Panel of five edutainment service providers for sasseta career fairs (ad hoc, until 31 march 2027)

SASSETA (Safety and Security Sector Education and Training Authority) is one of 21 SETAs established under the Skills Development Act, licence renewed until 31 March 2030, classified as a Schedule 3A public entity reporting to the Department of Higher Education and Training. SASSETA has adopted a Career Development Support Plan to expand career guidance services through localised career fairs, expos and interventions targeting rural, township and under-resourced communities. The purpose of this RFQ is to appoint a panel of five edutainment service providers to deliver interactive educational entertainment that enhances learner engagement and supports career guidance messaging at SASSETA career fairs, expos, school outreach programmes, advocacy campaigns and other initiatives. The initial career fair is scheduled for 11 September 2026 at Phuthaditjhaba, Free State, with further events from October 2026. The panel appointment runs from date of appointment until 31 March 2027.

Closing date: 02 September 2026

Closing time: 15H00

Compulsory briefing: No (document indicates 'Compulsory Briefing: Yes No X' with X marked on No)

First career fair event: 11 September 2026 at Phuthaditjhaba, Free State

Contract period: from date of appointment until 31 March 2027

Other events to follow from October 2026

SCM and technical enquiries: Kabelo Standisi

Email: [email protected]

Submission address: [email protected]

Anti-corruption hotline: 0800 162 111

Submission method: email quotation and all supporting documents to [email protected] by 02 September 2026 at 15H00. Late submissions will not be accepted.

Returnable forms and documents (all must be completed, signed and submitted with the quotation):

• SBD 1 (Invitation to Quote): must be signed by a duly authorised delegate; a company resolution signed by all directors must be attached as proof of authority.
• SBD 3.3 (Pricing Schedule – Firm Prices): completed with all-inclusive rates for planning meeting attendance (hourly), script writing per event, and performance fee per event, inclusive of VAT.
• SBD 4 (Bidder's Disclosure): completed and signed; each party in a consortium/joint venture must submit a separate SBD 4.
• SBD 6.1 (Preference Points Claim Form): completed and signed; failure to claim points for specific goals results in zero points for those goals.
• Quotation on company letterhead with all applicable costs and delivery dates, consistent with the specification.
• CSD registration document (proof of registration on the National Treasury Central Supplier Database).
• General Conditions of Contract (GCC) Annexure A: each page initialled and submitted.
• Minimum three signed reference letters from different clients on client letterhead, detailing scope, duration and impression of edutainment services provided.
• Team leader CV demonstrating minimum three edutainment assignments.
• B-BBEE certificate or sworn affidavit (original/certified copy).
• CIPC company registration documents.
• Certified copies of identity documents of all company directors.
• CSD report.
• Medical certificate from a registered medical practitioner confirming disability (if claiming disability points).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Quotation received after closing time.
• Quotation inconsistent with the specification.
• Failure to disclose all CSD-registered active companies linked to directors.
• Non-submission of documents required for specific goals claims.

Two-stage evaluation:

1. Functionality (minimum qualifying threshold 70%):

• Company experience (60% weight): rated 0–2 based on number of signed reference letters from different clients confirming edutainment services. 0 = none or <3 assignments; 1 = exactly 3 reference letters; 2 = 4 or more reference letters.
• Team leader experience (40% weight): rated 0–2 based on team leader's edutainment assignments. 0 = no team leader indicated or <3 assignments; 1 = exactly 3 assignments; 2 = 4 or more assignments.

Bidders scoring below 70% on functionality are eliminated.

2. Price and Specific Goals (80/20 preference point system for contracts up to R1 000 000 inclusive of VAT):

• Price: 80 points allocated using the formula Ps = 80(1 – (Pt – Pmin)/Pmin).
• Specific Goals: 20 points allocated as follows:

• Black People Ownership (100%): 10 points

• Women Ownership (at least 30%): 5 points

• Black Youth Ownership (at least 30%): 3 points

• Black People with Disability: 2 points

Documentary proof (B-BBEE certificate/affidavit, CIPC registration, certified ID copies, CSD report, medical certificate for disability) must be submitted to claim points; non-submission results in zero points for specific goals.

