Hybrid event production services for merseta mpumalanga stakeholder engagement

Closing date and time: 06 November 2026 at 12:00

Non-compulsory briefing: 02 November 2026 at 11:00, online via Microsoft Teams (link provided in the RFQ)

Event date: 28 November 2026

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

Submission email: [email protected]

Use the RFQ number as the email subject line and mark the quotation with the RFQ number and description.

Quotations received after the closing date and time will not be considered.

Quotations must be submitted on the official merSETA quotation form; additional pricing pages may be added on company letterhead.

The bidder must complete and sign all returnable forms, including:

• Bidders Information: company and contact details, certified true and correct.
• Terms and Conditions of RFQ: any alteration must be initialled.
• Undertaking by Bidder: commits the bidder to the offer and contract terms.
• Authority to Sign: resolution or authorisation for the signatory, with supporting certificates.
• SBD 4 (Bidder's Disclosure): discloses any connection to the state or procuring institution; false disclosure may disqualify.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• Pricing Schedule: firm prices inclusive of VAT.
• SBD 7.1 (Contract Form): signed contract form for the successful bidder.

Proof of CSD registration and B-BBEE certificate or affidavit must be submitted.

Disqualification risks: late submissions, missing or unsigned forms, non-compliance with specifications.

Three-stage evaluation:

Stage 1: Compliance with administrative and mandatory requirements (all forms completed, valid CSD number, pricing schedule, SBD 4, SBD 6.1, SBD 7.1, and any other mandatory documents).

Stage 2: Functionality scoring (minimum thresholds apply, see below). Bids failing any individual threshold or the overall minimum are disqualified.

Stage 3: Price and preference points.

Preference point system: 80/20 (Price: 80 points, Specific Goals: 20 points).

Functionality weightings and minimum thresholds:

• Years' Experience: 10% weight, 5% minimum threshold
• Reference Letters: 10% weight, 5% minimum threshold
• Project Plan (including role players): 40% weight, 20% minimum threshold
• Video links and demonstration: 30% weight, 20% minimum threshold
• Live Polling and Audience Engagement Platform: 10% weight, 10% minimum threshold

Overall minimum functionality threshold: 60%.

Scoring grid highlights:

• Years' experience in setting up and conducting such events: 4+ years = 10 points, 2 years = 5, <1 year = 0.
• Reference letters (two required): 3 letters = 10, 2 letters = 5, <2 = 0.
• Project plan with CVs, item list and implementation plan = 40 points; with CVs but no implementation strategy = 30; with implementation strategy but no CVs = 15; no plan = 0.
• Video sample showing online and physical attendees = 30; only physical = 10; none = 0.
• Live polling platform: paid with description = 10; unpaid without description = 0.

Video demonstration criteria (each scored 0-10): blurring, flickering, colour contrast, sound quality, seamless editing, lighting, ads/titles/lower thirds.

Scope: Provide hybrid services for the merSETA Mpumalanga Province Stakeholder Engagement event.

Event details:

• Date: 28 November 2026
• Venue: Anew Hotel Witbank
• Attendees: 100-150 (physical) plus up to 100 online attendees

Key requirements:

• Detailed project plan for merSETA approval, including CVs for key role players: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3 plus one assistant), Vision Mixer, Technical Assistant.
• Company profile, detailed equipment inventory, and at least three references of similar hybrid events.
• Contingency plan for technical/power/network failure.
• Stable internet connection: minimum 50 Mbps upload and download at all times.
• All setup completed by 19:00 the day before the event, dry runs until 22:30.

PA requirements:

• Mixer with main out, aux, subgroup; wireless transmitter; USB audio support.
• Speakers: JBL/Yamaha/QSC or equivalent; stage monitor speakers.
• Cordless mics x4 (Shure/Sennheiser or equivalent).

Live streaming:

• Platform for 100 online attendees (e.g., Zoom).
• Live streaming on Facebook and YouTube.
• Design animation and lower thirds.
• Dedicated secure stable internet; feed LED screens and TVs; presentation clicker.

