Event management services for eastern cape export symposium 2026 – RFQ in eastern cape

{"name":"Dr M Makamba","email":null,"phone":"043 704 5600","department":"of Trade and Industry","address":"(Returnable) - This Document"}

Returnable Documents: For any enquiries relating to this Bid, please email the procurement department at, ✓ For any enquiries relating to this Bid, please email the procurement department at [email protected] and, Mandatory Disqualification if not, 1.6.1 PRE-QUALIFICATION MANDATORY REQUIREMENTS Bidder is found to be, 5. ANNEXURE B - Key Personnel (Completed and Signed by the Yes No, Organogram and/or CV indicating the name of the Key Personnel, 6. Annexure C – Form of offer and acceptance offer (Signed and Yes Yes, 7. Annexure D– Pricing Schedule (Signed and Completed by Yes Yes, 8. Annexure E – (SBD 4): Bidders Disclosure (To be Signed and Yes Yes, ✓ Bidders can check their CSD and CIPC for the companies they have, (i) In order to claim specific goal points, bidder is required to complete SBD 6.1 which includes declaration, 1.10. TAX CLEARANCE CERTIFICATE REQUIREMENT

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

Request for Bids Consisting of:

The Request for Services

• Clear methodology outlining the approach to planning, coordinating, implementing and

managing the 7th edition of Eastern Cape Export Symposium and Exhibition.

• A detailed work plan with key activities, timelines, milestones and deliverables from

inception to post-event reporting

• A detailed work plan with key activities, timelines, milestones, and deliverables from

inception to post-event reporting.

• Risk management and contingency measures to ensure the successful delivery of the 20

event.

Detailed plan addressing all activities of the event= 20

Plan covering 4-5 areas =15

Plan covering 2-3 areas= 10

No plan = 0

Total Points 100

a) Only bids that have achieved the minimum qualifying score for functionality will be evaluated further on Stage3

(Preferential Procurement Points).

b) All bids that fail to achieve the minimum score of 65% will be disqualified.

c) The minimum qualifying score (in a percentage) for functionality shall be calculated as follows:

Where: Ps - percentage scored for functionality by bid under consideration

Telephone number 043 704 5601

E-mail address [email protected]

1.22 Ecdc's stance on fraud, corruption, and theft

The Eastern Cape Development Corporation (ECDC) upholds the highest standards of integrity,

accountability, and ethical governance. As a responsible public entity, ECDC has a zero-tolerance approach

to fraud, corruption, and theft, recognizing these as serious offenses that undermine public trust and hinder

sustainable development. ECDC is committed to fostering a culture of transparency and ethical conduct,

ensuring that all employees, stakeholders, and service providers adhere to strict anti-fraud policies and

governance frameworks. To this end, ECDC encourages the reporting of any suspected fraudulent activities

through its confidential and independently managed fraud hotline.

consider what corrective action is necessary (if any).

and their responsibilities

6. Annexure C – Form of offer and acceptance offer (Signed and Yes Yes

Completed by delegated authority)

7. Annexure D– Pricing Schedule (Signed and Completed by Yes Yes

delegated authority)

threshold Sub-Contract Means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract. Tender The same meaning is assigned as ‘Bid” above. Threshold Shall mean the financial limits on the value of goods or services to be procured as set and prescribed in this policy which shall determine the manner in which these goods and services will be procured Total revenue Means the total income of an entity from its operations as determined under South African Generally Accepted Accounting Practice. Trust Means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person. Trustee Means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person. Value for Money Means that the item (public-private partnership agreement) results in a net benefit to ECDC defined in terms of cost, price, quality, quantity, or risk transfer, or a combination thereof. 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 of 60 SECTION B

GENERAL INFORMATION 1.1. INVITATION The Eastern Cape Development Corporation (ECDC) seeks to appoint a suitably qualified and experienced Event Management service provider to plan, coordinate, manage, and deliver the 7th Edition Eastern Cape Export Symposium and Exhibition hosted alongside the Continental Energy and Infrastructure Investment Forum scheduled to take place on 19-20 August 2026 at the East London International Convention Centre (ELICC), kuGOMPO City. The symposium and exhibition are a flagship export development platform aimed at promoting export readiness, market access, trade opportunities, investment attraction, and stakeholder collaboration. The 2026 edition will be hosted alongside the Continental Energy and Infrastructure Investment Forum, creating opportunities for cross-sector engagement, business networking, trade promotion, and investment discussions. The event is expected to attract exporters, SMMEs, investors, government departments, development agencies, industry associations, buyers, trade support institutions, and international delegates. Detailed scope of services on Section C 1.2. ELIGIBILITY TO BID

