Conferencing venue & networking package – mhsc tender gauteng 2026

Networking session for the mhsc tripertite summit to be held in gauteng on the 17 - 18 september 2026.

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Non-Compulsory Briefing Date: 12 June 2026 https://teams.microsoft.com/meet/387557333194245?p=lrriVHVe JJ0wu9wNsY

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Returnable Documents: Submission of fully completed Invitation to Bid (SBD 1) Comply Do Not comply, Fully completed and signed Bidders’ Disclosure form (SBD 4) Comply Do Not comply, Substantiation: The bidder must submit the fully completed and signed Bidders Disclosure (SBD 4), Fully completed SBD 6.1 (Preference Claim Form), Comply Do Not comply, Bidder must complete the detailed pricing Schedule (SBD 3) Comply Do Not comply

• B7 Maple Place, 145 Western Service Road, Woodmead, Sandton, 2080 delivery address. If the bid is late, it will NOT be accepted for consideration by MHSC. The tender box is generally open on weekdays at the below delivery address.

1.1 Introduction to the mine health and safety council

The Mine Health and Safety Council (MHSC) is a national public entity (schedule 3A), established in terms

of the Mine Health and Safety Act, No. , as amended. The MHSC is mandated to advise the

Minister of Mineral Petroleum and Resources on Mine Health and Safety (MHS) issues in the mining

industry relating to the development and implementation of the MHSC annual MHS research programme,

reviewing and development of mining MHS legislation and dissemination (knowledge and technology

transfer) of MHSC research outcomes to improve MHS conditions in South African Mining Industry.

2. Part a: the contract

Context of these third parties to ensure that the venue stipulated is secured for the conference.

2.1 Procurement

The MHSC requires a service provider, in line with the requirements of the Public Finance Management

Act (PFMA), to provide a two (2) full-day conferencing package with a hybrid setup and a networking

dinner session on the 17 - 18 SEPTEMBER 2026.

The event will take place in the Gauteng province. The service provider to clearly stipulate the

name of the conference venue to be used.

2.2 Contract period

The duration will be valid for a once-off period. The full day conferencing will be rendered over 2 days on

the 17 - 18 SEPTEMBER 2026. A networking dinner will be held on the 17th of SEPTEMBER 2026

2.3 Terms of reference

2.3.1 Detailed specification/scope of work

The appointed service provider will be expected to implement project management practices to ensure

successful execution of the conference up to conclusion in alignment with the MHSC's objectives, the

contract value and the timeline.

2.4 Venue and conferencing requirements

Category Requirement Details

Conference Dates & Duration Two (2) full days of conferencing: 17 - 18 SEPTEMBER 2026

Main Conference Venue Full-day conferencing package for 1500 delegates, classroom-

style seating (Day 1 and Day 2)

Operations Room One operations room adjacent to the conference venue for

printing and administrative work (capacity: 15 delegates) – Day

1 and Day 2

Breakaway Rooms Six (6) additional breakaway rooms required on Day 1

(capacity: approximately 200 delegates per room). Each room

must include a projector, two (2) microphones, mints, and

bottled water

Networking Dinner Session Day 1 evening networking dinner session for 1300 delegates

Accessibility & Compliance Venue and ablution facilities must be wheelchair accessible

and compliant with all relevant health and safety regulations

2.5 Exhibition requirements

Item Requirement Details

Exhibition Duration Both conference days

Exhibition Space Area to accommodate 20 exhibition stands, located inside or

close to the conference venue

Furniture 20 tables and 40 chairs (no shell scheme)

Table Linen 20 black tablecloths

Power Supply Extension cables and plug points for each exhibition table

AV Displays Three (3) 55-inch TV screens with stands in the exhibition area

(only applicable if the exhibition area is outside the

conferencing venue)

2.6 Two-day conferencing package inclusions

Category Requirement Details

Delegate Materials Notepad, pen, bottled water, mints

Catering (Daily) Morning tea with snacks, mid-morning tea with snacks, lunch,

and afternoon tea with snacks

Bottled Water Three (3) bottled water per delegate (morning, mid-morning tea

and afternoon)

Safety & Emergency One (1) safety officer on site for the duration of the conference;

emergency services available (ambulance/medic room with

paramedics)

Regulatory Compliance Venue must comply with all applicable regulatory, health, and

safety standards

Emergency Preparedness Clearly visible and accessible emergency exits, assembly

point, and compliant fire extinguishers

2.7 Audio-visual and technology requirements

Item Requirement Details

Projection Screens Two (2) large overhead projector screens at the front (left and

right of stage); two (2) smaller screens (minimum 65-inch) in

the middle (left and right)

Stage One (1) stage accommodating eight (8) tub chairs for panel

discussions and a podium.

