effective on the 1 September 1996. The NIP policy and guidelines were fully endorsed by Cabinet on 30 April 1997. In terms of the Cabinet decision, all state and parastatal purchases / lease contracts (for goods, works and services) entered into after this date, are subject to the NIP requirements. NIP is obligatory and therefore must be complied with. The Industrial Participation Secretariat (IPS) of the Department of Trade and Industry (DTI) is charged with the responsibility of administering the programme. 1 PILLARS OF THE PROGRAMME 1.1 The NIP obligation is benchmarked on the imported content of the contract. Any contract having an imported content equal to or exceeding US$ 10 million or other currency equivalent to US$ 10 million will have a NIP obligation. This threshold of US$ 10 million can be reached as follows: a) Any single contract with imported content exceeding US$10 million. Or b) Multiple contracts for the same goods, works or services each with imported content exceeding US$3 million awarded to one seller over a 2-year period which in total exceeds US$10 million. Or c) A contract with a renewable option clause, where should the option be exercised the total value of the imported content will exceed US$10 million or d) Multiple suppliers of the same goods, works or services under the same contract, where the value of the imported content of each allocation is equal to or exceeds US$ 3 million worth of goods, works or services to the same government institution, which in total over a two (2) year period exceeds US$10 million. 1.2 The NIP obligation applicable to suppliers in respect of sub-paragraphs 1.1 (a) to 1.1 (c) above will amount to 30 % of the imported content whilst suppliers in respect of paragraph 1.1 (d) shall incur 30% of the total NIP obligation on a pro-rata basis. 1.3 To satisfy the NIP obligation, the DTI would negotiate and conclude agreements such as investments, joint ventures, sub-contracting, licensee production, export promotion, sourcing arrangements and research and development (R&D) with partners or suppliers. 1.4 A period of seven years has been identified as the time frame within which to discharge the obligation. 2 REQUIREMENTS OF THE DEPARTMENT OF TRADE AND INDUSTRY 2.1 In order to ensure effective implementation of the programme, successful bidders (contractors) are required to, immediately after the award of a contract that is in excess of R10 million (ten million Rands), submit details of such a contract to the DTI for reporting purposes. of 57 2.2 The purpose for reporting details of contracts in excess of the amount of R10 million (ten million Rands) is to cater for multiple contracts for the same goods, works or services; renewable contracts and multiple suppliers for the same goods, works or services under the same contract as provided for in paragraphs 1.1.(b) to 1.1. (d) above. 3 BID SUBMISSION AND CONTRACT REPORTING REQUIREMENTS OF BIDDERS AND SUCCESSFUL BIDDERS (CONTRACTORS) 3.1 Bidders are required to sign and submit this Standard Bidding Document (SBD 5) together with the bid on the closing date and time. 3.2 In order to accommodate multiple contracts for the same goods, works or services; renewable contracts and multiple suppliers for the same goods, works or services under the same contract as indicated in sub-paragraphs 1.1 (b) to 1.1 (d) above and to enable the DTI in determining the NIP obligation, successful bidders (contractors) are required, immediately after being officially notified about any successful bid with a value in excess of R10 million (ten million Rands), to contact and furnish the DTI with the following information: • Bid / contract number. • Description of the goods works or services. • Date on which the contract was accepted. • Name, address and contact details of the government institution. • Value of the contract. • Imported content of the contract, if possible. 3.3 The information required in paragraph 3.2 above must be sent to the Department of Trade and Industry, Private Bag X 84, Pretoria, 0001 for the attention of Mr. Elias Malapane within five (5) working days after award of the contract. Mr. Malapane may be contacted on telephone (012) 1401, facsimile (012) 394 2401 or e-mail at Elias@thedti.gov.za for further details about the programme. 