Free state stakeholders' engagement – hybrid event production services

Closing date: 30 September 2026 at 12:00 PM

Non-compulsory briefing: 25 September 2026 at 11:00 AM, online via Microsoft Teams (link provided in document)

Event dates: Day 1 – 12 October 2026, Day 2 – 13 October 2026 (venue to be confirmed in Bloemfontein, Free State)

Quotation validity: 60 calendar days from closing date

Non-compulsory briefing session: 25 September 2026 at 11:00 AM, online via Microsoft Teams (link provided in document).

SCM Enquiries:

• Contact: Thokozani Dlamini
• Email: [email protected]

Technical Enquiries:

• Contact: Mbofholowo Maphidzhe
• Email: [email protected]

Submission email: [email protected]

Fraud Hotline: 0800 333 057

Submission method: email to [email protected], with the RFQ number as the email subject.

Quotations must be clearly marked with the RFQ number and description.

Late submissions (after closing date and time) will not be considered.

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

• Bidders Information form: company and contact details, CSD number.
• Undertaking by Bidder: binds the bidder to the offer for the validity period.
• Authority to Sign: authorises the named signatory to bind the bidder; attach supporting registration certificates or resolution.
• SBD 4 (Bidder's Disclosure): discloses any state employment or connections; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• SBD 7.1 (Contract Form): signed by successful bidder; forms part of the contract.
• Pricing Schedule: firm prices, inclusive of VAT.
• Proof of CSD registration and valid tax compliance status.
• B-BBEE certificate or affidavit (if claiming preference points).
• References, project plan, video links, and other technical documents as required.

Three-stage evaluation:

Stage 1: Compliance with administrative and mandatory requirements (all forms completed, CSD registration, pricing schedule, SBD 4, SBD 6.1, SBD 7.1).

Stage 2: Functionality scoring (minimum overall threshold 60%, with individual thresholds):

• Years' experience: 10% weighting, minimum 5% (3+ years = 10 points, 2 years = 5, less than 1 = 0).
• Reference letters: 10% weighting, minimum 5% (2 letters = 10, 1 letter = 5, less than 2 = 0).
• Project plan with CVs and implementation strategy: 40% weighting, minimum 25% (full plan = 40, plan with CVs but no strategy = 30, plan with strategy but no CVs = 15, no plan = 0).
• Video sample demonstrating hybrid event capability: 30% weighting, minimum 20% (shows both online and physical attendees = 30, only physical = 10, no video = 0).
• Live polling platform (paid, with description): 10% weighting, minimum 10% (paid with description = 10, unpaid = 0).

Demonstration phase: video links assessed on blurring, flickering, colour contrast, sound quality, seamless editing, lighting, and ads usage/titles/lower thirds (satisfactory 5-10, unsatisfactory 0-4).

Stage 3: Price and preference points (80/20 system): Price 80 points, Specific Goals 20 points.

Bids failing any individual threshold or the overall 60% functionality threshold are disqualified.

The merSETA requires a service provider to plan and deliver a two-day hybrid stakeholder engagement session in Bloemfontein, Free State (venue to be confirmed).

Service provider must provide:

• Detailed project plan for approval, including CVs for key role players: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant.
• Company profile and detailed equipment inventory.
• Links/references to at least three similar hybrid events previously undertaken.
• Interactive platform for live streaming and two-way communication (polls, comments, Q&A, online feedback).
• Raw footage files after each event (MP4, audio, and transcribed file).
• Contingency plan for technical/power/network failure.
• Minimum dedicated internet speed of 50 Mbps upload and 50 Mbps download.
• Setup completed by 19h00 and dry runs until 22h30 the day before the event.

Equipment requirements:

• PA system: mixer, wireless transmitter, USB audio support, sound speakers (JBL/Yamaha/QSC or equivalent), stage monitor speakers, 4 cordless mics (Shure/Sennheiser or equivalent), 4 lapel mics.
• Live streaming: platform for 100 online attendees (e.g., Zoom), live streaming on Facebook and YouTube, animation and lower thirds, feed LED screens and TVs.
• TV/LED screens: 2x 55-inch TV screens with stands, 1x 65-inch comfort monitor, 4m x 2m LED screen (p2.9 or p3.9) with split display capability, all feeding cables.
• Stage setup: 4m long x 3m wide x 0.5m high, white or black finish with professional draping, stage lighting at 5500k minimum.
• Live polling platform (e.g., Mentimeter or Slido): fully licensed and paid for by the provider, supports QR code/PIN/web link access, real-time results, unlimited Q&A, anonymous participation, technical support.

