Appointment of a service provider to provide conferencing and events management services to the mhsc for a period of three years.

• Closing date: 18 August 2026.
• Closing time: 11:00.
• Non-compulsory briefing session: 31 July 2026 at 13:00 via Microsoft Teams (link provided).
• Due date for queries: 11 August 2026.
• Bid validity period: 120 days from closing date.

• Supply Chain Management enquiries: Tel 011 656 1797, Email [email protected].
• Technical enquiries: Email [email protected].
• Submission email: [email protected].
• All queries must be in writing to the above contacts; do not approach other MHSC employees.

• Submit bid via email to [email protected]. Maximum attachment size is 150MB.
• Use official forms (SBD 1, SBD 3, SBD 4, SBD 6.1, SBD 7) – do not retype.
• Bids must be delivered by closing date and time: 18 August 2026 at 11:00. Late bids will not be accepted.
• Ensure the tender register is signed if submitting at the tender box.
• Mandatory returnable documents: fully completed and signed SBD 1, SBD 4, SBD 6.1 (Preference Claim Form), SBD 3 (Pricing Schedule), and SBD 7 (Contract Form) where applicable.
• Disqualification risks: late submission, incomplete documentation, non-compliance with tax or CSD requirements, fraudulent information, or canvassing.

Must achieve 70% threshold in Stage 1 (Functionality) covering experience, references, team qualifications, and methodology. Must be registered on CSD and tax compliant. Bidders in service of the state or with intention to sell company may be disqualified. Foreign suppliers must complete questionnaire. No late submissions accepted.

• Scope: Provide conferencing and events management services across all nine provinces for MHSC.
• Services include:

• Local conference/event bookings for Regional Tripartite Forums (30–400 delegates).
• Major events (Summit, MH Dialogue, WiM Indaba) with 400–1500 delegates.
• Event bookings, delegate registration, RSVP handling.
• Exhibition shell scheme stands procurement and design.
• Outdoor conferencing: marquees, tents, furniture, catering, mobile toilets, public liability insurance, safety officers, medical services.
• Internet/WiFi connectivity, branding, entertainment.
• Secretariat services: minutes taking, report writing, RSVP handling for large events.

• Contract period: Three years, as and when required.

• Methodology must include: sequence of event planning with timelines and pictures, costing structure, organisational outsourcing strategy, secretariat value chain, and event artwork compliance.
• Scoring: up to 5 points based on how many of these five requirements are addressed in the submission.

• Company experience: points awarded for years in conferencing/events management (more than 5 years = 5 points).
• Reference letters: points for contactable client references on letterhead (five or more = 5 points).
• Project team leader: must have NQF level 6 qualifications in Events Management/Hospitality/Marketing/PR and experience (10+ years = 5 points).
• Project team members: at least three permanent members with CVs showing experience (more than 10 years each = 5 points).

• Submit detailed pricing schedule (SBD 3.1) with itemised costs for full conference package and secretariat services.
• Prices must be inclusive of VAT and all costs, remain fixed for contract duration, and be valid for 120 days.
• Errors in pricing cannot be corrected after submission.

• Prices must be quoted in South African Rand (ZAR), inclusive of VAT and all costs.
• Complete pricing schedule (SBD 3.1) fully, including itemised costs for full conference package and secretariat services.
• Bid price must remain valid for 120 days after closing date.
• Payment terms: within 30 days from receipt of invoice after completion of deliverables.
• No services may be rendered without an official MHSC purchase order.
• Pricing errors cannot be corrected after submission.

• Mandatory: Registration on the Central Supplier Database (CSD). Bidders not registered will be disqualified.
• Tax compliance: Submit Tax Compliance Status (TCS) PIN from SARS or CSD number. Non-compliance leads to disqualification.
• B-BBEE: Submit valid B-BBEE certificate or certified sworn affidavit with SBD 6.1 to claim specific goal points.
• Other requirements: Fully complete SBD 1, SBD 4 (disclosure), SBD 6.1 (preference claim), SBD 3 (pricing), and SBD 7 (contract) where applicable.
• Disqualification for: tax non-compliance, non-CSD registration, incomplete/fraudulent documentation, or fronting.

• The service provider must acknowledge awareness of the Mine Health and Safety Act and Occupational Health and Safety (OHS) requirements.
• As an employer, the provider has duties under the OHS Act to ensure safety during events.

• MHSC disclaims liability for any inaccuracies or missing pages in the bid document.
• Bidders must be aware of scammers posing as MHSC employees; bid documents are free on the MHSC website and eTender Portal.
• No MHSC employee may be offered gifts or benefits; such actions lead to disqualification.