Communications, marketing & stakeholder engagement services for pim pilot, jtfm & climate action report – RFP in gauteng

Compulsory briefing session: 27 August 2026 at 12:00 PM Johannesburg time (Microsoft Teams; link accessible 15 minutes before start). Deadline to request OneDrive submission link: 04 September 2026 at 16:30 Johannesburg time. Clarification requests accepted until 04 September 2026 at 16:30 Johannesburg time (must be emailed to [email protected] three working days before submission day). Closing date and time: 10 September 2026 at 23:55 (Telkom time). Bid validity period: 120 calendar days from closing time.

All enquiries and clarification requests must be directed in writing to the DBSA Supply Chain Management Unit via email: [email protected]. No telephonic queries will be answered. Complaints about the tendering process must be emailed to [email protected]. For complaints involving DBSA employee conduct, address written correspondence to the Chief Executive Officer at the DBSA physical address.

Submission method: electronic only via a OneDrive link provided by DBSA after a written request for clarification is sent to [email protected] (quote RFP number in subject line). Requests for the link must be made by 04 September 2026 at 16:30 Johannesburg time. No physical, faxed, or emailed bids will be accepted. Bids must be uploaded before the closing time of 23:55 on 10 September 2026 (Telkom time). Bidders are responsible for ensuring the correct link and document are used; evidence of attempted upload before cut-off must be kept in case of technical issues. Submission must be in two separate folders: Folder 1 – Pre-Qualifying Criteria and Functional Evaluation (including all returnable schedules and supporting documents); Folder 2 – Price / Financial Proposal. All returnable documents listed in Part C must be completed, signed where applicable, and attached in the prescribed sequence. Failure to include any compulsory document may result in disqualification.

Three-stage evaluation:

1. Stage 1 – Administrative Responsiveness (Pre-Qualifying Criteria): All criteria must be met; failure on any one disqualifies the bid. Criteria include: (a) submission as a two-folder electronic tender (Folder 1: functionality and returnables; Folder 2: pricing); (b) attendance at the compulsory briefing session on 27 August 2026; (c) response to clarification requests within 48 hours; (d) returnable documents completed and signed within 48 hours if requested; (e) CSD registration summary report submitted within 48 hours; (f) valid SARS Tax Pin submitted within 48 hours.
2. Stage 2 – Functional Evaluation: Minimum threshold of 75 out of 100 points. Criteria and maximum points:

• Relevant Experience (20 pts): 5+ completed similar projects with reference letters = 20; 4 = 15; 3 = 10; 2 = 5; 1 = 2; none = 0. Annexure A project list and signed reference letters required.
• Stakeholder Engagement, Coordination and Facilitation Experience (20 pts): 5+ completed similar projects with reference letters = 20; 3–4 = 15; 1–2 = 8; none/insufficient = 0. Must demonstrate ability to develop and implement an inclusive Stakeholder Engagement Plan addressing language, gender equity, accessibility, and participation of vulnerable groups.
• Methodology, Workplan and Implementation Approach (25 pts): Five elements each scored 0.5 (generic/vague) or 1.0 (clear/comprehensive) multiplied by 5-point weighting: understanding of assignment, implementation approach, communications and marketing strategy, stakeholder engagement and event management approach, workplan/reporting framework/quality assurance/governance and risk management plan.
• Key Personnel (25 pts): Project Manager (8 pts), Communications & Marketing Specialist (6 pts), Stakeholder Engagement & Facilitation Specialist (6 pts), Events Management Specialist (5 pts). Each assessed on qualifications, relevant experience, and capacity.
• Local Presence and Capacity (10 pts): Demonstrated office presence in Gauteng and ability to mobilise resources quickly.

3. Stage 3 – Price and Preference Points: Only bidders passing Stages 1 and 2 are evaluated on price in accordance with PPPFA 2022 regulations (80/20 or 90/10 system as applicable). Lowest overall price recommended unless DBSA cancels the RFP.

Scope: Appointment of a service provider to deliver integrated communications, marketing, stakeholder engagement, events management, coordination, facilitation, and reporting services for three workstreams: (1) Partnering Implementation Model (PIM) Pilot, (2) Development of the Just Transition Finance Mechanism (JTFM), (3) State of Climate Action Report (SOCAR).

