Hybrid event production services for merseta western cape stakeholder engagement, cape town, 28 october 2026

Closing

• Date and time: 15 October 2026 at 12:00

Briefing

• Date and time: 12 October 2026 at 13:00
• Venue: online (Microsoft Teams)
• Attendance is non-compulsory

Event

• Western Cape Stakeholder Engagement Session: 28 October 2026
• Setup to be completed by 19:00 and dry runs completed by 22:30 on the day before the event

Validity

• Offer must remain valid for 60 calendar days from the closing date

Non-compulsory briefing

• Date: 12 October 2026
• Time: 13:00
• Venue: online, via Microsoft Teams
• Attendance is not compulsory

SCM enquiries

• Contact: Thokozani Dlamini
• Email: [email protected]

Technical enquiries

• Contact: Mbofholowo Maphidzhe
• Email: [email protected]

Submission

• Method: email
• Email: [email protected]

Fraud hotline

• Telephone: 0800 333 057

Submission method: email only

• Submission email: [email protected]
• Email subject line: the RFQ number
• Quotations must be clearly marked with the RFQ number and the description of the goods or services
• Closing time: 12:00 on 15 October 2026
• Late submissions will not be considered, regardless of the method used
• It is the bidder's responsibility to ensure the response reaches merSETA before the closing time

Returnable documents

• Completed Bidders Information form (company, VAT, contact and CSD details)
• Undertaking by Bidder: binds the offer to merSETA's terms and conditions
• Authority to Sign / board resolution: authorises the named signatory to bind the bidder; attach registration certificates, JV agreements or powers of attorney as applicable
• SBD 4 (Bidder's Disclosure): discloses state employment or relationships involving directors, shareholders or the procuring institution; omission may disqualify the bid
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points; no proof submitted means no points claimed
• SBD 7.1 (Contract Form — Purchase of Goods/Works): the contract form the successful bidder signs
• Pricing Schedule (firm prices) with the price declaration
• Valid CSD registration number
• Valid tax compliance status reflected on CSD
• B-BBEE certificate or qualifying affidavit
• Company profile, detailed equipment inventory, project plan with CVs, and links or references to at least three similar hybrid events
• Any certification required by the specifications

Disqualification risks

• Late submission
• Any returnable form left incomplete, unsigned or undated
• Failure to complete SBD 4
• Failure to meet the functionality threshold or any individual sub-threshold
• Prices that are not firm or that exclude VAT or related expenses
• Alterations not initialled by the bidder

Quotation must include

• Total price covering all related expenses such as transport and delivery
• Firm prices inclusive of VAT where applicable
• References for similar work
• Valid Central Supplier Database registration number
• Copy of the B-BBEE certificate
• Fully completed and signed Standard Bidding Documents (SBD) forms
• Any certification required by the specifications
• Tax matters in order in line with Treasury Regulations and reflected on CSD

Three-stage evaluation

• Stage 1: administrative and mandatory compliance (all RFQ forms, valid CSD number, pricing schedule, SBD 4, SBD 6.1, SBD 7.1)
• Stage 2: functionality scoring against the specification
• Stage 3: price and preference points (80/20 system)

Functionality scoring (100 points)

• Years' experience in setting up and running such events: 10 points (3 years or more = 10; 2 years = 5; less than 1 year = 0)
• Written, verifiable reference letters for similar work in the last three years: 10 points (2 letters = 10; 1 letter = 5; fewer than 2 = 0)
• Project plan with CVs, item list and implementation strategy: 40 points (full plan with CVs and strategy = 40; plan with CVs but no implementation strategy = 30; plan with implementation strategy but no CVs = 15; no plan or implementation more than a month out = 0)
• Video sample demonstrating a similar hybrid event: 30 points (shows both online and physical attendees = 30; physical attendees only = 10; no demonstration of virtual and physical attendees = 0)
• Live polling and audience engagement platform: 10 points (paid software with full usage description = 10; unpaid software with no description = 0)

