Pco services for the south african tourism investment summit (satis) 2026

Closing date: 02 September 2026 at 12:00pm (SA time).

Event dates: 30 September and 01 October 2026.

Deliverable dates: Inception Report by 11 September 2026; Event and Sponsorship Design Framework and Plan by 11 September 2026; Event Evaluation and Outcomes Report by 31 October 2026.

Assignment period: 01 September to 31 October 2026.

No mandatory briefing or site visit is stated.

Bidding procedure enquiries: Boitumelo Dibetle, telephone 0118953000, email [email protected].

Submission email: [email protected].

Submission channel: email only to [email protected]. No hand delivery accepted. Bids must be received by the closing date and time; late bids are not considered. Bidders must complete the register or the RFQ is invalidated. All bids must be submitted on the official forms; SBD forms must be completed, signed and returned. Bidders must not alter the content or sequence of the SBD 4 form. Bidders must quote on the entire scope of work; failure to do so may result in no award. The bid must remain valid for 45 calendar days from closing. Returnable documents (in prescribed sequence): Part A & B (bid invitation, terms and conditions) completed and signed; Annexure A: SBD 4 (Bidder's Disclosure); Annexure B: sworn affidavit for EME or QSE (valid 12 months) to claim SMME points; Annexure C: quoted price or financial offer aligned with scope; Annexure D: proof of Black Woman ownership (founding documentation and ID); Annexure E: proof of Black Person ownership (founding documentation and ID); Annexure F: proof of Black Youth ownership (founding documentation and ID); Annexure G: latest CSD report (verifies tax compliance, banking details, and ownership). Proof of authority to sign (e.g. company resolution) must be submitted. SAT reserves the right to negotiate prior or post award. SAT may allocate zero points for specific goals where proof is not submitted with the RFQ. Deliveries must be accompanied by a delivery note or invoice referencing the official purchase order; non-complying deliveries may be returned at the supplier's expense. Bidders must indicate planned delivery period in days from order date. Personal information shared with SAT is treated confidentially under POPIA; SAT may process and place information in the public domain in executing its mandate; SAT accepts no liability for loss or damage arising from information made available. Bidders must have read the 2010 General Conditions of Contract (GCC) available on the National Treasury website. Disqualification risks: late submission, incomplete or unsigned returnable forms, altering SBD 4, failure to quote on the entire scope, non-compliant CSD tax status, and false declarations (reported to the Competition Commission and/or NPA).

Returnable forms — all must be completed, signed and submitted with the quotation:

• SBD 4 (Bidder's Disclosure): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution; false disclosure disqualifies the bid.
• Sworn affidavit (EME/QSE) to claim SMME points.
• Proof of ownership for Black Woman, Black Person, and Black Youth (founding documentation and ID copies).
• Latest CSD report.
• Proof of authority to sign (company resolution).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Quotations received after the closing time, regardless of reason.
• Altering the content or sequence of SBD 4.
• Failure to quote on the entire scope of work.
• Non-compliant CSD tax status during evaluation and award stage.

List of Returnables: Bidders must complete, sign and submit the following annexures in prescribed sequence: Part A & B (bid invitation form, terms and conditions) completed and signed; Annexure A: SBD4 form bidder's disclosure; Annexure B: Sworn affidavit for EME or QSE (valid 12 months) to claim SMME points; Annexure C: Quoted price or financial offer aligned with scope of work; Annexure D: Proof of ownership by Black Woman (founding documentation and ID); Annexure E: Proof of ownership by Black Person(s) (founding documentation and ID); Annexure F: Proof of ownership by Black Youth (founding documentation and ID); Annexure G: Latest CSD report to verify tax compliance, banking details, and ownership information.

Evaluation is in phases. Phase 1: Administrative compliance (CSD registration, tax compliance). Phase 2: Technical/Functional evaluation (total 100 points) with a minimum threshold of 70 points to proceed to Phase 3. Phase 3: Price and preference points (80/20 system).