Key deliverables and requirements:

• Develop and implement a comprehensive communications and marketing strategy for each workstream.
• Design and execute stakeholder engagement plans that are inclusive, address language and interpretation needs, promote gender equity, ensure accessibility for persons with disabilities, and enable meaningful participation of vulnerable and marginalised groups (government, municipalities, business, labour, civil society, communities).
• Plan, coordinate, and manage events (workshops, conferences, public consultations, launch events) including logistics, venues, registrations, and real-time facilitation.
• Provide coordination and facilitation services for multi-stakeholder processes, including meeting design, agenda setting, minute-taking, and action tracking.
• Produce high-quality reports, content, and knowledge products (case studies, policy briefs, newsletters, digital content) aligned with DBSA branding and reporting standards.
• Establish governance arrangements, risk management plans, quality assurance measures, and a reporting framework with defined timelines.
• Demonstrate relevant experience: at least 3–5 completed similar projects with signed reference letters covering integrated communications, marketing, stakeholder engagement, event logistics, public relations, content development, and design.
• Provide a detailed methodology demonstrating understanding of the assignment, implementation approach, communications/marketing strategy, stakeholder engagement approach, event management approach, workplan, reporting framework, quality assurance, and governance/risk management.
• Propose key personnel: Project Manager, Communications & Marketing Specialist, Stakeholder Engagement & Facilitation Specialist, Events Management Specialist – each with relevant qualifications and experience.
• Demonstrate local presence and capacity in Gauteng.

and methodology.

Table 1: Evaluation criteria

completing the project list

3 Methodology, A detailed methodology demonstrating the - Each element carries a 25

maximum score of 5 Workplan and following

points. The score

Implementation 1. an understanding of the awarded will be

Approach assignment, (5) multiplied by the

as follows:

communications and marketing

• 0.5 = Element

strategy (5), addressed in a generic,

3. stakeholder engagement vague, or unclear

approach, event management manner.

• 1.0 = Element clearly, approach (5),

adequately, and

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Part a ................................................................................................................ 4

Part b ................................................................................................................ 7

Part c ................................................................................................................ 8

Part d .............................................................................................................. 10

Fees and Assumptions ....................................................................................... 45

Annexure B ........................................................................................................ 52

Annexure C ........................................................................................................ 55

Annexure F ........................................................................................................ 61

Annexure G ....................................................................................................... 62

Annexure H ....................................................................................................... 63

Annexure I ........................................................................................................ 64

Annexure J ........................................................................................................ 65

Annexure K ........................................................................................................ 66

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Southern africa limited (“DBSA”)

Bid number: RFP141/2026

Description: the appointment of a suitably qualified and experienced

Time: 12H00 PM Johannesburg time (Microsoft Teams)

Compulsory Briefing Session - RFP141.2026

Closing time for the OneDrive Link submissions - 23h55 on the 10 September 2026 (Telkom Time)

CLOSING DATE: 10 September 2026

Closing time: 23h55

a) It remains the bidder’s responsibility to ensure that the bid submission is uploaded using

the correct bidder document and tender link.

b) Should a bidder encounter an issue with the system, the bidder must provide sufficient

evidence as proof of attempting to upload their submission before the cut-off time and the

error received.

c) Faxed, emailed bids will not be accepted, only an electronic submission received via the

link will be accepted.

d) It is therefore the responsibility of the bidder to request for a link to participate.

e) The DBSA assumes no responsibility if a Bidder’s designated email address is not correct,

or if there are technical challenges, including those with the Bidders computer, network, or

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Part A: Invitation to Bid

Part B: Terms and Conditions of Bidding

Part C: Checklist of Compulsory Returnable Schedules and Documents

Part D: Conditions of Tendering and Undertakings by Bidders

Part E: Specifications/Terms of Reference and Project Brief

Annexure A: Price Proposal Requirement

Annexure B: SBD4 Declaration of Interest

Annexure C: SBD6.1 and B-BBEE status level certificate

Annexure F: Certified copies of your CIPC company registration documents

listing all members with percentages, in case of a lose corporation

Annexure G: Certified copies of latest share certificates, in case of a company.