4 PROCESS TO SATISFY THE NIP OBLIGATION 4.1 Once the successful bidder (contractor) has made contact with and furnished the DTI with the information required the following steps will be followed: (a) the contractor and the DTI will determine the NIP obligation; (b) the contractor and the DTI will sign the NIP obligation agreement; (c) the contractor will submit a performance guarantee to the DTI; (d) the contractor will submit a business concept for consideration and approval by the DTI; (e) upon approval of the business concept by the DTI, the contractor will submit detailed business plans outlining the business concepts; (f) the contractor will implement the business plans; and (g) the contractor will submit bi-annual progress reports on approved plans to the DTI. 4.2 The NIP obligation agreement is between the DTI and the successful bidder (contractor) and, therefore, does not involve the purchasing institution. of 57 Bid Number Closing Date Name of Bidder Postal Address_ Signature Name Date of 57 PART C – PREFERENCE POINT SYSTEM 27 | P a g e SBD6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022 This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022 1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to invitations to tender: - the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and 1.2 To be completed by the organ of state (delete whichever is not applicable for this tender). (a) The applicable preference point system for this tender is the 80/20 preference point system. (b) 80/20 preference point system will be applicable in this tender. The lowest/ highest acceptable tender will be used to determine the accurate system once tenders are received. 1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price; and (b) Specific Goals. 1.4 To be completed by the organ of state: The maximum points for this tender are allocated as follows: POINTS PRICE 80 SPECIFIC GOALS 20 Total points for Price and SPECIFIC GOALS 100 1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. 28 | P a g e 1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the organ of state. 2. DEFINITIONS (a) “tender” means a written offer in the form determined by an organ of state in response to an invitation to provide goods or services through price quotations, competitive tendering process or any other method envisaged in legislation; (b) “price” means an amount of money tendered for goods or services, and includes all applicable taxes less all unconditional discounts; (c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; (d) “tender for income-generating contracts” means a written offer in the form determined by an organ of state in response to an invitation for the origination of income-generating contracts through any method envisaged in legislation that will result in a legal agreement between the organ of state and a third party that produces revenue for the organ of state, and includes, but is not limited to, leasing and disposal of assets and concession contracts, excluding direct sales and disposal of assets through public auctions; and (e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ). 3. FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES 3.1. POINTS AWARDED FOR PRICE 3.1.1 THE 80/20 PREFERENCE POINT SYSTEMS A maximum of 80 points is allocated for price on the following basis: 80/20 Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmin = Price of lowest acceptable tender 3.2. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME GENERATING PROCUREMENT 3.2.1. POINTS AWARDED FOR PRICE A maximum of 80 points is allocated for price on the following basis: 29 | P a g e 80/20 Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmax = Price of highest acceptable tender 4. POINTS AWARDED FOR SPECIFIC GOALS 4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this tender: 4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the tender documents, stipulate in the case of— (a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference point system will apply and that the highest acceptable tender will be used to determine the applicable preference point system; or (b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply and that the lowest acceptable tender will be used to determine the applicable preference point system, then the organ of state must indicate the points allocated for specific goals for both the 90/10 and 80/20 preference point system. Table 1: Specific goals for the tender and points claimed are indicated per the table below. (Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable, corresponding points must also be indicated as such. Note to tenderers: The tenderer must indicate how they claim points for each preference point system.) 30 | P a g e

The selected service provider will be expected to meet the following requirements: The organization must have 5 years of experience in event management. Team Leader/Account Manager: It is required for the team leader to have 6 years of experience in leading teams with diverse skills, strategic communication, public relations, marketing and branding, and digital and social media expertise. Project/Core Team: The project team or core team must have experience in the following criteria: event planning and management, sound engineering and stage building. Team Leader/Account Manager available to attend weekly update meetings (virtual or in- person) with the GGDA, which will increase to daily meetings 10 days before the conference. Adhere to agreed quantifiable monthly deliverables. PROPOSAL SUBMISSION Potential service providers need to submit the following in the bid: Profile of the organisation showing years of experience. Detailed