Event management services for teta – RFB

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Returnable Documents: bid (SBD 1) signed electronically or in permanent, Interest (SBD sign the Declaration of interest form., SARS Pin / CSD

• The bidder must submit a SARS Pin with, CSD Supplier Number., Database www.csd.gov.za. (Please attach proof, 5.2.16 Schedule 16 : Tax Clearance Requirements, 5.2.17 Schedule 17 : Declaration of Interest (SBD4), 5.2.19 Schedule 19 : Pricing Schedule

Evaluation includes administrative compliance (unsigned documents may be given 48 hours to submit signed copies), functionality (experience with event management, reference letters, key personnel), and price. Bidders must accept all terms; failure to withdraw own conditions may invalidate the bid.

provision of end-to-end event

management solutions, including but

not limited to event conceptualisation,

venue sourcing, logistics coordination,

technical support, branding and décor,

stakeholder management, catering

coordination, protocol support, travel

and accommodation arrangements

where required, and post-event

reporting.

Reference

• The comp

2.1 Purpose

2.1.1 The purpose of this Request for Bid (RFB) is an invitation to potential suppliers (hereinafter

referred to as “Bidders”) to submit Bids for the items/products/solutions or services as detailed

under Schedule4: Specification or Terms of Reference

2.2 Objectives

2.2.1 The following objectives must be achieved with the implementation of the above

required solution:

• The rendering of the required services as per the terms of reference.

• Compliance with all relevant legislations and regulations.

• Signing of the Service Level Agreement (SLA) and Contract with TETA.

2.2.2 Based on the Bids submitted and the outcome of the evaluation process according to

the set evaluation criteria TETA intends to select a preferred bidder/s with the view of

concluding a service level agreement (SLA) with such successful bidder. The Bid will be

evaluated in terms of the PPPFA 80/20 preferential points system.

2.3 Queries

2.3.1 Should it be necessary for a bidder to obtain clarity on any matter arising from or

referred to in this RFB document, please refer queries, in writing, to the contact

person(s) listed below. Under no circumstances may any other employee within TETA be

approached for any information. Any such action might result in a disqualification of a

response submitted in competition to the RFB. TETA reserves the right to place

responses to such queries on the website.

SCM SPECIALIST Telephone (011) 577 7027

E-mail [email protected]

Request for Bid

3 definitions

3.1 Transport Education and Training Authority [hereinafter referred to as “TETA”] was in terms of the

provisions of the Skills Development Act (Act No. ), established as a SETA in March 2000,

together with other 24 SETA’s by the Minister of Labour. The establishment of TETA has enabled the

long standing need for a mechanism that can provide skills in the transport industry.

3.2 TETA exists to ensure that the provisions of the Skills Development Act are implemented and complied

with as contemplated by the Act, and to develop and improve skills in the transport sector under the

auspices of the Department of Transport. TETA is required to promote facilitate, monitor and research

education and training in the Transport Sector.

3.3 “Acceptable Bid” - means any bid, which, in all respects, complies with the specifications and conditions

of the Request for Bid as set out in this document.

3.4 “Act” – means the Preferential Procurement Policy Framework Act (Act No. ).

3.5 “Agent” – means a person mandated by another person (“the principal”) to do business for and on

behalf of or to represent in business transaction, the principal, and thereby acquire rights for the

principal against an organ of state and incur obligations binding the principal in favour of an organ of

state.

3.6 “Bid” - means a written offer in a prescribed or stipulated form in response to an invitation by an organ

of state for the provision of services or goods.

3.7 “Bidders” - means any enterprise, consortium or person, partnership, company, close corporation, firm

or any other form of enterprise or person, legal or natural, which has been invited by TETA to submit a

bid in response to this bid invitation.

3.8 “Client” - means internal and external customers that participate in TETA registration processes.

3.9 “Comparative Price” - means the price after deduction or addition of non-firm price factors,

unconditional discounts, etc.

3.10 “Consortium” - means several entities joining forces as an umbrella entity to gain a strategic

collaborative advantage by combining their expertise, capital, efforts, skills and knowledge for the

purpose of executing this tender.

3.11 “Disability” - means, in respect of a person, a permanent impairment of a physical, intellectual, or

sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or

within the range, considered normal for a human being.

3.12 “Firm Price” - means the price that is only subject to adjustments in accordance with the actual

increase or decrease resulting from the change, imposition or abolition of customs or excise duty and

any other duty, levy or tax which, in terms of a law or regulation is binding on the contractor and

demonstrably has influence on the price of any supplies or the rendering cost of any service, for the

execution of a contract.

3.13 “Goods” – means any work, equipment, machinery, tools, materials or anything of whatever nature to

be rendered to TETA or TETA’s delegate by the successful vendor in terms of this bid.

3.14 “Historically Disadvantaged Individual” (HDI) - means a South African citizen:

3.14.1 Who, due to the apartheid policy that had been in place, had no franchise in national

elections prior to the introduction of the Constitution of the Republic of South Africa, 1983,

(Act No. ) or the Constitution of the Republic of South Africa, 1993 (Act No. ) (the Interim Constitution); and/or;

Request for Bid

3.14.2 who is a female; and/or

3.14.3 who has a disability;

3.15 provided that a person who obtained South African citizenship on or after the coming to effect of the

Interim Constitution is deemed not to be an HDI.

3.16 “Internal Collaboration” - means collaborative arrangements within a group of companies or within

various strategic business units/subsidiaries/operating divisions in order to gain a strategic position

whilst sharing resources, profits and losses as well as risks.

