Translation stream services for limpopo investment conference (hybrid event, 15 oct 2026)

Closing date: 08 September 2026.

Closing time: 11h00.

Conference date (service delivery): 15 October 2026 in Polokwane, Limpopo.

Bid validity period: 60 days from closing date.

No compulsory briefing or site visit is mentioned.

SCM / bidding procedure enquiries: Suzan Mabeba, email [email protected].

Technical / project enquiries: Vicky Manaka, email [email protected].

Submission email addresses: [email protected] and [email protected].

No telephone or fax numbers are provided in the document.

Submission method: Email bid response documents to [email protected] and [email protected].

Closing date and time: 08 September 2026 at 11h00. Late bids will not be accepted.

Bids must be submitted on the official forms provided (not re-typed) and in the manner prescribed in the bid document.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only; non-firm prices will not be considered. Offer must be valid for 60 days from closing date.
• SBD 4 (Bidder’s Disclosure): declares any director/shareholder employed by the state or connected to the procuring institution; false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE specific-goal points under the 80/20 system; proof of claimed points must be attached.
• Proof of CSD registration and a valid SARS Tax Compliance Status (TCS) PIN or certificate.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.

Disqualification risks: any returnable form left unsigned or omitted; quotations received after the closing time; failure to provide tax compliance proof; bids from persons in the service of the state or entities with directors/members in the service of the state.

Preference point system: 80/20 (price 80 points, specific goals 20 points). The lowest acceptable tender determines the applicable system.

Price points formula: Ps = 80 × (1 – (Pt – Pmin) / Pmin).

Specific goals and maximum points (80/20 system):

• Black people ownership equity: 5 points (verified via CSD report).
• Women equity: 3 points (CSD report).
• Youth equity: 2 points (CSD report).
• Disability: 2 points (medical certificate or equivalent).
• Promotion of small businesses: 3 points (latest financial statement).
• Enterprises located within Limpopo: 3 points (proof of address in company name).
• Military Veterans (MVA): 2 points (MVA force number).

Total specific-goal points: 20.

Failure to submit proof for claimed specific goals means points for those goals are not claimed.

The organ of state may require substantiation of any claim at any time.

No minimum qualifying functionality or threshold score is stated in the document.

Service: Provision of Translation Stream Services for the 6th Limpopo Investment Conference.

Event: One-day hybrid conference on 15 October 2026 in Polokwane, Limpopo; ~500 physical delegates, ~1,000 virtual participants.

Required solution: Worldly translation services/stream software/app that supports in-person, virtual and hybrid events; mobile user-friendly.

Languages (simultaneous interpretation): English → Mandarin, English → Russian, English → French.

Quality requirements: High-quality, accurate, professional and credible translations; provider must have extensive experience with translation stream software; compliant with industry standards.

Scope: Quotes must cover all costs; LEDA will not incur any extra costs excluded from the submitted quote.

Target audience includes Premier, Executive Council, government officials, multinational companies, foreign/local investors, business people, stakeholders, organised business, research institutes, universities, SADC/BRICS/EU/US/Middle East countries, ambassadors, media.

Service provider must have extensive experience with translation services/stream software.

Must be compliant with industry standards.

Software must support in-person, virtual and hybrid events.

Must deliver simultaneous interpretation for English→Mandarin, English→Russian, English→French.

Software must be mobile user-friendly.

No specific key-personnel qualifications, CV requirements, or minimum years of experience are stated.

Supplier must permit purchaser to inspect records relating to performance and allow audits by purchaser-appointed auditors (GCC clause 5.4).

Goods/services must conform to standards in bidding documents/specifications (GCC clause 4.1).

Pre-bid testing at bidder’s account (GCC clause 8.1).

Inspections/tests during production/execution if bid condition requires; non-compliance costs borne by supplier (GCC clauses 8.2–8.5).

Warranty: 12 months after delivery/acceptance or 18 months after shipment; defects remedied within SCC period at supplier’s cost (GCC clause 15).

Pricing schedule: SBD 3.1 (Firm Prices).

Only firm prices accepted; non-firm prices (including exchange-rate variations) not considered.

Offer valid for 60 days from closing date.

All applicable taxes included in bid price.

All delivery/implementation costs must be included; no extra costs will be paid.

Separate pricing schedule required if different delivery points influence pricing.

Pricing format: Firm prices only (SBD 3.1); non-firm prices including exchange-rate variations will not be considered.

Offer validity: 60 days from closing date.

All delivery/implementation costs must be included in the bid price; no additional costs will be paid.