Phase 2 Technical/Functional criteria:

• A. Relevant experience and track record (weight 15): combined experience of key personnel (project lead, registration manager, technical director) in logistics, financials, and technology. Years of experience averaged across proposed personnel: 10+ years = 3 points; 6-9 years = 2 points; 1-5 years = 1 point; less than 1 year = 0. Successfully executed events of similar nature, scope and complexity in the past five years: 4 signed reference letters = 3 points; 2 = 2 points; 1 = 1 point; less than 1 or irrelevant = 0.
• B. Approach/Methodology (weight 50): rated Excellent (3), Very Good (2), Good (1), Poor (0) covering overall project management and coordination, sponsorship management, attendance of project planning meetings, venue and logistics management, on-site event management, registration and delegate services management, digital technology/AV/hybrid management, and risk and event safety/security management.
• C. Project Implementation Plan (weight 20): Excellent (3) if it includes deliverables, timeframes, payment schedule, and approval stages; Good (2) if any three; Acceptable (1) if less; Poor (0).

Phase 3: Price and preference points. 80/20 preferential point system applied (80 points price, 20 points specific goals). Price points calculated using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points: Black Women Ownership (max 4), Black Ownership (max 10), Black Youth (max 2), SMMEs (max 4). Award to highest total points unless objective criteria justify otherwise per PPPFA section 2(1)(f). Deadlock breaking: highest specific goals points, then drawing of lots.

Scope: Professional Conference Organiser (PCO) services for the South African Tourism Investment Summit (SATIS), 30 September and 01 October 2026. Approximately 250 delegates expected. Day 1: arrival, registration, networking cocktail, welcome reception (150 PAX). Day 2: conference (250 PAX) and ministerial dinner (250 PAX). Venues to be confirmed.

Pre-event responsibilities:

• Basic project management: integrate internal and external stakeholders; programme coordination with event host and organising committee; speaker and delegate liaison including protocol; consulting on registration platform, delegate management system and accreditation; oversee venue logistics (catering coordination, site inspections, AV set-up, safety and security); vendor management; facilitation of Welcome Reception entertainment.
• Produce an operating budget showing projected revenue against full cost of delivery.
• Risk, compliance and sustainability management: create and update plans for crisis management, physical security, and health emergencies to comply with South African event safety regulations.

On-site delivery:

• Coordinate staging elements (venue management, AV, décor, branding and signage mapping, catering, delegate flow).
• Overall programme management and flow.
• Provide technical rider with venue and manage all technical equipment not standard.
• Registration and delegate services management (physical registration, protocol, security).
• Data infrastructure coordination for registrations and onsite badges.
• On-site speaker management with event hosts.
• Sponsor servicing and activation of sponsorship activities.
• Real-time problem solving and risk/incident management.

Post-event:

• Full financial reconciliation of sponsorship revenue against actual expenditure.
• Post-event report covering attendance, sponsorship fulfilment, and MOUs recorded.
• Delegate database handover in usable format.

Commercial framework:

• Develop and implement an approved sponsorship and commercialisation strategy to generate third-party revenue.
• Entitled to 15% commission on cash sponsorship revenue actually received in cleared funds.
• Anticipated sponsorship revenue between R2m and R4m.
• Suggested sponsorship tiers: Platinum R1,200,000; Gold R725,000; Silver R500,000; Dinner R400,000; Networking R200,000.

Deliverables:

• Inception Report by 11 September 2026.
• Event and Sponsorship Design Framework and Plan by 11 September 2026.
• Event Evaluation and Outcomes Report by 31 October 2026.

All content and reports in standard, editable Microsoft applications.

Team composition requirements:

• Experience in working with events on a commercialisation framework.
• Ability to mobilise industry partners and digital ecosystem partners.
• Expertise in events logistics (planning, management, marketing), financials, and technology.
• Experience of working with public sector events.
• Experience in project management.

The PCO must provide project management and coordination in consultation with SAT and the NDT Project Steering Committee. Deliver pre-, during- and post-event facilitation based on expertise, providing technical skills and logistical support. The framework is based on a revenue model where services are charged at a lower fee, allowing the provider to drive commercial revenue and be financially incentivised. Pre-event activities include basic project management, programme coordination, speaker and delegate liaison, consulting on registration platform, venue logistics, vendor management, production of operating budget, risk/compliance/sustainability management. On-site delivery includes coordinating staging elements, programme management, technical rider, registration and delegate services, data infrastructure, on-site speaker management, sponsor servicing, real-time problem solving. Post-event includes financial reconciliation, post-event report, delegate database handover. The PCO will develop and implement an approved sponsorship and commercialisation strategy to generate third-party revenue, entitled to 15% commission on cash sponsorship revenue actually received. Suggested sponsorship tiers include Platinum (R1,200,000), Gold (R725,000), Silver (R500,000), Dinner (R400,000), Networking (R200,000) with associated benefits. Deliverables include Inception Report by 11 September 2026, Event and Sponsorship Design Framework and Plan by 11 September 2026, Event Evaluation and Outcomes Report by 31 October 2026.

