Brand activations & production agency for global experiential marketing – south african tourism (sat 352/26)

South African Tourism requires an agency to manage and produce global brand experiential activations. The agency must present a comprehensive Activation Execution Plan to launch the global brand campaign in any one of SA Tourism's core markets (listed in Part B, section 6 of the RFP). The pitch presentation will be evaluated on strategy, creative vision, execution methodology, and budget management.

Compulsory online briefing session: date and time not stated in this document. Attendance is mandatory; bidders who do not attend will be disqualified. SAT's Teams attendance report will be used as proof of attendance. For consortia or joint ventures, attendance by the lead bidder or any party is sufficient.

Closing date: 9 November 2026 at 12:00 (from tender record).

Attendance at the compulsory online briefing session is mandatory. Bidders who do not attend will be disqualified. South African Tourism's attendance record (Teams attendance report) will be used as proof. For consortia or joint ventures, attendance by the lead bidder or any party is sufficient.

Returnable documents (all must be completed, signed and submitted with the bid):

• SBD 1 (Invitation to Bid): company information and bidder details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SAT.
• SBD 6.1 (Preference Points Claim): claims preference points under the PPPFA 2022 regulations.
• SBD 3.3 (Pricing Schedule): quoted price or financial offer aligned with the scope of work.
• Sworn affidavit for EME or QSE (valid 12 months from date signed by Commissioner) to claim SMME points.
• Proof of ownership by Black Woman, Black person, and Black Youth (founding documents, ID copies).
• Latest CSD report (verifies tax compliance, banking details, and ownership).
• Bidder declaration and general conditions of contract.
• For joint ventures/consortia: signed agreement identifying all parties and the lead bidder.

Submission method: not stated in this document. Closing time: 12:00 (from tender record).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to attend the compulsory online briefing session.
• Missing signed JV/consortium/partnership/SLA agreement (if applicable).
• Bids received after the closing time.

Evaluation is in three phases:

• Phase 1: Administrative and mandatory bid evaluation (compliance with required documents and attendance at compulsory briefing).
• Phase 2A: Desktop technical functional evaluation, scored out of 100 points. Minimum threshold: 70 points to qualify for Phase 2B. Bidders scoring below 70 are disqualified.
• Phase 2B: Pitch presentation, scored out of 100 points. Minimum threshold: 70 points to proceed to Phase 3. Bidders scoring below 70 are disqualified.
• Phase 3: Price and Specific Goals evaluation using the 80/20 or 90/10 preference point system. The lowest acceptable tender determines which system applies: if equal to or below R50 million, 80/20 is used; if above R50 million, 90/10 is used.

Phase 2A criteria (100 points total):

• Criteria 1 (25 points): Company expertise and experience in executing international/global brand activations (outside Africa), work from 2021-2026. Requires two case studies with reference letters and details on challenge, solution, implementation, performance reporting, and client contact details.
• Criteria 2 (25 points): Company expertise and experience in executing activations in South Africa, work from 2021-2026. Requires two case studies with similar details.
• Criteria 3 (25 points): Agency methodology and approach, demonstrating innovation (unique tools, new techniques, streamlined processes). Select one case study from Criteria 1 or 2.
• Criteria 4 (25 points): Credentials of three key resources (Creative Director, Project/Account Director, Events Strategy Director/Producer) via CVs. Points based on years of experience: 10+ years = 25 points, 9-10 years = 20 points, 5-8 years = 10 points, less than 5 years or duplication = 0 points. No single resource may be duplicated across roles.

Phase 2B criteria (100 points total):

• Criteria 1 (50 points): Strategy, Creative Vision and 'The Big Idea' – understanding of market nuances, clarity and originality of the activation concept, creativity and innovation.
• Criteria 2 (50 points): Agency Capability and Team Dynamics – cohesion, knowledge, and interaction during the presentation. At least three but not more than five resources must be present.

Phase 3 price formula (for tenders not exceeding R50 million): Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable tender price.

Specific goals points (maximum):

• Black Women Ownership: 4 or 2 points
• Black Ownership: 10 or 2 points
• Black Youth: 2 or 4 points
• SMME status: 4 or 2 points

Deadlock breaking: If equal total points, the bidder with the highest specific goals points is preferred. If still tied, the bidder with the highest functionality score in Phase 2, then highest Phase 2B score, then highest Phase 2A score. If still tied, a drawing of lots is conducted by SAT's SCM department in the presence of at least two officials not on the evaluation committee.