Annexure H: (if applicable): A breakdown of how fees and work will be spread

between members of the bidding consortium.

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5.2 All persons (whether a participant in this tender process or not) having obtained or received

this RFP may only use it, and the information contained herein, in compliance with the rules

contained in this RFP.

5.3 All Bidders are deemed to accept the rules contained in this RFP Part C.

5.4 The rules contained in this RFP Part C apply to:

5.4.1 The RFP and any other information given, received or made available in

connection with this RFP, and any revisions or annexure.

5.4.2 the Tendering Process; and

5.4.3 any communications (including any briefings, presentations, meetings and

negotiations) relating to the RFP or the Tendering Process.

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be liable in connection with either the exercise of, or failure to exercise this right.

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e-mail, as well as on the DBSA’s website without identifying the person or organisation

which submitted the question.

11.6 In all other instances, the DBSA may directly provide any written notification or response to

a Bidder by email to the address of the Bidder (as notified by the Bidder to the Tender

Manager).

11.7 A Bidder may, by notifying the Tender Officer in writing, withdraw a question submitted in

accordance with clause 12, in circumstances where the Bidder does not wish the DBSA to

publish its response to the question to all Bidders.

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17.2 Bids delivered after the Closing Time or lodged at a location or in a manner that is contrary

to that specified in this RFP will be disqualified from the Tendering Process and will be

ineligible for consideration. However, a late Bid may be accepted where the Bidder can

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from time to time in the Government Gazette; and

18.1.6 submitting all Compulsory Documents.

18.2 South African bidders with annual total revenue of ZAR10 million or less qualify as

Exempted Micro Enterprises (EMEs) in terms of the B-BBEE Act must submit a certificate

issued by a registered, independent auditor (who or which is not the Bidder or a part of the

Bidder) or an accredited verification agency.

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20.1 Incomplete Bids may be disqualified or evaluated solely on information contained in the Bid.

20.2 The DBSA may disregard any content in a Tender that is illegible and will be under no

obligation whatsoever to seek clarification from the Bidder.

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tender.

Folder 1: Functionality and returnable Pre-Qualifier Y 1

submission separate from

Folder 2: Pricing proposal submission

Attendance of the compulsory briefing session Pre-Qualifier Y 2

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1 Relevant The bidder must submit a company profile, - 5 or more completed 20

similar projects with Experience in a completed Annexure A project list, and

supporting reference

Integrated signed reference letters demonstrating letters = 20;

communications, successful delivery of integrated - 4 completed similar

marketing, and communications, marketing, stakeholder projects with supporting

reference letters = 15;

events engagement, event logistics, public

• 3 completed similar

management relations, content development, design, projects with supporting

experience and related support services. reference letters = 10;

• 2 completed similar

projects with supporting

Annexure A must be followed in reference letters = 5;

completing the project list

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Model (pim) pilot, the development of the just transition finance mechanism (jtfm), and the

State of climate action report (socar).

• 1 completed similar

project with a supporting

reference letter = 2;

• No completed similar

projects and/or no

supporting reference

letters submitted = 0.

2 Stakeholder The bidder must submit a completed - Five (5) or more 20

completed similar Engagement, project list in accordance with Annexure A,

projects with supporting

Coordination and signed reference letters reference letters = 20; -

and Facilitation demonstrating experience in coordinating - Three (3) to Four (4)

supporting reference

engagements involving government,

letters = 15;

municipalities, business, labour, civil - One (1) to Two (2)

society and communities. completed similar

projects with supporting

letters = 8; In addition, bidders should demonstrate

• No relevant experience

the ability to develop and implement an or insufficient evidence.

inclusive Stakeholder Engagement Plan Including reference

(SEP) that addresses language and letters = 0

interpretation needs, promotes gender

equity, ensures accessibility for persons

with disabilities, and supports the

meaningful participation of vulnerable and

marginalised groups.

