Hybrid annual general meeting (agm) – event management and technical production services for merseta

Closing date: 14 August 2026 at 16h00. Compulsory briefing session: 11 August 2026 at 11h00, at Auto Boardroom, Metropolitan Park, Block C, 8 Hillside Road, Parktown, Johannesburg, 2193. Attendance is compulsory; failure to attend results in disqualification. The AGM is scheduled for October 2026 (date to be confirmed).

SCM Enquiries: Thokozani Dlamini, [email protected]. Technical Enquiries: Thando Ndlovu, [email protected]. Submission email: [email protected]. Fraud Hotline: 0800 333 057.

Quotations must be emailed to [email protected] with the RFQ number as the email subject. Submissions must be clearly marked with the RFQ number and description. Late submissions after the closing date and time will not be considered. Required returnable documents: fully completed and signed merSETA RFQ documents, vendor application forms, SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), pricing schedule, CSD registration number, certified ID copies of all directors, and a valid B-BBEE certificate or affidavit. Failure to submit the pricing schedule or the sample video will result in disqualification. Attendance at the compulsory briefing session is mandatory; non-attendance leads to disqualification.

Evaluation is in three stages: Stage 1 – compliance with administrative and mandatory requirements; Stage 2 – functionality scoring; Stage 3 – price and preference points. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (B-BBEE). Functionality is scored out of 100% with an overall minimum threshold of 80%, and individual minimum thresholds per criterion: Years' Experience 10% (min 5%), Reference Letters 10% (min 5%), Project Manager 15% (min 15%), Technical Lead 10% (min 10%), Technical Assistants 10% (min 10%), Videographer 10% (min 10%), Project Plan 15% (min 12.5%), Video Sample 20% (min 12.5%). Bids failing any individual threshold or the overall threshold are disqualified. Only qualifying bids proceed to price and preference evaluation. Specific goals and points: Black People Ownership 51%+ (6 points), Black Women Ownership 30%+ (4 points), Black Youth Ownership 30%+ (4 points), White Women Ownership 30%+ (2 points), People with Disability Ownership 20%+ (4 points). B-BBEE status level points: Level 1 – 20, Level 2 – 18, Level 3 – 14, Level 4 – 12, Level 5 – 8, Level 6 – 6, Level 7 – 4, Level 8 – 2, Non-compliant – 0.

The service provider must deliver a hybrid Annual General Meeting for merSETA, expected in October 2026 (date TBC). The event must be one event with two experiences: physical and virtual attendees must be able to see and interact with each other. Approximately 250 physical attendees; platform must support 500 online attendees. The provider must manage a registration/RSVP platform, with registrations processed through the Hybrid AGM mailbox. Physical registration must be paperless, with printed tags carrying QR codes for the digital programme. Deliverables include: a conceptual framework document, a detailed project plan, interactive live streaming with two-way communication (polls, comments, Q&A), technical expertise and equipment, a contingency plan for technical/power/network failure, and a stable connection for virtual attendees. Setup must be completed by 15h00 and dry runs by 21h00 the day before the event. Equipment specifications: sound system (PA, digital mixer with 4 outputs, wireless transmitter, USB audio support, powered speakers JBL/Yamaha/QSC or equivalent, stage monitors, 4 cordless mics Shure/Sennheiser or equivalent); live streaming (platform for 500 online attendees, social media streaming on Facebook and YouTube, animation and lower thirds, feed to LED and TV screens); TV and LED screens (4x 65-inch TVs with stands, 65-inch comfort monitor, 6m x 3m LED screen, all cables and splitters); stage setup (7m long x 3m wide x 0.5m high, white or black with draping). Presidential Autocue service is required, including operator, crew, meals and other features for two days including dry run.

The evaluation process is structured in three stages: Stage 1 – compliance with administrative and mandatory requirements (completion of all RFQ forms, CSD registration, pricing schedule, SBD 4, SBD 6.1, SBD 7.1, and any other mandatory requirements). Stage 2 – compliance with specifications or functionality scoring, assessing technical responsiveness and capacity. Stage 3 – price and preference goals, using the 80/20 system: 80 points for price, 20 points for preference as defined in SBD 6.1. Bidders must meet the minimum thresholds in Stage 2 to progress to Stage 3.

