Event application platform for the 2027 jobs fund partner learning forum

Closing date: 18 November 2026 at 12:00 (as per tender record).

Event dates (for service delivery):

• Monday, 1 February 2027 (full-day programme and networking).
• Tuesday, 2 February 2027 (concludes after lunch).

Briefing session: non-compulsory; date, time and venue not stated in the document.

Accountable Officer and Budget Manager:

• Name: Ms. Najwah Allie-Edries
• Role: Accountable Officer and Budget Manager
• Email: not stated
• Telephone: not stated

Submission address: e-Procurement (online) system; no physical address stated.

Service delivery location: Fourways area, Johannesburg (event venue).

Submission method: e-Procurement (online) system only. All required information and supporting documents, including CVs and SBD forms, must be completed and submitted in the designated tabs and fields. Failure to comply results in disqualification.

Returnable forms and documents:

• SBD 1 (Invitation to Bid): completed on the e-Procurement system.
• SBD 4 (Bidder's Disclosure): declares any interest or connection with the state; false or incomplete disclosure may disqualify the bid.
• SBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system; failure to complete forfeits specific-goal points.
• SBD 3.3 (Pricing Schedule): financial proposal using the provided costing template.
• CSD registration report or CSD number, or valid tax compliance status.
• CVs in the prescribed template for each proposed team member (minimum 2, maximum 3).
• Bidder's Declaration Consent Form for each CV submitted.
• Qualification certificates (uploaded; certified copies requested if successful).
• SAQA accreditation for international qualifications.

Disqualification risks:

• Any mandatory document omitted or not submitted in the e-Procurement system.
• Bidder representative (director, shareholder, proposed resource) employed by the state.
• Non-compliance with tax matters (7 working days to remedy).
• Exceeding the hourly rate cap of R1,200 (inclusive of VAT).

Evaluation is a three-phase sequential process; scores are not combined.

Phase 1: Compliance

• Stage 1A (Administrative, non-disqualifying): verification of tax matters and CSD registration at closing.
• Stage 1B (Mandatory, disqualifying): failure to submit any mandatory document disqualifies the bid.

Phase 2: Technical (Desktop Evaluation)

• Scored out of 100 points.
• Minimum qualifying threshold: 70 points.
• Only bidders meeting the threshold proceed to Phase 3.

Phase 3: Price and Specific Goals

• Preference points awarded using the 80/20 formula for specific goals.

Desktop evaluation criteria (weights):

• Service Provider Track Record: 10 points (at least 5 years' experience; scoring by years of operation).
• Team Leader Qualifications: 10 points (NQF level based).
• Team Leader Experience: 10 points (years of combined experience).
• Event Application Specialist Qualifications: 10 points.
• Event Application Specialist Skills and Experience: 10 points.
• Technical Support and Data Management Lead Qualifications: 10 points.
• Technical Support and Data Management Lead Skills and Experience: 10 points.
• Technical Proposal: 30 points (quality of proposed solution, implementation approach, security, and examples).

Additional rules:

• Qualifications must be in relevant fields (e.g., IT, Computer Science, Event Management).
• Non-submission of qualifications or SAQA certificate scores zero for that criterion.
• Only the first three CVs in a submission are evaluated.

The Jobs Fund requires a secure event application for the 2027 Partner Learning Forum, to be configured, hosted and supported for approximately 150 to 200 delegates before, during and after the event.

Platform requirements:

• Web-based and mobile-accessible, compatible with Android and iOS.
• Must be accessible without internet access; connectivity and bandwidth requirements to be identified during planning.
• Must support delegate registration, secure login, profile creation, attendee access controls, and a secure delegate database.
• Must provide an interactive agenda, speaker profiles, session info, venue details, maps, and logistical information.
• Must enable real-time programme updates and event announcements.
• Must include an attendee directory, in-app messaging, gamification, session reminders, live polls, surveys, feedback, and a document repository.
• Must provide analytics and reporting on registrations, attendance, engagement, and content utilisation.
• Must include push notifications and communications before, during and after the event.
• Must comply with POPIA for delegate information, including secure authentication, access controls, privacy preferences, backup, recovery, and incident management.

Service components (six):

1. Registration and Delegate Management
2. Event Information and Programme Management
3. Delegate Engagement and Communications
4. Analytics, Reporting, Support and Data Protection
5. Planning and Consultation
6. Technical Support

Technical support requirements:

• In-person support on both event days (1 and 2 February 2027).
• Remote support before and immediately after the event.
• Incident severity levels: Level 1 (respond within 30 minutes), Level 2 (respond within 1 hour, resolve within 2 hours), Level 3 (respond within 2 hours, resolve within 4 hours).

Deliverables milestones (three-month contract):

• Milestone 1: Requirements approval, set-up and configuration.
• Milestone 2: Testing, registration and content readiness (go-live before event).
• Milestone 3: Event delivery and close-out (post-event analytics, secure data transfer).

Other:

• Sub-contracting is not permitted.
• Travel and accommodation for event days are for the service provider's own account.
• Service provider responsible for IT equipment and communications.