TV and LED screens:

• 55-inch TV screens x2 with stands and trussing.
• 65-inch comfort monitor.
• 5m x 2m LED screen minimum (p2.9 or p3.9), capable of split display.
• Feeding cables with splitters.

Stage setup:

• 5m long x 3m wide x 0.5m high stage.
• White or black finish with professional trussing.
• Stage lighting for daylight video shooting at minimum 5500k.

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

• Used for online and physical attendees; join via QR code, PIN, or web link without software installation.
• Real-time results display, unlimited Q&A, allow anonymous participation, full technical support.
• Must be fully licensed and paid for by the service provider; free/trial versions not accepted.

Bids are evaluated in three stages: administrative compliance, functionality (with 60% overall minimum and individual thresholds), then price and preference goals. Functionality scoring includes project plan with CVs and implementation strategy, video demonstration of hybrid capability, and live polling platform details. The event requires a seamless hybrid experience with contingency plans for technical failures, and setup/dry runs the day before.

Bidders must have at least two years' experience in setting up and conducting such events (scoring: 4+ years = 10, 2 years = 5, <1 = 0). Provide two written, verifiable reference letters from clients for similar work in the last three years. Provide links/references to at least three similar hybrid events. Key role players with CVs required: Technical Director, Streaming Operator, Audio Engineer, Camera Operators x3 plus assistant, Vision Mixer, Technical Assistant.

merSETA reserves the right to amend bid conditions, validity period, specifications, or extend closing date, with notice and website publication. Award to the bidder that is functionally compliant and financially advantageous in merSETA's discretion. merSETA may conduct site inspections at bidder's premises or client sites. merSETA may require verification information and conduct FICA and background checks.

Pricing schedule must be firm, inclusive of VAT, and valid for 60 days. Only firm prices accepted. Items: Hybrid Services, PA Systems, Live Streaming, TV and LED Screens, Stage Setup, Live Polling and Engagement Platform, Delivery costs. Price declaration total is authoritative if discrepancies. Official merSETA quotation form must be used; additional pages on letterhead allowed. Payment within 30 days of correct invoice.

Pricing format: Firm prices only; non-firm prices not accepted.

Prices must be inclusive of VAT and all related expenses (transport, accommodation, etc.).

Offer validity: minimum 60 days from closing date.

Pricing schedule items: Hybrid Services, PA Systems, Live Streaming, TV and LED Screens, Stage Setup, Live Polling and Audience Engagement Platform, Delivery costs.

Payment terms: merSETA pays valid invoices in full within 30 days from receipt of correct invoice.

No payment for unproductive or duplicated time (e.g., due to staff changes, inefficiencies, rework).

No bid security, bonds, or guarantees specified.

Mandatory registration on the National Treasury Central Supplier Database (CSD).

Tax matters must be in order and reflected on CSD at time of award.

Complete Bidders Information form and all SBD forms.

B-BBEE certificate or affidavit required to claim preference points; also required as part of returnable documents.

Specific goals and points (80/20 system) with supporting evidence (B-BBEE certificate/affidavit, CIPC certificate, or CSD):

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

The event strategy aims to integrate social, economic and environmental interests into the organisation and respect stakeholder values and cultures, as part of the stakeholder relationship management strategy.

The offer must remain binding for the validity period. Acceptance communicated by email. Contract governed by South African law, subject to PFMA, merSETA SCM policy, and GCC. Withdrawal within validity or failure to fulfil may result in claims for additional expenses; merSETA may set off against monies or guarantees. False information may lead to cancellation, damages, or costs. The successful bidder may be required to sign an SLA or SBD 7.1/7.2 contract form.

Functionality scoring grid and minimum thresholds (as detailed in evaluationCriteria). Specific goals table for 80/20 system: Black ownership 51%+ (6 pts), Black women 30%+ (4), Black youth 30%+ (4), White women 30%+ (2), PwD ownership 20%+ (4). Evidence for each: valid B-BBEE certificate/affidavit, CIPC B-BBEE certificate, or CSD. Failure to submit evidence means no points for that goal. merSETA may require substantiation of claims.