Podium One (1) podium with microphone

Microphones Two (2) lapel microphones (for the programme directors); ten

(10) roving microphones (for Q&A sessions)

Presenter Support One (1) comfort floor screen

Hybrid Setup Full hybrid AV setup for MS Teams (MHSC licenses and links

to be provided)

Network Connectivity Dedicated network line for uninterrupted hybrid connection

Power Backup Power backup with uninterrupted automatic change over

capability in the event of a power outage

Power Supply Extension cables and plug points in the main conference venue

for delegates

2.8 Networking dinner session requirements

Item Requirement Details

Session Type Networking dinner session with décor aligned to MHSC brand

colours

Venue Preference Preferably a separate venue from the main conferencing venue

within the same premises.

Furniture 130 x 10-seater tables to accommodate 1300 people.

Entertainment Provision of professional Audio-Visual (AV) equipment and

support, including a technician to manage background music

and sound levels for the duration of the event, from 19:00 to

12:00 midnight

2.9 Meal and catering requirements

Category Requirement Details

Compliance Valid Certificate of Acceptability for food service required

Menu Type Menu required (to be discussed with the appointed service

provider)

Arrival / Morning Snacks Light/finger snacks to be provided

Mid-morning snacks Light/finger snacks to be provided

Lunch Day 1: Buffet set up

Day 2 Buffet set up.

Assorted drinks (soft drinks,100 % juices and water)

Afternoon snacks Light/finger snacks to be provided

Dietary Needs Meals must accommodate vegetarian, halaal and vegan

Bid response documents may be deposited in the bid box situated at (street address)

145 Western service road, Western Woods office park, Woodmead

Bidding procedure enquiries may be directed

Technical enquiries may be directed to:

To

Contact person SCM office contact person SCM office

Telephone

Number 011 656 1797 telephone number 011 656 1797

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

schedules must be completed in full. Should the total bid prices differ, or calculation errors be

identified, the one indicated on the price schedule shall be considered the correct price.

viii. Any bidder who has reasons to believe that the bid specification is based on a specific brand must

inform the MHSC before bid closing date.

ix. No service will be rendered, or goods delivered before an official MHSC Purchase Order has been

issued.

x. All questions regarding this bid must be forwarded to the designated email address within at least

24 hours after the bid has been issued.

xi. It is the responsibility of the bidder to ensure that its response reaches MHSC on or before the

closing date and time of the bid.

xii. The MHSC shall evaluate each responsive submission in terms of the method of evaluation stated

in the bid document.

xiii. if the MHSC amends this bid, the amendment will be publicized as the case maybe on the platforms

which the bid was published. No oral amendments by any person will be considered or

acknowledged.

xiv. The MHSC reserves the right to carry out site inspections or call for supporting documentation to

confirm any information provided by a Bidder in its bid. xv. Bidders may not make any alterations

or additions to the content of this bid document, except to comply with the instructions issued by

the MHSC.

Nb: please note that bid responses must be deposited in the tender box as bid

(afternoon/evening set up required)

3. Part b: the pricing

1. Applicable currency: All prices shall be quoted in South African Rand (R).

2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full,

inserting all the information required therein.

3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes

including VAT, less all unconditional discounts, plus all costs to deliver the services and/or

goods. Where imported goods/services are to be used, and pricing is subject to exchange

rate fluctuations, the exchange currency against the Rand must be stipulated, as well as the

exchange rate at the time of bidding. The portion of the bid price subject to exchange rate

fluctuations must be stated.

4. Submission of pricing: bidders must submit their pricing proposals with the technical

proposal. The pricing folder must be clearly labelled as such.