Performance security: Successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract within 30 days of award notification (bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque). Security returned within 30 days after completion of obligations including warranty.

Payment terms (per GCC): Invoice with delivery note; payment within 30 days of invoice submission; payment in Rand unless SCC stipulates otherwise.

Price adjustments only as authorised in SCC or for bid validity extension.

Mandatory registrations and proofs:

• Central Supplier Database (CSD) registration (CSD number required).
• Valid SARS Tax Compliance Status (TCS) PIN or certificate (or CSD number if TCS not available).
• Each party in a consortium/joint venture/sub-contractor must submit separate TCS/PIN/CSD.
• No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Foreign suppliers must complete the residency/branch/permanent establishment/income/tax liability questionnaire; if answer is “no” to all, SARS TCS PIN registration is not required.

Returnable forms (compressed):

• SBD 1: Invitation to Bid (offer cover page).
• SBD 3.1: Pricing Schedule – Firm Prices.
• SBD 4: Bidder’s Disclosure (state employment/relationships).
• SBD 6.1: Preference Points Claim (specific goals under 80/20).
• Authority to Sign / Board Resolution.

Specific-goal verification documents (attach if claiming points): CSD report (equity ownership), medical certificate (disability), latest financial statement (small business promotion), proof of address in company name (Limpopo location), MVA force number (military veterans).

Contract governed by General Conditions of Contract (GCC) July 2010; Special Conditions of Contract (SCC) prevail where they conflict.

Performance security: Within 30 days of award notification, successful bidder furnishes security of amount specified in SCC (bank guarantee/irrevocable LC/cashier’s cheque). Returned within 30 days after completion including warranty.

Inspections/tests: Pre-bid testing at bidder’s cost. If bid condition requires inspection, premises open at reasonable hours. Non-compliant supplies/services rejected at supplier’s cost.

Packaging: Must prevent damage/deterioration; comply with SCC marking/documentation requirements.

Delivery: As per contract terms; documents specified in SCC.

Insurance: Goods fully insured in freely convertible currency per SCC.

Transportation: All-inclusive delivered price unless SCC specifies otherwise.

Incidental services: May include assembly/commissioning, tools, manuals, maintenance/repair, training – as per SCC.

Spare parts: As per SCC; advance notification of termination; blueprints/drawings if requested.

Warranty: 12 months after delivery/acceptance or 18 months after shipment, whichever earlier (unless SCC differs). Defects remedied within SCC period at supplier’s cost.

Payment: Invoice + delivery note; payment within 30 days; in Rand unless SCC differs.

Prices: Fixed per bid; adjustments only per SCC or validity extension.

Amendments: Written, signed by both parties.

Assignment: Not without purchaser’s prior written consent.

Subcontracts: Notify purchaser in writing; does not relieve liability.

Delays: Supplier must notify in writing; purchaser may extend with/without penalties. Penalties: prime interest rate per day of delay on delivered price of delayed goods/unperformed services. Purchaser may procure substitute goods at supplier’s expense or terminate.

Termination for default: Failure to deliver/perform, other breach, or corrupt/fraudulent practices. Purchaser may procure similar goods/services; supplier liable for excess costs. Restriction penalty up to 10 years possible.

Force majeure: Supplier not liable for delays due to force majeure; must notify promptly.

Termination for insolvency: Purchaser may terminate.

Disputes: Settlement per GCC clause 27.

Limitation of liability: Per GCC clause 28.

Governing language: Per SCC.

Applicable law: South African law unless SCC differs.

Notices: Registered/certified mail; deemed served on posting.

Taxes: Foreign supplier responsible for taxes outside purchaser’s country; local supplier responsible until delivery. No contract with bidder whose tax matters are not in order.

NIPP and prohibition of restrictive practices apply.

Preference point system: 80/20 (price 80, specific goals 20). Lowest acceptable tender determines system.

Price scoring formula: Ps = 80 × (1 – (Pt – Pmin) / Pmin).

Specific goals (80/20) and verification:

• Black people ownership equity: 5 pts (CSD report).
• Women equity: 3 pts (CSD report).
• Youth equity: 2 pts (CSD report).
• Disability: 2 pts (medical certificate).
• Promotion of small businesses: 3 pts (latest financial statement).
• Enterprises located in Limpopo: 3 pts (proof of address in company name).
• Military Veterans (MVA): 2 pts (MVA force number).

Total specific-goal points: 20.

Failure to provide proof = points not claimed. Organ of state may require substantiation at any time.

No minimum functionality threshold stated.