South African Tourism requires an agency to manage and produce global brand experiential activations. The agency must present a comprehensive Activation Execution Plan to launch the global brand campaign in any one of SA Tourism's core markets (listed in Part B, section 6 of the RFP).

The pitch presentation must address:

• Strategy, Creative Vision and 'The Big Idea': demonstrate understanding of the sector and market nuances; clarity, originality, and potential impact of the core activation concept; creativity and innovation in adapting the global campaign locally.
• Execution Methodology and Process: clear, robust, and repeatable processes for project management, risk mitigation, and cross-regional coordination; a realistic and detailed implementation plan with steps, timeline, and resource allocation.
• Project Budget Management: detailed and justifiable allocation of funds for each regional plan or selected market; commitment to cost efficiency and strict budget adherence with clear financial tracking and control mechanisms.

Key personnel required (mandatory): Creative Director, Project/Account Director, Events Strategy Director/Producer. Each must have relevant experience; no single resource may be duplicated across roles.

Agency Methodology and Approach (Criteria 3 of Phase 2A): Select one case study from Criteria 1 or 2 to illustrate the agency's methodology and overall approach to project execution. The case study must detail the systematic process and workflow, focusing on innovation: unique tools, new techniques, or streamlined processes that lead to superior outcomes. It must also demonstrate the ability to develop and execute world-class activations of similar size, meeting tight deadlines and flexibility to client requests.

Scoring: 25 points if the case study meets both requirements (unique tools and new techniques/streamlined processes); 0 points if the case study is not selected from Criteria 1 or 2, is older than six years, lacks valid client contact details, is not per the scope of work, or does not cover the required points.

Bidders must demonstrate company expertise and experience in executing international/global brand activations (outside Africa) and activations in South Africa, with work not older than six years (2021-2026). For each, two case studies must be submitted with reference letters/testimonials signed by the client and valid contact details. Case studies must illustrate the brand's challenge, the solution (strategy, concept, mechanics), the detailed implementation process, and performance reporting showing ROI against budget.

Key personnel: Three mandatory roles – Creative Director, Project/Account Director, Events Strategy Director/Producer. CVs must be submitted demonstrating relevant experience. Scoring: 25 points if each has more than 10 years' experience; 20 points if 9-10 years; 10 points if 5-8 years; 0 points if fewer than 5 years, insufficient CV evidence, or a resource is duplicated across roles.

The bidder's quoted price or financial offer must be submitted on SBD 3.3, aligned with the scope of work. Price is evaluated in Phase 3 using the 80/20 or 90/10 preference point system. The price formula for tenders not exceeding R50 million is Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points are added to price points, and the bidder with the highest total is normally awarded the contract.

Pricing format: quoted price or financial offer must be submitted on SBD 3.3, aligned with the scope of work.

Preference point system: 80/20 or 90/10 depending on the lowest acceptable tender value (equal to or below R50 million uses 80/20; above R50 million uses 90/10).

Price evaluation formula (for tenders not exceeding R50 million): Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals points (maximum):

• Black Women Ownership: 4 or 2 points
• Black Ownership: 10 or 2 points
• Black Youth: 2 or 4 points
• SMME status: 4 or 2 points

No bid security, bonds, guarantees, retention, or payment terms are stated in this document.

CSD registration: All bidders, including proposed partner/subcontractor agencies, must be registered on the Central Supplier Database (CSD). Proof of registration must be submitted (e.g., MAAA number, CSD report). Applicable to South African companies only.

Tax compliance: Verified at award stage, not during evaluation. If found non-compliant, the bidder must provide proof of compliance or written proof from SARS within 7 working days, failing which the tender will not be awarded.

Compulsory briefing: Attendance at the compulsory online briefing session is mandatory; non-attendance leads to disqualification.

Joint ventures/consortia: If bidding as a JV or consortium, a signed agreement identifying all parties and the lead bidder must be submitted before the closing date and time. Failure to do so leads to disqualification.

SBD forms: SBD 1, SBD 4, SBD 6.1, SBD 3.3 must be completed and signed. If any SBD is missed, SAT may allow 2 working days to rectify, failing which the bid is disqualified.

Specific goals evidence: For claiming specific goals points, bidders must submit sworn affidavits (EME/QSE), proof of ownership (CIPC founding documents, ID copies), and latest CSD report. Ownership must be actively involved in management and day-to-day operations.