resume of the account manager and specified team members. A portfolio of previous work that showcases their ability to fulfil the requirements set out in this ToR. This work must be similar to the scope. of 57 Provide at least five contactable references letters, not older than 3 years, corresponding to the work showcased in the portfolio. SUBCONTRACTING ARRANGEMENTS If the execution of work to be performed by your organisation requires hiring contractors, you must clearly state this in your proposal. Subcontractors must be identified, and their work must be defined. Please provide the subcontractor's name(s) and addresses in your proposal. The GGDA will not refuse a proposal based on the use of subcontractors; however, we retain the right to reject the subcontractors you have selected. INTELLECTUAL PROPERTY Copyrights and all other intellectual property rights in any document, ideas, software, or other information developed and/or written, pursuant to these Terms of Reference, or any other contract / sub-contract to which these Terms of Reference refers, shall vest jointly in the party originating them and/or the party/s directly / indirectly financing the development of the same. In addition, no development shall be deemed to be a joint development and, therefore, jointly owned unless identified as such in writing. If each party contributes to the development of a work product, and such work product is not identified as a joint work product, each party's ownership rights shall be limited to the portion of work developed and/or financed by it. Each party will, however, negotiate the transfer of the licensing of its ownership rights, where applicable, to the other party upon mutually acceptable terms. All information generated, communication produced, and data acquired under the auspices of this project remain the intellectual property of GGDA. of 57 EVALUATION CRITERIA In line with Preferential Procurement Regulation 2022 (PPR, 2022). The evaluation of responsive Tender offers shall be on the 80/20-point preference system, being a maximum of 80 points for price and a maximum of 20 points for Preferential Procurement Special Goals in line with the Preferential Procurement Regulations, The procedure for the evaluation of responsive tenders will be as follows: - The procedure for the evaluation of responsive tenders will be as follows: - 1st Stage – Administrative compliance 2nd Stage – Functionality (minimum of 70 points required to move to next stage) 3rd Stage - Price & Preferential Procurement Goals (80/20 calculation) 1ST STAGE - ADMINISTRATIVE COMPLIANCE GGDA has set minimum standards that a bidder needs to meet to be evaluated and selected for further evaluation process. The minimum standards consist of the following: - Without limiting the generality of GGDA’s other critical requirements for this Bid, the bidder(s) must submit the documents listed in Part A. All documents must be completed and signed by the duly authorized representative of the prospective bidder(s). During this phase Bidders’ responses will be evaluated based on compliance with the listed administration and mandatory bid requirements. All bids must be submitted in the original/official form. Bidders are required to submit a bid for providing the whole works, services or supply identified in the bid document unless stated otherwise as an additional condition in the conditions of the bid. The evaluation during this stage is to review bid responses for purposes of assessing compliance with RFP requirements, which requirements include the following: Submission of duly completed and signed Standard Bidding Documents and other requirements, as reflected in this RFP, which cover the following: - ➢ Submission of a valid Certificate of Incorporation i.e., CIPC company registration documents or a CSD report ➢ Submission of a valid B-BBEE verification/Sworn affidavit ➢ Submission of duly completed Standard Bidding Documents and other requirements, as reflected in this RFP, which cover the following: - Technical Proposal in line with the Technical Evaluation Criteria - Financial/ Price Proposal ➢ Failure to submit a completed and signed standard bidding document will result in the bidder not being evaluated further or disqualified. In the event of a Joint Venture or Consortium(s)/ or primary bidder with a subcontractor, the following requirements will apply; ➢ Bidders who wish to respond to this bid as a Joint Venture [JV] or consortium with BBBEE entities/ primary bidder with a subcontractor must state their intention to do so in their tender submission. Such Bidders must also submit a signed JV/consortium/ subcontracting agreement between all the parties, and fully signed by all parties or authorised personnel as nominated. ➢ A consortium or joint venture must submit a consolidated B-BBEE Status Level verification certificate. Failure by the bidder to comply with the “administrative compliance” will result in the bidder being disqualified