3.17 “Joint Ownership” - (also known as equity JVs) means the establishment by two parent companies of a

child company for a specific task within which both parent companies invest in order to overcome the

limited capabilities vested within them in order that they can both benefit from the combined

investment.

3.18 “Joint Venture” - (Project) means two or more businesses joining together under a contractual

agreement to conduct a specific business enterprise with both parties sharing profit and losses. The

venture is for one specific project only, rather than for a continuing business relationship as in a

strategic alliance. It is about sharing risk with others and providing one or more missing and needed

assets and competencies.

3.19 “Management” - in relation to an enterprise or business, means an activity inclusive of control, and

performed on a daily basis, by any person who is a principal executive officer of the company, by

whatever name that person may be designated, and whether or not that person is a director.

3.20 “Non-firm Price(s)” - means all price(s) other than “firm” price(s).

3.21 “Organ of State” - means a constitutional institution defined in the Public Finance Management Act,

Act .

3.22 “Person(s)” - refers to a natural and/or juristic person(s).

3.23 “Rand Value” - means the total estimated value of a contract in Rand denomination, which is calculated

at the time of proposal invitations and includes all applicable taxes and excise duties.

3.24 “Successful Vendor” - means the organization or person with whom the order is placed or who is

contracted to execute the work as detailed in the bid.

3.25 “Prime Vendor” – means any person (natural or juristic) who forwards an acceptable proposal in

response to this RFB with the intention of being the main contractor should the proposal be awarded to

him/her.

3.26 “Vendor Agent” - means any person mandated by a prime vendor or consortium/joint venture to do

business for and on behalf of, or to represent in a business transaction, the prime vendor and thereby

acquire rights for the prime vendor or consortium/joint venture against TETA or an organ of state and

incur obligations binding the prime vendor or consortium/joint venture in favour of TETA or an organ of

state.

3.27 “SMME” – bears the same meaning assigned to this expression in the National Small Business Act, 1996

(Act No. ).

3.28 “Service Partners” - means any successful vendor who is awarded the proposal or who entered into an

agreement with TETA and/or its clients to offer consulting services in areas such as but not limited to,

strategic e-business consulting, evaluation, implementation and continuous improvement or system

integration.

Request for Bid

3.29 “Support Partners” - means any successful vendor who entered into partnership agreement with TETA

and/or its clients for the provision of support services to a specific solution.

3.30 “Sub-Contracting” - means the primary contractor’s assigning or leasing or making out work to, or

employing another person to support such primary contractor in executing part of a project in terms of

a contract.

3.31 “Trust” - means the arrangement through which the property of one person is made over or

bequeathed to a trustee to administer such property for the benefit of another person.

3.32 “Trustee” - means any person, including the founder of a trust, to whom property is bequeathed in

order for such property to be administered for the benefit of another person.

4 general rules and instructions

4.1 Confidentiality

4.1.1 The information contained in this document is of a confidential nature, and must only be used

for purposes of responding to this RFB. This confidentiality clause extends to Bidder partners

and/or implementation agents, whom the Bidder may decide to involve in preparing a response

to this RFB.

4.1.2 For purposes of this process, the term “Confidential Information” shall include all technical and

business information, including, without limiting the generality of the foregoing, all secret

knowledge and information (including any and all financial, commercial, market, technical,

functional and scientific information, and information relating to a party’s strategic objectives

and planning and its past, present and future research and development), technical, functional

and scientific requirements and specifications, data concerning business relationships,

demonstrations, processes, machinery, know-how, architectural information, information

contained in a party’s software and associated material and documentation, plans, designs and

drawings and all material of whatever description, whether subject to or protected by copyright,

patent or trademark, registered or un-registered, or otherwise disclosed or communicated

before or after the date of this process.

4.1.3 The receiving party shall not, during the period of validity of this process, or at any time

thereafter, use or disclose, directly or indirectly, the confidential information of TETA (even if

received before the date of this process) to any person whether in the employment of the

receiving party or not, who does not take part in the performance of this process.

4.1.4 The receiving party shall take all such steps as may be reasonably necessary to prevent TETA’s

confidential information coming into the possession of unauthorised third parties. In protecting

the receiving party’s confidential information, TETA shall use the same degree of care, which

does not amount to less than a reasonable degree of care, to prevent the unauthorised use or

disclosure of the confidential information as the receiving party uses to protect its own

confidential information.

4.1.5 Any documentation, software or records relating to confidential information of TETA, which

comes into the possession of the receiving party during the period of validity of this process or at

any time thereafter or which has so come into its possession before the period of validity of this

process:

4.1.5.1 shall be deemed to form part of the confidential information of TETA;

4.1.5.2 shall be deemed to be the property of TETA;

4.1.5.3 shall not be copied, reproduced, published or circulated by the receiving party unless

and to the extent that such copying is necessary for the performance of this process and

all other processes as contemplated in; and

Request for Bid

4.1.5.4 shall be surrendered to TETA on demand, and in any event on the termination of the

investigations and negotiations, and the receiving party shall not retain any extracts.

4.2 Preferential Procurement Reform

4.2.1 TETA supports Black Economic Empowerment as an essential ingredient of its business. In

accordance with government policy, TETA insists that the private sector demonstrates its

commitment and track record to Black Economic Empowerment in the areas of ownership

(shareholding), skills transfer, employment equity and procurement practices (SMME

Development) etc.

