Hybrid services for gauteng province stakeholder engagement – supplier briefing

Compulsory briefing: 9 October 2026 at 11:00, online via Microsoft Teams (link provided in tender).

Closing date and time: 21 October 2026 at 12:00.

Event date: 12 November 2026 (venue to be confirmed in Gauteng, within 30 km of OR Tambo).

Setup completion: by 19:00 on 11 November 2026; dry runs until 22:30 on 11 November 2026.

Compulsory briefing: 9 October 2026 at 11:00, online via Microsoft Teams (link provided in tender). Attendance mandatory.

SCM enquiries:

• Name: Thokozani Dlamini
• Email: [email protected]

Technical enquiries:

• Name: Mbofholowo Maphidzhe
• Email: [email protected]

Submission email: [email protected]

Fraud hotline: 0800 333 057

Submission method: email to [email protected] with RFQ number as subject.

Closing: 21 October 2026 at 12:00.

Late submissions will not be considered.

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

• SBD 4 (Bidder's Disclosure): declares state employment, relationships with procuring institution, and interests in related enterprises.
• SBD 6.1 (Preference Points Claim Form): claims points for specific goals under the 80/20 system.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): offer to supply at quoted prices, binding for 60 days.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• Pricing Schedule (firm prices, inclusive of VAT and all related costs).
• Company profile, detailed equipment inventory, and links/references to at least three similar hybrid events.
• Valid CSD registration number and proof of tax compliance status on CSD.
• B-BBEE certificate or qualifying affidavit.
• CVs for all key role players: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant.
• Detailed project plan with implementation strategy and equipment list.
• Video links to previous hybrid events for demonstration phase evaluation.

Quotations must be on the official merSETA quotation form; supplementary breakdown on company letterhead is permitted if space is insufficient.

Price declaration must be completed; the price on the declaration prevails if totals differ.

No services may be rendered before receipt of an official appointment letter or purchase order.

Three-stage evaluation:

Stage 1 – Administrative and Mandatory Compliance: all RFQ forms completed; valid CSD registration; pricing schedule submitted; SBD 4, SBD 6.1, SBD 7.1 completed; any other mandatory documents provided.

Stage 2 – Functionality (minimum overall threshold 70%, each criterion must meet its individual minimum):

• Years' Experience (weight 10%, minimum 10%): 4+ years = 10 pts; 2 years = 5 pts; <1 year = 0 pts.
• Reference Letters (weight 10%, minimum 10%): 3 verifiable letters = 10 pts; 2 letters = 5 pts; <2 = 0 pts.
• Project Plan with CVs, equipment list and implementation strategy (weight 40%, minimum 20%): full plan with CVs and strategy = 40 pts; plan with CVs but no strategy = 30 pts; plan without CVs but with strategy = 15 pts; no plan or plan requiring >1 month = 0 pts.
• Video links and demonstration phase (weight 30%, minimum 20%): video shows both online and physical attendees = 30 pts; only physical attendees = 10 pts; no video = 0 pts. Demonstration scored on blurring, flickering, colour contrast, sound quality, seamless editing, lighting, ads/titles/lower thirds (each 5–10 pts satisfactory, 0–4/5 unsatisfactory).
• Live Polling and Audience Engagement Platform (weight 10%, minimum 10%): paid software with full description = 10 pts; unpaid/no description = 0 pts.

Stage 3 – Price and Preference Goals (80/20 system): Price 80 points; Specific Goals 20 points (Black People Ownership ≥51% = 6 pts; Black Women Ownership ≥30% = 4 pts; Black Youth Ownership ≥30% = 4 pts; White Women Ownership ≥30% = 2 pts; People with Disability Ownership ≥20% = 4 pts).

Failure to submit proof for specific goals means points are not claimed. merSETA may verify claims and negotiate terms. Award not bound to lowest price.

Scope: Hybrid services for Gauteng Province Stakeholder Engagement Session (350–400 attendees, one day).

