Objectives

The primary objective of this tender is to solicit quotations from competent service providers to facilitate a conference package for the NTSS Strategic Planning Session scheduled for 27th-28th November 2025. The session aims to support strategic planning related to Network Technology Strategy & Security (NTSS).

Scope

The scope of works includes providing a comprehensive conference package for 55 delegates over two days, with specific requirements such as:

• Venue accommodating 55 people with 15-20 tables.
• Hybrid setup to cater for both online and in-person attendees, including online participation from other provinces.
• Venue equipped with projector, PA system, adequate plug points, flip charts, markers, screen, classroom/theatre seating, bottled water, sweets, pens, and writing pads for both days.
• Venue setup from 07:00 to 17:00 on 27th November and from 07:00 to 13:00 on 28th November.
• Inclusion of SITA wellness team-building activities on day 2, requiring breakout or designated activity areas.
• Provision of tea/coffee upon arrival, breakfast, lunch, and afternoon tea with appropriate menus.
• Specific menu sharing for 27th November, and for 28th November, a preferred braai setup for lunch.
• Provision of cutlery and crockery is mandatory.
• No accommodation arrangements are required.

Technical Requirements

The technical evaluation focuses on the bidder’s experience and capability, including:

• Provision of conference services to at least one (1) customer in the last five (5) years.
• Details to include company name, contact person, scope of work, and project duration.
• Compliance with all mandatory technical requirements, substantiated with appropriate documentation.
• Verification rights reserved by SITA to confirm provided information.

Skills Requirements

While specific skills are not explicitly listed, bidders are expected to demonstrate:

• Experience in organizing and managing large-scale conferences with hybrid solutions.
• Capability to set up and operate technical equipment such as projectors, PA systems, and hybrid conferencing tools.
• Ability to coordinate catering services with appropriate menus and presentation.
• Capacity to incorporate wellness activities and manage breakout sessions effectively.
• Proven ability to deliver comprehensive conference packages including logistics, technical setup, and catering.