Bidders must ensure that all the required returnable documents and annexures are submitted together with this bid document (RFQ), fully completed and signed as required in Table 1 below for mandatory returnable and Annexures. 1.3. ESTIMATED TIMELINE Activity Date Time Placing of Advert 28 July 2026 N/A A non- compulsory briefing session will be held as follows: Compulsory Briefing Date: 30 July 2026 Time: 12:00 Venue: MS Teams (link provided below) Link: https://teams.microsoft.com/meet/352934221300657?p=Wt67shCAfiIPeCiTNQ Meeting ID: 352 934 221 300 657 Passcode: gT7Yh9CT For any enquiries relating to this Bid, please email the procurement department at [email protected] and copy [email protected] , [email protected] [email protected] for the attention of K France Bidders are encouraged to submit queries/questions BEFORE the briefing session. Note: No questions will be entertained after 15h00, 30 July 2026 Final date of submission 31 July 2026 14h00 of proposals 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 of 60 Validity Period Three (3) Months after the bid submission date 30 October 2026 1.4. BRIEFING SESSION

A non- compulsory briefing session will be held as follows: Date: 30 July 2026 Time: 12:00 Venue: MS Teams (link provided below) Link: https://teams.microsoft.com/meet/352934221300657?p=Wt67shCAfiIPeCiTNQ Meeting ID: 352 934 221 300 657 Passcode: gT7Yh9CT

For any enquiries relating to this Bid, please email the procurement department at [email protected] and copy [email protected] , [email protected] [email protected] for the attention of K France

Bidders are encouraged to submit queries/questions BEFORE the briefing session.

Note: No questions will be entertained after 15h00, 30 July 2026 1.5. SUBMISSION OF BID DOCUMENTS 1.5.1 This bid/RFQ is subject to the Preferential Procurement Policy Framework Act (PPPFA), 2000, and the Preferential Procurement Regulations as applicable to provincial government business enterprises as listed under schedule 3(d) of the Public Finance Management Act and the ECDC Procurement Policy as amended from time to time. 1.5.2 RFQ/Bids from persons in the service of the state, or companies with directors who are persons in the service of the state, will not be considered for doing business with the state as stated below: 1.5.2.1 Regulation 13(c) of the Public Service Regulations, 2016 provides that an employee shall not conduct business with any organ of state or be a director of a public or private company conducting business with an organ of state unless such employee is in an official capacity a director of a company listed in schedule 2 and 3 of the Public Finance Management Act. 1.5.2.2 The regulation further, prohibit an employee from registering on the National Treasury Central Supplier Database (CSD) as an individual, owner of a company or director of a public or private company unless such employee is in an official capacity a director of a company listed in schedule 2 and 3 of the Public Finance Management Act. 1.5.2.3 ECDC reserves the right to verify such information from their AO/AA 1.5.3 Local Bidders must ensure compliance with their tax obligations. Bidders are required to submit their unique personal identification number (PIN) issued by SARS to enable ECDC to verify the taxpayer’s profile and tax status. Application for Tax Compliance Status (TCS) PIN may be made via e-filing through the SARS website (www.sars.gov.za). Where no TCS PIN is available, but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided. 1.5.3.1 In bids/RFQ where consortia / joint ventures / sub- contractors are involved, each party must submit a separate TCS certificate / PIN / CSD number. 1.5.4 Foreign bidders who are foreign-based suppliers must complete the questionnaire in Annexure A, if the answer is “No” to all the questions, it is not a requirement to register for a tax compliance status system or provide a PIN code from SARS. 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 of 60 1.5.5 Declaration of Interest and Conflict of Interest (Annexure for Bidders Disclosure) Bidders are to declare the following on Annexure for Bidders Disclosure 1.5.5.1 The bidder, and its directors, trustees, shareholders and members, must declare any interest in any other related enterprise, whether they are bidding for this contract or not. Definition of “related enterprise” is under the Section A: Definitions. 1.5.5.2 Bidders, directors, shareholders, members must declare any relationship with any person employed by ECDC. 1.5.5.3 Bidders must declare that they have not engaged in collusive practices with any other bidder. 1.5.5.4 Any attempt to collude with other bidders or manipulate the bidding process will result in the disqualification of a Bidder. 1.5.6 Terms and Condition 1.5.6.1 The bid/RFQ document must be signed by an authorised representative of the bidder. 1.5.6.2 Proof of authority (e.g., company resolution or delegation of authority) must be submitted with this bid/RFQ (see Mandatory requirements for the format of proof of authority required) 1.5.6.3 Failure to comply with these requirements may render the bid invalid. 1.5.7 Bid Validity and Offer Commitment 1.5.7.1 The bidder confirms that their offer remains binding for acceptance by ECDC during the validity period specified in this Bid 1.5.7.2 Any errors in price calculations shall be borne by the bidder, and the bid price remains final once submitted. 1.5.8 Bidders must submit proposals as follows 1.5.8.1 Bid Submissions are to be emailed to the designated email address below OR bound and MUST be placed in sealed envelopes in the Bid Box on or before the closing date and time of submission of proposals as indicated above labelled clearly as follows: Bid Reference Number: RFQ00086/2026 Bid Subject: 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 RFQ Submission to be a) All quotations to be submitted via email to [email protected] and Submitted as follows: [email protected] and [email protected] and as follows: Subject Submission of Quote RFQ OR 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 of 60