and not evaluated further. of 57 2nd STAGE: FUNCTIONALITY EVALUATION TECHNICAL EVALUATION CRITERIA Points Points Weight Scored Functionality and Capabilities Evidence/ supporting 100 information required The Service provider must provide the Company profile organisation's profile showing years of experience with events of this magnitude. Experience: ➢ 5 years and above experience = (10 points) ➢ Less than 5 years’ experience = (5 points) ➢ Less than 3 years’ experience = (1 points) ➢ No experience = (0 points) The service provider must provide a portfolio Portfolio of previous work relevant of previous work showcasing their ability to to the scope. fulfil the requirements of this ToR. Quality of work showcased and relevance to the scope: ➢ Exceptional – (8 or more relevant projects 30 covering multiple areas scoped) = (30 points) ➢ Very good – (5-7 relevant projects covering multiple areas scoped) = (20 points) ➢ Good – (2-4 relevant projects covering multiple areas scoped) = (10 points) ➢ Below Average - (1 relevant project covering multiple areas scoped) = (0 points) Methodology and sample artwork Sample artwork The service provider must submit a methodology for approaching the scope and a stage design. ➢ Proposal with methodology, timelines and 20 stage design = (20 points) ➢ Proposal with methodology, timelines, but no stage design = (10 points) ➢ Proposal without methodology, or stage design = (0 points) Signed and dated reference letters, not older Reference letters (for event than 3 years. management, stage build and event technical support) must not be older than three years. ➢ 2 points for each reference letter provided, to Letters must clearly state the 10 a maximum of 10 points year in which the service was rendered, the client's level of satisfaction and contact details for the client. of 57 TECHNICAL EVALUATION CRITERIA Points Points Weight Scored Functionality and Capabilities Evidence/ supporting 100 information required Provide a concise CV of the Account/Project A comprehensive CV for the Manager (detailing educational qualifications Account/Project Manager and and years of experience in event copies of the qualifications management). Scores will be based on the Experience and qualifications will be scored highest qualifications submitted. as follows: Experience: 5 years and above experience (5 points) Less than 5 years’ experience = (3 points) Less than 3 years’ experience = (1 points) No experience = (0 points) Qualifications: Postgraduate degree and above = (5 points) Bachelor’s degree = (3 points) Diploma = (2 points) Provide a concise CV of the Stage and A comprehensive CV for the Stage exhibition builder (detailing years of and exhibition builder and copies experience in event building and relevant of the qualifications industry certifications). Scores will be based on the Experience and certifications will be scored highest qualification submitted. as follows: Experience: 5 years and above experience (5 points) Less than 5 years’ experience = (3 points) Less than 3 years’ experience = (1 points) No experience = (0 points) Qualifications: Building and Civil Construction is a Level 3 = (5 points) Rigging certification = (3 points) Provide a concise CV of the A comprehensive CV for the Showcaller/Technical Director/ AV Producer Showcaller/Technical Director/ (detailing educational qualifications and years AV Producer, and copies of the of experience in sound engineering, directing, qualifications etc.) Scores will be based on the Experience and qualifications will be scored as follows: highest qualification submitted. Experience: 5 years and above experience (5 points) Less than 5 years’ experience = (3 points) Less than 3 years’ experience = (1 points) No experience = (0 points) Qualifications: of 57 TECHNICAL EVALUATION CRITERIA Points Points Weight Scored Functionality and Capabilities Evidence/ supporting 100 information required Postgraduate degree and above = (5 points) Bachelor’s degree = (3 points) Diploma = (2 points) Total Score 100 MINIMUM SCORE REQUIRED 70 POINTS NB: The minimum threshold for the functionality evaluation is 70 points. The Tenderers that do not meet this minimum threshold will not proceed to the next stage of evaluation of the tender. of 57 3RD STAGE - PRICE & PREFERENTIAL PROCUREMENT SPECIAL GOALS EVALUATION CRITERIA All bidders who achieved the minimum total point scored on functionality of 70 points and above will be evaluated on Price & Preferential Procurement Special Goals. The GGDA will apply the 80/20 Preference Point System in accordance with Regulation 4 of the Preferential Procurement Regulations, 2022 (as published in the Government Gazette No. 47452 on 04 November 2022), effective from 16 January 2023. The points will be allocated as follows: PREFERENCE POINT SYSTEM POINTS Price 80 Specific Goals (refer to requirements below) 20 Total Points for Price and Preference Points 100 Specific Goals Requirements: Preferential Procurement Goals Yes/NO Weight = 