4.2.2 TETA will apply the principles of the Preferential Procurement Policy Framework Act, (Act No. ) to this proposal.

4.2.3 Vendors shall submit the “Broad-Based Black Economic Empowerment Status Level Certificates”

as part of this proposal. In the case of a consortium and sub-contractors, the preference

certificate must be completed for each legal entity.

4.3 Language

4.3.1 Bids shall be submitted in English.

4.4 Gender

4.4.1 Any word implying any gender shall be interpreted to imply all other genders.

4.5 Formal contract

4.5.1 This RFB, all the appended documentation and the proposal in response thereto read together,

forms the basis for a formal contract to be negotiated and finalised between TETA and the

enterprise(s) to whom TETA awards the bid in whole or in part.

4.5.2 A mere offer and acceptance shall not constitute a formal contract of any nature for any purpose

between TETA and any vendor.

4.6 Instructions for the submissions of a proposal

4.6.1 ONE (1) original copy and ONE (1) electronic (Virus Free USB) copy of the bid Technical

submission shall be submitted on the date of closure of the Bid.

4.6.2 The original copy MUST BE SIGNED by an authorised employee, agent or representative of the

bidder.

4.6.3 Bidders shall submit proposal responses in accordance with the prescribed manner of

submissions as specified above.

4.6.4 Bids must be submitted in a prescribed response format herewith reflected as Response Format,

and be sealed in an envelope.

4.6.5 Bids must be deposited into the tender box at reception on or before 05 OCTOBER 2026 not

later than 11h00.

4.6.6 All Bids in this regard shall only be accepted if they have been placed in the bid box before or on

the closing date and stipulated time.

4.6.7 Bids received after the time stipulated will not be considered.

Request for Bid

4.6.8 Bid responses sent by post or courier must reach this office at least 36 hours before the closing

date to be deposited into the proposal box. Failure to comply with par. 4.6.6 will result in your

proposal being treated as a “late proposal” and will not be entertained. Such proposal will be

returned to the respective vendors.

4.6.9 No proposal shall be accepted by TETA if submitted in any manner other than as prescribed

above.

5 response format (very important)

5.1 Vendors shall submit response in accordance with the response format specified below. Failure

to do so will result in rejecting the vendor’s response. No referrals may be made to comment.

Failure to comply will result in the vendor being penalised.

5.2 Schedule Index:

5.2.1 Schedule 1: Invitation to Bid – SDB 1 (pages 1-3) plus General information: Pages 4 – 15 of this

RFB document

5.2.2 Schedule 2 : Important conditions

5.2.3 Schedule 3 : Bidding Commitment

5.2.4 Schedule 4 : Terms of Reference

5.2.5 Schedule 5 : General Conditions of Contract (GCC)

5.2.6 Schedule 6 : Non-Collusion Form

5.2.7 Schedule 7 : Company Profile

5.2.8 Schedule 8 : Project Plan and Methodology

5.2.9 Schedule 9 : Qualifications of the Key Project Team/Personnel

5.2.10 Schedule 10 : References letters from current or previous clients

5.2.11 Schedule 11 : POPIA Act

5.2.12 Schedule 12 : Employment Equity (EE) Compliance Certificate

5.2.13 Schedule 13 : Bidders Experience

5.2.14 Schedule 14 : Project Team Experience (Schedule 14A to 14C)

5.2.15 Schedule 15 : Preference points claim forms (SBD6.1) and B-BBEE Certificate

5.2.16 Schedule 16 : Tax Clearance Requirements

5.2.17 Schedule 17 : Declaration of Interest (SBD4)

5.2.18 Schedule 18 : SBD 3.3

5.2.19 Schedule 19 : Pricing Schedule

5.2.20 Schedule 20 : Compliance Checklist of returnable documents by the Bidder

Request for Bid

6 bid preparation

6.1 All additions to the bid proposal documents, i.e. annexes, supporting documentation, pamphlets,

photographs, technical specifications covering equipment and/or services to be offered, shall be

neatly bound as part of the schedule concerned.

6.2 All responses with questions posed on this bid documents shall be answered in accordance with

the Response Format of this RFB.

7 oral presentation and briefing sessions

7.1 Bidders who submit bid offers in response to this RFB may be required to give oral presentations,

which may include, but not limited to, an equipment / service demonstration of their proposal to

Teta.

7.2 This provides an opportunity to the vendor to clarify or elaborate on the proposal.

7.3 Compulsory briefing session will be conducted through teams 18 SEPTEMBER 2026, at 11h00.

To join the briefing meeting use this link:

https://teams.microsoft.com/meet/397271526647281?p=4zcG7QFxIj8TLh42qw

7.4 Questions to be forwarded to this email address [email protected] and cut-off date for

queries is Wednesday, 30 September 2026 end of business day.

8 special conditions of contract/bid

Bidders shall provide full and accurate answers to all including mandatory questions posed in this

document, and, are required to explicitly state either "Comply/Accept (with a )" or "Do not comply/Do

not accept (with an X)" regarding compliance to the requirements. Where necessary, the bidder shall

substantiate their response to a specific question.

8.1

The laws of the Republic of South Africa shall govern this RFB Accept Do not accept

and the bidders hereby accept that the courts of the Republic

of South Africa shall have the jurisdiction.

8.2

TETA will not be liable for any costs incurred by the bidder in Accept Do not accept

the preparation of response to this RFB. The preparation of

response will be made without obligation to acquire any of the

items included in any bidder’s proposal or to select any

proposal, or to discuss the reasons why such vendor’s or any

other proposal was accepted or rejected.