Minimum thresholds

• Overall minimum qualifying score: 70/100
• Years' experience: 5%
• Reference letters: 5%
• Project plan: 25%
• Video links and demonstration phase: 20%
• Live polling platform: 10%
• A bid that misses the overall threshold or any individual sub-threshold is disqualified

Demonstration phase (sample video links, each scored 0–10)

• Blurring, flickering, colour contrast, sound quality, seamless editing, lighting, and use of ads, titles and lower thirds
• Satisfactory scores 5–10; unsatisfactory scores 0–4 (sound quality unsatisfactory 0–5)

Preference points (80/20 system)

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points
• Points are awarded only where the required proof is submitted; unclaimed goals score nothing
• merSETA may require a bidder to substantiate any preference claim before or after adjudication

Scope

• Hybrid (in-person plus virtual) technical production services for the merSETA Western Cape Stakeholder Engagement Session
• Event date: 28 October 2026
• Expected attendance: 200 to 220 people
• Venue: to be confirmed, in Cape Town, Western Cape

Service provider requirements

• Submit a detailed project plan for merSETA approval, with CVs for all key role players: Technical Director, Streaming Operator, Audio Engineer, three Camera Operators plus one assistant, Vision Mixer and Technical Assistant
• Submit a company profile, a detailed equipment inventory with model names, and links or references to at least three similar hybrid events
• Provide an interactive platform for live streaming and two-way communication (polls, comments, Q&A, online feedback)
• Record each event and hand over raw footage in MP4, audio and transcribed formats
• Provide a contingency plan for technical, power or network failure
• Maintain a stable connection for online attendees; minimum 50 Mbps upload and 50 Mbps download at all times
• Complete all setup by 19:00 and dry runs by 22:30 on the day before the event

PA requirements

• Mixer with main out, aux and subgroup outputs
• Wireless transmitter and USB audio support
• Sound speakers (JBL, Yamaha, QSC or equivalent) and stage monitor speakers
• Four cordless microphones (Shure, Sennheiser or equivalent)
• Four lapel microphones for panel discussions

Live streaming

• Platform capacity for 100 online attendees (for example Zoom)
• Streaming to Facebook and YouTube
• Designed animation and lower thirds
• Dedicated, secure and stable internet connection for the duration of the event
• Feed LED screens and TVs with the stream and presentations

Screens

• Two 55-inch TV screens with stands, trussing, bases and cover socks
• One 65-inch comfort monitor
• LED screen at least 4 m wide by 2 m high (p2.9 or p3.9), able to split the display to show two presentations at once
• All feeding cables and splitters

Stage

• Stage to house the LED screen and accommodate speakers
• Dimensions: 4 m long by 3 m wide by 0.5 m high
• White or black finish with professional draping
• Stage lighting suitable for daylight video shooting at a minimum of 5500K

Live polling and audience engagement platform

• Platform such as Mentimeter or Slido, usable by both online and physical attendees
• Participants join by QR code, PIN or direct web link without installing software
• Real-time polling results displayed during the session
• Unlimited Q&A during the session
• No restriction on the number of participants
• Fully licensed and paid for by the service provider; free, trial or feature-limited versions are not accepted
• Anonymous participation permitted
• Technical support during the session

Service provider requirements

• Submit a detailed project plan for merSETA approval, with CVs for all key role players: Technical Director, Streaming Operator, Audio Engineer, three Camera Operators plus one assistant, Vision Mixer and Technical Assistant
• Submit a company profile, a detailed equipment inventory with model names, and links or references to at least three similar hybrid events
• Provide an interactive platform for live streaming and two-way communication (polls, comments, Q&A, online feedback)
• Use interactive software to enhance the virtual attendee experience
• Record each event and hand over raw footage in MP4, audio and transcribed formats
• Provide technical expertise and equipment for hybrid events
• Provide a contingency plan for technical, power or network failure
• Maintain a stable connection for online attendees; minimum 50 Mbps upload and download
• Complete all setup by 19:00 and dry runs by 22:30 on the day before the event