Definitions:

• EME: annual total revenue of R10 million or less.
• QSE: annual total revenue between R10 million and R50 million.
• Youth: persons between 14 and 35 years of age.
• Black people: Africans, Coloureds, and Indians who are citizens of RSA by birth, descent, or naturalisation before 27 April 1994.

Specific goals definitions and points: HDI is defined as a South African citizen who had no voting rights before the interim constitution, or is a woman and/or youth. Black people means Africans, Coloureds, and Indians who are citizens by birth, descent, or naturalisation before 27 April 1994. Youth means persons between 14 and 35 years. EME has annual revenue of R10 million or less; QSE has revenue between R10 million and R50 million. Points are awarded for Black Women Ownership (max 4 or 2 points), Black Ownership (max 10 or 2 points), Black Youth (max 2 or 4 points), and SMME status (max 4 or 2 points). Proof of ownership must be attached, including founding documents, ID copies, and CSD reports.

Deliveries: All deliveries must be accompanied by a delivery note or invoice referencing the official purchase order number. Deliveries not complying with the purchase order may be returned at the supplier's expense. SAT is not liable for payment of incorrectly delivered goods or services. Bidders should indicate the planned delivery period in days from the date an order is issued.

POPIA: Personal information shared with SAT will be treated confidentially and in compliance with POPIA and other applicable laws. SAT may process and further process personal information internally or externally in execution of its mandate, and may share it with service providers, agents, contractors, and legal advisors. SAT may place personal information in the public domain due to the nature of its work. SAT takes reasonable measures to protect personal information but accepts no liability for any loss or damage arising from information made available or actions resulting therefrom.

Phase 1 administrative requirements: complete and sign SBD 1; register on the CSD and submit proof of registration; complete and sign SBD 4 (Declaration of Interest); complete and sign SBD 6.1 (Preference Points Claim); attend the compulsory online briefing session; if applicable, attach a signed joint venture, consortium, partnership, or service level agreement. Mandatory bid requirements: proof of consortium/joint venture agreement (if applicable) and attendance at the compulsory briefing session.

The evaluation process consists of three phases. Phase 1 is an administrative and mandatory bid evaluation. Phase 2A is a desktop technical functional evaluation scored out of 100 points, with a minimum threshold of 70 points to qualify for Phase 2B. Phase 2B is a pitch presentation scored out of 100 points, with a minimum threshold of 70 points to proceed to Phase 3. Phase 3 evaluates price and specific goals using the 80/20 or 90/10 preference point system, depending on the tender value. The lowest acceptable tender determines which system applies: if equal to or below R50 million, 80/20 is used; if above R50 million, 90/10 is used.

South African Tourism is a Schedule 3A Public Entity established under the Tourism Act, mandated to develop and promote sustainable tourism for the benefit of South Africa. Its business spans four areas: International and Domestic Leisure Tourism; Business events through the South African National Convention Bureau; Quality assurance through Visitor Experience and the Tourism Grading Council; and Corporate brand enhancement. Marketing activities are executed worldwide through country offices in Africa, the Americas, Europe, the UK and Ireland, Asia, and Australasia.

Compulsory briefing session:

• Date and time: stated in Part B of the tender document (not provided in this extract).
• Venue: online (Microsoft Teams).
• Attendance is mandatory; the attendance record is South African Tourism's Teams report and e-procurement registration.
• Bidders must join under their company name; watching a recording does not count as attendance.

Closing date and time:

• 9 November 2026 at 12:00 (from the tender record).

Compulsory briefing session:

• A compulsory online briefing session will be held on the date and time stated in Part B of the tender document.
• Attendance is mandatory; the attendance record is South African Tourism's Teams report and e-procurement registration.
• Bidders must join under their company name; watching a recording does not count as attendance.
• Questions and answers will be issued in writing to all bidders in attendance.

Enquiries and communication:

• All communication must be in writing.
• The delegated office of South African Tourism may contact bidders for clarification.
• Bidders must notify South African Tourism in writing of any discrepancies, ambiguities, errors, or inconsistencies in the bid documents.

Submission and updates:

• Tender updates and amendments: https://www.southafrica.net/gl/en/corporate/page/tenders
• E-procurement portal: https://e-procurement.southafrica.net/

No named contacts or addresses are provided in the document.

Submission method and packaging:

• Submit the completed proposal with all annexures fully completed, using the given numbering format.
• Mark all attachments clearly and indicate compliance or non-compliance per paragraph.
• Tender additional or alternative products/services as separate proposals with a schedule of deviations.
• Submit technical brochures where applicable.
• The bid cover letter must declare that the bidder had no access to South African Tourism proprietary information.
• Bidders must be registered on the CSD before the end of the evaluation process; failure may disqualify.