Request for Bid

8.3

TETA may request written clarification or further information Accept Do not accept

regarding any aspect of this proposal. The bidders must supply

the requested information in writing within twenty-four (24)

hours after the request has been made, otherwise the

proposal may be disqualified.

8.4

In the case of Consortium, Joint Venture or Sub-contractors,

Accept Do not accept

bidders are required to provide copies of signed agreements

stipulating the work split and Rand value.

8.5

In the case of Consortium, Joint Venture or Sub-contractors, all Accept Do not accept

bidders are required to provide mandatory documents as

stipulated in schedule 4 (TOR).

8.6

TETA reserves the right to cancel or reject any proposal and Accept Do not accept

not to award the proposal to the lowest bidder or award parts

of the proposal to different bidders, or not to award the

proposal at all.

8.7

By submitting a proposal in response to this RFB, the bidders Accept Do not accept

accept the evaluation criteria as it stands.

Request for Bid

8.8

TETA reserves the right to conduct a pre-award survey during Accept Do not accept

the source selection process to evaluate contractors'

capabilities to meet the requirements specified in the RFB and

supporting documents.

8.9

The bidder should not qualify the proposal with own

Accept Do not accept

conditions.

Caution: If the bidder does not specifically withdraw its own

conditions of proposal when called upon to do so, the

proposal response will be declared invalid.

8.10

Should the bidder withdraw the proposal before the proposal Accept Do not accept

validity period expires, TETA reserves the right to recover any

additional expense incurred by TETA having to accept any less

favourable proposal or the additional expenditure incurred by

TETA in the preparation of a new RFB and by the subsequent

acceptance of any less favourable proposal.

8.11

Delivery of and acceptance of correspondence between TETA Accept Do not accept

and the bidder sent by prepaid registered post (by air mail if

appropriate) in a correctly addressed envelope to either

party’s postal address or address for service of legal

documents will be deemed to have been received and

accepted after (2) two days from the date of postage to the

South African Post Office Ltd.

8.12

Should the parties at any time before and or after the award of Accept Do not accept

Request for Bid

the proposal and prior to, and or after conclusion of the

contract fail to agree on any significant product price or

service price adjustments, change in technical specification,

change in services, etc. TETA shall be entitled within 14

(fourteen) days of such failure to agree, to recall the letter of

award and cancel the proposal by giving the bidder not less

than 90 (ninety) days written notice of such cancellation, in

which event all fees on which the parties failed to agree

increases or decreases shall, for the duration of such notice

period, remain fixed on those fee/price applicable prior to the

negotiations.

Such cancellation shall mean that TETA reserves the right to

award the same proposal to next best bidders as it deems fit.

8.13

In the case of a consortium or JV each of the authorised Accept Do not accept

enterprise’s members and/or partners of the different

enterprises must co-sign this document.

8.14

Any amendment or change of any nature made to this RFB shall Accept Do not accept

only be of force and effect if it is in writing, signed by TETA

signatory and added to this RFB as an addendum.

8.15

Failure or neglect by either party to (at any time) enforce any of Accept Do not accept

the provisions of this proposal shall not, in any manner, be

construed to be a waiver of any of that party’s right in that

regard and in terms of this proposal. Such failure or neglect

shall not, in any manner, affect the continued, unaltered

validity of this proposal, or prejudice the right of that party to

institute subsequent action.

8.16

All services supplied in accordance with this proposal must be Accept Do not accept

Request for Bid

certified to all legal requirements as per the South African law.

8.17

No interest shall be payable on accounts due to the successful Accept Do not accept

vendor in an event of a dispute arising on any stipulation in the

contract.

8.18

Evaluation of Bids will be performed by an evaluation panel Accept Do not accept

established by TETA.

80 points will be allocated to Price and 20 points to Specific

Goals (as per PPPFA Regulations 2022).

8.19

TETA will not be held liable for any expenses incurred by Accept Do not accept

vendors, in preparing and submitting the proposal.

8.20

If the successful bidder disregards contractual specifications, Accept Do not accept

this action may result in the termination of the contract.

8.21

The bidders’ response to this BID, or parts of the response, will Accept Do not accept

be included as a whole or by reference in the final contract.

8.22

Should the evaluation of this bid not be completed within the Accept Do not accept

validity period of the bid, TETA has discretion to extend the

validity period.

Request for Bid

8.23

Upon receipt of the request to extend the validity period of the Accept Do not accept

bid, the bidder must respond within the required time frames

and in writing on whether or not he agrees to hold his original

bid response valid under the same terms and conditions for a

further period.

Request for Bid

Schedule 2

Important conditions

1. The bid forms are drawn up so that certain essential information is to be furnished in a specific manner. Any

additional particulars shall be furnished on the enclosed questionnaire or in a separate annexure.

2. The bid forms should not be retyped or redrafted. Offers made in any other manner may be disregarded.
3. Should bid forms not be filled in by means of mechanical devices, for example typewriters, ink, preferably black,

must be used to fill in bid forms.

4. Bidders shall check the numbers of the pages and satisfy themselves that none are missing or duplicated. No

liability shall be accepted in regard to claims arising from the fact that pages are missing or duplicated.

5. In terms of the General Conditions of Contract and Order, firm bid prices and delivery periods are preferred.

Consequently bidders shall clearly state whether or not prices will remain firm for the duration of the contract.

6. If non-firm prices are bided, the General Conditions of Contract and Order shall apply.
7. The bid prices shall be given in the units shown on the cost breakdown in the Pricing Schedule.
8. All prices shall be quoted in South African Currency and VAT inclusive.
9. Unless specifically provided for in the bid document, no bids transmitted by telegram, telex, facsimile, e-mail or

similar apparatus shall be considered.