BID PRICE SCHEDULE (SBD 3.1 Firm Unit Prices)

4.1.2 Number of bid documents: 1 X (Electronic Copy) of the original document in PDF (USB) – One.

4.1.3 Number of Bid documents: 1 X pricing proposal (Hard copy) – One.

NB: Both technical proposal and pricing proposal must be submitted separately (two envelope

system).

A digital version on USB containing the bid document and all other supporting documents (fully

submitted bid proposal with its attachments) must be provided of all tender documentation within

the bid envelope. These serve as the original sets of bid documents and form part of the contract.

4.2 Bid closing

4.2.1 There shall be no public opening by the MHSC of the bids received.

4.2.2 There shall be no discussions with any enterprise until evaluation and adjudication

of the proposal has been complete.

4.2.3 Any subsequent discussions shall be at the discretion of MHSC. Unless specifically

provided for in the proposal document, bids submitted by means of telegram, telex,

facsimile or similar means shall not be considered by MHSC.

4.2.4 All bids shall close on the specified date and time as stipulated in the bid document.

4.2.5 Bids received after closing time and date will be classified as LATE and will not be

considered.

4.2.6 Bids submitted in any other manner other than the specified address (tender box)

shall not be accepted.

4.3 Administrative compliance (returnable documents)

Submission of fully completed Invitation to Bid (SBD 1) Comply Do Not comply

Substantiation: The bidder must submit the fully completed and signed SBD1 (Invitation to Bid)

Fully completed and signed Bidders’ Disclosure form (SBD 4) Comply Do Not comply

Substantiation: The bidder must submit the fully completed and signed Bidders Disclosure (SBD 4)

Fully completed SBD 6.1 (Preference Claim Form), Comply Do Not comply

Substantiation: The bidder must submit the fully completed preference claim form, points must be

correctly claimed and the points for the specific goals must be supported by a valid B-BBEE certificate

or a certified sworn affidavit. Bidders should ensure the points are correctly claimed for the specific

Bidder must complete the detailed pricing Schedule (SBD 3) Comply Do Not comply

Substantiation: The bidder must submit and attach to the bid response fully completed pricing

Schedule (SBD 3)

• Phase 1: Functionality Evaluation;

• Phase 2: Site Visit Evaluation;

• Phase 2: Pricing and Specific Goals Evaluation;

adequate parking with access control.

5.2 Price and preference (specific goals) evaluation – phase 3

• Bid price proposals are compared on an equal and fair basis, considering all aspects of

the bid pricing requirements. Qualifying bids are ranked on price and specific goals

points claimed in the following manner:

(i) Price - with the lowest priced bid receiving the highest price score as set out in the

Preferential Procurement Regulations 2022.

(ii) Preference - preference points are allocated in accordance with the Preferential

Procurement Policy Framework Act (Act ) and its Regulations 2022 as claimed in the

specific goals claim form (SBD 6.1) are added to the price ranking scores. The points for

specific goals must be supported by a valid B-BBEE certificate or certified sworn affidavit.

A maximum of 80 points will be allocated for price on the following basis:

80/20

Pt−Pmin⬚

Ps=80(1− ) Type equation here.

Pmin⬚

Where;

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

A maximum of 20 points will be allocated for specific goals on the following basis:

• The tenderer must indicate how they claim points for each preference point

system in line with the specific goals of the RFQ as outlined in SBD

6.1.

6. Part e: bid conditions

6.1 Conditions and instruction to the bidder

a) Response preparation costs: MHSC is NOT liable for any costs incurred by a bidder in the

process of responding to this Bid Invitation, including on-site presentations.

b) Counter Conditions: MHSC. draws bidders’ attention that amendments to any of the Bid

Food Standards Food must meet acceptable industry standards and be prepared hygienically in compliance with health and safety regulations 2.10 GENERAL REQUIREMENTS Item Requirement Detail Site Inspection Mandatory site inspection as part of the evaluation process, including meal tasting Event Setup Provision venue set up the day before the event (afternoon/evening set up required)

Part b: the pricing pricing instructions

Applicable currency: All prices shall be quoted in South African Rand (R).