Returnable forms (complete and sign all):

• Annexure A (SBD 1): Company information and supplier details.
• Annexure B: Proof of CSD registration (South African entities).
• Annexure C (SBD 3.3): Detailed breakdown of total cost and standard services.
• Annexure D (SBD 4): Declaration of Interest — disclose any state employment or relationships with the procuring institution.
• Annexure E: Bidder declaration.
• Annexure G (SBD 6.1): Preference points claim form.
• Draft Service Level Agreement (SLA) as part of the bid.

Disqualification risks:

• Any annexure left incomplete or unsigned.
• Submitting false or misleading information.
• Failure to attend the compulsory briefing session.
• Failure to submit price in ZAR.
• Unauthorised communication with South African Tourism officials outside clarification.
• Breach of confidentiality or disclosure of bid information.

Evaluation stages and scoring:

• Evaluation follows National Treasury Regulation 16A.3, the Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations 2022, and the B-BBEE Act.
• The applicable preference point system is either the 80/20 or 90/10 system (the document does not state which applies to this tender).
• Points are awarded for price and specific goals, with a total of 100 points.
• The lowest price receives maximum points for price; higher prices receive proportionately lower points.
• Specific goals include Black Women Ownership, Black Youth Ownership, Black Ownership, and SMMEs, with points as per the table in the document.
• Bidders meeting the minimum threshold for functionality may be shortlisted and asked for additional information.
• Proven relevant experience and ability to deliver are important considerations.
• South African Tourism may request clarification or a demonstration; bidders must respond within two working days or risk disqualification.

Scope of work:

• Global brand experiential services, including management and production, for South African Tourism.
• The services cover marketing activities across South African Tourism's business units and country offices worldwide (Africa, Americas, Europe, UK and Ireland, Asia, Australasia).
• The solution must be complete, cost-effective, and functional for the whole project.
• The successful bidder must deliver a superior standard of service and be evaluated on effectiveness for the full contract period.
• The contract may be downscaled with at least 3 months' notice.
• The proposal may be awarded in part or in full, on a non-exclusive basis, at South African Tourism's discretion.

Quality assurance:

• All services rendered by the bidder, its personnel, agents, or sub-contractors are subject to ongoing evaluation to determine effectiveness.
• The bidder must guarantee the quality of services for the full contract period after acceptance by South African Tourism.
• The bidder warrants that the service provided will be of a superior standard and unlikely to cause undue difficulties.

Pricing schedule requirements:

• A detailed pricing schedule must be included in the bid proposal, covering all aspects to deliver the requirements (full cost of ownership).
• The schedule must be summarised under Annexure C for evaluation purposes.
• Prices must be in ZAR and inclusive of all applicable taxes.
• The total bid price for 3 years must be provided, including annual escalation percentages.
• The proposal with the lowest price will obtain maximum points for price; higher prices receive proportionately lower points.

Pricing format:

• Prices must be quoted inclusive of VAT/GST and all other applicable taxes and duties, shown separately.
• The full price must be quoted in ZAR; failure may lead to disqualification or conversion at the closing date exchange rate.
• A detailed pricing schedule must be included, summarised under Annexure C, covering the full cost of ownership for 3 years.
• The pricing schedule must include mark-ups on net procurement value, commissions, CPI, VAT, and annual escalation percentages.
• Proposed pricing is deemed final.

Payment terms:

• Payments are settled within 30 days from receipt of a valid invoice, provided services were delivered to satisfaction.
• No payment is due before a cost estimate and supporting documents are provided and an official purchase order is issued.
• Invoices must be accompanied by a statement reconciling amounts paid and outstanding, plus all relevant supporting documentation.
• Invoices must be issued in the currency where services are rendered; no VAT/GST on export work.
• The bidder bears foreign exchange losses from currency fluctuations.

Surety and guarantees:

• No proposal surety is required, but South African Tourism may review this at contractual stages.

Contract duration:

• 36 months, with periodic performance evaluation.

CSD and tax compliance:

• Bidders must be registered on the Central Supplier Database (CSD) and remain compliant for the entire contract term.
• Tax compliance is verified via CSD or SARS eFiling; a tax compliance status PIN is accepted.
• Bidders must grant written confirmation that SARS may disclose their tax compliance status during the contract.
• Foreign bidders must also meet tax compliance requirements.
• Bidders on the Register of Tender Defaulters or List of Restricted Suppliers are disqualified.