10. If a Consortium or Joint Venture or Sub-contractor, a SARS PIN / CSD Supplier Number must be submitted for

each member.

11. Entities biding as a consortium or joint venture must clearly indicate percentage participation that each entity is

contributing to this bid. A signed Joint Venture Agreement must accompany the submission.

12. TETA reserve the right not to appoint any bidder for this bid.
13. The service providers must address each of the requirements as stated in the KEY DELIVERABLES and must be able

to provide the stated outputs.

14. TETA will not be liable for any cost incurred in the preparation of the service providers’ proposal.
15. All information provided by TETA is strictly confidential.
16. Service providers are not allowed to discuss or make any information available to any members of the public,

press, other bidders or any other unauthorized person(s) except as authorized by CEO of TETA or her delegate.

17. Any false declaration of information will result in the exclusion of the appointment as service providers for TETA.
18. TETA reserves the right to discontinue the work at any given time in consultation with the service provider.

This bid is subject to the general conditions of the contract and, if applicable, any other special

Conditions of contract. (Refer to schedule 5 for gcc and schedule 1 for scc)

The following particulars must be furnished

(Failure to do so may result in your bid/proposal being disqualified)

Company name ...............................................................................................................

Postal address ................................................................................................................

Street address ...............................................................................................................

Telephone ( ) ...............NUMBER.....................................................................................

Cellphone number .............................................................................................................

Facsimile ( )...............NUMBER......................................................................................

VAT registration number .......................................................................................

Has a tax clearance certificate been submitted (sbd 2)? Yes/no

Request for Bid

PROOF OF SHAREHOLDINGS IN THE COMPANY CIPC DOCUMENTS (CoR 39.)

Yes/no

............................ (If yes enclose proof)

Schedule 3

Bidding commitment

1. I / We hereby bid to supply all or any of the supplies and/or to render all or any of the

services described in the attached documents to the Government of the Republic of South

Africa on the terms and conditions and in accordance with the specifications stipulated in the

bid documents (and which shall be taken as part of, and incorporated into, this bid) at the

prices and on the terms regarding time for delivery and/or execution inserted therein.

2. I / We agree that –

(a) the offer herein shall remain binding upon me/us and open for acceptance by the

Department during the validity period indicated and calculated from the closing time of

the bid;

(b) this bid and its acceptance shall be subject to the terms and conditions contained in the

General Conditions of Bid, Contract and Order with which I am/we are fully acquainted;

(c) the state may, without prejudice to its other rights, agree to the withdrawal of my/our

bid, or cancel the contract that may have been entered into between me/us and the

state if:

(i) I / we withdraw my/our bid within the period for which I/we have agreed that

the bid shall remain open for acceptance

(j) fail to fulfil the contract when called upon to do so;

(d) Should additional expenses occur by reason of my / our default, the state shall also have

the right to recover such additional expenditure by set-off against moneys which may be

due to me/us under this or any other bid or contract or against any guarantee or deposit

that may have been furnished by me/us or on my/our behalf for the due fulfilment of

this or any other contract;

(e) If my / our bid is accepted the acceptance may be communicated to me/us by registered

post and the SA Post Office Ltd shall be regarded as my / our agent, and delivery of such

acceptance to SA Post Office Ltd shall be treated as delivery to me/us; and

(f) The law of the Republic of South Africa shall govern the contract created by the

acceptance of my/our bid and that I/we choose a physical (street) address in the

Republic (full address of this place)

................................................................................................................................

.................................................................................................................................

3. I / We furthermore confirm that

• I / we have satisfied myself/ourselves as to the correctness and validity of my/our bid;

• that the price(s) and rate(s) quoted cover all the work/item(s) specified in the bid

documents;

• that the price(s) and rate(s) cover all my/our obligations under a resulting contract and

• that I/we accept that any mistakes regarding price(s) and calculations will be at my/our

risk

4. I / We hereby accept full responsibility for the proper execution and fulfilment of all

obligations and conditions devolving on me/us under the agreement as the Principal(s) liable

for the due fulfilment of this contract.

5. I / We agree that any action arising from this contract may in all respects be instituted against

me/us and I/we hereby undertake to satisfy fully any sentence or judgement which may be

pronounced against me/us as a result of such action.

6. I / We declare that I/we have not been involved in negotiations with any person or company

for the purpose of influencing the bid price(s) of the supplies/services described in the

attached documents.

7. Are you duly authorised to sign the bid? *YES / NO

8. Has the Declaration of Interest been *YES / NO

Completed and included with the other bid forms?

• Delete whichever is not applicable

Note: Failure on the part of a bidder to sign this form (BID COMMITMENT) and thus to

acknowledge and accept the conditions in writing or to complete the attached forms,

questionnaires and specifications in all respects, may invalidate the bid.

Signature(s) of bidder or assignee(s) .................................................................

Date..........................................................................

Please complete the following in block letters

Capacity and particulars of the authority under which this bid is signed:

Name of Bidder

Postal Address

Telephone numbers (Toll free if Applicable)

Facsimile number (s) / Fax number

Bid number

Name of contact person

Schedule 4

Specification goods and services required / terms of reference

1. Background and context

TETA seeks to appoint a suitably qualified and experienced service provider to provide integrated

event management services on an as-and-when-required basis. The appointment of a professional

service provider will enable TETA to improve the quality, consistency, efficiency, and strategic

execution of all events while ensuring alignment with organisational standards, branding

requirements, governance principles, and stakeholder expectations.