Completion of pricing schedule: Bidders shall complete the pricing schedule in full, inserting all the information required therein.

Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes including VAT, less all unconditional discounts, plus all costs to deliver the services and/or goods. Where imported goods/services are to be used, and pricing is subject to exchange rate fluctuations, the exchange currency against the Rand must be stipulated, as well as the exchange rate at the time of bidding. The portion of the bid price subject to exchange rate fluctuations must be stated.

Submission of pricing: bidders must submit their pricing proposals with the technical proposal. The pricing folder must be clearly labelled as such. BID PRICE SCHEDULE (SBD 3.1 Firm Unit Prices) The service provider to clearly stipulate the name of the conference venue to be used. Third parties to ensure that the venue is secured for the conference. The following Schedule of Prices must be completed by the Tenderer. The total price must include everything necessary to complete the terms of the Specifications or scope of work. The quantities in the specification related to the number of attendees (conference hire package, meals and stationery) are indicative (for planning purposes) and are subject to change. The final attendee count will be confirmed and communicated prior to contracting. Where an item is included in the conference package, it should be indicated so and reflected in the total price. Total Cost is determined by multiplying quantity by unit price for all line items. Number of Description Quantity Unit price (per TOTAL Days item or per Price Incl. day) VAT 1 Venue setup the day before the R R conference (in the afternoon or evening of the 16th of September

Conference venue hire package R R (Classroom seating style) 15002 days 2 days Large Screens, minimum 65-inches R R (with PA System, Audio Visual, 2 equipment to allow presentations) 2 days Comfort floor screen 1 R R 2 days Lapel microphones for programme R R directors (both days) 2 days Roving microphones 10 R R 2 days Podium/ lectern with microphone 1 R R 2 days Extensions with plug points (for all R R delegates) 2 days 3 bottled water per person per day R R (500ml) 4500 1 day (first day) Pens and notepads R R (quoted only if not part of the conference 1500 package) 2 days Arrival tea, coffee, juice with snacks: R R e.g. fruit skewers/kebabs; variety sandwiches, muffins, croissants, 1500 samosas and wraps OR similar options according to your package. Snacks to accommodate 10 halaal and 10 vegan meals 2 days Tea Breaks snacks: R R Tea, coffee, juice with snacks (include leftovers from the morning snack, if any) e.g. fruit skewers/kebabs; variety 1500 sandwiches, muffins, croissants, samosas and wraps OR similar options according to your package Snacks to accommodate 10 halaal, and 10 vegan meals 2 days Lunch (excl. Halaal and Vegans) R R balanced menu 1480 2 days Assorted Soft drinks and juices with R R lunch (330ml) 1500 (to be quoted only if not part of the lunch package) 2 days Halaal lunch meals. 10 R R 2 days Vegan lunch meals 10 R R 2 days Audio visual hybrid setup with a R R dedicated line for uninterrupted connection – for hosting live session 2 days Back-up power with automatic R R changeover 1 day (first day) Exhibition rectangular tables with R R tablecloths A small area, inside the venue/ covered 20 patio or foyer/close to the conferencing venue in the tea area 2 days Exhibition chairs R R (x2 for each table) 2 days Exhibition extensions and plug points - R R exhibition 2 days Stage approximate Dimensions: Approx. R R 8m (length) x 54sm (width) Steps, skirting and ramp for wheelchair access to be included (to be quoted only if not part of the package, or if smaller than approx. size provided) 1 day (first day) Smaller breakaway rooms to R R accommodate approximately 200 people in each with audiovisual equipment. 2 days Small operations room for printing and R R storage, size to accommodate approx. 1 15 people 1 day (first day) Venue suitable for Networking dinner R R session, separate from the main venue but on the same premises. 1300 (Day 1) 1 day (first day) Round 10- seater tables R R (Day 1) 1 day (first day) Chairs 1300 R R 1 day (first day) Networking dinner session: Minimal R R Décor (string lights, centrepieces, flowers, etc) – to be discussed 1 (also dependent on the packages available) 1 day (first day) Networking dinner session food menu R R 1280 (quote only if not part of the venue hire) 1 day (first day) Networking dinner session: Food menu R R for halaal 10 1 day (first day) Networking dinner session: Food menu R R for vegans 10 1 day (first day) Networking session: Soft Drinks, juice R R and water 2600 1 day (first day) Provision of professional Audio-Visual R R (AV) equipment and support, including a 1 technician to manage background music and sound levels for the duration of the event, from 19:00 to 12:00 midnight (Day 1) 1 day (first day) Small Stage for the Provision of R R professional Audio-Visual (AV) equipment and support, including a technician to manage background music and sound levels for the duration of the event, from 19:00 to 12:00 midnight (other entertainment) - Approx. 3 x 3m size 2 days Emergency services R R (an ambulance with 2 paramedics/ 1 medic room with 2 paramedics) 2 days Safety Officer 1 R R 2 days Public liability insurance 1 R R Subtotal (excl. VAT) CONTINGENCY Allow/ provide the sum of five Hundred Thousand Rands (R 500 000.00) net R 500 000.00 for contingencies to be used at the discretion of the MHSC and deducted in whole or in part if not required. Subtotal (excl. R VAT, including contingency) VAT @15% R Grand total R (incl. VAT) TOTAL BID PRICE (VAT Inclusive): R.......................................................... Prices quoted are fully inclusive of all costs including applicable taxes and disbursements and other overheads. (Please note that all prices quoted should be inclusive of Value Added Tax (VAT) for the duration of the contract. Where applicable the price should include Supply, Delivery, Maintenance, and any other costs relating to this bid. Price changes whether because of CPI, PPI, industry extensions or expansions will be allowed in terms of the signed contract by both parties.) NOT FOR EVALUATION Should the MHSC require additional attendees beyond the estimated headcount, please indicate the applicable rate per additional person. “The MHSC will only be liable for the actual number of attendees verified on the day of the event, at the tendered unit rate. Payment and invoicing will be based on actual usage” TOTAL PRICE PER ADDITIONAL PERSON (VAT Inclusive): R.....................................