20 points if R50 000 000 and less Number of Points 1 B-BBEE Status Level of Contributor 1 20 2 B-BBEE Status Level of Contributor 2 15 3 B-BBEE Status Level of Contributor 3 10 4 B-BBEE Status Level of Contributor 4 5 TOTAL POINTS 20 PRICE = 80 points if R50 000 000 and less TOTAL PREFERENTIAL PROCUREMENT GOALS & PRICE THE PREFERENCE POINT SYSTEM AND PREFERENTIAL PROCUREMENT GOALS REQUIREMENTS AS PER THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 (ACT NO.), INCLUDING PREFERENTIAL PROCUREMENT REGULATIONS, 2022. VALIDITY OF B-BBEE STATUS LEVEL VERIFICATION CERTIFICATES Tenderers are required to submit proof of their B-BBEE Status Level of Contributor to substantiate their B-BBEE rating claims. Failure to comply with the following requirements will result in the bidder forfeiting B-BBEE preference points: An Exempted Micro Enterprise (EME) is required to submit a valid sworn affidavit confirming their annual total revenue of R10 million or less and level of black ownership. A Qualifying Small Enterprises (QSE) which is at least 51% black owned is required to submit a valid sworn affidavit confirming their annual total revenue of between R10 million and R50 million and level of black ownership. A Qualifying Small Enterprise (QSE) which is less than 51% black owned is required to submit a valid B-BBEE Status Level Verification Certificate including a valid sworn affidavit declaring their annual total revenue of between R10 million and R50 million, based on the Financial Statements/Management Accounts and other information available on the latest financial year-end. Bidders who do not qualify as EME’s and QSE’s as outlined above, must submit valid B-BBEE Status Level Verification Certificates. Public entities and tertiary institutions must submit valid B BBEE Status Level Verification certificates. A trust, consortium or joint venture must submit a valid consolidated B-BBEE status level verification certificate for every separate bid. of 57 Please note: ➢ B-BBEE Status Level Verification Certificates must be issued by an Agency accredited by SANAS and must be valid ➢ Sworn Affidavits for (EME’s and QSE’s) as outlined in 1 and 2 above must be submitted by bidders in support of their B-BBEE level should comply with the Department of Trade, Industry and Competition (DTIC) format or Companies and Intellectual Property Commission (CIPC) format which can be found on the respective DTIC and/or CIPC websites. ➢ Sworn Affidavits must comply with the requirements outlined in the Justices of the Peace and Commissioners of Oaths Act, No and its Regulations promulgated in Government Notice GNR July 1972 Justices of the Peace and Commissioners of Oaths Act, No. VALIDITY OF B-BBEE STATUS LEVEL VERIFICATION CERTIFICATES ➢ Verification agencies accredited by SANAS These certificates are identifiable by a SANAS logo and a unique BVA number. Confirmation of the validity of a B-BBEE Status Level Verification Certificate can be done by tracing the name of the issuing Verification Agency to the list of all SANAS accredited agencies. The list is accessible on http://www.sanas.co.za/directory/bbee default. The relevant BVA may be contacted to confirm whether such a certificate is valid. of 57 FINANCIAL PROPOSAL/COSTING SBD 3.3 PRICING SCHEDULE (Professional Services) Name of bidder.................................................................................................................... Bid number: GGDA/07/2025-26/VENUE EXHIBITION Closing Time: 11:00 Closing date: 23RD JANUARY 2026 OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF BID. Bidders need to price their proposal in detail as per scope of work and deliverables expected. ITEM Description Cost Excluding VAT No 1 Venue coordination for conference, golf day and dinner including exhibitions Staging build main conference and breakaway rooms Audio and technical Support Event Management and Guest Relations Conference delegate packs and VIP Gifts 6 Exhibition custom build 8 stands (3x3m) 7 GGDA TV News channels squeeze back adverts (6 weeks staggered approach) Subtotal VAT @ 15% TOTAL COST of 57 PART B DECLARATION OF INTEREST of 57 SBD4 BIDDER’S DISCLOSURE PURPOSE OF THE FORM 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. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process. Bidder’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES/NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.2.1 If so, furnish particulars: ................................................................................................ ................................................................................................ 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. of 57 2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1 If so, furnish particulars: ........................................................................................ ........................................................................................ B-BBEE Minimum Level: 3