4 Project Team CVs and proof of relevant experience for a) Team Leader / Project 20

Manager (8 points): and Key the proposed personnel.

• Relevant Bachelor’s

Annexure B must be followed in ≥8 years’ experience

completing the CV Template managing similar

assignments = 8;

• 5–7 years’ experience =

5;

• <5 years or does not

meet minimum

requirements = 0

b) Communications &

Marketing Specialist (4

points):

• ≥5 years’ experience 4;
• 3–4 years’ experience =

2;

• <3 years’ experience or

does not meet

requirements = 0.

c) Stakeholder

(4 points):

• ≥5 years’ experience =

4;

• 3–4 years’ experience =

2;

• <3 years’ experience or

does not meet

requirements = 0.

d) Reporting &

(4 points):

• ≥5 years’ experience =

4;

• 3–4 years’ experience =

2;

• <3 years’ experience or

does not meet

requirements = 0

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Model (pim) pilot, the development of the just transition finance mechanism (jtfm), and the

State of climate action report (socar).

5 Reporting and Demonstrating experience preparing - 5 or more knowledge 15

management tools and 6 Knowledge stakeholder engagement reports,

or more past report

Management workshop reports, synthesis reports, samples submitted = 15;

Capability lessons learnt reports, best practice - 2 knowledge

reports and knowledge products. management tools and 4

past report samples

submitted = 10;

• 1 knowledge

management tool and 2

past report samples

submitted = 5;

• No report sample

submitted = 0;

Total 100

Minimum threshold for technical evaluation 75

Only proposals that meet the threshold of 75% will proceed to the next stage, which is the

evaluation on a price and preference point basis

26.5 Third Stage: Price

26.5.1 The Third Stage of evaluation of the Bids will be in respect of price and

preference.

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directors.

g. PEP Checks for both Companies and Individual directors, as well as Procure

Check and or any other systems that the DBSA may choose to utilize (which

may be conducted by an authorized third party) that would be done to assess

all risks, including but not limited to

a. Financial stability of the bidder based on key ratio analysis ;

b. Efficiency ;

c. Profitability ;

d. Financial Risk;

e. Liquidity ;

f. Acid Test ;

g. Solvency; and

h. Commercial relationship with a politically exposed and brand risk

i. The DBSA reserves the right to award the scope in full or part thereof, subject to budget

availability.

ii. The DBSA reserves the right to negotiate to ensure the value for money principle is not

compromised.

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clarification is sought or discussions are held in interpreting the Bid and evaluating the cost

and risk of accepting the Bid. Failure to supply clarification to the satisfaction of the DBSA

may render the Bid liable to disqualification.

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requested, or if funds are no longer available to cover the total envisaged expenditure. For

the avoidance of any doubt, in these circumstances the DBSA will be free to proceed via

any alternative process.

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36.1.5 require additional information or clarification from any Bidder or any other

person;

36.1.6 provide additional information or clarification.

36.1.7 negotiate with any one or more Bidder;

36.1.8 call for new Bid.

36.1.9 reject any Bid received after the Closing Time; or

36.1.10 reject any Bid that does not comply with the requirements of this RFP.

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37.2 Each Bidder must comply with all relevant laws in preparing and lodging its Bid and in taking

part in the Tendering Process.

37.3 All Bids must be completed using the English language and all costing must be in South

African Rand (ZAR).

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7.1 Whilst all due care has been taken in connection with the preparation of this RFP, the DBSA

makes no representations or warranties that the content in this RFP or any information

communicated to or provided to Bidders during the Tendering Process is, or will be,

accurate, current or complete. The DBSA, and its officers, employees and advisors will not

be liable with respect to any information communicated which is not accurate, current or

complete.

7.2 If a Bidder finds or reasonably believes it has found any discrepancy, ambiguity, error or

inconsistency in this RFP or any other information provided by the DBSA (other than minor

clerical matters), the Bidder must promptly notify the DBSA in writing of such discrepancy,

ambiguity, error or inconsistency in order to afford the DBSA an opportunity to consider

what corrective action is necessary (if any).

