Appointment of a panel of events management service providers (3-Year contract)

Returnable forms required with the bid:

• Contractors'/Suppliers' Questionnaire – Individuals (Questionnaire A): must be completed and signed by each individual service provider; declares tax status, employment relationship with National Treasury, and work permit compliance.
• Tax clearance certificate (IRP30) or exemption certificate: a certified copy must be provided if in the bidder's possession.
• Certified copy of work permit: required for non-South African citizens.

No submission channel, number of copies, packaging instructions, or disqualification criteria are specified in this document. The closing date and time are recorded in the tender record (27 November 2026 at 09:00).

Compliance requirements arising from this questionnaire:

• Each individual service provider must complete and sign Questionnaire A.
• A certified copy of a valid tax clearance certificate (IRP30) or exemption certificate must be submitted if the bidder holds one.
• Non-South African citizens must submit a certified copy of a work permit.
• The individual must declare that they are not in full-time employment of National Treasury.
• The individual must disclose any labour broker arrangement, control or supervision by NT, payment intervals, benefits, equipment provision, exclusivity to NT, and weekly working hours.
• Non-residents must disclose contract duration, intention to return to their jurisdiction, and employer residency status.
• A representative must sign a declaration confirming the accuracy of the information and an obligation to notify NT of any changes.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers; such listing results in automatic disqualification.

Bidders must complete and sign SBD 4 (Bidder's Disclosure) declaring employment by an organ of state, relationships with persons employed by the procuring institution, and interests in related enterprises.

Bidders must complete and sign SBD 4 (Bidder's Disclosure).

Bidders must not be listed on the National Treasury's Register for Tender Defaulters or List of Restricted Suppliers; such listing results in automatic disqualification.

Tax compliance: an original tax clearance certificate from SARS must be submitted before contract award. No contract will be concluded with a bidder whose tax matters are not in order. Bidders must not be restricted from doing business with the public sector for corrupt, fraudulent or restrictive practices.

National Treasury invites bids for the appointment of a panel of service providers for events management services for the EPIC Division for a period of three (3) years. The panel will operate on an as-and-when-required basis to support high-level national and international meetings, conferences and related engagements. Appointment to the panel does not guarantee any minimum value, volume or number of assignments. A non-compulsory virtual briefing session will be held on 10 November 2026 from 10:00 to 11:00 via Microsoft Teams. The closing date and time is 27 November 2026 at 11:00. Bid validity is 90 days.

Briefing session: 10 November 2026, 10:00 to 11:00, virtual via Microsoft Teams. Non-compulsory.

Closing date and time: 27 November 2026 at 11:00.

Bid validity period: 90 days.

Submission method: online bid submission as guided by Annexure D (Guide for online bid submission). No submission email or physical address is stated in the document.

Returnable forms - all must be completed, signed and submitted with the bid:

• SBD 1 (Invitation to Bid): signed bid offer and bidder contact details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at National Treasury.
• Full CSD report.
• CIPC registration documents.
• Curriculum Vitae for the Project Manager or Team Leader.
• Copies of qualifications; foreign qualifications must include a SAQA evaluation certificate.
• Valid Tax Clearance Certificate or SARS-issued PIN.
• Shareholding organogram supported by company registration proof.
• Signed teaming agreement, if applicable.
• Consolidated CSD full report for a joint venture, if applicable.
• Supporting documents for all functionality requirements.
• Proof of specific goals ownership to claim preference points.

Disqualification risks:

• Any mandatory returnable form omitted or unsigned.
• Bids received after the closing time, for any reason.
• Failure to rectify missing documents within seven calendar days of notification may invalidate the bid.
• Setting counter conditions or amending bid conditions may invalidate the bid.
• Fronting not disproved within fourteen days of National Treasury notification.

Evaluation phases:

• Phase 1: Administrative and standard bidding requirements - compliance is mandatory to proceed.
• Phase 2: Functionality - minimum qualifying score 65/100. Bidders below the threshold are disqualified.
• Phase 3: Price and specific goals - evaluated under the 80/20 or 90/10 preference point system, depending on the estimated value of the procurement.