Quotations must be valid for 90 days from closing date, firm and inclusive of VAT.

Scope: Appointment of a panel of five edutainment service providers to deliver interactive educational entertainment at SASSETA career guidance events on an ad hoc basis from appointment until 31 March 2027.

Deliverables:

• Design, develop and deliver in-person drama/role-play/simulation performances promoting career awareness across all seven SASSETA sub-sectors, maximum 45 minutes per performance.
• Performances must be engaging, age-appropriate for high school learners, culturally relevant, and reinforce SASSETA career guidance messages.
• Incorporate career information, life skills, employability skills, subject selection guidance, and post-school education and training opportunities.
• Facilitate learner participation through interactive activities, quizzes, competitions, role-playing, storytelling, drama, music, dance and other innovative methods.
• Ensure performances are inclusive, non-discriminatory, and sensitive to diverse cultural and linguistic backgrounds.
• Provide qualified, experienced facilitators, performers, presenters and technical personnel.
• Supply all equipment, costumes, props, sound systems, individual cordless microphones, audiovisual equipment and materials unless otherwise agreed with SASSETA.
• Coordinate with SASSETA officials and event organisers for integration into event programmes and approved schedules.
• Adapt performances for different age groups, venues, community contexts and event objectives.
• Promote positive values, responsible citizenship, workplace readiness, lifelong learning and safety/security sector careers.
• Comply with health and safety requirements, venue regulations and event protocols.
• Maintain professional conduct with learners, educators, parents, stakeholders and the public.
• Submit detailed post-event reports including attendance estimates, activities, engagement outcomes, challenges and recommendations.
• Be available for ad hoc services at various locations as determined by SASSETA.
• Participate in planning meetings, briefings, rehearsals and debriefings as required.
• Ensure all content complies with POPIA, child protection legislation and other applicable regulations.
• Maintain high standards of quality, professionalism and consistency.

First event: 11 September 2026 at Phuthaditjhaba, Free State; subsequent events from October 2026.

Company experience requirement: minimum three edutainment assignments with three signed reference letters from different clients on client letterhead detailing scope, duration and impression.

Team leader requirement: minimum three edutainment assignments; comprehensive CV must be attached.

Company experience: minimum three edutainment assignments; minimum three signed reference letters from different clients (existing or previous) on client letterhead, detailing scope of work, duration and client's impression of the service provider.

Team leader: must demonstrate minimum three edutainment assignments; comprehensive CV of proposed team leader must be attached to the proposal.

Service provider reports to the GPM Manager for the duration of the assignment.

Availability: must be available to provide edutainment services on an ad hoc basis at various locations throughout South Africa as determined by SASSETA.

Participation in planning meetings, briefing sessions, rehearsals and debriefing sessions as required by SASSETA.

Pricing schedule (SBD 3.3) requires firm, all-inclusive rates inclusive of VAT, valid for 90 days from closing date (02 September 2026).

Line items:

1. Attendance of planning meeting/debriefing – hourly rate (R)
2. Script writing for approval per event – fixed rate (R)
3. Performance fee per event – fixed rate (R)

Total quotation amount (inclusive of VAT).

Travel expenses reimbursed separately per Department of Transport rates and SASSETA travel policy (economy flights, cost-effective ground transport, Group A vehicle hire, accommodation up to R1 400 per night per person inclusive of dinner, breakfast and parking). All travel requires prior SASSETA approval. Invoices/receipts and Google Maps trip record (for private car travel) must be submitted for reimbursement.

Pricing format: firm, all-inclusive rates on SBD 3.3 (Professional Services), inclusive of VAT, valid for 90 days from closing date.

Required line items on pricing schedule:

1. Attendance of planning meeting/debriefing – hourly rate
2. Script writing for approval per event – fixed rate
3. Performance fee per event – fixed rate

Total quotation amount inclusive of VAT.

