Hybrid event production services for northern cape stakeholder engagement (merseta)

Closing date: 01 October 2026 at 12:00 (12H00 PM)

Briefing session (non-compulsory): 29 September 2026 at 13:00 (13H00 PM), online via Microsoft Teams (link provided in the document).

Event date: 14 October 2026 (one-day session, estimated 100–150 attendees). Venue to be confirmed in Northern Cape.

Non-compulsory briefing session: 29 September 2026 at 13:00, online via Microsoft Teams (link provided in the document).

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 only.

Submission email: [email protected]

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

Quotations must be received on or before the closing date and time; late submissions will not be considered.

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

• Bidders Information form: company details, contact person, CSD supplier number.
• Undertaking by Bidder: binds the bidder to the offer for the validity period.
• Authority to Sign: authorises the named signatory to bind the bidder; attach company resolution or relevant registration certificates.
• SBD 4 (Bidder's Disclosure): discloses any connection to the state or the procuring institution; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• SBD 7.1 (Contract Form): the contract form for purchase of goods/works.
• Pricing Schedule: official merSETA quotation form with firm prices.
• Proof of CSD registration (CSD number).
• Copy of B-BBEE certificate or affidavit.
• References for similar work (if required).
• Any certification required by the specifications.

Disqualification risks:

• Incomplete or unsigned SBD forms.
• Late submission.
• Failure to comply with specifications.
• Alterations not initialled.

Three-stage evaluation:

Stage 1 – Administrative and mandatory compliance: all RFQ forms completed, valid CSD registration, pricing schedule, SBD 4, SBD 6.1, SBD 7.1, and any other mandatory documents.

Stage 2 – Functionality (technical evaluation): scored on the criteria below. Bidders must meet the overall minimum threshold of 60% and the minimum threshold for each individual criterion, otherwise disqualified.

Stage 3 – Price and preference points: 80/20 preference point system. Price (80 points) and specific goals (20 points).

Functionality scoring grid (maximum points per criterion):

• Experience in setting up and conducting such events: 3+ years = 10, 2 years = 5, less than 1 year = 0.
• Two written and verifiable reference letters from similar work in the last 3 years: 2 letters = 10, 1 letter = 5, less than 2 = 0.
• Implementation project plan with CVs and item list: full plan with CVs and implementation = 40, plan with CVs but no implementation strategy = 30, plan with no CVs but implementation strategy = 15, no plan or implementation more than a month = 0.
• Video sample demonstrating hybrid event capability: shows both online and physical attendees = 30, only physical = 10, no video = 0.
• Live polling and audience engagement platform: paid software with full description = 10, unpaid software with no description = 0.

Functionality weighting and minimum thresholds:

• Years' Experience: 10% (min 5%)
• Reference Letters: 10% (min 5%)
• Project Plan: 40% (min 25%)
• Video links and demonstration: 30% (min 20%)
• Live Polling and Audience Engagement Platform: 10% (min 10%)
• Total: 100% (overall min 60%)

Demonstration phase: sample video links are assessed on blurring, flickering, colour contrast, sound quality, seamless editing, lighting, and ads usage/titles/lower thirds. Each scored Satisfactory (5-10) or Unsatisfactory (0-4).

Specific goals (20 points total):

• 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

Failure to submit proof for specific goals means those points are not claimed.

Scope: Provision of a hybrid stakeholder engagement session for merSETA in the Northern Cape, expected 100–150 attendees, on 14 October 2026 (venue to be confirmed).

Service provider must provide:

• Detailed project plan for approval, including CVs for key role players: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant.
• Company profile and detailed equipment inventory.
• Links/references to at least three similar hybrid events previously undertaken.
• Interactive platform for live streaming and two-way communication (polls, comments, Q&A, online feedback).
• Raw footage files after the event (MP4, audio, and transcribed file).
• Contingency plan for technical/power/network failure.
• Stable internet connection with minimum 50 Mbps upload and download.
• Setup completed by 19:00 and dry runs until 22:30 the day before the event.