Key deliverables:

• Detailed project plan with CVs for Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant.
• Company profile and detailed equipment inventory (model names required).
• Links/references to at least three similar hybrid events.
• Interactive platform for live streaming, two-way communication (polls, comments, Q&A, online feedback).
• Recording and provision of raw footage (MP4, audio, transcribed files) after each event.
• Contingency plan for technical/power/network failure.
• Dedicated, secure, stable internet connection: minimum 50 Mbps upload and 50 Mbps download.
• Setup completed by 19:00 day before event; dry runs until 22:30 day before event.

PA requirements:

• Mixer (main out, aux, subgroup), wireless transmitter, USB audio support.
• Sound speakers: JBL/Yamaha/QSC or equivalent; stage monitor speakers.
• Cordless microphones x4: Shure/Sennheiser or equivalent.
• Lapel microphones x4 for panel discussions.

Live streaming:

• Platform for 100 online attendees (e.g., Zoom).
• Simultaneous streaming to Facebook and YouTube.
• Animation and lower thirds design.
• Feed LED screens and TVs with streaming and presentations.

TV screens and LED screens:

• 55-inch TV screens x2 with stands, trussing, base and cover socks.
• 65-inch comfort monitor.
• LED screen minimum 8 m wide x 4.5 m high (p2.9 or p3.9), capable of split display for two presentations.
• All feeding cables with splitters.

Stage setup:

• Stage 8 m long x 4 m wide x 0.5–1 m height to house LED screen and accommodate speakers.
• White or black finish with professional trussing.
• Stage lighting for daylight video shooting at 5500 K minimum.

Live polling and audience engagement platform (e.g., Mentimeter or Slido):

• Secured platform for online and physical attendees.
• Join via QR code, PIN, or direct web link without software installation.
• Real-time polling results display; unlimited Q&A.
• Support large-scale engagement without participant restrictions.
• Fully licensed and paid for by service provider; free/trial/feature-limited versions not accepted.
• Anonymous participation; technical support during session.

Bidders must submit a detailed project plan with implementation strategy, equipment list and CVs for all key role players.

Contingency plan required for technical/power/network failure to ensure event continuity.

Setup completed by 19:00 day before event; dry runs until 22:30 day before event.

Live streaming methodology: dedicated 50 Mbps up/down internet; platform for 100 online attendees (e.g., Zoom); simultaneous Facebook/YouTube streaming; animation and lower thirds; feed to LED/TV screens.

Polling platform methodology: paid, fully licensed platform (e.g., Mentimeter/Slido); QR code/PIN/web link access; real-time results; unlimited Q&A; anonymous participation; technical support during session.

Video demonstration phase: bidders provide links to previous hybrid events; evaluated on blurring, flickering, colour contrast, sound quality, seamless editing, lighting, ads/titles/lower thirds.

Minimum experience: 4 years in setting up and conducting hybrid events for maximum points (10); 2 years scores 5; less than 1 year scores 0.

References: 3 written, verifiable reference letters from clients for similar work in last 3 years for maximum points (10); 2 letters scores 5; fewer than 2 scores 0.

Key personnel CVs required for: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant.

Company profile and detailed equipment inventory required.

Links/references to at least three similar hybrid events previously undertaken.

merSETA reserves right to amend bid conditions, validity period, specifications or extend closing date before closing; amendments published on website and communicated in writing where bidder particulars are available.

Bidders responsible for monitoring website prior to submission.

merSETA may conduct site inspections at bidder premises or client sites.

merSETA may require any information, agreement or supporting document to verify a bid; submission constitutes consent to verification including FICA and background checks on entity and its directors/trustees/shareholders/members.

merSETA may consider its own past experience with any bidder that supplied similar goods/services within preceding five years.

Firm prices only; inclusive of VAT (15%) and all related costs (transport, accommodation, etc.).

Official merSETA quotation form must be used; supplementary breakdown on company letterhead permitted if space insufficient.

Price declaration must be completed; declared price prevails if totals differ.

Pricing schedule items:

1. Hybrid Services for Gauteng Province Stakeholder Engagement (qty 1)
2. PA Systems (qty 1)
3. Live streaming (qty 1)
4. TV Screen and LED Screens (qty 1)
5. Stage setup (qty 1)
6. Live polling and audience Engagement Platform (qty 1)
7. Delivery costs/charges

Sub-total, VAT @ 15%, Grand Total in SA Rands.