Submitted via Tender Box in a sealed envelope at ECDC Head Office in East London as follows

Bid Reference Number: RFQ00086/2026

For Attention: Mr Khanya France

Delivered at: ECDC Head Office at ECDC House Ocean Terrace Park, Moore Street Quigney, East London Attention: K France and B Fukweni 1.5.8.2 IMPORTANT NOTE: All bid documents are to be completed in permanent ink. If the Bid Document is not completed in permanent ink the Bidder WILL be disqualified. 1.5.8.3 Where bids/RFQs are submitted electronically or via email, such submissions must be in a non-editable format, such as PDF. Editable formats, including but not limited to Microsoft Excel spreadsheets, shall not be accepted. Any submission containing editable documents will be disqualified by ECDC and such documents shall not be considered for purposes of evaluation. 1.5.8.4 No alterations of the Bid Document will be allowed. If the Bidder submits an altered Bid Document, the Bidder WILL be disqualified from the bidding process. 1.5.8.5 No correction fluid will be allowed. All corrections should be initialled. 1.5.8.6 One original duly signed (by authorised representative) and completed bid document MUST be submitted inclusive of the terms and conditions of this bid document if submitted physically. 1.5.8.7 A PDF soft copy of the duly signed and completed original bid (e.g. PDF format in Flash drive/disc) should be submitted with the Original duly signed and completed hardcopy bid document however non-submission of a soft copy will not result in the Bid being disqualified. (if submitted physically) 1.5.8.8 The bid box is open on weekdays between 08h00am and 16h30pm No faxed or late submissions will be accepted by ECDC. 1.5.9 Late Bids/Quotations No Late submissions will be accepted: Bids received after the closing date and time, at the address indicated in the bid documents, will not be accepted for consideration and where practicable, they will be returned unopened to the Bidder(s). 1.6. EVALUATION CRITERIA All submitted bids will be evaluated in the following three (3) stages: Stage 1 Pre-Qualification (Mandatory Requirements) PreQualification Service Providers are to meet all the Mandatory Requirements in order to be evaluated further. (Mandatory Failure to submit the Mandatory Requirements as required will result in the bid being disqualified. Requirements) 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 of 60 Stage 2 Involves an evaluation of Functionality only. At this stage Bidders must score the minimum score Functionality of 65 % for functionality before they are evaluated in terms of the price and preferential Evaluation procurement points, specific goals. Stage 3 Preferential Procurement points

B-BBEE Details: Procurement In accordance with the Preferential Procurement Policy Framework Act and the Preferential

points system, Procurement Regulations, 2022, the 80/20 Preference Point System shall apply to responsive price

price and quotations and tenders/bids with a Rand value equal to, or above R2 000 and up to a Rand value

specific goals. of R50 000 000.00 inclusive of all applicable taxes.