PART C: BID SELECTION PROCESS 4.1 BID PREPARATION AND SUBMISSION 4.1.1 Number of bid documents: 1 X Original and 2 X copies of the same original (Hard copies) – Three. 4.1.2 Number of bid documents: 1 X (Electronic Copy) of the original document in PDF (USB) – One. 4.1.3 Number of Bid documents: 1 X pricing proposal (Hard copy) – One. NB: Both technical proposal and pricing proposal must be submitted separately (two envelope system). A digital version on USB containing the bid document and all other supporting documents (fully submitted bid proposal with its attachments) must be provided of all tender documentation within the bid envelope. These serve as the original sets of bid documents and form part of the contract. 4.2 BID CLOSING 4.2.1 There shall be no public opening by the MHSC of the bids received. 4.2.2 There shall be no discussions with any enterprise until evaluation and adjudication of the proposal has been complete. 4.2.3 Any subsequent discussions shall be at the discretion of MHSC. Unless specifically provided for in the proposal document, bids submitted by means of telegram, telex, facsimile or similar means shall not be considered by MHSC. 4.2.4 All bids shall close on the specified date and time as stipulated in the bid document. 4.2.5 Bids received after closing time and date will be classified as LATE and will not be considered. 4.2.6 Bids submitted in any other manner other than the specified address (tender box) shall not be accepted. 4.3 ADMINISTRATIVE COMPLIANCE (RETURNABLE DOCUMENTS) Administrative compliance/responsiveness will be tested based on returnable documents submitted and signatures on the Bid documents. At this stage the verification is to review bid responses for purposes of assessing compliance and governance with RFB requirements, whereby a bidder will be disqualified if they do not fully comply, it must be determined what documents are required to be returned by Bidders. Bids will be verified for compliance with the procedural requirements of the bid, which entails the completion and/or submission of the returnable documents and schedules specified in the Returnable Documents and Schedules Checklist below. No award will be given without complete provision of returnable documents and any schedules. Returnable documents are categorized as follows: Submission of fully completed Invitation to Bid (SBD 1) Comply Do Not comply Substantiation: The bidder must submit the fully completed and signed SBD1 (Invitation to Bid) Fully completed and signed Bidders’ Disclosure form (SBD 4) Comply Do Not comply Substantiation: The bidder must submit the fully completed and signed Bidders Disclosure (SBD 4) Fully completed SBD 6.1 (Preference Claim Form), Comply Do Not comply Substantiation: The bidder must submit the fully completed preference claim form, points must be correctly claimed and the points for the specific goals must be supported by a valid B-BBEE certificate or a certified sworn affidavit. Bidders should ensure the points are correctly claimed for the specific Bidder must complete the detailed pricing Schedule (SBD 3) Comply Do Not comply Substantiation: The bidder must submit and attach to the bid response fully completed pricing Schedule (SBD 3) The recommended bidder, where applicable, will be requested to sign and complete the SBD 7 contract form upon award. Submission of fully completed Contract Form (where applicable) Comply Do Not comply Substantiation: The bidder must submit and attach the fully completed and signed and initialled SBD 7 (Contract form) 4.4 MANDATORY COMPLIANCE – CENTRAL SUPPLIER DATABASE Bidders are required to be registered on the Central Supplier Database (CSD) of National Treasury prior to submitting their bid (open tenders). Failure to being registered on the CSD and failure to submit the requested proof of registration on CSD information will lead to disqualification. (Please provide proof of registration on the Central Supplier Database). Only suppliers who are registered with the Central Supplier Database (CSD) will be considered for this bid. Bidders who are not registered on CSD, will be disqualified. 4.5 MANDATORY COMPLIANCE – TAX STATUS VERIFICATION Bidders are required to submit their tax compliance status with their bid in the form of a Tax Verification PIN from SARS or CSD supplier number which must be captured in the SBD 1. MHSC only conducts business with bidders whose tax matters are in order. Failure to comply in terms of tax obligations will render your bid non-responsive and disqualified. It is the responsibility of the bidder to ensure they are tax compliant at time of submitting their response. 4.6 PROTECTION OF PERSONAL INFORMATION ACT, (POPIA) MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements regarding personal information which came into effect 1 July 2021. As MHSC, we are committed to protecting your privacy and ensuring that personal information collected is used properly, lawfully, and transparently. 4.7 OCCUPATIONAL HEALTH AND SAFETY The service provider acknowledges that he is fully aware of the provisions of the Mine Health and Safety Act . MHSC promotes a culture of occupational health and safety in the mining industry. The service provider acknowledges that he is fully aware of the provisions of the OHS Act and that he is an employer in his own right with duties and responsibilities as prescribed in the Act.

