APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A TWO FULL DAY CONFERENCING SERVICES WITH A HYBRID SETUP FOR MINING TECHNOLOGY DAYS OF LEARNING IN THE GAUTENG REGION ON THE 11th AND 12th MARCH 2027.

Overview

Appointment of a service provider to provide a two full day conferencing package with a hybrid setup for Mining Technology Days of Learning in Gauteng on 11-12 March 2027. The MHSC seeks an events/conferencing partner with end-to-end capabilities (venue coordination, AV, hybrid delivery, catering, exhibition/logistics, on-site management) and compliance with South African public procurement rules. Target bidders: professional conferencing/event management firms with PFMA/GCC/PPPFA experience, capability to handle large delegate numbers, and familiarity with SBD forms and tax/csd verification. (MHSC_030_2026-27.pdf)

Requirements

• Portfolio of Evidence showing conferencing/event management experience; include client, contact, date, scope, delegates, photos. Eight+ events or one with 500+ delegates yields high points. Reference letters: five or more, dated within 5 years.
• Stage 1 requires ≥70% to progress; Stage 2 requires site-visit compliance (venue capacity ~400 delegates; adjacent exhibition area; COA; accessibility; parking). Stage 3 combines price and specific goals (80 price pts, 20 specific-goals pts).
• Tax and registration: accurate SARS Tax Compliance PIN or CSD number; all parties in consortia must provide separate TCS/CSD.
• Mandatory forms: SBD 1, SBD 4, SBD 6.1 (preferences), SBD 3 (pricing), and, upon award, SBD 7. POPIA, OHS acknowledgments, public liability insurance.
• Contingency: R200,000 to MHSC discretion; price proposals must include all costs and VAT. Conference venue must be in Gauteng; set-up day 10 March 2027; hybrid main conference with exhibition nearby. (MHSC_030_2026-27.pdf)

How to Apply

• Submission deadline: 05 November 2026, 11:00; bids via email to tenders@mhsc.org.za (max 150MB attachments). (MHSC_030_2026-27.pdf)
• Queries due by 29 October 2026; responses may be posted on MHSC site. Non-compulsory briefing: 20 October 2026, 10:00, via Microsoft Teams.
• Bid documents: submit fully completed SBD 1, SBD 4, SBD 6.1, SBD 3 (pricing), and if applicable SBD 7 on award. Digital bid package (tech + pricing) to tenders@mhsc.org.za. (MHSC_030_2026-27.pdf)
• Required registrations: CSD status; SARS Tax Compliance PIN or CSD number; proof if foreign; selected bidders may be required to sign a contract form (SBD 7).
• Where to obtain documents: MHSC website/eTender portal; digital bid submission by email. (MHSC_030_2026-27.pdf)