Joint Venture Preference Points Calculation (See Treasury Circular /2024)

For bidding purposes, a joint venture or consortium means an association of two or more individuals

and/or individual business entities for the purpose of combining their expertise, property, capital,

efforts, skill and knowledge in an activity for the execution of a contract.

When evaluating bids of joint ventures/consortia, preference points must be allocated

proportionately for such bidders in terms of their attributes or qualification for the relevant specific

goal that is being scored, subject to the joint venture/consortium submitting the relevant proof of

substantiation of points claimed as stipulated in the bidding documents. The points scored for the

specific goals must then be added to the points scored for price and rounded off to the nearest two

decimal points.

1.6.1. Stage 1: pre-qualification stage (mandatory requirements)

Bidders to meet the following Mandatory Requirements in order to be evaluated:

1. The purpose of the pre-qualification is to determine which bid is compliant and non-compliant with the bid special

conditions issued by ECDC as part of the bid process.

The following criteria shall apply:

a. Bidders must ensure that all the required returnable documents and annexures are submitted together with this

bid document (RFQ), fully completed and signed as required in Table 1

Tel: 043 704 5600

Bidder’s name: ....................................................................................

Csd number.: .......................................................................................

Closing date: 31 july 2026

Closing time: 14h00

Head office: EAST LONDON T: (+27) 043 704 5646

• Gqeberha t: (+27) 041 373 8260
• Komani t: (+27) 045 838 1910

Mthatha t: (+27) 047 501 2200

• BUTTERWORTH T: (+27) 047 401 2700 Satellite offices: ZWELITSHA T: (+27) 063 501 0920
• Mount ayliff t: (+27) 039 254 6500
• Maletswai t: (+27) 064 751 8105
• Graaff-reinet: (+27) 071 859 6520

Board Members: V Jarana (Chairperson)

• S Siko (Deputy Chairperson)
• T Cumming
• T Mtotywa
• Dr M Makamba
• X Titus
• N Mheshe
• P Makhetha-Kosi
• L Mbobo-Vava (Acting Chief Executive Officer)
• Company Secretary: Z Thomas

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 of 60

• Develop a comprehensive Event Management Plan, including detailed project timelines and

implementation milestones.

• Prepare and maintain an integrated project schedule, ensuring that all workstreams are effectively

coordinated.

• Coordinate all event-related activities and service providers to ensure seamless implementation.
• Facilitate project planning meetings and provide regular progress updates to ECDC.
• Identify, manage and mitigate project risks and operational issues throughout the planning and

implementation phases.

• Develop contingency plans for critical event activities.
• Monitor project deliverables and ensure that all milestones are achieved within the agreed

timeframes.

• Coordinate all logistical arrangements required for the successful delivery of the Symposium.
• Ensure compliance with all venue requirements, health and safety requirements and applicable

legislation.

• Provide a dedicated Project Manager who will serve as the primary point of contact throughout the

project.

• Liaise with the venue management team to coordinate all venue-related requirements.
• Develop detailed venue layouts for all event spaces, including conference sessions, exhibition

areas, registration, networking spaces and VIP facilities.

• Coordinate venue access, setup and breakdown schedules.
• Ensure venue readiness before the commencement of the event.
• Coordinate venue compliance requirements, including health and safety and emergency

procedures.

• Comprehensive Event Management Plan.
• Detailed Project Implementation Schedule.
• Risk Register and Mitigation Plan.
• Weekly Progress Reports.
• Final Project Close Out Report, including lessons learnt and recommendations.