Experience

• At least three years' experience in setting up and running hybrid events scores the full 10 points; two years scores 5; less than one year scores 0
• Two written, verifiable reference letters from clients for similar work in the last three years score 10 points; one letter scores 5; fewer than two scores 0

Key personnel

• CVs are required for each deliverable role: Technical Director, Streaming Operator, Audio Engineer, three Camera Operators plus one assistant, Vision Mixer and Technical Assistant

Proposal content

• Company profile
• Detailed equipment inventory with model names
• Links or references to at least three similar hybrid events previously delivered

Functionality thresholds

• Years' experience: 5%
• Reference letters: 5%
• Project plan including role players: 25%
• Video links and demonstration phase: 20%
• Live polling platform: 10%

merSETA rights

• merSETA may amend bid conditions, the validity period, the specifications or extend the closing date before the closing date; affected bidders are notified in writing and amendments are published on the website, and bidders must monitor the website
• merSETA is not obliged to accept the lowest-priced bid or any bid
• Award goes to the bidder that, in merSETA's sole discretion, shows the required capability and submits a functionally compliant and financially advantageous bid
• merSETA may award the bid in whole or in part
• merSETA may conduct site inspections at the bidder's premises or client sites
• merSETA may require any information, agreement or supporting document to verify a bid, including FICA and background checks on the entity and its directors, trustees, shareholders or members
• merSETA may consider its own past experience with a bidder over the preceding five years

Pricing schedule: firm prices

• Offer valid for 60 calendar days from the closing date
• Only firm prices are accepted; non-firm prices are not considered

Items to price

• Hybrid services for the Western Cape stakeholder engagement
• PA systems
• Live streaming
• TV screens and LED screens
• Stage setup
• Live polling and audience engagement platform
• Delivery costs or charges
• Subtotal, VAT at 15%, and grand total in South African Rand

Pricing

• Only firm prices are accepted; non-firm prices and prices subject to exchange-rate variation are not considered
• Prices must be inclusive of VAT where applicable and must cover all related expenses such as transport and accommodation
• The official merSETA quotation form must be used; if the price page is insufficient, an additional breakdown on company letterhead may be attached
• A price declaration must be completed; where totals differ, the price on the declaration prevails
• Where different delivery points affect pricing, a separate pricing schedule is required for each point

Pricing schedule items

• Hybrid services for the Western Cape stakeholder engagement
• PA systems
• Live streaming
• TV screens and LED screens
• Stage setup
• Live polling and audience engagement platform
• Delivery costs or charges
• Subtotal, VAT at 15%, and grand total in South African Rand

Payment

• Valid invoices are paid in full within 30 days of receipt of a correct invoice and satisfactory work, against a substantiated claim
• No payment for unproductive or duplicated time caused by staff changes, inefficiencies or rework

Validity

• The quoted price must remain valid for at least 60 days from the closing date and time

Registration and tax

• Bidders must be registered on the National Treasury Central Supplier Database and provide a valid CSD number
• Tax matters must be in order in line with Treasury Regulations and reflected on CSD; this is a condition of the RFQ at the time of award

B-BBEE and preference points

• The 80/20 preference point system applies: 80 points for price and 20 points for specific goals
• Black people ownership of 51% or more: 6 points
• Black women ownership of 30% or more: 4 points
• Black youth ownership of 30% or more: 4 points
• White women ownership of 30% or more: 2 points
• Ownership of 20% or more by people with disabilities: 4 points
• Proof accepted: valid B-BBEE certificate or affidavit, CIPC B-BBEE certificate, CIPC certificate, ID or CSD record
• No proof submitted means the related preference points are not claimed

Returnable forms

• SBD 4 (Bidder's Disclosure): declares any state employment or relationships involving the bidder's directors, shareholders or the procuring institution; failure to complete may disqualify the bid
• SBD 6.1 (Preference Points Claim): claims the specific-goal points
• SBD 7.1 (Contract Form — Purchase of Goods/Works): signed by the successful bidder
• Authority to Sign / board resolution: authorises the signatory; failure to complete, sign and date it delays contract signing

Other

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified
• No goods or services may be supplied before an official appointment letter or purchase order is received

The engagement session is intended to integrate stakeholders' social, economic and environmental interests and responsibilities into merSETA's work, alongside open engagement on strategy, plans, performance and governance.

