HYBRID SERVICES FOR WESTERN CAPE STAKEHOLDER ENGAGEMENTClosed

Overview

HYBRID SERVICES FOR WESTERN CAPE STAKEHOLDER ENGAGEMENT: merSETA seeks a service provider to plan, stage and stream a one-day hybrid stakeholder engagement in the Western Cape, including live AV production, on-site staging, and post-event deliverables. The session targets 200–220 attendees (onsite) with live streaming and interactive engagement; event date is 28 October 2026. Bidders should have hybrid/event production, AV, streaming, and audience-engagement capabilities, and be able to provide a detailed project plan with CVs for key roles and a full equipment list.

Requirements

• Detailed project plan with CVs for: Technical Director, Streaming Operator, Audio Engineer, Camera Operators (x3) + assistant, Vision Mixer, Technical Assistant.
• Company profile, equipment inventory, and links/references to at least three similar hybrid events.
• Enhanced content engagement: interactive platform (polls, Q&A, online feedback) and paid live-polling tool (Mentimeter/Slido) with support for both online and physical attendees.
• Raw footage deliverables: MP4 video, audio and transcription files after each event.
• Full equipment list with model names; contingency plan for technical/power/network failures.
• Minimum 50 Mbps upload/download speed for online streaming; stable connection for online attendees.
• On-site setup completed by 19:00 and dry runs finished by 22:30 the day before the event.
• Compliance and evaluation: use official merSETA forms (SBD 4, SBD 6.1, pricing schedule, etc.); CSD supplier registration; adherence to PFMA, GCC; 80/20 preference system with documentation for specific goals; minimum two reference letters.
• Deliverables include PA, live streaming, LED/TV screens, stage setup, and audience-engagement tooling.

How to Apply

• Submission deadline: 15 October 2026, 12:00; late quotes will not be considered. (RFQ/MAR/26/27/212)
• Briefing: Non-compulsory online briefing on 12 October 2026 at 13:00 via Teams link. (RFQ details)
• Submission method: Email quotations@merseta.org.za; use RFQ number in the subject line.
• Documents to submit (attach or complete as required): SBD 4 – Bidder’s Disclosure; SBD 6.1 – Preference Points Claim Form; Pricing Schedule; Undertaking by Bidder; Authority to Sign; SBD 7.1/7.2 as applicable; official merSETA quotation form; price declaration; project plan with CVs; references; CSD supplier number.
• Registrations: Bidders must be registered on the National Treasury Central Suppliers Database (CSD); provide CSD Supplier number.
• Where to obtain bid documents: RFQ materials are contained in the attached RFQ PDF (RFQ-Hybrid Services for Western Cape Stakeholder Engagement.pdf); additional guidance via SCM and technical contacts in the document.
• Contacts: SCM enquiries — Thokozani Dlamini (TDlamini@merseta.org.za, 069-008-3764); Technical enquiries — Mbofholowo Maphidzhe (MMaphidzhe@merseta.org.za).