Objectives

The primary objective is to facilitate a one-day stakeholder engagement session in the North West province to foster long-lasting relationships between merSETA and its key stakeholders. This initiative aligns with merSETA’s Stakeholder Relationship Management Strategy, aiming to integrate stakeholder interests into organizational planning, ensure timely information dissemination, gather actionable feedback, and enhance collaborative decision-making processes.

Scope

The successful bidder will manage the end-to-end execution of a hybrid stakeholder engagement event. The scope encompasses comprehensive event planning, provision of professional audio-visual and broadcasting infrastructure, deployment of a dedicated technical crew, facilitation of real-time virtual participation, and delivery of post-event outputs including a high-quality video recording and full transcript. Bidders must also submit a detailed implementation project plan, verifiable client references, and video demonstrations of comparable past engagements.

Technical Requirements

• Technical Team: Deployment of a Technical Director, Streaming Operator, Audio Engineer, three Camera Operators with one assistant, a Vision Mixer, and a Technical Assistant.
• Equipment: Professional-grade broadcasting hardware, Shure SM58 cordless microphones, redundant backup systems, and a dual-display setup for concurrent presentation viewing.
• Connectivity: Guaranteed minimum network bandwidth of 50 Mbps upload and download speeds maintained throughout the event.
• Interactive Platform: A paid, full-featured digital solution supporting live streaming, anonymous participation, QR/PIN/web link access without software installation, and real-time engagement tools (polls, Q&A, comments, feedback).
• Documentation: Company profile, complete equipment inventory list, links to at least three previous hybrid event projects, and a comprehensive project plan detailing role-specific CVs and item descriptions.
• Demonstration Material: Video evidence showing synchronized interaction between physical and virtual attendees, plus clear proof of platform functionality.

Skills Requirements

• Minimum five years of proven experience managing and executing large-scale hybrid engagement events.
• Strong project management capabilities with demonstrated ability to develop, resource, and implement detailed operational plans.
• Advanced technical proficiency in live streaming architecture, audio-visual engineering, vision mixing, and real-time audience engagement software.
• Experience coordinating multi-disciplinary technical crews under strict timelines and live broadcast conditions.
• Rapid troubleshooting skills to resolve connectivity or equipment failures immediately, ensuring uninterrupted event continuity.

Explanation of Unusual or Complicated Terms

80/20 Preference Point System: A South African public procurement scoring model where 80% of evaluation points are allocated to price competitiveness and 20% to specific socio-economic transformation goals (e.g., black ownership, women ownership, youth ownership, and disability ownership). Bidders must submit verified documentation to claim these points; failure to do so results in zero points for this category.

Hybrid Event: An integrated gathering that simultaneously accommodates physical attendees on-site and remote participants virtually. It requires synchronized live streaming, unified moderation, and interactive digital platforms to ensure seamless cross-format engagement and equal participation opportunities.

Demonstration Phase Evaluation: A mandatory technical assessment stage where submitted video samples and platform specifications are scored against predefined criteria (e.g., lighting quality, lower-third graphics, platform functionality, audio clarity) on a 0–10 scale. Bidders must meet minimum threshold scores across all individual components to remain eligible for contract award.