The bidder must submit a technical proposal (max 15 pages excluding company profile and annexures) covering:

• Description of the proposed event application platform and key functionality.
• Demonstrable experience in event application and conference technology solutions.
• Approach to delivering each of the six service components.
• Platform's communication, content management, reporting, security, privacy and data protection arrangements (hosting, access levels, authentication, password management).
• Implementation approach and indicative project plan aligned to the milestones in section 7.5.
• Examples of at least three similar events or conferences where the proposed solution was successfully implemented.
• Screenshots, demo links, marketing videos or other supporting material.

Work will be instructed through Instructions to Perform Work (IPWs) issued by the Jobs Fund.

Service provider experience:

• At least 5 years' demonstrable track record in providing event application solutions and related support services in South Africa.
• Experience in configuring, hosting and supporting event platforms for delegate registration, event information management, stakeholder engagement, communications, analytics and reporting.

Team composition:

• Minimum 2, maximum 3 resources, including a designated Team Leader.
• Team Leader: experience in project management and event technology coordination.
• Event Application Specialist: experience in configuration, administration and support of event applications.
• Technical Support and Data Management Lead: experience in platform hosting, technical support, monitoring, analytics, data security and privacy.

Evaluation of qualifications and experience (per role):

• Qualifications scored by NQF level (Master's and above = 5, Honours = 4, Degree = 3, National Diploma = 2, Certificate = 1, irrelevant/non-submission = 0).
• International qualifications require SAQA accreditation.
• Experience scored by years of combined experience (e.g., >10 years = 5, 8-10 = 4, 5-7 = 3, 2-4 = 2, 1 year = 1, none = 0).
• CVs must be in the prescribed template and include a list of relevant projects and the role played.

The service provider must:

• Conduct user acceptance testing (UAT) and deploy the platform prior to the event.
• Train designated GTAC administrators on use and management of the application.
• Maintain appropriate backup, recovery and incident-management arrangements to ensure data integrity and availability.
• Ensure event information, programme content, speaker profiles, notifications and delegate communications are accurate, current and updated in a timely manner.
• Implement version control and change management for all event-related content and system configurations.

Financial proposal must use the provided costing template and SBD 3.3.

Structure:

• Fixed costs for service components 1 to 4 (registration, event information, delegate engagement, analytics/reporting/support).
• Separate hourly rate for each proposed resource for service components 5 and 6 (planning/consultation and technical support).
• Hourly rate cap: R1,200 per hour, inclusive of VAT where applicable.
• Other costs must be itemised separately and substantiated; no reimbursement unless approved in writing by GTAC.

Quoted costs will be used for price evaluation and will apply to all time instructed through IPWs.

Pricing format:

• Use the provided costing template and SBD 3.3.
• Fixed costs for service components 1 to 4 (once-off platform configuration and hosting).
• Separate hourly rate for each proposed resource for service components 5 and 6 (planning/consultation and technical support).
• Hourly rate cap: R1,200 per hour, inclusive of VAT where applicable.
• Other costs must be itemised separately and substantiated; no reimbursement unless approved in writing by GTAC.

Contract period: three months from date of appointment.

Remuneration: based on fixed costs for components 1-4 and hourly rates for components 5-6, as instructed through IPWs.

No bid security, bonds, guarantees, retention, or payment terms are stated in the document.

Mandatory compliance (disqualifying if not met):

• CSD registration at the closing date and time of the RFQ.
• Valid tax compliance status (tax PIN or CSD number); tax matters must be compliant at award; 7 working days to remedy non-compliance.
• No bidder representative (director, shareholder, proposed resource) may be employed by the state.
• Submission of CVs in the prescribed template (minimum 2, maximum 3).
• Submission of price/financial proposal per SBD 3.3 with hourly rate not exceeding R1,200.

Other requirements:

• B-BBEE: Preference points claimed via SBD 6.1 under the 80/20 system. Specific B-BBEE level thresholds are not stated in the document.
• Beneficial ownership: bidders must comply with CIPC beneficial ownership disclosure requirements.
• No CIDB grading required (not construction-related).

Contract duration: three months from date of appointment.

Termination: GTAC may terminate the agreement or defer services at any phase with immediate effect on written notice if it decides not to proceed, if performance is below standard, or if funds are not available.

Sub-contracting: not permitted.

Beneficial ownership: bidders must comply with CIPC requirements to keep a register of beneficial owners and provide this information to CIPC.

Additional evaluation details:

• Desktop evaluation is scored out of 100 with a threshold of 70.
• Criteria weights: Service Provider Track Record (10), Team Leader Qualifications (10), Team Leader Experience (10), Event Application Specialist Qualifications (10), Event Application Specialist Skills/Experience (10), Technical Support Lead Qualifications (10), Technical Support Lead Skills/Experience (10), Technical Proposal (30).
• Only bidders meeting the threshold proceed to price and specific goals evaluation.
• In case of conflict between the ToR and the e-Procurement system, the ToR takes precedence.
• Certified copies of qualifications will be requested if the bid is successful.