2.2 Venue, Exhibition and Technical Production

A Abbreviations 3

B Definitions 3-6

Section b – general information

1.1 Invitation 7

1.2 Eligibility to Bid 7

1.3 Estimated Timeline 7

1.4 Non-Compulsory Briefing Session 7

1.5 Submission of bid documents 8 -10

1.6 Evaluation Criteria 10 – 21

1.7 Alteration or withdrawal of proposals/bids 21

1.8 Cost for preparation of bid proposal 21

1.9 Ownership of proposals 22

1.10 Tax clearance certificate requirements 22

1.11 Confidentiality 22

1.12 Inventions Patent and Copy rights 23

1.13 Ethics 23

1.14 Competition 23

1.15 Cancellation of bid process 24

1.16 Interviews 24

1.17 Signing of Documentation 24

1.18 Contract Award 24

1.19 Supplier Due Diligence 24

1.20 Disclaimer 25

1.21 Contact and Communication 25 – 26

1.22 ECDC’s Stance on Fraud, Corruption and Theft 26

Section c – terms of reference

Background to the Project 27

Scope of services required 28 – 30

Conditions Specific to this Bid 31 - 35

Section d – required documentation

A Supplier Information 36 - 37

B Key Personnel 38

C Form of Offer and Acceptance 39 – 42

D Pricing Schedule 43

E Bidder’s Disclosure 44 – 45

F Statement of Consent to Data Processing 46

G Preference Point Claim 47 - 50

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 of 60

or commodity that is designed to be practical or useful, working or operating, taking into account, among

other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability

of the tenderer.

been or are still to be imported (whether by the bidder or its subcontractors) and which costs are inclusive of

the costs abroad (this includes labour or intellectual property costs), plus freight and other direct importation

costs, such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South

this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za

1.11. Confidentiality

disposed of.

1.12. Inventions patent and copyrights

1.12.1 The service provider cedes, assigns and transfers to ECDC all rights, title and interest in and to any and all

copyright in all works and inventions which relates to the business of ECDC (which includes, but is not limited to,

methodologies and products) which arises within the course and scope of this services will be assigned to ECDC.

1.12.2 Provide ECDC the sole and exclusive right to alter and adapt the work.

1.12.3 The service provider shall indemnify ECDC against all third-party claims of infringement of patent, trademark, or

industrial design rights arising from use of the goods or any part thereof by ECDC.

1.13. Ethics

1.13.1 Any attempt by an interested Bidder to obtain confidential information or enter into unlawful agreements with

competitors or influence the Evaluation and /or the Procurement Committee or the ECDC during the process of

examining, evaluating and comparing Bids will lead to the rejection of its bid in its entirety.

1.13.2 The Bidder must declare any business or other interests it has with the ECDC or any employee of the ECDC,

as per the declaration of interest form annexed hereto marked in Section D; failing which the Bidder shall be

automatically disqualified from further participation in the Bid. The disqualification will be applicable at any stage

of the bidding and / or engagement process.

1.14. Competition

1.14.1 Bidders and their respective officers, employees and agents are prohibited from engaging in any collusive action

with respect to the bidding process which serves to limit competition amongst bidders.

1.14.2 In general, the attention of bidders is drawn to Section 4(1) (b) (iii) of the Competition Act 1998 (Act No. ) (the Competition Act) that prohibits collusive biding.

1.14.3 An agreement between, or concerted practice by, firms, or a decision by an association of firms, is prohibited if it

is between parties in a horizontal relationship and if a bidder/s is / are or a contractor(s) was / were involved in

collusive bidding.

1.14.4 If bidders have reason to believe that competition issues may arise from any submission of a response to this bid

invitation they may make, they are encouraged to discuss their position with the competition authorities before

submitting response.

1.14.5 Any correspondence or process of any kind between bidders and the competition authorities must be documented

in the responses to this invitation to bid.

1.14.6 In this regard bidders are required to complete Bidder’s Disclosure, failing which the Bidder shall be automatically

disqualified from further participation in the Bid. The disqualification will be applicable at any stage of the bidding

and/or engagement process.

1.14.7 If a bidder (s) or contractor (s), based on reasonable grounds or evidence obtained by ECDC, has /have engaged

in the restrictive practice referred to above, ECDC may refer the matter to the Competition Commission for

investigation and possible imposition of an administrative penalty as contemplated in Section 59 of the

for any errors, omissions, or misstatements, negligent otherwise, made by any person in this Bid document or at

any Compulsory briefing session.

The ECDC accepts no liability for any loss incurred by any person(s) due to events or action taken as a

consequence of the preparation and dissemination of this bid request.