Travel and disbursement reimbursement (pre-approved by SASSETA):

• Mileage at Department of Transport rates
• Economy class flights only
• Cost-effective ground transport (Uber/Taxify/Gautrain/shuttle) to/from airports
• Group A vehicle hire; Group B only with SASSETA approval on justifiable grounds
• Accommodation (bed & breakfast, hotel or equivalent) up to R1 400 per night per person inclusive of dinner, breakfast and parking
• All invoices/receipts plus Google Maps trip record for private car travel must be submitted for reimbursement

No bonds, guarantees or insurance requirements stated.

Mandatory compliance requirements:

• CSD registration: bidder must be registered on the National Treasury Central Supplier Database by closing date and time; CSD registration number (MAAA...) must be provided.
• Tax compliance: valid SARS tax compliance status (TCS) PIN or printed TCS certificate; each party in a consortium/joint venture must submit separate TCS PIN/certificate/CSD number.
• B-BBEE: original/certified copy of valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to qualify for preference points.
• CIPC registration: valid company registration documents.
• Certified copies of identity documents of all company directors.
• CSD report.
• Medical certificate from registered medical practitioner confirming disability (if claiming disability points).
• Company resolution authorising signatory (required for single-director and multi-director companies).
• Not listed on Register for Tender Defaulters or List of Restricted Suppliers.
• No directors/members/partners employed by an organ of state (disclosure via SBD 4).
• No conflict of interest with procuring institution (disclosure via SBD 4).
• All SBD forms must be the SASSETA-attached versions, not from other entities.
• GCC Annexure A: each page initialled and submitted.
• Quotation on company letterhead, PDF format, firm prices inclusive of VAT, valid 90 days.
• Reference letters: minimum three from different clients on client letterhead, signed, detailing scope, duration and impression.
• Team leader CV demonstrating minimum three edutainment assignments.

Non-submission of specific goals documentation results in zero points for those goals.

Service providers must comply with all health and safety requirements, venue regulations and event protocols during service delivery. No additional OHS plans, safety certifications or HSE-specific requirements are stated in the document.

Contract period: from date of appointment until 31 March 2027.

General Conditions of Contract (GCC) Annexure A forms part of the contract; bidders must initial each page and submit with quotation.

Intellectual property: all products, data and documents from the project are confidential information for SASSETA's use only; unauthorised use or distribution prohibited without written approval; service provider must sign a confidentiality agreement within the contract.

SASSETA logo and intellectual property are protected; unauthorised use may result in legal action.

POPIA compliance: vendor information used solely for bid evaluation and supply chain processes; retained for evaluation duration and archived per records management policies; not altered, distributed or used outside the current bid; Information Officer responsible for safeguarding.

SASSETA reserves the right to: cancel or delay the purchase order/selection process at any time without explanation; not select any respondent; exclude certain services; negotiate terms and conditions including price; not accept the lowest quotation.

Anti-corruption: suspicious calls requesting payment to secure award must be reported to SASSETA Anti-Corruption Hotline 0800 162 111.

Functionality evaluation (minimum 70% to proceed):

• Company experience (60%): rated 0–2 based on reference letters. 0 = no letters or <3 assignments; 1 = 3 reference letters confirming edutainment services; 2 = 4+ reference letters.
• Team leader experience (40%): rated 0–2. 0 = no team leader or <3 assignments; 1 = 3 assignments; 2 = 4+ assignments.

Price and Specific Goals (80/20 system for contracts ≤ R1 000 000):

• Price: 80 points via formula Ps = 80(1 – (Pt – Pmin)/Pmin).
• Specific Goals: 20 points allocated as: Black People Ownership 100% (10 pts), Women Ownership ≥30% (5 pts), Black Youth Ownership ≥30% (3 pts), Black People with Disability (2 pts).

Documentary proof required for all specific goals claims; non-submission = zero points.