7.3 Any actual discrepancy, ambiguity, error or inconsistency in this RFP or any other

information provided by the DBSA will, if possible, be corrected and provided to all Bidders

without attribution to the Bidder who provided the written notice.

comprehensively

quality assurance measures (5), addressed.

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If, after a Bidder’s Response has been submitted, the Bidder becomes aware of an error in

the Bidders Response (including an error in pricing but excluding clerical errors which would

have no bearing on the evaluation of the Bid), the Bidder must promptly notify the DBSA of

such error.

Pricing proposal must be submitted in Folder 2 as a separate electronic file. Annexure A (Price Proposal Requirement) must be followed. No specific pricing format (firm rates, schedule of rates, bill of quantities) is detailed in the extracted text; bidders should structure pricing to cover all services described in the scope. Bid validity period is 120 calendar days from closing time. No bid bonds, performance guarantees, or advance payment terms are mentioned in the extracted text. Bidders must notify DBSA promptly of any pricing errors discovered after submission (clerical errors excluded). All bidding costs are at the bidder's own risk; DBSA accepts no liability for preparation or lodgement expenses.

Mandatory compliance documents and requirements:

• Central Supplier Database (CSD) registration: South African bidders must be registered on the CSD; CSD summary report must be submitted. If not registered, business registration, directorship/membership/identity numbers, tax compliance status, and banking information must be submitted with the bid.
• Tax compliance: South African bidders must submit a valid SARS Tax Compliance Status (TCS) Pin (or printed TCS). Each party in a consortium/JV/sub-contractor arrangement must submit separate proof.
• B-BBEE: Exempted Micro Enterprises (EMEs, annual revenue ≤ ZAR10 million) must submit a certificate from a registered independent auditor or accredited verification agency. All other South African bidders must submit an original/valid B-BBEE status level verification certificate, certified copy, or sworn affidavit compliant with National Treasury guidelines and DTI notices.
• Company registration: Certified copies of CIPC registration documents listing all members with percentages (for close corporations) or latest share certificates (for companies).
• Consortium/JV: If applicable, a breakdown of fee and work split between members (Annexure H).
• Returnable forms (must be completed, signed, and submitted): Part A (Invitation to Bid), Part B (Terms and Conditions of Bidding), Part C (Checklist of Compulsory Returnable Schedules and Documents), Part D (Conditions of Tendering and Undertakings by Bidders), Part E (Specifications/Terms of Reference and Project Brief), Annexure A (Price Proposal Requirement), Annexure B (SBD4 Declaration of Interest), Annexure C (SBD6.1 and B-BBEE status level certificate), Annexure F (CIPC registration documents), Annexure G (Share certificates), Annexure H (Consortium fee/work split, if applicable), Annexure I (Supporting documents for Pre-Qualifying and Functional Evaluation), Annexure J (General Conditions of Contract), Annexure K (CSD Tax Compliance Status and Registration Requirements Report).
• Authority to sign: Proof of authority (e.g., board resolution) for the authorised signatory must be attached.
• Disqualification risks: Missing or unsigned returnable documents, non-attendance at compulsory briefing, late submission, failure to meet any pre-qualifying criterion, incomplete bids, illegible content, conditional bids (e.g., subject to board approval, due diligence, regulatory consent, third-party approval, or negotiation of commercial terms).

Points Assessment (where applicable).

1.13 Functional Criteria means the criteria set out in clause 27 of this Part C.

1.14 Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary

rights in relation to inventions (including patents) registered and unregistered trademarks

(including service marks), registered designs, confidential information (including trade secrets

and know how) and circuit layouts, and all other proprietary rights resulting from intellectual

activity in the industrial, scientific, literary or artistic fields.

1.15 PFMA means the Public Finance Management Act, 1999.

1.16 PPPFA means the Preferential Procurement Policy Framework Act, 2000.

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successful Bidder(s) or upon the earlier termination of the process.

1.30 Website means a website administered by DBSA under its name with web address

www.dbsa.org

Model (pim) pilot, the development of the just transition finance mechanism (jtfm), and the

State of climate action report (socar).

clearly demonstrate (to the satisfaction of the DBSA, in its sole discretion) that late

lodgement of the Bid was caused by the DBSA; that access was denied or hindered in

relation to the physical tender box; or that a major/critical incident hindered the delivery of

the Bid and, in all cases, that the integrity of the Tendering Process will not be compromised

by accepting a Bid after the Closing Time.