Functionality criteria and weights:

• Proven track record: 15
• Qualification of the Project Manager or Team Leader: 2
• Project Manager or Team Lead professional experience: 15
• International professional experience: 20
• Technological integration: 20
• Online events experience: 15

Total functionality score: 100. Minimum threshold: 65%.

Reference letters must be on client letterhead, dated and signed, describe the service, state start and end dates, and be accompanied by a purchase order, booking confirmation, completion certificate or SLA. Incomplete or ongoing projects are not considered.

Specific goals (80/20 system), 5 points each for black ownership, women ownership, youth ownership and disability ownership:

• 100% ownership = 5 points
• 75% to 99% = 3 points
• 60% to 74% = 2 points
• 51% to 59% = 1 point
• 0% to 50% = 0 points

Proof is declared on SBD 6.1 and supported by CIPC documents, shareholder certificates, certified identity documents, CSD report and B-BBEE certificate where applicable. A bidder who submits no ownership proof scores zero specific-goal points but is not disqualified.

All bid prices must be inclusive of all applicable taxes and fifteen percent (15%) VAT.

Procurement: appointment of a panel of events management service providers for the Economic Policy International Cooperation (EPIC) Division of National Treasury.

Contract period: three (3) years, as-and-when-required.

Appointment to the panel does not guarantee any minimum value, volume or number of assignments.

Each assignment is initiated by National Treasury with an agreed scope, deliverables, timelines, approved costs and an official order before work begins.

Services required:

• Project and event management: planning and execution of meetings, conferences, workshops, side events and dinners; workstream, supplier and stakeholder coordination; risk register and contingency plan; on-site project management; programmes, schedules and running orders; progress reports; post-event reviews.
• Logistics and operational support: venue selection, setup, layouts, decor, branding, registration, printing and attendee services; transport, shuttles, entertainment, artists, lanyards, stationery, gifts and branding items; safety plan, disaster management, security, health and safety compliance, liability insurance, safety officer and structural or civil engineer as required.
• Hiring of event equipment: audiovisual, lighting, tents, tables, chairs, plants, decor, podiums, stages and sound systems.
• Event production, decor and audiovisual: AV coordination, mood lighting, decor for registration, arrival, reception, plenary, breakaway, dining, VIP and dressing areas; rehearsals and technical checks.
• Communications, public relations, advertising and media support: communication plan implementation, PR, media registration and monitoring, event evaluation reports, advertising slots, social media activity, marketing collateral, photography and media galleries.
• Financial and cost management: Costing Matrix with line-item transparency, budget control, supplier negotiation, cost efficiencies, no commitments without National Treasury approval.

Required expertise: event and project-management leadership; large and complex national and international events; high-level and VIP engagements; multiple stakeholders and concurrent workstreams; supplier and subcontractor coordination; budget management; risk and contingency planning; event technology and virtual or hybrid capability; creative branding and communications; short-notice mobilisation; quality-assurance and reporting systems.

The service provider must appoint a Team Leader or Project Manager as the primary contact for National Treasury.

A non-disclosure agreement must be signed before any work commences.

Support implementation of the National Treasury communication plan for each event.

Provide public relations, reputation management and stakeholder relations support.

No advertising or promotional placement may be booked without prior written approval from National Treasury Communication Services.

Assist with media registration, manage registration lists, and conduct media monitoring.

Compile event evaluation reports analysing public opinion, audience research, media coverage tone and communication effectiveness.

Secure advertising slots on traditional, commercial, community and social media platforms; engage the GCIS media-buying unit for community media rates where applicable.

Support social media activity including approved livestreaming, online conversation monitoring, digital campaigns and audience reach reports.

Develop and provide approved marketing collateral, including flyers, infographics, banners, posters, brochures and programmes.

Provide edited photographic and media assets during events and governed media galleries after events.

Support implementation of the crisis communication plan where required.

Team Leader or Project Manager requirements:

• Minimum of 10 years' relevant event management experience.
• Qualification in event management, hospitality, communications, public relations or an equivalent or related field (NQF level 5 or higher scores better; above NQF 8 scores highest).
• Competencies in project and event management, communication and stakeholder management, technical and professional skills, and availability and flexibility including travel and work outside normal hours.

