End-to-end event management and conferencing services for the 2027 national gambling conference

Procurement Practitioner (SCM and technical queries)

• Email: [email protected]

Submission address:

National Gambling Board

1085 Francis Baard Street

Hatfield

Pretoria, 0028

Submission method:

• Hand-deliver the bid to the National Gambling Board, 1085 Francis Baard Street, Hatfield, Pretoria, 0028.
• No faxed or emailed bids will be accepted.
• Two sealed envelopes: one marked "Technical Proposal", one marked "Financial Proposal". Each envelope must contain 1 original plus 1 electronic copy of the respective proposal.
• Mark both envelopes with: bid number NGB 003(2026/2027), bid name/description, the bidder's name and address, and the closing date and time (24 November 2026 at 11:00 CAT).
• Bids may be delivered between 08:30 and 16:00 (CAT), Monday to Friday, before the closing date; on the closing date, between 08:30 and 11:00 (CAT).
• A bid is late if it arrives one second after 11:00 on the closing date; late bids will not be accepted.
• Each page of the General Conditions of Contract and Special Conditions of Contract must be initialled, with signature and date on the last page.
• Initial and sign all bid documents; missing signatures or documents make the bid non-responsive.
• Proposals must be in the prescribed format and order; pricing schedules must be in the required format.

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

• Company resolution authorising the signatory to bind the bidder — failure to provide this renders the bid materially incomplete.
• SBD 3.3 (Pricing Schedule) — price breakdown and total price in the required format.
• SBD 6.1 (Preference Points Claim) — claims B-BBEE/specific goal points under the 80/20 system.
• SARS Tax Pin — must be submitted; tax compliance status and other CSD-verified details (business registration, bank account holder, service-of-state status, identity documents of directors) must NOT be submitted as they are verified through the CSD.
• GCC and SCC — must be signed (initials on each page, signature and date on last page).

Completeness: bids must be submitted on the NGB's official forms; missing or incomplete documents make the bid non-responsive.

Four evaluation phases:

• Phase 1 — Pre-qualification: administrative and substantive responsiveness. Non-responsive bids are excluded (wrong format, missing documents, missing company resolution, no attendance at compulsory briefing, or not split into two sealed envelopes).
• Phase 2 — Functional evaluation (100% of functional score). Bidders must score at least 70% to proceed. Criteria (each scored 1–5, weighted):
• Company track record and references (weight 40): reference letters on client letterhead for comparable events (100+ delegates) completed in the past 10 years. Only the first 5 letters considered. Points: 0–1 letter = 1 point, 2 = 2, 3 = 3, 4 = 4, 5+ = 5.
• Expertise and experience (weight 30): evidence of previous event design/production work and conference reports — at least 5 examples of each. Points: 1 example = 1 point, 2 = 2, 3 = 3, 4 = 4, 5+ = 5.
• Project plan (weight 30): detailed plan with milestones from planning to close-out.
• Phase 2 may include a presentation (at NGB's discretion). If held, technical evaluation and presentation scores are weighted 50% / 50%; combined must still reach 70%.
• Phase 3 — Price and specific goals under 80/20 preference point system (PPPFA Regulations 2022): 80 points for price, 20 points for B-BBEE/specific goals per SBD 6.1.
• Phase 4 — Adjudication by the Bid Adjudication Committee; the highest scoring bidder is usually awarded, but a lower score may be selected on justifiable grounds.

Minimum qualifying score: 70% on functionality (100-point scale).

The National Gambling Board requires a service provider to plan, organise and manage the 2027 National Gambling Conference (theme: "Protecting the Player: Strengthening Safeguards in a Changing Gambling Environment").

Conference scope:

• Two-day national conference in KwaZulu-Natal, hosted in partnership with KwaZulu-Natal Economic Regulatory Authority (KZNERA), held between February and March 2027.
• Indicative attendance 250–350 delegates; costing must be based on 350 delegates, with numbers varying up to a maximum of 400.
• Provisionally at Sibaya Casino and Entertainment Kingdom or Durban International Convention Centre (subject to change). Bidders must liaise with both venues, but base proposals and costing on one venue.

Key deliverables (end-to-end event management):

• Design services: apply conference "look and feel" and logos to programme booklets, banners, signage, bags, notebooks, pens, lanyards, wall banners, and awards material.
• Production: produce 350 programme booklets (A4, 15 pages, 350gsm gloss cover, 125gsm gloss inner pages, full colour), 8 pull-up banners, 8 teardrop banners, 8 directional A0 posters, 350 conference bags (38.5 x 8 x 30 cm, 600D polyester), 350 notebooks (A5, 96 pages), 40 branded conference sets (mug, mouse pad, wireless mouse, notebook, pen), 350 pens, 350 lanyards with nametags, 2 wall banners.
• RSVP, registration and delegate communication: manage invitations, confirmations, reminders, cancellations, substitutions, dietary requirements; electronic RSVP system for up to 350 delegates; on-site registration on both days, including registration the night before Day 1 from 17:00 to 21:00.
• Conference marketing plan: compile and execute, with all content approved by NGB before publication.
• Audio-visual and technical production: carpeted main stage for 5-member panel, podium/lectern, sound system for 350, 8 wireless microphones and 4 lapel microphones, presentation laptops, lighting, full technical testing and rehearsal with backup equipment, and 3 high-resolution LED video walls (central screen approx. 4m x 2.25m).
• Live streaming, photography and videography: multi-camera live stream of the full conference on NGB Facebook, YouTube and X; 20 publication-ready photos on the day; 250 professionally edited high-resolution photos within 2 weeks; 90-second edited highlight video per day and full gala dinner/awards video.
• Regulatory Excellence Awards: 10 crystal/glass trophies with presentation boxes, 10 framed certificates.
• Scribing and post-conference report: capture both days, submit one comprehensive report in editable MS Word within 2 weeks.
• Appointment of one experienced master of ceremonies/programme director.
• Delivery of all collateral and materials for inspection, testing and rehearsals; one experienced event/project manager with supporting personnel.
• Security, disaster and emergency management: coordinate evacuation compliance, security, first-aid/medical support and protocol with NGB, KZNERA and venue.
• Documents to NGB: bi-weekly status reports during 2027, weekly status reports three months prior to conference, detailed budget breakdown, project plan with timelines, satisfaction survey report, post-evaluation conference report.