Team Composition, Skills and Experience: The recommended service provider must meet the following requirements: Experience in working with events on a commercialisation framework; Ability to mobilise industry partners and digital ecosystem partners; Expertise in events logistics (planning, management and marketing), financials and technology; Experience of working with public sector events; and Experience in project management. Key personnel include project lead, registration manager, and technical director. Years of experience averaged across proposed personnel.

Pre-event: basic project management integrating stakeholders, programme coordination, speaker and delegate liaison, consulting on registration platform, venue logistics oversight, vendor management, production of an operating budget, and risk/compliance/sustainability management. On-site: coordinate staging elements, programme management, technical rider, registration and delegate services, data infrastructure, speaker management, sponsor servicing, and real-time problem solving. Post-event: full financial reconciliation, post-event report covering attendance and sponsorship fulfilment, and delegate database handover in usable format.

Financial Proposal: Table 1: PCO Professional Service Fee - fixed lump sum for each functional area: Project Management and Coordination, Programme/Speaker/Protocol Management, Venue & Logistics Management, Registration & Delegate Management, On-site Event Management, Risk/Compliance/Sustainability, Post-Event Management & Reporting. Table 2: Sponsorship & Commercialisation Proposal - sponsorship strategy development, prospectus and sales toolkit, prospecting included in PCO fee; sponsorship commission rate on actual cash sponsorship received (default 15%). Table 3: Standardised evaluation assumption - for evaluation, SAT assumes sponsorship revenue of R3,000,000; total evaluated financial proposal = fixed fee + (commission rate x R3m). Commission rules: only on cash sponsorship actually received in cleared funds; not payable on in-kind, barter, media exchanges, supplier discounts, complimentary goods, government funding, SAT funding, NDT funding, grants, donor funding, venue concessions, unpaid commitments, refunded amounts. In-kind sponsorship must be disclosed but no commission unless approved. Sponsorship approval: all sponsors and arrangements subject to prior approval by SAT/NDT including sponsor, category, value, benefits, branding, activation, exclusivity. Exclusions: venue hire, catering, accommodation, flights, delegate travel, speaker travel, major AV, security, entertainment, printing, specialist licences, third-party services, other direct costs unless specifically allocated. Timing: assignment period 01 September – 31 October 2026.

Pricing format: Fixed lump sum professional services fee covering seven functional areas (project management and coordination; programme, speaker and protocol management; venue and logistics management; registration and delegate management; on-site event management; risk, compliance and sustainability; post-event management and reporting). Prices inclusive of VAT unless stated otherwise.

Sponsorship commission: Default 15% of actual cash sponsorship revenue received in cleared funds. Commission not payable on in-kind sponsorship, barter, media exchanges, supplier discounts, complimentary goods/services, government funding, SAT funding, NDT funding, grants, donor funding, venue concessions, unpaid commitments, or refunded amounts unless approved in writing by SAT.

Evaluation assumption: For financial evaluation, SAT assumes sponsorship revenue of R3,000,000. Total evaluated financial proposal = fixed fee + (commission rate x R3m). This is an evaluation assumption only, not a guaranteed target or minimum commitment.

Exclusions (not automatically included in PCO fee unless allocated in final approved implementation plan): venue hire, catering, accommodation, flights, delegate travel, speaker travel and accommodation, major AV equipment, security and medical services, entertainment, printing and production, specialist technology licences, third-party professional services, and other direct event delivery costs. Bidders must clearly identify any of these they include in their fixed fee.

No bonds or guarantees are stated.

Phase 1 administrative requirements (non-compliance may result in disqualification):

• Proof of National Treasury Central Supplier Database (CSD) Summary report (South African bidders only).
• CSD Overall Tax Status must be compliant during evaluation and award stage.
• Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Where no TCS is available but registered on CSD, provide CSD number.
• For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Foreign suppliers: complete the questionnaire on residency, branch, permanent establishment, source of income, and tax liability in RSA. If 'no' to all, TCS PIN not required.
• SBD 4 (Bidder's Disclosure) must be completed and signed.
• Sworn affidavit for EME (revenue ≤ R10m) or QSE (revenue R10m–R50m) to claim SMME points.
• Proof of ownership for Black Woman, Black Person, and Black Youth (founding documentation and ID copies).
• Latest CSD report.
• No CIDB grading or professional body registration specified.

