Events management and logistical support services for shra (36-Month contract with 24-Month extension option)

Closing date: 25 November 2026 at 11:00

Clarification deadline: 17 November 2026 at 16:00 (submitted in writing to [email protected])

No compulsory briefing session.

Enquiries (written only, telephonic not accepted):

• Email: [email protected]

Submission address:

Supply Chain Management

Social Housing Regulatory Authority

Sunnyside Office Park

3rd Floor, Sentinel House

32 Princess of Wales Terrace, Parktown

Submission method: physical delivery only.

• One hard copy of the proposal plus a soft copy on a USB flash drive, sealed in a clearly marked envelope (company name, bid description and bid number).
• The bid document must be saved in PDF format on the USB.
• Faxed or emailed bids will not be accepted.
• Late bids will not be considered under any circumstances.
• Delivery address:

Supply Chain Management

Social Housing Regulatory Authority

Sunnyside Office Park

3rd Floor, Sentinel House

32 Princess of Wales Terrace, Parktown

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details.
• SBD 3.3 (Pricing Schedule): fixed transaction fee per event.
• SBD 4 (Declaration of Interest): discloses any state employment or relationships.
• SBD 6.1 (Preference Points Claim Form): claims specific goals points under the 80/20 system.
• General Conditions of Contract (Annexure A): initial each page as acceptance.
• B-BBEE certificate or sworn affidavit.
• At least three contactable reference letters on company letterheads.
• CSD registration forms.

Additional bid format requirements:

• Part 7: Technical approach describing how the work will be carried out, with an entity chart, roles and hours.
• Part 8: Team details, including a two-page CV per team member.
• Part 9: Experience in this field.
• Part 10: CSD forms.

Evaluation process:

1. Compliance check: bids deviating from requirements are eliminated.
2. Functionality evaluation: scored out of 100 based on criteria and weights below. Minimum qualifying score: 70%.
3. If presentations are held (at SHRA's discretion), functionality score is adjusted: 80% from bid evaluation, 20% from presentation.
4. Preference points: 80/20 system (80 for price, 20 for specific goals).
5. Award to bidder with highest combined score, unless functionality winner is within 10 points, then the functionality winner is awarded (objective criteria).
6. Successful bidder must meet 70% functionality and be tax compliant as per CSD.

Functionality criteria (rated 1-5):

• Bidders understanding of the scope of work: 10%
• Methodology for execution, including a project plan: 20%
• Suitability of the proposed team and experience (project manager): 30%
• Suitability of the proposed team (team members): 30%
• Expertise and capacity to deliver assignments (reference letters): 10%

Scope of work: Provide events management and logistical support for SHRA's campaigns, meetings, project launches, exhibitions, imbizos and other events.

Responsibilities include:

• Source, secure and hire appropriate venues, exhibition halls/stands.
• Arrange marquees, tents, tables, chairs, generators, sound systems, electronic equipment, portable ablution, bottled water.
• Provide catering for attendees, stakeholders and VIPs.
• Arrange entertainment: live music, performances, cultural groups.
• Design and print invitations, menus, programmes, orders of proceedings.
• Set up an efficient registration and accreditation system, with ushers in uniform.
• Ensure sub-contractors have required health and safety clearances and compliance certificates for marquee installation and food preparation.
• Organise marshals for crowd control, guided by SHRA security.
• Provide stage solutions, audio-visual, and digital media infrastructure.
• Source photographic, videographic and live event recording services.
• Ensure ISDN or Wi-Fi connectivity for outside broadcasts when required.
• Set up a workstation/operations centre for the task team.
• Obtain three compliant quotations from qualifying service providers before each event.
• Coordinate with government role-players and apply for event permits.

Deliverables: Successful events, high service level, minimal problems; close-out reports after each event.

Contract duration: 36 months, with option to extend for 24 months, subject to performance.

The technical approach must describe in detail how the activities will be carried out, including project plan, timelines, resource allocation, stakeholder management, communication plans, quality assurance, risk management, and reporting. Bidders must provide an entity chart, identify team member roles, hours per task, and a work plan. They must have basic office equipment (laptop, internet, landline, office) and be able to work on site if required.

Experience and qualifications required:

• Project manager: minimum 10 years' experience in events management, with a qualification in Communications, Multimedia, Journalism or Marketing. (Weighted 30%)
• Team members: minimum 5 years' experience in events management with relevant qualifications. (Weighted 30%)
• The bidder must submit CVs (two pages each), certified academic certificates, professional registrations, and roles per member.
• Reference letters: five signed letters of completion from past five years, with contactable references and at least 200 delegates per event. (Weighted 10%)
• Must provide at least three contactable reference letters on company letterheads.

Quality assurance is evaluated under the functionality criteria, specifically the methodology (20%) which must include quality assurance measures and risk mitigation strategies. The provider must deliver high-standard events with effective problem management, measured by close-out reports.

Pricing schedule (SBD 3.3 - Professional Services):

• Offer valid for 120 days.
• Price proposal must state a fixed transaction fee as a percentage of total actual event cost, per event.
• Fee remains fixed for the contract duration.
• All-inclusive cost per project, excluding disbursements.
• Additional value-added services must be priced separately.

Pricing format:

• Bidders must provide a fixed transaction fee per event, expressed as a percentage of the total actual cost of the event.
• The fee must be charged per event for the duration of the contract.
• Costs are to be all-inclusive per project, excluding disbursements.
• Travel costs claimed at agreed rates; only economy class flights and Group B rental vehicles; accommodation in line with National Treasury Instruction Note 25.

Bid value estimated not to exceed R50,000,000 (all taxes included), so the 80/20 preference point system applies.

Offer validity: 120 days from closing date.

Mandatory compliance:

• Central Supplier Database (CSD) registration, with CSD number and forms.
• Valid tax compliance status (SARS TCS PIN).
• B-BBEE certificate (original or certified copy) or sworn affidavit for EMEs (annual turnover up to R10 million).
• Trusts/consortiums/JVs: submit consolidated B-BBEE scorecard or letter from accounting officer/auditor or affidavit.
• No proven fraud or corrupt activities; bidders on the Register for Tender Defaulters or List of Restricted Suppliers are disqualified.
• Must disclose any conflicts of interest via SBD 4.
• Must not have abused SHRA's SCM systems or failed on previous contracts.

Health and safety requirements: Ensure sub-contractors (e.g., catering and marquee companies) have required compliance certificates and health and safety clearances for food preparation and structure installation. Organise marshals for crowd control as per SHRA security standards.

Contract specifics:

• Duration: 36 months, extendable by 24 months subject to performance.
• SHRA may terminate if service provider does not perform or requirements change.
• Confidentiality: all bid and contract information must be kept strictly confidential; no unauthorised disclosure.
• Intellectual property: all IP and materials produced during the contract vest in SHRA. The provider assigns all IP rights to SHRA.
• On termination, all documentation and materials must be handed to SHRA without right of retention.
• The provider must notify SHRA immediately if it cannot deliver as specified; SHRA may apply remedies under the GCC.
• The provider must not engage in competing business activities without written consent.
• No waiver of breach is implied by any indulgence.

Additional evaluation details: The SHRA may hold presentations for bidders who meet the minimum functionality score of 70%. Presentations, if held, count 20% of the functionality score. After evaluation, if the price difference between the top two bidders is within 10 points, the bidder with the highest functionality score is awarded. The successful bidder must be tax compliant according to CSD records.