17.3 The determination of the DBSA as to the actual time that a Bid is lodged is final. Subject to

clause 17.2, all Bids lodged after the Closing Time will be recorded by the DBSA and will

only be opened for the purposes of identifying a business name and address of the Bidder.

for consideration. The general operating practice is for the late Bid to be returned within 5

(five) working days of receipt or within 5 (five) working days after determination not to accept

a late Bid.

18. Bidder’s responsibilities

18.1 Bidders are responsible for:

18.1.1 examining this RFP and any documents referenced or attached to this RFP and

any other information made or to be made available by the DBSA to Bidders in

connection with this RFP;

18.1.2 fully informing themselves in relation to all matters arising from this RFP,

including all matters regarding the DBSA’s requirements for the provision of the

Services;

18.1.3 ensuring that their Bids are accurate and complete;

18.1.4 making their own enquiries and assessing all risks regarding this RFP, and fully

considering and incorporating the impact of any known and unknown risks into

their Bid;

18.1.5 ensuring that they comply with all applicable laws in regard to the Tendering

24.1 Upon submission in accordance with the requirements relating to the submission of Bids,

all Bids submitted become the property of the DBSA. Bidders will retain all ownership rights

in any intellectual property contained in the Bids.

24.2 Each Bidder, by submission of their Bid, is deemed to have licensed the DBSA to reproduce

the whole, or any portion, of their Bid for the sole purposes of enabling the DBSA to evaluate

the Bid.

performance on any task orders/purchase orders or contracts, including poor

performance in respect of compliance with policies or procedures regarding

safety, health, quality control or environment, or having committed a serious

and

gross breach of contract.

d. Reputational harm

cannot control the actions of our suppliers, we will not tolerate any Illegal activities. These

include, but are not limited to:

• Misrepresentation of any kind (e.g. origin of manufacture, specifications,

intellectual property rights, etc.);

• Collusion;
• Failure to disclose accurate information required during the sourcing activity

(ownership, financial situation, BBBEE status, etc.);

• Corrupt activities listed above; and
• Harassment, intimidation or other aggressive actions towards DBSA’s

employees.

35.1 By submitting a Bid, a Bidder warrants that:

35.1.1 it did not rely on any express or implied statement, warranty or

representation, whether oral, written, or otherwise made by or on behalf of

the DBSA, its officers, employees, or advisers other than any statement,

warranty or representation expressly contained in the RFP;

35.1.2 it did not use the improper assistance of DBSA’s employees or information

unlawfully obtained from them in compiling its Bid;

35.1.3 it is responsible for all costs and expenses related to the preparation and

lodgement of its Bid, any subsequent negotiation, and any future process

connected with or relating to the Tendering Process;

35.1.4 it accepts and will comply with the terms set out in this RFP; and

35.1.5 it will provide additional information in a timely manner as requested by the

Additional evaluation details recovered from the document:

• Stage 1 (Responsiveness) includes a 48-hour response window for clarification requests and submission of returnable documents, CSD report, and Tax Pin if requested by DBSA.
• Stage 2 (Functional) scoring uses a weighted element approach: each of the five methodology elements is scored 0.5 or 1.0, multiplied by a 5-point weight, yielding a maximum of 25 points for that criterion.
• Key Personnel scoring breakdown: Project Manager (8 points), Communications & Marketing Specialist (6 points), Stakeholder Engagement & Facilitation Specialist (6 points), Events Management Specialist (5 points) – total 25 points.
• Local Presence and Capacity criterion (10 points) assesses Gauteng office presence and resource mobilisation ability.
• Bidders must submit verifiable evidence for all functional criteria: project descriptions, reference letters, CVs, and methodology documents as Annexure J.
• Stage 3 applies PPPFA 2022 regulations; the specific preference point system (80/20 or 90/10) is not stated in the extracted text but will be applied per applicable regulations.