Organisation experience:

• Proven track record in planning and managing national and international conferences, meetings, workshops, seminars and in-person, virtual and hybrid events within the past ten (10) years (2016 to closing date).
• Experience managing large-scale events with multiple stakeholders, service providers and workstreams.
• Experience planning and managing cultural events, gala dinners, cocktail functions, receptions and awards ceremonies.
• Strategic communication and visibility experience using social media, digital media, print media and promotional material.
• Creative and multimedia capability: editing, layout and design, graphic design, digital media design, photography and video production.
• International and high-profile event management experience.
• Event management software and technology capability, including online events with at least 50 participants.

Supporting documents: comprehensive CV with contactable references, reference letters on client letterhead, purchase orders, booking confirmations, completion certificates or SLAs. Incomplete or ongoing projects are not considered.

All visual outputs, branding and public-facing communication materials must undergo a mandatory second-eye review and quality assurance process before release or use.

All public-facing materials must align with National Treasury and Government communication protocols and branding requirements.

A very high standard of quality and professionalism must be maintained at all times.

Comprehensive and appropriately governed media galleries and media assets must be provided after events; the right of use remains with National Treasury.

Regular progress reports must be provided at intervals determined by National Treasury.

Post-event reviews must evaluate outcomes and obtain attendee and stakeholder feedback.

Pricing schedule (Annexure C): bidders must provide separate rates for different categories and levels of services, including senior project or event management, event coordination, administrative and logistical support, on-site event support, creative and communications services, and specialist or technical services.

The applicable category, estimated level of effort and authorised personnel are agreed for each assignment before work commences.

A comprehensive Costing Matrix providing full line-item transparency for all event-related costs must be developed, maintained and regularly updated.

All bid prices must be inclusive of all applicable taxes and fifteen percent (15%) Value Added Tax.

Payment is made within 30 days of receipt of an invoice with all required supporting documents; no advance payments except in exceptional agreed cases.

National Treasury is not liable for time or services exceeding the approved assignment or official order unless additional work is approved in writing.

The applicable preference point system (80/20 or 90/10) is applied to price and specific goals depending on the estimated value of the procurement.

Pricing format: separate rates for each service category and level, including senior project or event management, event coordination, administrative and logistical support, on-site support, creative and communications services, and specialist or technical services.

A comprehensive Costing Matrix with full line-item transparency for all event-related costs must be developed and maintained.

All bid prices must be inclusive of all applicable taxes and fifteen percent (15%) Value Added Tax.

Payment terms: National Treasury pays within 30 days of receipt of an invoice with all required supporting documents. No advance payments are made except in exceptional cases on agreed terms. Payment is made only upon work completed.

Bidders must have the appropriate financial capacity to execute the scope of work.

No financial commitments may be made without National Treasury approval; proposed negotiations, reallocations, variations or changes must be submitted for formal review before commitments are made.

National Treasury is not liable for time or services exceeding the approved assignment or official order unless additional work is approved in writing.

Mandatory registrations and documents:

• Central Supplier Database (CSD): full CSD report must be submitted; consolidated CSD report for a joint venture if applicable.
• CIPC: company registration documents and shareholding proof.
• Tax: valid Tax Clearance Certificate or SARS-issued PIN.
• Qualifications: copies of qualifications; foreign qualifications must be accompanied by a SAQA certificate of evaluation.
• Curriculum Vitae for the Project Manager or Team Leader.
• Shareholding organogram supported by company registration proof.

B-BBEE and specific goals:

• Ownership points are claimed for black, women, youth and disabled ownership under the 80/20 or 90/10 system.
• Proof is declared on SBD 6.1 and supported by CIPC documents, shareholder certificates, certified identity documents, CSD report (MAAA number) and B-BBEE certificate where applicable.
• No CIDB grade is required because this is a services procurement, not construction.
• No minimum turnover threshold is stated in the document.

Failure to submit required documents may result in invalidation after a seven-day rectification period.

A safety plan, including a disaster management plan, must be developed and security hired when required.

Compliance with health and safety regulations must be ensured.

Necessary liability insurance must be provided.

A safety officer must be appointed as and when required.

A structural or civil engineer must be engaged as and when required.

Potential operational risks associated with large-scale events must be identified and appropriate mitigation measures recommended.

Adequate human resources and sufficient staffing must be allocated for planning and execution.