The service provider must have at least four years' experience in hosting successful virtual and hybrid events, demonstrated by a company profile. Four reference letters from clients for virtual/hybrid event hosting are required, on the referring company's letterhead, dated, verifiable, and indicating the project period. The core project team must include: a Project Manager with at least three years' events management experience (CV must reflect this); a Technical Lead with relevant qualification or certification and at least three years' experience in video and sound engineering or similar; two Technical Assistants with relevant qualification or certification and at least two years' experience in video and sound engineering or similar; and a Videographer with relevant qualification or certification and at least two years' experience in videography. A sample video of a previous hybrid event must be submitted, showcasing software used and two-way communication; failure to submit results in disqualification. A project plan must be provided, with timelines not exceeding three months, outlining how outcomes and deliverables will be met. Shortlisted providers may be invited to present and demonstrate their video.

merSETA reserves the right to amend bid conditions, validity period, specifications, or extend the closing date prior to closing, notifying affected bidders in writing and publishing on its website. Bidders must monitor the website. merSETA is not obliged to accept the lowest-priced bid; award will be made to the bidder demonstrating requisite capability and a functionally compliant, financially advantageous bid. merSETA may award in whole or in part, conduct site inspections, and require any information or documents to verify a bid, including FICA and background checks.

Quotations must be submitted by email to [email protected], clearly marked with the RFQ number and description. Prices must be firm and inclusive of VAT where applicable, and must include all related expenses. The official merSETA quotation form must be used; additional pricing breakdowns may be on company letterhead. A Price Declaration must be completed; if totals differ, the price on the declaration prevails. Prices must remain valid for at least 60 days from closing. The successful bidder may be required to sign an SLA or contract form (SBD 7.1 or 7.2).

Prices must be firm and inclusive of VAT where applicable, and must include all related expenses such as transport and accommodation. Quoted prices must remain valid for at least 60 days from the closing date. The official merSETA quotation form must be used; additional pricing breakdowns may be supplied on company letterhead. A Price Declaration must be completed; if totals differ, the price on the declaration prevails. Payment terms: merSETA will pay valid invoices within 30 days from receipt of the correct invoice, for work done to its satisfaction. Payment will be structured according to agreed milestones as finalised in the SLA. No payment for unproductive or duplicated time due to staff changes, inefficiencies, or rework.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide a valid CSD number. Tax matters must be in order and reflect on CSD at time of award. Required forms: SBD 4 (Bidder's Disclosure) – discloses any interest or relationship with state employees; SBD 6.1 (Preference Points Claim) – claims preference points for specific goals; SBD 7.1 (Contract Form) – to be signed by successful bidder. Certified ID copies of all directors must be submitted. A valid B-BBEE certificate, CIPC B-BBEE certificate, or sworn affidavit must be provided; CIPC certificates will be verified. For joint ventures/consortia, a Joint Venture Certificate and consolidated B-BBEE certificate are required; for subcontracting, B-BBEE certificates of both contractor and subcontractor must be submitted. Subcontracting must be indicated on SBD 6.1 with percentage.

The contract will be governed by South African law. The bidder's offer remains binding for the validity period (60 days from closing). The contract is subject to the Public Finance Management Act, 1999, merSETA's Supply Chain Management Policy, and General and Special Conditions of Contract. If the bidder withdraws within the validity period or fails to fulfil the contract, merSETA may recover additional expenses incurred from accepting a less favourable quote or re-inviting. merSETA may set off such amounts against any monies due to the bidder. Acceptance of the quote may be communicated by email. The bidder must declare any interest and confirm the correctness of information; false information may lead to recovery of costs, cancellation, and damages. The successful bidder may be required to sign an SLA or contract form (SBD 7.1 or 7.2).

The evaluation follows a three-stage approach: Stage 1 – compliance with administrative and mandatory requirements; Stage 2 – functionality scoring; Stage 3 – price and preference goals. Functionality is scored using a grid with criteria and thresholds: Years' Experience (10%, min 5%), Reference Letters (10%, min 5%), Project Manager (15%, min 15%), Technical Lead (10%, min 10%), Technical Assistants (10%, min 10%), Videographer (10%, min 10%), Project Plan (15%, min 12.5%), Video Sample (20%, min 12.5%). The overall minimum threshold is 80%. Bids failing any individual threshold or the overall threshold are disqualified. Only qualifying bids proceed to the 80/20 preference point system, where 80 points are for price and 20 for specific goals as per SBD 6.1.