Offer valid for 60 calendar days from closing date.

Pricing: firm prices only; non-firm prices (including exchange-rate variations) not accepted.

Prices must be inclusive of VAT (15%) where applicable and include all related expenses (transport, accommodation, etc.).

Quoted prices valid for minimum 60 calendar days from closing date.

Payment terms: merSETA pays valid invoices in full within 30 days from receipt of correct invoice and satisfactory work substantiated by claim; no payment for unproductive or duplicated time due to staff changes, inefficiencies or rework.

No bid security, bond, guarantee or retention mentioned.

No minimum turnover or financial capacity threshold stated.

Mandatory:

• Registration on National Treasury Central Supplier Database (CSD) with valid CSD number.
• Tax matters in order per Treasury Regulations (reflected on CSD) at time of award.
• Valid B-BBEE certificate or qualifying affidavit (EME ≤R10 m: sworn affidavit; QSE ≤R50 m: applicable certificate/affidavit; >R50 m: valid certificate).
• Completed and signed SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form).
• Authority to Sign / Board Resolution authorising signatory.
• Company registration certificate (CIPC) and VAT registration where applicable.
• Proof of CSD registration and tax compliance status PIN.
• No CIDB grading required (non-construction).
• No local content percentage specified.
• No professional body registration specified.

Disqualification risks:

• Any returnable form unsigned or omitted.
• Late submission.
• Failure to meet overall 70% functionality threshold or any individual criterion minimum.
• False declaration on SBD 4 or SBD 6.1.
• Unpaid or trial polling platform.
• Insufficient internet bandwidth (<50 Mbps up/down).

Preference points (20 total) under 80/20 system:

• Black People Ownership ≥51%: 6 points
• Black Women Ownership ≥30%: 4 points
• Black Youth Ownership ≥30%: 4 points
• White Women Ownership ≥30%: 2 points
• People with Disability Ownership ≥20%: 4 points

Evidence: valid B-BBEE certificate/affidavit, CIPC B-BBEE certificate, CIPC certificate, ID or CSD.

Failure to submit proof = points not claimed.

merSETA may require substantiation at any time.

B-BBEE improvement/retention plan not explicitly required in this document.

Stakeholder engagement strategy includes integrating social, economic and environmental interests/responsibilities into the organisation; respecting values and cultures of each stakeholder.

Contract governed by South African law; bidder chooses domicilium citandi et executandi in the Republic.

Offer remains binding and open for acceptance for 60 days from closing time.

Subject to Public Finance Management Act 1999, merSETA SCM Policy, General Conditions of Contract (GCC) and any Special Conditions of Contract.

Withdrawal or failure to fulfil contract: merSETA may recover additional expenses by set-off against monies due, guarantees or deposits.

Acceptance communicated by email to address supplied in quotation.

Successful supplier may be required to sign SLA or SBD 7.1/7.2.

merSETA reserves right to appoint multiple suppliers, award whole or in part, amend conditions, extend closing date, conduct site inspections, verify bids (including FICA/background checks), and consider past experience with bidders within preceding five years.

merSETA not obliged to accept lowest bid; award to bidder demonstrating requisite capability, functional compliance and financial advantage.

Confidentiality: document contents may not be used, copied or disclosed except for preparing a response; all copyright and IP vest with merSETA and its bidder.

Anti-corruption: fraud hotline 0800 333 057; collusive bidding prohibited (SBD 9 implied); Competition Act and Prevention and Combating of Corrupt Activities Act apply.

Confidentiality: document contents property of merSETA; no use/copy/disclosure except for response preparation.

General Conditions of Contract (GCC) apply; available on National Treasury website.

merSETA reserves right to split award, not accept lowest bid, negotiate terms, conduct site inspections, verify bids (FICA/background checks), consider past experience (5 years).

No services before appointment letter or purchase order.

Price validity 60 days.

Firm prices only.

All requirements captured in technicalSpecifications, complianceRequirements, submissionGuidelines and evaluationCriteria sections above.

Captured in evaluationCriteria section above.