All logistical arrangements must align with the approved event programme, protocol and National Treasury requirements.

Contract duration: three (3) years.

The service provider is expected to enter into a Master Service Agreement (MSA) for panel participation.

A Service Level Agreement (SLA) or purchase order may serve as the contractual agreement for each assignment.

Work is allocated among panel members through a competitive Request for Quotation process; appointment does not guarantee work allocation.

National Treasury may appoint a maximum of ten (10) bidders to the panel, ranked by functionality score.

The service provider remains fully responsible for subcontracted work and must obtain National Treasury approval where required.

All final artwork, designs, images, video, templates, reports and materials produced for National Treasury must be delivered in final usable format, with rights to use, reproduce and retain the material.

A non-disclosure agreement must be signed before work commences.

National Treasury retains oversight and must approve material decisions on scope, expenditure, suppliers, programme changes, branding and communications.

Counter conditions or amendments to bid conditions by a bidder may invalidate the bid.

National Treasury may issue addenda before closing and is not liable for the exercise of that right.

Fronting is prohibited; a bidder must disprove fronting within fourteen (14) days of notification.

Phase 1: administrative compliance with legislative and standard bidding requirements.

Phase 2: functionality evaluation with a minimum threshold of 65%. Functionality criteria: proven track record (weight 15), Project Manager or Team Leader qualification (weight 2), professional experience (weight 15), international professional experience (weight 20), technological integration (weight 20), online events experience (weight 15). Total score 100.

Phase 3: price and specific goals under the 80/20 or 90/10 preference point system, depending on the estimated value of the procurement.

Specific goals each carry 5 points for black ownership, women ownership, youth ownership and disability ownership, scaled from 100% (5 points) to 0-50% (0 points). Proof is declared on SBD 6.1. A bidder with no ownership proof scores zero specific-goal points but is not disqualified.

Bidders ranked by functionality may be invited to quotation requests; the panel may include a maximum of ten (10) bidders.

Submission method: e-Submission via National Treasury eTender portal (https://etenders.gov.za)

Login: CSD registered email and password, CAPTCHA verification

Process: Browse Opportunities → Currently Advertised → select tender with eSubmission tick → Start eSubmission Process → Select Supplier Number → Start response → Upload required documents (one at a time) under each response document heading → Confirm & Proceed → Submit now

Document upload: Only one document per upload; recent upload replaces previous

Checklist: All required documents must be uploaded for submission to be successful

Status: Submitted or Pending (if incomplete)

Editing: Click Edit eSubmission, acknowledge disclaimer, upload replacement document, Confirm & Proceed

Withdrawal: Click Withdraw bid; application removed from list

Portal access requires Central Supplier Database (CSD) registered email address and CSD login password

Scope: appointment of a panel of service providers for events management.

Contract period: three (3) years.

Submission channel: online via the e-Tender Portal at https://www.etenders.gov.za/

Closing: 27 November 2026 at 11:00

Bidding procedure enquiries

• Role: Supply Chain Management
• Email: [email protected]

Technical enquiries

• Role: Supply Chain Management
• Email: [email protected]

Submission channel: online via the e-Tender Portal at https://www.etenders.gov.za/

Late bids will not be accepted for consideration.

Bids must be submitted on the official forms provided and must not be re-typed.

The successful bidder must complete and sign a written contract form (SBD 7).

Returnable forms:

• SBD 1 (Invitation to Bid): completed and signed bid cover page with bidder and contact details.
• SBD 7 (Contract Form): written contract form to be completed and signed by the successful bidder.

Proof of authority to sign, such as a company resolution, must be submitted with the bid.

Scope: appointment of a panel of service providers for events management.

Contract period: three (3) years.

Submission of bid response documents: online via the e-Tender Portal.

Tax compliance: a SARS tax compliance status PIN or a printed TCS certificate must be submitted.

Application for a TCS PIN may be made via SARS e-Filing at www.sars.gov.za.

Where no TCS PIN is available but the bidder is registered on the Central Supplier Database, a CSD number must be provided.

Consortia, joint ventures and sub-contractors: each party must submit a separate TCS certificate, PIN or CSD number.

Bids will not be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

Proof of authority to sign, such as a company resolution, must be submitted.