Provision of professional services to manage and host the 7th edition of the eastern cape export symposium and exhibition taking place from 19-20 august 2026 in kugompo city, eastern cape

Provision of professional services to manage and host the 7th Eastern Cape Export Symposium and Exhibition on 19-20 August 2026 in kuGOMPO City, Eastern Cape. The service includes end-to-end event management.

• Closing date for submissions: 13 July 2026.
• Closing time: 12h00.
• No compulsory briefing session will be held.
• Bid validity period: Three months after submission date (until 30 October 2026).
• Advert placed on: 1 July 2026.

• For procurement enquiries: Contact B Fukweni and K France.
• Email: [email protected] (for enquiries) or [email protected] (for submissions).
• Telephone: 043 704 5601.
• Physical address for submission: ECDC Head Office, ECDC House, Ocean Terrace Park, Moore Street, Quigney, East London.
• Fraud hotline: 0800 116 655; email [email protected].

• Submit by 13 July 2026 at 12h00. No late submissions accepted.
• Submit via email to [email protected], copying [email protected] and [email protected] with subject 'Submission of Quote RFQ'.
• Alternatively, submit a sealed hard copy to the Bid Box at ECDC Head Office, ECDC House, Ocean Terrace Park, Moore Street, Quigney, East London, addressed to Mr Khanya France.
• Label envelope clearly with Bid Reference Number RFQ00075/2026 and the bid subject.
• Bid documents must be completed in permanent ink; no alterations, correction fluid, or editable electronic formats (PDF only).
• Submit one original signed hard copy (and a PDF soft copy if submitting physically).
• Include all mandatory returnable documents and annexures fully completed and signed.
• Failure to comply with submission requirements will result in disqualification.

Mandatory registration on the National Treasury Central Supplier Database (CSD) with active status. Valid Tax Compliance Status (TCS PIN or CSD number); for consortia/JVs, each party must submit separately. Submission of a duly signed Letter of Authority/Board Resolution authorizing the signatory. Completion and submission of all specified annexures (A-G). Persons in the service of the state (or companies with such directors) are ineligible. Bidders must declare any conflicts of interest, related enterprises, and relationships with ECDC employees via Annexure E (SBD 4).

Scope: Provide end-to-end event management for the 7th Eastern Cape Export Symposium and Exhibition on 19-20 August 2026 at East London International Convention Centre, kuGOMPO City.

Key deliverables:

• Event Planning and Project Management: Develop comprehensive event management plan, integrated schedule, risk register, weekly reports, and close-out report.
• Venue, Exhibition and Technical Production: Coordinate venue layouts, exhibition floor plans, exhibitor logistics, technical production (stage, sound, lighting, AV, livestreaming), and event branding.
• Core team must include Project Lead, Symposium Lead, Exhibition Lead, B2B Lead, Compliance and Safety Lead, Government Protocol Lead, Promotion and Marketing Lead.
• Submit detailed proposal including methodology, work plan with milestones, and risk management measures.
• Marketing and promotion plan required covering media coordination, branding, website/social media updates, audience engagement, and content creation.

• Submit detailed proposal including clear methodology for planning, coordinating, implementing, and managing the event.
• Include detailed work plan with key activities, timelines, milestones, deliverables, and risk management measures.
• Marketing and promotion plan must cover media coordination, branding, website/social media updates, audience engagement, and content creation.

• Minimum 5 years experience in event management required.
• Proven experience in managing conferences, exhibitions, investment forums, B2B matchmaking, compliance, government protocol, and marketing.
• Core team must include Project Lead, Symposium Lead, Exhibition Lead, B2B Lead, Compliance Lead, Government Protocol Lead, Marketing Lead, each with minimum 3 years relevant experience.
• Submit reference letters on client letterhead detailing satisfactory services.

• Submit completed and signed Annexure D – Pricing Schedule.
• Price must be included as part of the bid submission.

• Submit completed and signed Annexure D – Pricing Schedule.
• Price must be submitted in the required format; errors in calculations are the bidder's responsibility.
• The 80/20 preference point system applies; price constitutes 80 points of the total score.
• No specific bonds or guarantees are mentioned in the extracted text.

Mandatory requirements:

• Registration on National Treasury Central Supplier Database (CSD) with active status.
• Tax compliance: Submit SARS PIN or CSD number for verification; each party in a consortium/JV must submit separately.
• Submit Letter of Authority/Board Resolution authorising signatory.
• Complete and sign all annexures: Supplier Information (A), Key Personnel (B), Form of Offer and Acceptance (C), Pricing Schedule (D), Bidder’s Disclosure (E), Statement of Consent to Data Processing (F), and Preferential Points Claim (G).
• Declaration of interest and no conflict with ECDC employees required.
• Bidders in service of the state or with directors in service of the state are not eligible.
• Joint ventures/consortia must submit consortium agreement, board resolutions, and separate documentation for each member.

• Compliance and Safety Lead required as part of core team.
• Ensure compliance with venue health and safety requirements and applicable legislation.
• Develop contingency plans for critical event activities.

• Bid validity: Three months after submission.
• Ownership of bids transfers to ECDC upon submission.
• Confidentiality: All bid information is confidential; POPIA compliance required.
• Ethics: No collusion or unethical practices; declarations required.
• Intellectual property: Service provider assigns all rights to ECDC.
• ECDC may cancel the bid process at any time without liability.
• Contract award confirmed only upon signed service level agreement.

• Pre-qualification mandatory requirements must be met; failure results in disqualification.
• Functionality scoring (100 points) includes experience/track record (40 points), core team experience (30 points), core team structure (10 points), and marketing plan (20 points). Minimum 65% required.
• Preferential procurement uses 80/20 system: 80 points for price, 20 points for specific goals (Eastern Cape locality, women-owned, youth-owned).
• Submit proof for specific goals: locality via utility bill/lease/councillor letter; ownership via CIPC/share certificates.
• Joint ventures/consortia must submit separate documentation for each member.