B-bbee:

• A B-BBEE status level verification certificate, or sworn affidavit for EMEs and QSEs, must be submitted to qualify for preference points.
• Preference points are claimed under specific goals including Black Women Ownership, Black Youth Ownership, Black Ownership, and SMMEs.
• Fronting is condemned; South African Tourism may investigate B-BBEE representations and require proof within 14 days of notification.

Other compliance:

• Anti-bribery compliance questionnaire and due diligence may be required for successful bidders.
• Background screening of all directors of the bidding entity may be conducted.

B-BBEE requirements:

• A B-BBEE status level verification certificate, or a sworn affidavit for EMEs and QSEs, must be submitted to qualify for preference points.
• Preference points are awarded for specific goals including Black Women Ownership, Black Youth Ownership, Black Ownership, and SMMEs.
• Fronting is condemned; South African Tourism may investigate the accuracy of B-BBEE representations and require proof within 14 days of notification.

Contract duration and termination:

• The contract runs for 36 months, subject to periodic performance evaluation.
• South African Tourism may curtail the scope of work at any time; the bidder has no claim for such curtailment.
• South African Tourism may terminate the contract, without reason, if the bidder breaches any component of the contract or SLA on 2 or more occasions.
• If funds are no longer available, South African Tourism may terminate or suspend services; the bidder is entitled to payment for services delivered up to the date of cancellation.

Liability and risk:

• Bidders participate at their own risk; South African Tourism is not liable for costs or damages incurred in preparing or submitting bids.
• The successful bidder assumes sole responsibility for its personnel and sub-contractors.
• All intellectual property created during the contract vests in South African Tourism unless otherwise agreed in writing.

Governing law and disputes:

• The bid and contract are governed by South African law.

Confidentiality:

• Bidders must keep all bid information confidential and obtain written approval before releasing any information related to the work or process.

Service level agreement:

• An SLA may be concluded with punitive service levels; bidders must submit a draft SLA with their bid.

Special conditions:

• South African Tourism is not liable for costs incurred in preparing tenders; all submitted documents become property of South African Tourism.
• Communication must be in writing and only for clarification.
• Bidders must keep information confidential.
• Proposals may be rejected if the supplier engaged in corrupt or fraudulent activities.
• South African Tourism may inspect accounts and records.
• False information may lead to disqualification or termination.
• Prices must be quoted inclusive of VAT/GST and in ZAR.
• No proposal surety is required.
• South African Tourism may downscale work with 3 months' notice.
• The solution must be complete and cost-effective.
• The RFP terms prevail over the tender response.
• The successful tenderer assumes sole responsibility.
• Payment terms include 30-day settlement and invoicing requirements.
• Quality assurance is ongoing.
• Intellectual property rights vest in South African Tourism.
• Awarding is at South African Tourism's discretion.
• Conflict of interest, corruption, and fraud provisions apply.
• The document prevails over briefing information.
• Limitation of liability: bidders participate at their own risk.
• Tax compliance is mandatory.
• Governing law is South African law.
• The bidder is responsible for sub-contractors.
• Confidentiality obligations apply.
• Proprietary information declaration required.
• Availability of funds may lead to termination.
• Anti-corruption compliance is required.
• Fronting provisions apply.
• Supplier due diligence may be conducted.
• Contract duration is 36 months.
• Pricing schedule requirements apply.
• Service level agreement with punitive service levels may be concluded.
• Shortlisting may occur.
• Bid protocol and packaging requirements apply.
• Anti-bribery compliance is required.

General requirements:

• Bidders must be registered on the Central Supplier Database (CSD) and be tax compliant, verified via CSD or SARS eFiling.
• Tax compliance must be maintained for the entire contract term.
• Foreign bidders must also meet tax compliance requirements.
• Bidders must grant written confirmation that SARS may disclose their tax compliance status.
• Failure to register on CSD by the end of the evaluation process may lead to disqualification.
• Bidders must not appear on the Register of Tender Defaulters or List of Restricted Suppliers.

Contact and communication:

• All communication must be in writing.
• The delegated office of South African Tourism may contact bidders for clarification.
• Bidders must notify South African Tourism in writing of any discrepancies, ambiguities, errors, or inconsistencies in the bid documents.
• No named contacts or addresses are provided in the document.