Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Issuing Organization
Western Cape Tourism, Trade and Investment Promotion AgencyLocation
Western Cape
Closing Date
16 Oct 2026
Documents available on tender detail page
Tender Type
Request for Bid(Open-Tender)
Delivery Location
7th floor,Media 24 building, 40 Herengracht Street - Cape Town City Centre - Cape Town - 8000
Organization Type
GOVERNMENT
Published
25 Sept 2026
OCDS Reference
ocds-9t57fa-171631
Wesgro, the western cape's tourism, trade and investment promotion agency, requires a credible and experienced meetings, incentives, conferences and exhibitions (mice) service provider to manage a broad range of domestic and international event services for a 36-month contract. The scope covers 16 service areas including accommodation, group travel, ground handling, project management, marketing, exhibition and conference management, technology, translation, entertainment, décor, audio-visual, and event management. Bidders must pass a mandatory requirements phase, achieve a combined minimum functional score of 70% (105 out of 150 points) across a written evaluation and a live presentation for a simulated event, and then compete on an 80/20 price and b-bbee preference point basis. The most consequential consideration is the mandatory requirement to have an operational presence within 70 km of the cape town cbd and to hold specific insurance cover, including professional indemnity of at least r1 million and all-risk insurance of at least r10 million.
Mandatory requirements (Phase 1): Must submit valid accreditation or membership with a registered South African Tourism Industry Association/body; have an operational presence within 70 km of Cape Town CBD; and provide evidence of general public liability, passenger liability, professional indemnity (min R1 million), and all-risk insurance (min R10 million). Failure to submit any of these disqualifies the bid.
Functional evaluation: Must achieve a combined minimum score of 70% (105 out of 150 points) across Phase 2.1 (written, 100 points) and Phase 2.2 (presentation, 50 points). To qualify for the presentation, bidders must score at least 55 points in Phase 2.1. The presentation is for a simulated 'Made in the Cape 2027' event (07–11 March 2027) and includes pricing.
Pricing: Must complete both pricing schedules — Table 1 (fixed service fee percentage for the contract duration, split between conference management and all other services) and Table 2 (simulated pricing for the Made in the Cape event, VAT excluded, for all 10 items plus disbursements, service fee, and VAT at 15%). Failure to price all items results in disqualification. Provisionally quote R30,000 per flight ticket for the 40 economy-class return flights.
Submission: Physical only, deposited into the tender box at Ground floor, Media 24 building, 40 Heerengracht Street, City Centre, Cape Town, by 16 October 2026 at 11h00. Tender box hours are 08h30–16h00 Mon–Fri before closing, and 08h30–11h00 on closing day. Bids left at security, reception, or with any individual will be disregarded. Bids must be on official forms, initialled on every page, and signed with proof of authority.
Returnable documents: Must submit WCBD1, WCBD4, WCBD6.1, B-BBEE certificate or sworn affidavit (for EMEs/QSEs), full CSD registration report, bank confirmation letter (not older than 3 months for local suppliers, 12 months for foreign), SARS tax compliance PIN or printed TCS certificate, and proof of tourism industry accreditation. Missing or unsigned documents may invalidate the bid.
Evaluation and award: 80/20 preference point system (price 80 points, B-BBEE up to 20 points). B-BBEE points: Level 1=20, Level 2=18, Level 3=14, Level 4=12, Level 5=8, Level 6=6, Level 7=4, Level 8=2, non-compliant=0. Bids without a B-BBEE certificate are not disqualified but score 0 for B-BBEE. The highest ranked bidder may not be awarded if objective criteria apply (e.g., significantly low functional or presentation score, or not the lowest service fee percentage).
Contract and validity: Contract period is 36 months from appointment. Bids must remain valid for 120 days. Payment terms are 30 days from invoice and services rendered. Wesgro may appoint more than one service provider and reserves the right to negotiate price with shortlisted bidders. All clarifications must be in writing via email to [email protected]; telephonic requests are not accepted.
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Date & Time
Friday, 16 October 2026 - 11:00
Venue
null
Request for Bid(Open-Tender)
7th floor,Media 24 building, 40 Herengracht Street - Cape Town City Centre - Cape Town - 8000
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Recommended Certifications
Having these can improve your winning chances: CATHSSETA Accreditation, Tourism Grading, FEDHASA Membership
AI Document Analysis Stages
Description
25 Sept
2026
Tender Published
Tender was published
16 Oct
2026
Closing Date
Tender closing date
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
These rules commonly apply to South African public-sector procurement.
