Events management agency - south african

Closing date: 22 September 2026. No closing time or other dates stated in the document.

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Bids must be submitted on or before the closing date and time. Required returnable forms: SBD 1 (Invitation to Bid) and SBD 4 (Declaration of Interest), both completed and signed by an authorised representative. Missing signatures may be cured within two working days; failure to do so results in disqualification. The bid proposal must include a portfolio of evidence responding to the technical evaluation criteria as per the scorecard.

Three-phase evaluation: Phase 1 (Administrative) – compliance with SBD 1 and SBD 4. Phase 2 (Desktop Technical Evaluation) – scored out of 100% on the following criteria: Agency Credentials – Company Experience (20 points), Account Manager CV (5 points), Event Manager CV (5 points), Reference Letters (10 points), Portfolio of Prior Events/Activations (30 points), Proposed Solution (30 points). Each criterion is scored 0–3 points. Minimum threshold of 70% to proceed to Phase 3. Phase 3 (Price and Preference Evaluation) – 80/20 system: 80 points for price, 20 points for B-BBEE preference. The highest-scoring bidder on price is normally appointed.

The agency must provide full-service events management for the South African Tourism Australasia Hub. The core deliverable is an event to ignite consumer demand for travel to South Africa, using the global campaign 'South Africa Awaits. Come Find Your Joy.' The technical solution must address: strategy, creative concept and design incorporating the campaign; adaptability to the trade/MICE market; end-to-end execution strategy including PR, media, logistics, risk mitigation; opportunities with partners for direct conversion; and a clear measurement and reporting framework for interval and post-event reporting.

Bidders must provide a company profile showing years as a full-service events agency (scored: <5 years = 0, 5–9 = 1, 10–15 = 2, >15 = 3 points). Submit CVs for the proposed Account Manager and Event Manager, scored on relevant experience (none = 0, 1–5 years = 1, 6–10 = 2, >10 = 3). Provide up to three contactable client reference letters on official letterhead from within the last 48 months, scored per letter (1–3 points). Provide up to three case studies of full-service events delivered within the last 36 months, scored per case study (1–3 points).

Returnable forms: SBD 1 (Invitation to Bid) and SBD 4 (Declaration of Interest). Both must be completed and signed; missing signatures may be cured within two working days. The evaluation uses the 80/20 preference points system, so B-BBEE level is factored into price evaluation (20 points). No CSD, tax clearance, CIDB, or CIPC registrations are mentioned in this document.

The technical evaluation scorecard (Phase 2) is weighted 100% total. Criteria: Company Experience (20 points), Account Manager CV (5 points), Event Manager CV (5 points), Reference Letters (10 points), Portfolio of Prior Events (30 points), Proposed Solution (30 points). Each criterion is scored 0–3. Minimum 70% threshold to proceed to Phase 3. Phase 3 uses 80/20 price and preference points.

South African Tourism is a Schedule 3A public entity established under the Tourism Act. Its mandate is to develop and promote sustainable tourism. The tender is for an events management agency for the Australasia hub.

Closing date: 22 September 2026 at 04:00 UTC (time zone not specified, but likely 06:00 SAST). No briefing session or site visit is mentioned. The document states the offer must remain valid for the validity period from the closing time, but the duration is not specified.

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Proposals must be submitted in one pack subdivided into three sections: Part A (Tender Conditions and Standard Bidding Documents, including all completed annexures and each page initialled), Part B (Scope of Work), Part C (Evaluation process, proposal, and supporting information). All annexures must be completed in full using the given numbering format. Failure to include all required documents may result in disqualification. Bidders must also submit a draft Service Level Agreement as part of their bid. The submission method and address are not specified in the document.

Proposals are expected to be presented in one pack. The pack, however, should be noticeably subdivided into 3 sections under the following headings: PART A- Tender Conditions and Standard Bidding Documents All documents and completed annexures of the Request for Proposal (RFP) as they were issued This refers to the actual bid document and duly completed accompanying annexures, where bidders are also required to initial each page of the RFP to confirm that they have read and understood the terms, conditions, and scope of work required under the bid.

The evaluation follows a methodology based on Treasury Regulation 16A.3, the PPPFA, and B-BBEE Act. The process includes a functionality threshold; bidders meeting the minimum threshold for functionality are considered in more detail. Proven relevant experience, success, and ability to deliver are key evaluation criteria. The specific scoring split (80/20 or 90/10) and minimum qualifying scores are not stated.

The tender is for an events management agency for the South African Tourism Australasia hub. No detailed scope, deliverables, quantities, or service levels are provided in the document.

The evaluation methodology is based on Treasury Regulation 16A.3, the PPPFA, and B-BBEE Act. Bidders must demonstrate relevant experience, capacity, and capability in their proposal.

Bidders must warrant they are highly skilled, professional, competent, and experienced in the area tendered. Part C of the proposal must include supporting information to demonstrate experience, capacity, capability, and suitability. The bidder must also provide a draft SLA.

All services are subject to ongoing evaluation for effectiveness and must be guaranteed for the entire contract period. The bidder must ensure the solution is complete, cost-effective, and functional. A Service Level Agreement with punitive service levels will be signed after award.

Prices must be quoted including VAT/GST, in rands. The pricing schedule must be a detailed breakdown of capped costs, summarized under Annexure C. The total bid price for three years must be provided, including projected annual escalation percentages. A separate detailed breakdown of total cost and standard services (Annexure B/SBD 3.3) is required.

Prices must be quoted including VAT/GST, with all relevant taxes and duties shown separately. The total price must be quoted in rands. No proposal surety is required. Payment terms: 30 days from receipt of a valid invoice, provided the goods/services are delivered to satisfaction. Invoices must be accompanied by a reconciliation statement and all relevant supporting documentation. The bidder is responsible for foreign exchange losses. The pricing schedule must be a summary of capped costs, subject to negotiation, and submitted under Annexure C.

CSD registration is required for South African companies; tax compliance must be verified via the CSD or SARS Tax Clearance Certificate/PIN. B-BBEE status verification (certificate or sworn affidavit) is required for preference points. Bidders must not appear on the Register of Tender Defaulters or List of Restricted Suppliers. Foreign bidders with no SA tax liability are exempt from tax compliance requirements. The following standard forms are required: SBD 1 (Company Information), SBD 3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 9 (implied by bidder declaration), and a Bidder Declaration (Annexure D).

The contract duration is three years, subject to periodic performance evaluation. South African Tourism may curtail or terminate the contract at its discretion, including for breach of contract terms on two or more occasions. Intellectual property rights created during the contract vest in South African Tourism unless otherwise agreed in writing. The successful bidder assumes sole responsibility for all subcontractors and personnel. The contract is governed by the laws of the country where services are rendered. Communication of acceptance may be by email.

A draft Service Level Agreement must be submitted with the bid. The final SLA will include punitive service levels. South African Tourism may downscale services with three months' notice. The bidder must complete an anti-bribery compliance questionnaire and undergo due diligence after award.

The evaluation includes a functionality threshold; bidders meeting the minimum threshold are considered in detail. Proven relevant experience and success are important. The specific scoring split and minimum qualifying scores are not stated.