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 of 60

Mandatory Disqualification if not

Requirement submitted with RFQ or

1.6.1 PRE-QUALIFICATION MANDATORY REQUIREMENTS Bidder is found to be

Description Non-Compliant at the

Time of Bid Close

Annexure F - Statement of Consent to Data Processing Yes (Should be completed

for the evaluation of the

(To be Signed and Completed by the Duly Authorised Signatory). Bid.

Non-submission of this Annexure with the RFQ will not result The Bidder should

disqualification, however, Bidder will be requested to fill in the grant ECDC consent for

Annexure in order for the ECDC to process and evaluate their RFQ Data Processing of their

as per POI Act information for

evaluation of the Bid.

Where the Bidder did

not complete and sign

this Annexure, ECDC

will contact the Bidder

for granting of

permission prior the

evaluation of their Bid.).

The Bidder will be

granted 2hr for

response.

10. Annexure G – (SBD 6.1.): Preferential Points Claim (Signed and

Completed). Preferential Points Claim (Signed and Completed).

No No

Failure to submit the preference points claim and proof of address

and supporting documents may result in awarding of 0 (zero) points

preference points under Eastern Cape locality.

Note:

Bidders are required to submit their CIPC document and

Shareholding Certificate as supporting documents to prove their

ownership.

11. Annexure G - Declaration (SBD6.1) Preferential Points Claim (Signed

and Completed). Preferential Points Claim with regards to Company

No No /Firm Location

In order for the bidder to claim points for Eastern Cape base locality

for specific goals as advised in the tender, the Bidder is required to

submit supporting document as proof of address in the following

formats:

• Utility Bill from the municipality
• Valid Signed Lease Agreement (verifiable)
• Letter from the Councilor (Stamped and signed)

Failure to claim points by completing and submitting the

declaration and supporting documents for proof of address may

result in awarding of 0 (zero) points preference points under

Eastern Cape locality.

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 of 60

Mandatory Disqualification if not

Requirement submitted with RFQ or

1.6.1 PRE-QUALIFICATION MANDATORY REQUIREMENTS Bidder is found to be

Description Non-Compliant at the

Time of Bid Close

The following will be applicable to Joint Ventures/Consortium

12. Consortium/Joint Venture Agreement or letter of intent to enter in a Yes Yes

Consortium / Joint Venture signed by all Consortium Members who are

Duly Authorized.

13. Resolution of the Board of Directors to enter into a Consortium/Joint Yes Yes

Venture from each member firm of the Consortium/Joint Venture for this

Bid.

14. Letter of Authority of Signatory(individual) authorizing the Signatory to Yes Yes

sign on behalf of the Consortium/JV.

The Letter of Authority MUST be from each member firm and must be

signed by all directors of each member firm (or Board Resolution will be

accepted).

15. No No

Annexure G – (SBD 6.1.): Preferential Points Claim (Signed and

Completed by all JV /Consortium members. Preferential Points Claim

(Signed and Completed).

Failure to submit the preference points claim and proof of address

from each JV/ Consortium member may result in awarding of 0

(zero) points preference points under Eastern Cape Based

Locality.

Note:

All JV/ Consortium Members are required to submit their CIPC

document and Shareholding Certificate as supporting documents

to prove their ownership.

16. Proof of Location No No

Annexure G - Declaration (SBD6.1) Preferential Points Claim (Signed

and Completed). Preferential Points Claim with regards to Company

/Firm Location

In order for the bidder to claim points for Eastern Cape base locality

for specific goals as advised in the tender, the Bidder is required to

submit supporting document as proof of address in the following

formats:

• Utility Bill from the municipality
• Valid Signed Lease Agreement (verifiable)
• Letter from the Councilor (Stamped and signed)

Failure to submit the declaration and proof of address for each JV/

Consortium member may result in awarding of 0 (zero) points

preference points under Eastern Cape Locality.

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 of 60

1.6.2. Stage 2 – functionality

At this stage service providers must score a minimum of 60% to be evaluated further on stage 3 (Preferential

Procurement Points Score and price). A service provider that scores below the minimum threshold (60%) will be

deemed being non-responsive and will not be evaluated further.

Note: bidder to read the requirements and submit supporting document as required

In order to allocated points

Criteria for functionality (capacity)

1. Experience and track record

Experience in hosting trade and investment events