PART D: BID EVALUATION PROCESS 5.1 EVALUATION PROCESS The evaluation process will comprise of the following phases

Phase 1: Functionality Evaluation;

Phase 2: Site Visit Evaluation;

Phase 2: Pricing and Specific Goals Evaluation; The evaluation process will be conducted in various phases. To move to the next phase of evaluation, the previous phase of evaluation must have been fully complied with. 5.1.1 TECHNICAL/FUNCTIONALITY EVALUATION – PHASE 1  Evaluate the bid responses in line with the evaluation criteria detailed under paragraph “Technical / Functionality evaluation. Bidders must achieve [70%] in this phase for their bid to progress to the next phase of evaluation. No. Criteria Weighting (%) 1 Company experience in Events Management (including venue/ conference 50 bookings. Indicate company experience in planning and executing events. Company profile must be included to indicate years’ experience as follows

Five or more years in event management = 5 points

Three to four years in event management = 3 points

Less than three years in event management/ Company profile not attached = 0 points 2 Submit contactable reference letters on client letterhead reflecting 50 previous work in conferencing and events management services

More than three reference letters = 5 points

Two to three reference letters = 3 points

Less than two reference letters/ reference letters not attached = 0 points Total 100 5.1.2 SITE VISIT EVALUATION - PHASE 2 Bidders that achieved the 70% threshold in the functional evaluation will proceed to the this phase, requiring physical site visit. Only bidders who meet all site visit requirements will be considered for further evaluation. Comply / Not

Points Allocation: 80 points

B-BBEE Details: lly completed Invitation to Bid (SBD 1) Comply Do Not comply

Substantiation: The bidder must submit the fully completed and signed SBD1 (Invitation to Bid)