The successful service provider will be expected to offer end-to-end event management solutions,

including but not limited to event conceptualisation, venue sourcing, logistics coordination,

technical support, branding and décor, stakeholder management, catering coordination, protocol

support, and post-event reporting. The objective is to ensure that all TETA events are delivered

professionally, consistently, and in a manner that reflects the stature, values, and strategic

objectives of the organisation.

2. Objectives

• To establish a standardised approach to the planning, coordination, and execution of TETA

events in order to ensure consistency in quality, branding, and stakeholder experience

across all engagements.

• To improve quality control and oversight in the delivery of events by appointing a

professional service provider capable of maintaining high standards in venue selection,

logistics, technical support, branding, décor, catering, and overall event execution.

• To enhance the TETA brand and brand reputation through professionally managed events

that reflect the values, stature, and strategic priorities of the organisation.

• To ensure efficient and seamless coordination of all event-related activities, including

planning, scheduling, protocol management, stakeholder liaison, on-site management,

and post-event reporting.

• To promote value for money by consolidating event management services under a

structured and accountable framework that supports cost-effectiveness, transparency,

and compliance with procurement and governance requirements.

• To reduce operational inefficiencies and risks associated with fragmented and ad-hoc

event management arrangements by ensuring proper planning, monitoring, and

accountability mechanisms.

• To improve stakeholder satisfaction and stakeholder participation by ensuring that events

are delivered in a professional, accessible, organised, and impactful manner.

• To support all TETA strategic communication initiatives and all stakeholder engagement

objectives through the delivery of well-coordinated events that effectively showcase the

organisation’s programmes, partnerships, achievements, and sector impact.

• To ensure the availability of a responsive and capable service provider that can support

TETA across various regions and event types, including conferences, workshops,

stakeholder engagements, seminars, launches, roadshows and awards ceremonies.

• To provide post-event evaluation and reporting mechanisms to assist TETA in measuring

effectiveness, impact, and continuous improvement of its events and stakeholder

engagements.

3. Rationale

TETA currently does not have an appointed service provider for integrated event management

services, resulting in event-related activities being managed through ad-hoc arrangements that

may lead to inconsistencies, operational inefficiencies, and increased administrative burden. Given

the organisation’s ongoing requirement to host conferences, workshops, stakeholder

engagements, seminars, launches, graduations, roadshows, and other strategic events, there is a

need to appoint a suitably qualified and experienced service provider to provide integrated event

management services on an as-and-when-required basis. The appointment will ensure the

professional, consistent, and efficient planning and execution of events, enhance stakeholder

experience, strengthen the TETA brand, improve governance and accountability, and support the

achievement of the organisation’s strategic communication and stakeholder engagement

objectives.

4. Current state of affairs and problem statement

TETA hosts and participates in a wide range of strategic events (annual general meetings,

stakeholder engagements, summits, industry conferences, roadshows, launches, workshops,

governance meetings, graduations, awards ceremonies, community outreach programmes, and

sector-related activations) across the country. These events play a critical role in advancing TETA’s

mandate, strengthening stakeholder relations, enhancing the organisation’s reputation, and

ensuring meaningful engagement with industry partners, government, training providers, learners,

and communities.

Currently, the management and coordination of events are undertaken through fragmented and

inconsistent approaches, often relying on ad hoc arrangements and different service providers for

various activities. This has resulted in uneven standards of delivery, inconsistencies in branding

and stakeholder experience, and challenges relating to quality assurance and effective oversight.

The absence of a centralised and professional event management solution has, in some instances,

led to poorly executed events, including the use of unsuitable venues, inconsistent technical and

audio-visual support, inadequate event coordination, delays in delivery, insufficient branding

visibility, and varying levels of professionalism in stakeholder engagement. These inconsistencies

negatively impact TETA’s corporate image and undermine efforts to deliver seamless, impactful,

and strategically aligned events.

Furthermore, the current approach limits TETA’s ability to enforce standard operating procedures,

maintain consistent quality control measures, achieve value for money, and ensure compliance

with governance and procurement requirements across all events. The lack of standardisation also

creates inefficiencies in planning, coordination, communication, reporting, and post-event

evaluation.

5. Project scope and specifications

TETA invites a Request for Proposals (RFPs) from suitably qualified, experienced and credible event

management service providers for a period of up to 31 March 2030 to provide integrated event

management services on an as-and-when-required basis

The Events Company will be required to perform the responsibilities below. TETA to provide a

brief for every event.

5.1 Venue and Infrastructure Management

• Source, coordinate, and manage suitable venues nationwide for the specified event in line

with TETA requirements

• Provide stage design and setup, including podiums, seating arrangements, and panel

discussion areas

• Coordinate venue logistics and floor plans.
• Ensure compliance with health, safety, and accessibility requirements and safety

standards.

• The number of delegates will vary according to the event. TETA will advise on the number

expected as per event.

5.2 Hybrid Event Management

• Provide and manage a fully functional hybrid conference setup accommodating both

physical and virtual attendees

• Manage physical audience engagement throughout the event
• Manage and facilitate webinar chat functions and online interactions

5.3 Custom-Designed Stage and Lighting

• Design, build, install and collapse a customised stage
• Provide 3 concepts per event in line with the event theme.
• Include digital screens proportionate to stage and aligned to design
• Live feed on screens
• Kinetic room and stage lighting (relevant for an awards ceremony)
• Stage operator for the duration of the event (required for specific events)

5.4 Invitations, Reservations, Delegate Registration and Management

• Design a layout of invitations for print and digital to be published on various media

platforms. (TETA to provide content for the invite).