Service provider must submit a detailed project plan for approval, including CVs for key role players (Technical Director, Streaming Operator, Audio Engineer, Camera Operators x3 with assistant, Vision Mixer, Technical Assistant). The plan must include an implementation strategy and item list. The provider must ensure seamless hybrid event delivery with stable internet (50 Mbps up/down), contingency plans for technical failures, and setup/dry runs completed the day before the event. Deliverables include PA system, live streaming, TV/LED screens, stage setup, and live polling platform as specified.

Bidders must have at least 3 years' experience in setting up and conducting similar events (2 years scores lower, less than 1 year scores 0). Must provide two written and verifiable reference letters from clients for similar work in the last three years. Must provide links/references to at least three similar hybrid events. Key personnel required: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) with one assistant, Vision Mixer, Technical Assistant – CVs must be submitted.

Firm prices only; non-firm prices not considered. Separate pricing schedule per delivery point if applicable. Offer valid for 60 calendar days. Price table items: 1. Stakeholder engagement, 2. PA Systems, 3. Live streaming, 4. TV Screen and LED Screens, 5. Stage setup, 6. Live polling and audience Engagement Platform. Include delivery costs, subtotal, VAT @ 15%, grand total in SA Rands.

Pricing must be firm and inclusive of VAT (15%).

Prices must include all related expenses (transport, accommodation, etc.).

Offer valid for 60 calendar days from closing date.

Pricing schedule items: stakeholder engagement, PA systems, live streaming, TV/LED screens, stage setup, live polling platform, delivery costs.

Payment terms: merSETA pays valid invoices within 30 days from receipt of correct invoice, for work done to its satisfaction. No payment for unproductive or duplicated time.

No bid security or guarantee specified.

Mandatory: registration on National Treasury Central Supplier Database (CSD) – provide valid CSD number.

Tax matters must be in order at time of award (reflected on CSD).

B-BBEE: preference points claimed under 80/20 system for specific goals (see evaluation criteria). Proof: valid B-BBEE certificate or affidavit, or CIPC certificate/ID/CSD.

No CIDB grading required (not construction).

All SBD forms must be completed and signed.

Preference points under 80/20 system for specific goals (total 20 points):

• Black People Ownership (51% or more): 6 points
• Black Women Ownership (30% or more): 4 points
• Black Youth Ownership (30% or more): 4 points
• White Women Ownership (30% or more): 2 points
• People with Disability Ownership: 4 points

Proof: valid B-BBEE certificate or affidavit, or CIPC certificate/ID/CSD. Failure to submit proof means points not claimed. merSETA may require substantiation of claims.

Contract will be governed by South African law. The successful bidder must sign an SLA or contract form (SBD 7.1 or 7.2). The offer remains binding for 60 days. Withdrawal or failure to fulfil contract may result in payment of additional expenses incurred by merSETA. merSETA may recover costs by set-off against monies due. Acceptance may be communicated by email. merSETA reserves the right to amend bid conditions, extend closing date, award in whole or part, conduct site inspections, and verify bid information including FICA checks. merSETA may consider its own past experience with the bidder within the preceding five years. No services to be rendered before receipt of official appointment letter or purchase order.

Functionality scoring grid (Stage 2):

• Years' experience: 3+ years = 10, 2 years = 5, less than 1 = 0 (weighting 10%, min 5%)
• Reference letters: 2 letters = 10, 1 letter = 5, less than 2 = 0 (weighting 10%, min 5%)
• Project plan with CVs and implementation: full = 40, with CVs no strategy = 30, with strategy no CVs = 15, no plan = 0 (weighting 40%, min 25%)
• Video sample: shows both online and physical = 30, only physical = 10, no video = 0 (weighting 30%, min 20%)
• Live polling platform: paid with description = 10, unpaid = 0 (weighting 10%, min 10%)

Overall minimum threshold 60%. Demonstration phase assesses video quality on 7 criteria (blurring, flickering, colour contrast, sound quality, seamless editing, lighting, ads usage/titles/lower thirds) with satisfactory 5-10, unsatisfactory 0-4.

Stage 3: Price (80) and Specific Goals (20).