Fully completed and signed Bidders’ Disclosure form (SBD 4) Comply Do Not comply

Substantiation: The bidder must submit the fully completed and signed Bidders Disclosure (SBD 4)

Fully completed SBD 6.1 (Preference Claim Form), Comply Do Not comply

Substantiation: The bidder must submit the fully completed preference claim form, points must be

correctly claimed and the points for the specific goals must be supported by a valid B-BBEE certificate

or a certified sworn affidavit. Bidders should ensure the points are correctly claimed for the specific

Bidder must complete the detailed pricing Schedule (SBD 3) Comply Do Not comply

Substantiation: The bidder must submit and attach to the bid response fully completed pricing

Schedule (SBD 3)

The recommended bidder, where applicable, will be requested to sign and complete the SBD

7 contract form upon award.

Submission of fully completed Contract Form (where applicable) Comply Do Not comply

Substantiation: The bidder must submit and attach the fully completed and signed and initialled SBD

7 (Contract form)

4.4 Mandatory compliance – central supplier database

Bidders are required to be registered on the Central Supplier Database (CSD) of National

Treasury prior to submitting their bid (open tenders). Failure to being registered on the CSD and

failure to submit the requested proof of registration on CSD information will lead to

disqualification. (Please provide proof of registration on the Central Supplier Database).

Only suppliers who are registered with the Central Supplier Database (CSD) will be considered

for this bid. Bidders who ar

1. Introduction

1.1 Introduction to the mine health and safety council

The Mine Health and Safety Council (MHSC) is a national public entity (schedule 3A), established in terms

of the Mine Health and Safety Act, No. , as amended. The MHSC is mandated to advise the

Minister of Mineral Petroleum and Resources on Mine Health and Safety (MHS) issues in the mining

industry relating to the development and implementation of the MHSC annual MHS research programme,

reviewing and development of mining MHS legislation and dissemination (knowledge and technology

transfer) of MHSC research outcomes to improve MHS conditions in South African Mining Industry.

2. Part a: the contract

and compliant with all relevant health and safety regulations

2.5 Exhibition requirements

Exhibition Space Area to accommodate 20 exhibition stands, located inside or

close to the conference venue

Furniture 20 tables and 40 chairs (no shell scheme)

Table Linen 20 black tablecloths

Catering (Daily) Morning tea with snacks, mid-morning tea with snacks, lunch,

and afternoon tea with snacks

Bottled Water Three (3) bottled water per delegate (morning, mid-morning tea

and afternoon)

Safety & Emergency One (1) safety officer on site for the duration of the conference;

emergency services available (ambulance/medic room with

paramedics)

point, and compliant fire extinguishers

2.7 Audio-visual and technology requirements

prepared hygienically in compliance with health and safety

regulations

2.10 General requirements

information collected is used properly, lawfully, and transparently.

4.7 Occupational health and safety

safety in the mining industry. The service provider acknowledges that he is fully aware of

the provisions of the OHS Act and that he is an employer in his own right with

duties and responsibilities as prescribed in the Act.

5. Part d: bid evaluation process

5.1 Evaluation process

accommodate 20 exhibitors

Networking dinner session venue/area can accommodate 1300 delegates

Facilities and amenities in functional and hygienic condition: Condition of

restrooms, conferencing venue, exhibition and dining area

Emergency preparedness: emergency exits, fire extinguishers, safety

officer/ and assembly points

Valid Certificate of Acceptability (COA) for the conference venue/caterer

from the Department of Health / Municipality is showcased

a) Due to changed circumstances, there is no longer a need for the services specified in this

bid.

b) Funds are no longer available to cover the total envisaged expenditure for the project.

c) No bids meet the required specifications.

d) There is a material irregularity in the bid process.

6.9 Financial payment

Payment will be made in accordance with section 38(1)(f) and 76(4)(b) of the PFMA and Treasury

Regulations 8.2.3 (within 30 days from receipt of invoice after completion of deliverables).

6.10 Due diligence

Where circumstances justifies it, MHSC reserves the right to conduct due diligence (interviews,

samples, presentations, site visits) with shortlisted bidders who meet the minimum qualifying score on

the functionality phase evaluation criteria, whereby bidders will present further information or provide

further proof to the evaluation committee. In these cases, MHSC may provide the areas of concern to

the short-listed bidders to address in their presentations.