• Design and manage digital RSVP and registration systems based on information provided

by TETA.

• Coordinate attendee registration and access control through digital registration systems.
• Provide attendance badges, VIP identification tags, and delegate accreditation.
• Manage delegates’ communication before, during, and after the event.

5.5 Audio-Visual and Technical Support

• Provide professional audio-visual equipment and technical support.
• Supply and manage PA systems, microphones, LCD screens, digital backdrops, and

presentation systems.

• Amplifiers/Mixers/CDJs equipped with options for live entertainment (for specific events)
• Facilitate audio recording of events.
• Provide live streaming services integrated with TETA's digital platforms and social media

channels.

• Ensure uninterrupted technical support throughout the event.
• Music to be played at all events before, during and closing of the event (for awards

ceremony music to be played for every award category and during segments)

5.6 Branding, Marketing and Communications

• Design, develop, and install event branding, signage, and promotional materials.
• Manage digital branding across physical and virtual platforms.
• Develop and implement social media campaigns and digital marketing initiatives.
• Produce promotional content, videos, and digital communication materials.

5.7 Media and Public Relations Management

• Coordinate media coverage across television, radio, print, and online platforms.
• Facilitate media interviews (national and local broadcasting stations).
• Develop and distribute media statements and press releases.
• Manage public relations activities before, during, and after the event.

5.8 Exhibition and Stakeholder Management

• Coordinate exhibition spaces and exhibitor requirements.
• Manage stakeholder participation and partnership engagements.
• Facilitate stakeholder branding and exhibition visibility opportunities.

5.9 Event Décor and Theming

• Conceptualise and implement event décor aligned to the event theme.
• Manage venue aesthetics, stage dressing, branding displays, and visual presentation.
• Gala dinner themed table decorations including, but not limited to the following

elements:

• Centre pieces with fresh flowers, tray mirrors with ornaments, candles and trinkets
• Underplates, napkins and napkin holders
• 10m red carpet with stanchions

5.10 Catering

Arrival Refreshments

• Tea, 100% juice, fresh fruits, crossiants, muffins and toasted

savory sandwhiches on arrival

• Sparkling non-alcoholic drinks and cheese boards (for award ceremonies)

Lunch

• Hot Lunch, 2x meats, 2x vegetables, 2 x starches and salads
• Refreshments – mix of 100% juice, appletiser and cold drink
• Halaal main dishes as per declared preferences
• Banting Meals as per declared preferences
• Vegetarian as per declared preferences
• Kosher Meals as per declared preferences
• Bottled water, sparkling and still on the tables

Dinner

• Dinner – 3 including fish, 2 seasonal vegetables,
• 2 starch, 2 salads and desserts, 2 banting meals and 1 Halaal included in the total number
• Desert with two options
• Refreshments – mix of 100% juice, apple-tiser, and fizzy and cold drinks

5.11 General Event Support Services

• Provide on-site event management personnel.
• Ensure seamless delegate, speaker, exhibitor, and stakeholder experience throughout the

event.

• Manage event logistics and operational requirements before, during, and after the event.
• Provide contingency planning and risk management support to ensure successful event

delivery.

5.12 Entertainment

• Secure an entertainer: Different music genres
• Secure an MC for the awards. TETA will provide 3-5 suggestions per category
• MC: well-spoken MC with experience in the corporate industry and awards

5.13 Reporting, Monitoring and Evaluation

• Conduct post-event satisfaction surveys and stakeholder feedback assessments.
• Compile comprehensive post-event reports, including attendance statistics, media

coverage, audience engagement analytics, challenges and recommendations for future

improvements.

• Measure event performance and provide insights to support continuous improvement.

5.14 Provide Integrated Marketing, Communication and PR Advisory Services (Pre,

During and Post the Event)

• Execute the Public Relations Strategy
• Develop speeches for the event
• Develop PR content for the event
• Develop briefing notes for TETA executives and winners
• Produce feature articles profiling the winners for publish in media
• Coordinate media interviews for TETA executives and winners during and post the event
• Produce a media monitoring and publicity report post the event

5.15 Integrated Digital Media Production Services

Pre-event Activities:

• Production of HD videos profiling the nominees, steering committee members in action,

EXCO comments about the awards and views by industry.

• Production of social media posters and video clips creating a hype around the event (e.g

awards, summits and awards ceremonies.

During the Event:

• Provide high-quality HD video production services.
• Provide high-quality live broadcasting services for TETA social media platforms.
• Provide professional photography and videography services, capturing high-quality images

and video footage of speakers, panelists, exhibitors, delegates, and event activities.

• Provide interactive engagement features such as a 360-degree selfie booth where

required.

Post Event

• Provide edited images and event footage within agreed turnaround times.
• Unbundle the event broader video into 6 short video clips for uploading on social media

platforms.

5.16 Nominations Advert

Placement of the advert in the following publications: BizCommunity, Business Day,

Business report, News24, Freight News and Sowetan newspaper.