Equipment and deliverables:

• PA system: mixer, wireless transmitter, USB audio support, sound speakers (JBL/Yamaha/QSC or equivalent), stage monitor speakers, cordless mics x4 (Shure/Sennheiser or equivalent), 4 lapel mics.
• Live streaming: platform for 100 online attendees (e.g., Zoom), streaming on Facebook and YouTube, animation and lower thirds, dedicated secure internet, feed LED screens and TVs.
• TV and LED screens: 55-inch TV screens x2 with stands, 65-inch comfort monitor, 4m x 2m LED screen (p2.9 or p3.9) with split display, all feeding cables.
• Stage setup: 4m x 3m x 0.5m height, white or black finish with professional draping, stage lighting at 5500k minimum.
• Live polling and audience engagement platform (e.g., Mentimeter or Slido): for online and physical attendees, QR code/PIN/web link access, real-time polling, unlimited Q&A, fully licensed and paid for by the service provider (free/trial versions not accepted), anonymous participation, technical support.

Service provider must submit a detailed project plan for approval, including CVs for key role players (Technical Director, Streaming Operator, Audio Engineer, Camera Operators x3 with assistant, Vision Mixer, Technical Assistant). Provide company profile, equipment inventory, and links to at least three similar hybrid events. Use interactive software for live streaming and two-way communication. Record and provide raw footage (MP4, audio, transcribed). Provide contingency plan for technical/power/network failure. Ensure stable connection (min 50 Mbps up/down). Setup by 19:00 and dry runs until 22:30 the day before the event. Deliverables include PA system, live streaming, TV/LED screens, stage setup, and live polling platform as specified.

Bidders must have at least three years' experience in setting up and conducting such events (scored). Provide two written and verifiable reference letters from similar work in the last three years. Provide CVs for key role players. Provide links to at least three similar hybrid events previously undertaken.

No specific quality management requirements stated beyond the technical specifications and evaluation criteria.

Firm prices only. Pricing schedule items: 1. Stakeholders Engagement (1), 2. PA Systems (day 2 only) (1), 3. Live streaming (day 2 only) (1), 4. TV Screen and LED Screens (day 2 only) (1), 5. Stage setup (day 2 only) (1), 6. Live polling and audience Engagement Platform (1). Include delivery costs, subtotal, VAT @ 15%, grand total in SA Rands. Offer valid for 60 days from closing date.

Pricing format: firm prices only, inclusive of VAT and all related expenses (transport, accommodation, etc.).

Pricing schedule items (quantity 1 each):

1. Stakeholders Engagement
2. PA Systems (day 2 only)
3. Live streaming (day 2 only)
4. TV Screen and LED Screens (day 2 only)
5. Stage setup (day 2 only)
6. Live polling and audience Engagement Platform

Include delivery costs, subtotal, VAT @ 15%, and grand total in SA Rands.

Offer validity: 60 days from closing date.

Payment terms: merSETA pays valid invoices within 30 days from receipt of correct invoice, for work done to its satisfaction. No payment for unproductive or duplicated time.

CSD registration: mandatory – bidders must be registered on the National Treasury Central Supplier Database and provide a valid CSD number.

Tax compliance: tax matters must be in order and reflected on CSD; condition of award.

B-BBEE: a valid B-BBEE certificate or affidavit (or CIPC certificate/ID/CSD) is required to claim preference points. Specific goals and points as per SBD 6.1.

SBD forms: SBD 4, SBD 6.1, SBD 7.1 must be completed and signed.

No CIDB grading required (not construction).

No local content requirement stated.

No specific health and safety requirements stated.

The engagement aims to integrate social, economic and environmental interests into the organisation, but no specific environmental requirements are imposed on the bidder.

The offer remains binding for the validity period (60 days). The contract is subject to the Public Finance Management Act, merSETA SCM Policy, and General Conditions of Contract. Withdrawal within the validity period or failure to fulfil the contract may result in the bidder paying any additional costs incurred by merSETA. Acceptance may be communicated by email. South African law governs the contract. Payment terms: 30 days from receipt of correct invoice. merSETA may not appoint a service provider, may split the scope, and is not bound to accept the lowest bid. merSETA may amend conditions, extend closing date, conduct site inspections, require verification (including FICA and background checks), and consider its own past experience with the bidder.

Evaluation is in three stages: administrative compliance, functionality (with minimum thresholds), and price/preference. Functionality criteria and weights: Years' Experience 10% (min 5%), Reference Letters 10% (min 5%), Project Plan 40% (min 25%), Video links and demonstration 30% (min 20%), Live Polling and Audience Engagement Platform 10% (min 10%). Overall minimum threshold 60%. Demonstration phase assesses video quality on blurring, flickering, colour contrast, sound quality, seamless editing, lighting, and ads usage/titles/lower thirds.