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Act 108 of 1996 (s217)
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf
Wesgro, the Western Cape Tourism, Trade and Investment Promotion Agency, requires a credible and experienced Meetings, Incentives, Conferences and Exhibition (MICE) service provider to manage a broad range of event services domestically and internationally for a three-year contract. The successful bidder will handle accommodation, group travel, ground handling, event management, conference organisation, and related services, and must demonstrate capability through a functional evaluation and a simulated event presentation for the 'Made in the Cape 2027' trade event.
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R 109 116
Range
Based on 5 comparable awarded tenders. Companies with similar profiles typically bid near the median.
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Wesgro is the Tourism, Trade and Investment Promotion agency for the Western Cape, a Schedule 3C Public Entity.
Objective: appoint a credible and experienced MICE service provider for three years.
Contract period: 36 months from appointment.
Important Dates
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Closing date: 16 October 2026 at 11h00.
Compulsory briefing session: N/A.
Made in the Cape 2027 event: 07–11 March 2027 (simulated event for presentation and pricing).
Contact Information
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Bidding procedure enquiries:
Technical enquiries:
Clarifications: written email only to [email protected]; quote RFP number; telephonic requests not accepted.
Submission address:
Ground floor, Media 24 building
40 Heerengracht Street
City Centre, Cape Town
Submission Guidelines
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Submission method: physical only, deposited into the tender box.
Address: Ground floor, Media 24 building, 40 Heerengracht Street, City Centre, Cape Town.
Tender box hours: 08h30–16h00 Mon–Fri before closing date; 08h30–11h00 on closing date.
Do not leave bids at security, reception, or with any individual — such submissions will be disregarded.
Bids must be submitted on official forms (not re-typed), initialled on every page, and signed with proof of authority (e.g. company resolution).
Returnable documents:
Disqualification risks:
Returnable Documents
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Local suppliers:
Foreign suppliers:
Evaluation Criteria
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Evaluation phases:
Minimum qualifying score: 70% combined for Phase 2.1 and 2.2 (105 out of 150 points).
To qualify for Phase 2.2, bidder must score at least 55 points in Phase 2.1.
Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
B-BBEE points: Level 1=20, Level 2=18, Level 3=14, Level 4=12, Level 5=8, Level 6=6, Level 7=4, Level 8=2, Non-compliant=0.
Bids not disqualified for missing B-BBEE certificate; such bids score 0 for B-BBEE.
Award may deviate from highest ranked bidder if objective criteria apply (significantly low functional score, low presentation score, or not lowest service fee percentage).
Technical Specifications
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Scope: Provision of MICE (Meetings, Incentives, Conferences and Exhibitions) services for Wesgro, both domestic and international.
Contract period: 36 months from appointment.
Services required (16 items):
Simulated event for evaluation: 'Made in the Cape 2027' — hosted buyer programme for 40 international companies, 07–11 March 2027.
Key deliverables for simulated event:
Service provider responsibilities: manage all logistics, flights, accommodation, transfers, receptions, B2B sessions, site visits.
Wesgro responsibilities: marketing, branding, selecting buyers, arranging site visits, managing programme and speakers.
Weekly progress updates to Wesgro Trade Team required.
Methodology
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Phase 2.2 presentation: bidder must prepare and present a proposal for the simulated 'Made in the Cape 2027' event, including pricing, to the Wesgro Bid Evaluation Committee.
The proposal must demonstrate understanding of the brief and cover: flight management, accommodation management, booking management, ground transport, tour and site management, catering/restaurant management, B2B facilitation (including administrative tasks), branding and collateral, overall event end-to-end management, digitization of the process, project plan, milestones and budget, and events support.
Scoring: Fair 0–20, Good 21–40, Excellent 41–50.
Service provider must manage all logistics for the event, including flights, accommodation, transfers, receptions, B2B sessions, and site visits.
Weekly progress updates to Wesgro Trade Team required.
Experience & Qualifications
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Company profile (max 20 points):
Project delivery (max 30 points):
Experience & track record (max 10 points):
Pricing Schedule
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Pricing is variable-based; fixed service fee percentage applies for contract duration.
Bidders must complete Table 1 (fixed service fee percentage for all services excluding conference management, and for conference management) and Table 2 (simulated pricing for 'Made in the Cape' event, VAT excluded).
