Supply, delivery and branding of conference material for 150 delegates — wage bill conference, 11–12 november 2026

Closing: 30 October 2026 at 09:00.

Submission method: e-Tender portal (electronic submission).

Returnable documents:

• SBD 4 (Declaration of Interest): must be fully completed and signed; directors, trustees, shareholders or members must disclose any other related companies registered on CSD under item 2.3.
• Quotations must be submitted on e-Tender with a complete SBD 4.

Disqualification risks:

• Quotations received after the closing date and time are not considered.
• Failure to quote on every item in the specification.
• Failure to name an alternative brand where an equivalent product is offered.
• SBD 4 not fully completed and signed.

Three-phase evaluation under the Preferential Procurement Regulations, 2022 and The Presidency SCM Policy.

Phase 1 — specification/functionality:

• Bidders must quote every item in the specification and give full details of the goods offered, even where a brand is named.
• Only bidders who quote all required items proceed to Phase 2.

Phase 2 — administration:

• Quotation submitted on or before the closing date and time.
• Supplier registered on the Central Supplier Database (CSD).
• Only bidders meeting both requirements proceed to Phase 3.

Phase 3 — price and specific goals, 80/20 preference point system:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals, verified against the CSD report:

• Women ownership: 10 points
• Youth ownership: 7 points
• People with disabilities: 3 points

Points formula: ownership percentage × allocated points ÷ 100.

Scope: supply, delivery and branding of conference material for 150 delegates attending the Commission's Wage Bill Conference on 11 and 12 November 2026.

Items required:

• Conference bag (150): prestige conference or laptop-style bag, black, 38 cm (w) × 13 cm (d) × 34 cm (h), 600D material, open main compartment under flap, zippered front pocket, adjustable shoulder straps.
• Pen (150): premium executive-quality pen with black ink.
• Diary (150): A5 executive diary, hard cover, A5 Tales custom PU leather diary with semi-padded cover.
• Accreditation cards (150): A6 (105 mm × 148 mm), full colour one side, laminated, hole punched for lanyard, black lanyard included.
• Conference programme booklet (150): A4, 18 pages, self-cover, full colour throughout, saddle stitched, Magno Matt White 120 gsm stock or similar.

Branding requirements:

• All items branded with the Commission logo.
• Branding must be high quality, durable and professionally finished.
• Artwork proofs must be submitted for approval before production.
• Branding method must suit each item (embroidery, engraving, screen printing, UV printing or similar).
• Branding must be consistent across all items.
• The Commission logo and branding guidelines are issued to the successful bidder.

Delivery: final products must be delivered to the conference venue, Premier Hotel Splendid Inn, Umhlanga Ridge.

Equivalent products: where a brand name or "equivalent" is specified, the bidder must state the alternative brand; if none is stated, the specified brand must be supplied. The Presidency may reject an equivalent brand on quality grounds, in which case the bidder may supply the specified brand or be disqualified.

Pricing: every item must be priced; any item left unpriced is treated as offered at no cost.

Validity: quotation valid for 90 days from the closing date. The Presidency may extend the validity period if the process is not completed within 90 days; no response from the bidder is treated as consent to the extension.

CSD: the supplier must be registered on the Central Supplier Database.

SBD 4: must be fully completed and signed, including disclosure of related companies registered on CSD under item 2.3.

Tax: tax matters must be compliant on CSD before final award; bidders are given seven working days to correct, failing which the bid is disqualified.

Banking details: must be verified; bidders are given seven working days to correct, failing which the bid may be disqualified.

Specific goals: women, youth and disability ownership claims are verified against the CSD report.

Evaluation follows the Preferential Procurement Regulations, 2022 and The Presidency SCM Policy, in three phases.

Phase 1 — specification/functionality:

• Bidders must quote all items in the specification and set out full details of the goods offered, even where a brand is named.
• Only bidders quoting every required item advance to Phase 2.
• Failure to provide full specification detail may lead to disqualification.

Phase 2 — administration:

• Quotation submitted by the closing date and time.
• Supplier registered on the Central Supplier Database (CSD).
• Late quotations are not considered.

Phase 3 — price and specific goals, 80/20 preference point system:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals, verified against the CSD report:

• Women ownership: 10 points
• Youth ownership: 7 points
• People with disabilities: 3 points

Points formula: ownership percentage × allocated points ÷ 100.

Validity: quotation valid for 90 days from the closing date; The Presidency may extend it and non-response is treated as consent.

Equivalent branding: an alternative brand must be named in the bid where an equivalent is offered; otherwise the specified brand must be supplied. A rejected equivalent brand may be replaced with the specified brand, failing which the bid is disqualified.

General requirements:

• SBD 4 must be fully completed and signed, with related companies registered on CSD disclosed under item 2.3.
• Tax matters must be compliant on CSD before final award; seven working days are allowed to correct, failing which the bid is disqualified.
• Banking details must be verified; seven working days are allowed to correct, failing which the bid may be disqualified.
• All items must be priced; unpriced items are treated as offered free of charge.