Website Advertising

• Creative Format & Size:
• Homepage (landing page of the platform): (970w x 90h px) and 400(w)x 970(h)px
• Sub-categories/creatives:
• Size: medium rectangle/MPU: (300w x250h px)
• Category per platform:
• BizCommunity: Transport
• Business report: home/landing page
• Business day: home/landing page
• News24: home/landing page
• Campaign period:
• File size & Format: TETA will provide fully designed advert banners

Print Media:

• Size: 15 x 4 half a page spread (DPS)
• Colour: full colour

Social Media Advertising

• Boost all posters / videos on Facebook, LinkedIn, Twitter and Instagram

5.17 Design, Layout and Printing of Wristbands & Programmes

• Fabric branded (according to event theme and TETA logo) Wristbands
• Material: silky ribbon
• Wristband Closure: metal crimp

Programmes

• Design, layout & print programmes
• Paper: 300gsm
• Size: A5 portrait folded (double sided print)
• Colour: full colour throughout

5.18 Custom Designed Awards

Design customised trophies for awards as per the following scope of work that will be

approved by TETA (TETA will design certificates and provide to the service provider for

printing and framing)

• GOLD LARGE SIZED AWARDS (Winner)

Size:

• Total Height: 280mm

• Thickness: 15mm

• Base: 20mm

• Material:

• Base: crystal glass

• Designed artwork: Acrylic

• Finish colours: gold, silver and bronze (quantities are indicated as per below)

• Artwork shape:

• Colours: full colour printing

• Setup: separate setup is required for the printing of category and winner details

• SILVER MEDIUM SIZED AWARDS (First Runner-up)

Size:

• Total Height: 230mm
• Thickness: 15mm
• Base: 20mm
• Material:
• Base: crystal glass
• Designed artwork: Acrylic
• Finish colours: gold, silver and bronze (quantities are indicated as per below)
• Artwork shape:
• Colours: full colour printing
• Setup: separate setup is required for the printing of category and winner details

• BRONZE SMALL-SIZED AWARDS (2nd Runnder-up)

Size:

• Total Height: 200mm
• Thickness: 15mm
• Base: 20mm
• Base: crystal glass
• Designed artwork: Acrylic
• Finish colours: gold, silver and bronze (quantities are indicated as per below)
• Artwork shape:
• Colours: full colour printing
• Setup: separate setup is required for the printing of category and winner details

• Gold frame certificates

Size: 400m(h) x 250mm(w)

• Colours:
• Frame: Gold
• Thin certificate paper

bid (SBD 1) signed electronically or in permanent

Interest (SBD sign the Declaration of interest form.

SARS Pin / CSD

• The bidder must submit a SARS Pin with

CSD Supplier Number.

Database www.csd.gov.za. (Please attach proof)

BRIEFING DATE: 18 SEPTEMBER 2026 (TEAMS LINK SUPPLIED ON PAGE NO.10) TIME: 11H00 SESSION BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) 344 PRETORIA AVENUE FERNDALE RANDBURG 2194 BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO: CONTACT PERSON SCM SPECIALIST CONTACT PERSON SCM SPECIALIST TELEPHONE NUMBER 011 – 577 7027 TELEPHONE NUMBER 011 – 577 7027 FACSIMILE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected] SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS CODE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER SUPPLIER COMPLIANCE TAX COMPLIANCE CENTRAL STATUS SYSTEM PIN: SUPPLIER OR DATABASE No: MAAA B-BBEE STATUS LEVEL TICK APPLICABLE BOX] B-BBEE STATUS LEVEL [TICK APPLICABLE BOX] VERIFICATION SWORN AFFIDAVIT Request for Bid Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ARE YOU A FOREIGN BASED ACCREDITED Yes No SUPPLIER FOR THE GOODS REPRESENTATIVE IN Yes No /SERVICES /WORKS SOUTH AFRICA FOR THE [IF YES, ANSWER THE OFFERED? GOODS /SERVICES [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ] /WORKS OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. Request for Bid PART B TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, 2017, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... ________________________________________________________________________________________________ Request for Bid SCHEDULE 1 INVITATION TO BID - SBD 1 (pp 1-3) PLUS GENERAL INFORMATION BELOW (pp 4-15) 1 CONFIDENTIAL INFORMATION DISCLOSURE NOTICE 1.1 This document may contain confidential information that is the property of the TRANSPORT EDUCATION and TRAINING AUTHORITY (TETA). 1.2 No part of the contents may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for preparing a proposal in response to this Bid, without prior written permission from TETA. 1.3 All copyrights and Intellectual Property herein vests with TETA

B-BBEE Minimum Level: 6

B-BBEE Details: AVENUE

Ferndale

Randburg

2194

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

Contact person SCM specialist contact person SCM specialist

Telephone number 011 – 577 7027 telephone number 011 – 577 7027

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Code number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax compliance central

Status system pin: supplier

Or

Database

No: MAAA

B-bbee status level tick applicable box] b-bbee status level [tick applicable box]

Verification sworn affidavit

Certificate

Request for Bid

Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR

Preference points for b-bbee]

Are you the

Are you a foreign based

ACCREDITED Yes No

Supplier for the goods

REPRESENTATIVE IN Yes No

/Services /works

South africa for the [if yes, answer the

Offered?

Goods /services [if yes enclose proof] questionnaire below ]

/Works offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status

System pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

Request for Bid

Part b

Terms and conditions for bidding

Evaluation follows a two-stage process: administrative compliance first, then functionality and price. For administrative compliance, unsigned documents may be rectified within 48 hours. Functionality requires demonstrated experience in event management, supported by signed reference letters from previous clients, and the identification of key personnel (Lead Project Manager, Event Specialist, PR Practitioner) who must remain on the contract for its duration. Bidders must accept all terms and conditions; any own conditions must be withdrawn when requested, otherwise the bid is invalid. TETA reserves the right to extend the validity period if evaluation is not completed in time.