Leadership roadshow and stakeholders’ engagement

Closing date: 31 August 2026, closing time: 12H00. Compulsory briefing: 25 August 2026 at 12H00 PM, online via Microsoft Teams (link provided in the RFQ). Event dates: Day 1 and Day 2 between September and November 2026, dates to be confirmed.

Compulsory briefing session: Date 25 August 2026, Time 12H00 PM, Venue: Online, Link: https://teams.microsoft.com/meet/373594780461112?p=tAZ8lmVrOpUtTafgiB

SCM Enquiries: Thokozani Dlamini, Email: [email protected]. Technical Enquiries: Mbofholowo Maphidzhe, Email: [email protected]. Submission email: [email protected]. Fraud Hotline: 0800 333 057.

Quotations must be submitted by email to [email protected] with the RFQ number as the email subject. Quotations must be clearly marked with the RFQ number and description. Late submissions (after closing date and time) will not be considered. The official merSETA quotation form must be used; additional pricing breakdown may be supplied on company letterhead. Price Declaration must be completed; if totals differ, the price declaration prevails. Returnable documents: completed and signed SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), pricing schedule, CSD registration number, copy of B-BBEE certificate, references for similar work, and any required certifications. Tax matters must be in order as reflected on CSD. No services to be rendered before receipt of official appointment letter or Purchase Order.

Quotation response must include: total price including all related expenses, firm prices inclusive of VAT, references for similar work, CSD registration number, copy of BBBEE certificate, fully completed and signed SBD forms, any required certifications. Tax matters must be in order as reflected on CSD.

Three-stage evaluation. Stage 1: Compliance with administrative and mandatory requirements (all RFQ forms completed, CSD registration, pricing schedule, SBD 4, SBD 6.1, SBD 7.1). Stage 2: Compliance to specifications or functionality scoring; bidders must achieve required minimum threshold to progress. Stage 3: Price and preference goals. 80/20 preference point system: 80 points for price, 20 for specific goals. Specific goals: 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). Proof required: B-BBEE certificate/affidavit or CIPC certificate/ID/CSD. Failure to submit proof for specific goals means points not claimed. merSETA may require substantiation of claims and may negotiate with qualifying bidders.

The KwaZulu-Natal Leadership and Stakeholder Engagement Session is a two-day hybrid event. Day 1: estimated attendance 40-50. Day 2: estimated attendance 150-200. Venue to be confirmed in KwaZulu-Natal. Service provider must provide a 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. Provide company profile, detailed equipment inventory, and links/references to at least three similar hybrid events. Provide interactive platform for live streaming and two-way communication (polls, comments, Q&A, online feedback). Record and provide raw footage files (Mp4, Audio, transcribed). Provide contingency plan for technical/power/network failure. Minimum 50mbps upload/download speed required. All setup completed by 19h00 and dry runs until 22h30 the day before the event. Deliverables: PA requirements (Day 2): digital 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 (Day 2): platform for 100 online attendees (e.g., Zoom), live streaming on Facebook and YouTube, design animation and lower thirds, dedicated secure stable internet connection (min 30 Mbps up/down), feed LED screen and TVs. TV and LED screens (Day 2): 55-inch TV screens x4 with stands, 65-inch comfort monitor, 6m x 3m LED screen (p2.9 or p3.9) with split display, feeding cables with splitters. Stage setup (Day 2): 6m x 3m x 0.5m stage with white or black finish, professional draping, stage lighting at 5500k minimum. Live polling and audience engagement platform (Day 1 and 2): for online and physical attendees, QR code/PIN/web link access, real-time polling, unlimited Q&A, support large-scale engagements, fully licensed and paid for (free/trial versions not accepted), allow anonymity, technical support.

Deliverables specifications: PA requirements (Day 2): Digital 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 (Day 2): detailed project plan, platform for 100 online attendees (e.g., Zoom), live streaming on social media (Facebook and YouTube), design animation and lower thirds, dedicated secure stable internet connection (min 30 Mbps up/down), feed LED screen and TVs. TV Screens and LED Screens (Day 2): 55-inch TV screens x4 with stands, 65-inch comfort monitor, 6m x 3m LED screen (p2.9 or p3.9) with split display, feeding cables with splitters. Stage Setup (Day 2): 6m x 3m x 0.5m stage with white/black finish, professional draping, stage lighting at 5500k minimum. Live Polling and Audience Engagement Platform (Day 1 and 2): platform for online and physical attendees, QR code/PIN/web link access, real-time polling, unlimited Q&A, support large-scale engagements, fully licensed and paid for, allow anonymity, technical support.

Key role players required: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant. CVs for all key role players must be included. Provide links/references to at least three similar hybrid events previously undertaken.

merSETA reserves the right to conduct site inspections at the bidder's premises or client sites where deemed necessary. merSETA may require any information, agreement, or supporting document to verify a bid, including FICA and background checks on the bidding entity and its directors, trustees, shareholders, or members. merSETA may consider its own past experience with the bidder within the preceding five years.

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

Prices must be firm and inclusive of VAT where applicable. Prices must include all related expenses (transport, accommodation, etc.). Offer valid for 60 days from closing date. Pricing schedule items: 1. Leadership Roadshow and Stakeholders Engagement (qty 1), 2. PA Systems (day 2 only) (qty 1), 3. Live streaming (day 2 only) (qty 1), 4. TV Screen and LED Screens (Day 2 Only) (qty 1), 5. Stage setup (Day 2 only) (qty 1), 6. Live polling and audience Engagement Platform (qty 2). Include delivery costs, subtotal, VAT @ 15%, grand total in SA Rands with all applicable taxes included. Payment terms: merSETA pays valid invoices in full within 30 days from statement date for work done to its satisfaction. 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 as reflected on CSD at time of award. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must complete and submit SBD 4 (Bidder's Disclosure) - failure to complete may result in disqualification. SBD 6.1 (Preference Points Claim) must be completed to claim preference points. SBD 7.1 (Contract Form) must be completed. Authority to Sign form must be completed and signed, with supporting registration certificates or resolutions. B-BBEE certificate or affidavit required to claim preference points. Any certification required by the specifications must be provided.

The engagement session aims to integrate social, economic and environmental interests and responsibilities into the organization, and to respect the values and cultures of each stakeholder.

The contract will be governed by South African law. The offer remains binding for the validity period. Withdrawal of quote within the validity period or failure to fulfil the contract may result in the bidder paying any additional expenses incurred by merSETA. merSETA may recover such expenses by set-off against any monies due or any guarantee/deposit. Acceptance of the quote may be communicated by email. The successful bidder may be required to sign an SLA or a written contract form (SBD 7.1 or SBD 7.2). No services to be rendered before receipt of official appointment letter or Purchase Order. merSETA reserves the right to appoint more than one supplier or award the quote in whole or in part.

merSETA rights: reserves the right to amend bid conditions, validity period, specifications, or extend closing date; not obliged to accept lowest-priced bid; may award in whole or part; may conduct site inspections; may require verification information including FICA and background checks; may consider its own past experience with bidder within preceding five years.

Evaluation process: Three-stage approach. Stage 1: Compliance with administrative and mandatory requirements (completed RFQ forms, CSD registration, pricing schedule, SBD 4, SBD 6.1, SBD 7.1, other mandatory). Stage 2: Compliance to specifications or functionality scoring. Stage 3: Price and preference goals. 80/20 preference point system: 80 points for price, 20 for specific goals. Specific goals: 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). Proof required: B-BBEE certificate/affidavit or CIPC certificate/ID/CSD.