Events Management and Logistical Support Services

The Social Housing Regulatory Authority (SHRA), a national public entity accountable to the Minister of Human Settlements, has issued a Request for Bids for the appointment of a service provider to deliver end-to-end events management and logistical support. The appointed company will support organisational and ministerial events, stakeholder meetings, outreach programmes, imbizos, exhibitions, campaigns and project launches, both locally and internationally. The contract is for an initial period of 36 months, with an option to extend for a further 24 months subject to performance. The estimated value of the bid does not exceed R50 000 000 (all applicable taxes included), and the 80/20 preference point system applies.

Key responsibilities include sourcing and securing venues, exhibition halls and stands; arranging marquees, tents, tables, chairs, generators, sound and public address systems, electronic equipment, portable ablutions and bottled water; and managing catering for general attendees, stakeholders and VIPs. The provider must also arrange entertainment such as live music and cultural performances, design and print invitations, programmes and event materials, set up online registration and accreditation, and supply uniformed ushers. Further requirements include stage solutions, audio-visual and digital media infrastructure, photography and videography, live recording, ISDN or Wi-Fi connectivity, operations centres with computers and printers, and marshals for crowd control under SHRA security guidance. The provider must obtain three compliant quotations for each event, ensure subcontractors are registered on the Central Supplier Database, facilitate municipal event permits, and coordinate with national, provincial and local government role-players. Close-out reports are required for every event.

Successful bidders will be evaluated on functionality (minimum 70%) and price/specific goals. Functionality criteria include demonstrated understanding of the scope, a detailed methodology and project plan, a team led by a project manager with extensive events experience (a minimum of ten years in communications, marketing or events, with a relevant qualification), and a portfolio of events of at least 200 delegates supported by signed client reference letters, with at least five required for the past five years. Bidders must be tax compliant, hold a valid CSD registration and B-BBEE certificate, and provide a Technical Approach, team CVs, pricing per event as a percentage transaction fee, and a Declaration of Interest. Benefits to the successful provider include a multi-year, recurring public sector engagement with a national entity and a strong reference for future government and corporate events work.