Table 2 items: 1) travel booking system (1), 2) 40 economy-class return flights, 3) 40 airport transfers, 4) 40 accommodation (quote full fee despite deposit paid), 5) 40 meet and greet, 6) 60 lanyards, 7) 200 pax welcome reception (quote full fee despite deposit), 8) 2 B2B sessions (quote full fee despite deposit), 9) 60 pax restaurant experience, 10) 3 site visit tours.
Include sub-total, disbursements, service fee percentage (with rand value), VAT @ 15%, and total cost.
Failure to price all items results in disqualification.
Financial Requirements
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Pricing format: Variable-based contract with fixed service fee percentage for contract duration.
Bidders must complete two pricing schedules:
Failure to price all items results in disqualification.
Payment terms: 30 days on receipt of invoice and services rendered/goods delivered.
No bid security or guarantees specified.
Contract value threshold: No obligation until signed contract/SLA in place; award value in excess of R500,000 (VAT included).
Compliance Requirements
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Mandatory requirements (Phase 1):
Tax compliance:
CSD registration: required (full report).
B-BBEE: certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points; non-submission scores 0 for B-BBEE.
Foreign suppliers: must complete foreign supplier questionnaire; bank confirmation letter not older than 12 months.
Local suppliers: bank confirmation letter not older than 3 months.
Bidders must initial each page of the bid.
Contractual Terms
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Contract duration: 36 months from appointment.
RFP document appended to contract (SLA) as schedule of deliverables.
Prices fixed for project period.
Wesgro may appoint more than one service provider.
Wesgro may reject bids not conforming to specifications or with incomplete standard documents.
Wesgro may not award if price not market-related.
Wesgro may negotiate with shortlisted bidders and conduct site inspections.
Wesgro may invite shortlisted bidders for presentation.
Wesgro may not select lowest price if objective criteria justify otherwise.
Bid validity: 120 days, extendable until formal acceptance unless bidder notifies in writing.
Appeals period: 14 calendar days after award.
Clarifications: written email only to [email protected]; telephonic requests not accepted.
All correspondence via official SCM email only.
Additional information requested during evaluation must be submitted within prescribed timeframe.
Sub-contractors: bidder responsible for their delivery and payment.
Performance review may be conducted.
POPIA compliance required.
No obligation until signed contract/SLA; award value over R500,000 (VAT included).
Purchase order limits: Wesgro not liable for work outside original RFP or instructions not from SCM unit.
Intellectual property: Wesgro owns all reports and work arising from project.
Service provider responsible for conduct of employees and sub-contractors.
Outcome-based reporting may be required.
Brand equivalents may be submitted where brand names referenced.
Special Conditions
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Submission method: physical only, deposited into tender box at Ground floor, Media 24 building, 40 Heerengracht Street, City Centre, Cape Town.
Tender box hours: 08h30–16h00 Mon–Fri before closing date; 08h30–11h00 on closing date.
Do not leave bids at security, reception, or with any individual — such submissions will be disregarded.
Bids not in the tender box will be disregarded.
Section
Source: SCM005 - 2026 Provision of Meetings Incentives Conferences and Exhibition (MICE) services for three (3) years.pdf (RFP)Evaluation phases:
Minimum qualifying score: 70% combined for Phase 2.1 and 2.2 (105/150).
To qualify for Phase 2.2, bidder must score at least 55 points in Phase 2.1.
Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
B-BBEE points: Level 1=20, Level 2=18, Level 3=14, Level 4=12, Level 5=8, Level 6=6, Level 7=4, Level 8=2, Non-compliant=0.
Bids not disqualified for missing B-BBEE certificate; such bids score 0 for B-BBEE.
Award may deviate from highest ranked bidder if objective criteria apply.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Act 5 of 2000
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Act 12 of 2004
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Act 28 of 2024
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Act 2 of 2000
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Act 3 of 2000
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
Address
7th Floor, Naspers Centre, 40 Heerengracht St, Cape Town City Centre, Cape Town, 8000, South Africa
Source confidence
High source confidence
Official source
eTenders.gov.za
Documents found
1
Last checked
25 Sept 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
Contact
+27 21 487 8600www.wesgro.co.za7th Floor, Naspers Centre, 40 Heerengracht St, Cape Town City Centre, Cape Town, 8000, South Africa
Key Personnel
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