No duplication of costs where services are provided by the venue or KZNERA.

Required experience and qualifications:

• Demonstrated experience in end-to-end management of conferences or events of similar scale and complexity (100+ delegates) within the past ten years.
• At least five reference letters from clients on letterhead for comparable assignments; each letter must include entity name, contact person and telephone, date of service, description of service, approximate event size (100+ delegates), performance assessment, and duration.
• Evidence of at least five examples of previous event design and production work, and five examples of previous conference reports.
• Appointment of one experienced programme director/master of ceremonies (familiar with hosting business-related events).
• One experienced event/project manager supported by required event personnel.

Quality expectations:

• Full technical testing and rehearsal before the conference with backup equipment, connectivity and power arrangements.
• Live streaming must include approved conference graphics, presentation-feed integration, clean audio and platform testing.
• All conference collateral and materials must be delivered and set up for inspection, testing and rehearsal.
• Post-conference report must be comprehensive and submitted within two weeks.
• All marketing and communication content must be approved by the NGB before publication.

Pricing details:

• Use SBD 3.3 (Pricing Schedule) with a detailed cost breakdown.
• Costing based on 350 delegates (maximum 400).
• Price based on actual time and expenses; show estimated time on project and hourly charge-out rates per DPSA Guide on Hourly Fee Rates for Consultants.
• Bid price inclusive of VAT.
• The financial proposal envelope must contain the cost breakdown of the project.
• The NGB reserves the right to award in whole or in part.

Pricing format:

• Price must be quoted using SBD 3.3, with a detailed cost breakdown.
• Costing must be for 350 delegates (even though actual numbers may be 250–350, up to a maximum of 400).
• The bid price must be based on actual cost of time spent and expenses incurred; include hourly charge-out rates per the DPSA "Guide on Hourly Fee Rates for Consultants".
• The bid price must be inclusive of VAT.
• The NGB reserves the right to award the bid in whole or in part.

Payment terms:

• No advance payments; payment is made against agreed deliverables, subject to PFMA.
• Invoices must comply with section 20 of the VAT Act to be paid.
• Payment normally within 30 days of receipt of a valid invoice, paid into the bidder's bank account.

Contractual financial conditions:

• No price variation after award, except for rate-of-exchange adjustments or unforeseen services with valid proof.
• Bidders may not subcontract more than 25% of the contract value to an enterprise without equal or higher specific-goal points, unless subcontracted to an EME or QSE with capability.
• No advance payment; no retentions mentioned beyond handing over all documentation on completion.

Mandatory before submission:

• Central Supplier Database (CSD) registration: all prospective bidders must be registered on the CSD prior to submission.
• SARS Tax Pin: must be submitted; do not submit tax clearance certificate or other CSD-verified documents.
• Company resolution authorising the signatory: mandatory; missing it makes the bid non-responsive.
• Attendance at the compulsory briefing session on 12 November 2026 (register and sign the attendance register in the name of the entity submitting the bid).
• Bids must be submitted on NGB official forms, in the prescribed format, with all required documents.
• Bidders must agree to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC) — sign these documents.

Pre-qualification (Phase 1) — a bid is non-responsive if it fails any of:

• Prescribed format not used.
• Required documents missing.
• Pricing schedules in wrong format.
• No company resolution.
• No attendance at compulsory briefing.
• Not split into two sealed envelopes (Technical and Financial).

B-BBEE: applicable under the 80/20 preference point system; 20 points for specific goals per SBD 6.1 (specific thresholds/levels not stated in the document).

Security, disaster and emergency management requirements:

• Secure compliance processes for emergency evacuation.
• Coordinate conference security, first-aid/medical support and protocol requirements with the NGB, KZNERA and the venue.
• Coordinate protocol arrangements where required.

Contract duration: four (4) months, inclusive of pre-conference planning, conference delivery, and post-conference close-out and reporting. Project starts after appointment confirmation, on a date set by the NGB and specified in the SLA. The successful bidder must sign a written Service Level Agreement (SLA) drawn up by the NGB.

Disputes: any dispute arising from this RFP must be communicated to the NGB within seven (7) working days from publication of the RFP. Disputes are resolved by arbitration under South African law; the arbitration award is final and binding.

Intellectual property: all documentation and material produced by the service provider belongs to the NGB; the service provider must keep all information confidential and may not disclose without written approval of the Accounting Authority.

Cancellation: the NGB may cancel the bid before award if the services are no longer needed, funds are unavailable, or no acceptable bids are received. The NGB may also withdraw or amend the bid by notice on its website or e-Tender Portal.

Costs: the bidder bears all costs of preparing the response.

Security personal information: bidders consent to processing of personal information for the tender process.

Retention: on completion, the service provider must hand over all documentation and software without right of retention.