Appointment of a Service Provider to Provide Event Management and Guest Liaison Services for the 19th Saftas

service provider will be required to assist the NFVF’s internal events team and provide event management, public ticket sales and guest liaison services for all events related to the 19th Annual South African Film and Television Awards (SAFTAs19). This includes the planning, coordinating, and managing all guest related logistics and communication of the following events:

service providers are required to submit a link to their existing RSVP management system for demo purposes. It is expected that service providers submit presentations at their own risk. All work done prior to official appointment is at no charge to the NFVF or the SAFTAs.

system should have a risk mitigation component that prevents the duplication of accreditation for media, guests, talent, NFVF Staff, Production Company Staff and VIP’s (Government and Private Sector Officials). Below is the summary of services required: On-Site Services

CRITERIA Bidders will be evaluated in three (03) stages: ➢ Stage 1: Administrative Compliance ➢ Stage 2: Functionality Evaluation ➢ Stage 3: Price and Specific Goals Evaluation 8.1. Stage 1: Administrative Compliance At this stage, bidders will be assessed on whether they have provided all mandatory documents. It is the discretion of the BEC to decide on the disqualification of bidders who do not submit all required documents. Bidders are required to submit the following mandatory documents:

of registration with the Central Supplier Database by submitting the CSD report. In the case of a Joint Venture, each party must provide evidence of registration with CSD, and their tax compliance status will be verified through the CSD. Bidders' tax status must be in order in line with Treasury Regulations and must reflect n CSD.

were completed and signed Standard Bidding Documents attached to the bid. In the case of a Joint Venture, a written agreement between the parties must set out the roles and responsibilities of each member.

Copy of Company Registration Documents. In the case of a Joint Venture, all parties must submit certified copies of incorporation documents.

copy of B-BBEE Certificate or sworn affidavit. A Joint Venture will qualify for the B-BBEE status level as a legal entity, provided that the legal entity submits its B-BBEE status level certificate. Failure on the part of the Bidder to comply with the above will be deemed that preference points for B-BBEE status level of contribution are not claimed and will therefore be allocated zero (0). 8.2. Stage 2: Functionality Evaluation Bidders who provided all required administration documents will be evaluated on functionality as per the below evaluation criteria, where a minimum threshold is 70 points. Bidders who scored overall score of 70 points or above will be evaluated on the nest stage of evaluation and bidders who score below 70 points will be disqualified from the evaluation process. 8.3. Stage 3: Price and Specific Goals Bidders who scored overall score of 70 points and above will be evaluated on 80/20 preference points system, where 80 points are for price and 20 points for Specific goals. 80/20  Pt − P min  Ps = 80 1 −   P min  Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid FUNCTIONALITY CRITERIA Sub-criteria Weight Company Experience on similar project: 20 points Proven experience, skills and ability of the service provider to deliver guest liaison and event management services for large scale events or award ceremonies.

years and above (20 points) Bidders to provide a list of completed similar projects with contact name, number and company name. Approach and Methodology: 30 points Detailed methodology and approach on how the project will be executed. The bidder must demonstrate the approach, methodology and plan (including a detailed phased in implementation plan). ➢ Methodology with clear activities, realistic time frames, key tasks, sub tasks, distribution of resources and reporting structure = 30 points ➢ Methodology with clear activities, realistic time frames, key tasks, sub tasks and resources = 20 points ➢ Methodology with clear activities, realistic time frames, key tasks and sub tasks = 10 points ➢ Methodology with clear activities, realistic time frames and key tasks = 5 points ➢ Project plan with activities only = 3 points ➢ No Project Plan with tasks = 0 points Communication Plan and Management of event risks: 10 points Detailed communication plan on how the service provider will ensure smooth running of the event and measures that will be put in place to mitigate against risks – resources, communication tools, information management, guest experience etc. ➢ Detailed plan that clearly indicates how the event will be run from start to finish = 10 points ➢ Mitigation of risks associated with the event such as unplanned delays, maintaining standards of the event, responses to guest enquiries = 5 points ➢ No clear and communication plan that outlines delivery strategy = 0 points References Letters: 20 points The Bidder must provide a minimum three (03) reference letters from previous clients on their referee’s company letterhead and signed by the client. a) Less than 03 reference letters = 0 points b) 03 to 04 reference letters = 10 points c) 05 reference letters = 15 points d) Above 05 reference letters = 20 points Experience of the Project Leader/Manager 20 points The Bidder must propose a Project Manager with a minimum of three (03) years’ experience in guest liaison service. Detailed CV of the Project Manager must reflect through knowledge, skills and expertise in delivering high volume guest liaison and event management services. A minimum of three (03) years’ relevant experience working in guest liaison must be proven through the provision of the CV, which covers the history of the project manager’s experience to date.

accompanying information must be used for the formulation of proposals.

are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. R.......................................................................

WHO WILL BE INVOLVED IN THE PROJECT AND RATES APPLICABLE (CERTIFIED INVOICES MUST BE RENDERED IN TERMS HEREOF)

R------------------------------ -------------------------- days 5.1 Travel expenses (specify, for example rate/km and total km, class of airtravel, etc). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT

”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies. 5.2 Other expenses, for example accommodation (specify, eg. Three star hotel, bed and breakfast, telephone cost, reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness. Proof of the expenses must accompany invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT

required for commencement with project after acceptance of bid .........................................................................

OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process.

specific requirements found