6.11 Bid award

Awarding of tenders will be published on the National Treasury e-tender portal and MHSC’ website.

bid requirements and may take place without prior notice to the bidder:

• Bidder whose tax matters are not in order (Instruction Note /2018 Tax Compliance Status

will apply).

• Bidders who are not registered with the Central Supplier Database (CSD).
• submitted incomplete information and documentation according to the requirements of this RFB

document.

• submitted information that is fraudulent, factually untrue or inaccurate information.
• received information not available to other potential bidders through fraudulent means.
• failed to comply with mandatory and technical requirements as stipulated in the RFB document.
• misrepresented or altered material information in whatever way or manner.
• promised, offered, or made gifts, benefits to any The Mine Health and Safety Council (MHSC)

employee.

• canvassed, lobbied to gain unfair advantage.
• committed fraudulent acts; and
• acted dishonestly and/or in bad faith etc.

NB: it is the responsibility of the bidder to ensure the bid response is fully completed and signed

and all required documents are valid and submitted upon closing date. The bidder should

ensure that the tender register is also signed when submitting their bid at the tender box.

7. Part f: standard bidding documents

wheelchair access to be included

(to be quoted only if not part of the

package, or if smaller than approx. size

provided)

1 day (first day) Smaller breakaway rooms to R R

accommodate approximately 200

people in each with audiovisual

equipment.

2 days Small operations room for printing and R R

storage, size to accommodate approx. 1

15 people

1 day (first day) Venue suitable for Networking dinner R R

session, separate from the main venue

but on the same premises. 1300

(Day 1)

1 day (first day) Round 10- seater tables R R

(Day 1)

1 day (first day) Chairs 1300 R R

1 day (first day) Networking dinner session: Minimal R R

Décor (string lights, centrepieces,

flowers, etc) – to be discussed 1

(also dependent on the packages

available)

1 day (first day) Networking dinner session food menu R R

1280

(quote only if not part of the venue hire)

1 day (first day) Networking dinner session: Food menu R R

for halaal 10

1 day (first day) Networking dinner session: Food menu R R

for vegans 10

1 day (first day) Networking session: Soft Drinks, juice R R

and water 2600

1 day (first day) Provision of professional Audio-Visual R R

(AV) equipment and support, including a 1

technician to manage background music

and sound levels for the duration of the

event, from 19:00 to 12:00 midnight

(Day 1)

1 day (first day) Small Stage for the Provision of R R

professional Audio-Visual (AV)

equipment and support, including a

technician to manage background music

and sound levels for the duration of the

event, from 19:00 to 12:00 midnight

(other entertainment) - Approx. 3 x 3m

size

2 days Emergency services R R

(an ambulance with 2 paramedics/ 1

medic room with 2 paramedics)

2 days Safety Officer 1 R R

2 days Public liability insurance 1 R R

Subtotal (excl.

VAT)

CONTINGENCY Allow/ provide the sum of five Hundred Thousand Rands (R 500 000.00) net R 500 000.00

for contingencies to be used at the discretion of the MHSC and

deducted in whole or in part if not required.

Subtotal (excl. R

associates do not warrant its accuracy or completeness. To the extent that MHSC is permitted by

law, MHSC will not be liable for any claim whatsoever and how so ever arising (including, without

limitation, any claim in contract, negligence or otherwise) for any incorrect or misleading information

contained in this document due to any misinterpretation of this document. MHSC makes no

representation, warranty, assurance, guarantee or endorsements to any provider/bidder concerning

the document, whether regarding its accuracy, completeness or otherwise and MHSC shall have no

liability towards the responding service providers or any other party in connection therewith.

6.3 Conditions and undertakings by bidder

duplicated. MHSC will accept NO liability regarding anything arising from the fact that pages are

missing or duplicated.

Bid Validity Period: One hundred and twenty (120) days (commencing from the RFB closing date). The tender proposal must remain valid for at least (120) days after the tender due date. All contributions / prices indicated in the proposal and other recurrent costs must remain valid for the period (120) days after closing date.

Supply Chain [email protected]