Preference Point System: 80/20 system applied. Points allocation: Total Tendered Price 80 points; Black Women Ownership 4 points; Black Ownership 10 points; Black Youth 2 points; SMMEs 4 points; Total 100 points. Definitions: HDI, Black People, Small Enterprise, Youth (14-35 years), EME (revenue ≤ R10m), QSE (revenue R10m-R50m), Specific Goals. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points awarded based on percentage ownership: Black Women (max 4 points), Black People (max 10 points), SMME (4 points if EME/QSE), Black Youth (max 2 points). Proof of ownership required via founding documentation, ID copies, and CSD report. Points only awarded if sufficient information and required documents submitted. Award to highest total points unless objective criteria justify otherwise per PPPFA section 2(1)(f). Deadlock breaking: highest specific goals points, then drawing of lots.

The PCO must create and update plans for crisis management, physical security, and health emergencies to comply with event safety regulations in South Africa. On-site risk/incident management is required. Risk and event safety and security management is one of the areas covered in the technical evaluation methodology (weight 50).

SAT accepts no liability for any loss, damage, or expenses arising from information made available. Bidders must have read the 2010 General Conditions of Contract (GCC) available on the National Treasury website. SAT reserves the right to negotiate with bidders prior or post award. The bid must be valid for 45 calendar days from closing. POPIA: personal information shared with SAT is treated confidentially and in compliance with POPIA; SAT may process and place information in the public domain in executing its mandate; SAT takes reasonable measures to protect privacy.

Bid Submission: Bids must be delivered by stipulated date and time to correct email address/platform. No hand delivery accepted. All completed documents sent to [email protected]. Failure to complete register invalidates RFQ. Late bids will not be considered. Bids must be submitted on official forms provided; SBD forms must be completed, signed and returned. Bidders not allowed to alter content/sequence of SBD4 form. Bidders declare they have read 2010 GCC available on National Treasury website. SAT reserves right to negotiate prior or post award. SAT may allocate zero/nil points for specific goals where proof not submitted. Bid must be valid for 45 calendar days from closing date and time. Deliveries: accompanied by delivery note or invoice with official purchase order number; non-complying deliveries may be returned at supplier's expense; bidders should indicate planned delivery period. POPIA disclaimer: personal information shared with SAT treated confidentially and in compliance with POPIA; SAT may process and further process personal information in execution of mandate; consent to processing and placing in public domain; SAT takes reasonable measures to protect privacy; SAT accepts no liability for loss or damage arising from information made available.

Tax Compliance Requirements: Bidders must ensure compliance with tax obligations. Submit unique PIN issued by SARS to enable verification of taxpayer profile and tax status. Application for TCS PIN via e-filing. May submit printed TCS certificate. For consortia/JVs/sub-contractors, each party must submit separate TCS certificate/PIN/CSD number. Where no TCS available but registered on CSD, provide CSD number. Phase 1 administrative requirements: Proof of National Treasury Central Supplier Database (CSD) Summary report (unless foreign supplier) - only applicable to SA bidders; CSD Overall Tax Status must be compliant (tax compliant during evaluation and award stage).

Phase 2 Technical/Functional evaluation with criteria: A. Relevant experience and track record (weight 15) - combined experience of key personnel in logistics, financials, technology (10+ years=3, 6-9=2, 1-5=1, <1=0); successfully executed events of similar nature in past five years (4 signed reference letters=3, 2=2, 1=1, <1 or irrelevant=0). B. Approach/Methodology (weight 50) - rated Excellent (3), Very Good (2), Good (1), Poor (0) covering overall project management, sponsorship management, attendance of planning meetings, venue/logistics/on-site management, registration/delegate services, digital technology/AV/hybrid, risk and safety. C. Project Implementation plan (weight 20) - Excellent (3) if deliverables, timeframes, payment schedule, approval stages; Good (2) if any three; Acceptable (1) if less; Poor (0). Total 100. Minimum threshold of 70 points on Functional to proceed to Phase 3 for Price and preference.