Offer validity

• The offer remains binding and open for acceptance for the stated validity period, calculated from the closing time

Governing framework

• The contract is subject to the Public Finance Management Act, 1999, merSETA's Supply Chain Management Policy and Procedures, and the General and Special Conditions of Contract
• South African law governs the contract

Withdrawal and default

• If a bidder withdraws an offer within the validity period or fails to perform when called upon, merSETA may cancel the contract and recover any additional cost of appointing a replacement, including by set-off against money owed or against any guarantee or deposit held

Acceptance

• Acceptance may be communicated by email to the address given in the quotation

Bidder responsibility

• Bidders confirm the correctness of their prices and rates and accept the risk of any pricing or calculation errors

Payment

• Valid invoices paid in full within 30 days of receipt of a correct invoice and satisfactory work
• No payment for unproductive or duplicated time caused by staff changes, inefficiencies or rework

Award

• merSETA may decline to appoint, split the scope among several providers, or award part of the scope
• merSETA is not bound to accept the lowest bid

merSETA rights

• Amend bid conditions, the validity period or specifications, or extend the closing date
• Award in whole or in part
• Conduct site inspections at the bidder's premises or client sites
• Require verification information, including FICA and background checks
• Consider its own past experience with a bidder over the preceding five years

PA requirements

• Mixer with main out, aux and subgroup outputs
• Wireless transmitter and USB audio support
• Sound speakers (JBL, Yamaha, QSC or equivalent) and stage monitor speakers
• Four cordless microphones (Shure, Sennheiser or equivalent)
• Four lapel microphones for panel discussions

Live streaming

• Platform capacity for 100 online attendees (for example Zoom)
• Streaming to Facebook and YouTube
• Designed animation and lower thirds
• Dedicated, secure and stable internet connection
• Minimum 50 Mbps upload and download
• Feed LED screens and TVs with the stream and presentations

Screens

• Two 55-inch TV screens with stands, trussing, bases and cover socks
• One 65-inch comfort monitor
• LED screen at least 4 m wide by 2 m high (p2.9 or p3.9), able to split the display
• All feeding cables and splitters

Stage

• Dimensions: 4 m long by 3 m wide by 0.5 m high
• White or black finish with professional draping
• Stage lighting suitable for daylight video shooting at a minimum of 5500K

Live polling and audience engagement platform

• Platform such as Mentimeter or Slido, usable by online and physical attendees
• Join by QR code, PIN or direct web link without installing software
• Real-time polling results displayed during the session
• Unlimited Q&A during the session
• No restriction on participant numbers
• Fully licensed and paid for by the service provider; free, trial or feature-limited versions are not accepted
• Anonymous participation permitted
• Technical support during the session

Scoring grid (100 points)

• Years' experience: 10 points (3 years or more = 10; 2 years = 5; less than 1 year = 0)
• Reference letters: 10 points (2 letters = 10; 1 letter = 5; fewer than 2 = 0)
• Project plan with CVs and implementation strategy: 40 points
• Video sample of a similar hybrid event: 30 points
• Live polling and audience engagement platform: 10 points

Demonstration phase (sample video links, each scored 0–10)

• Blurring, flickering, colour contrast, sound quality, seamless editing, lighting, and use of ads, titles and lower thirds

Functionality thresholds

• Years' experience: 5%
• Reference letters: 5%
• Project plan: 25%
• Video links and demonstration phase: 20%
• Live polling platform: 10%
• Overall minimum: 70%

Evaluation sequence

• Stage 1: administrative and mandatory compliance
• Stage 2: functionality
• Stage 3: price and preference points