Objectives

The primary objective of this tender is to procure conferencing, accommodation, and related services to enable the CSIR to host the 2026 CHPC Student Cluster Competition across selected provinces in South Africa, namely Northern Cape, North-West, KwaZulu-Natal, and Western Cape.

Scope

The scope includes:

• Provision of venue(s) for lectures, practical sessions, and conference activities in one or more of the specified provinces.
• Accommodation arrangements for approximately 80 students and 10 staff members, with gender-separated dormitories or floors.
• On-site cafeteria services for the duration of the event from 5th to 12th July 2026.
• Provision of a lecture venue or computer laboratory with at least 40 workstations (preferably 80), equipped with necessary audio-visual and power facilities.
• Wi-Fi connectivity supporting at least 200 concurrent connections with high-speed, unshaped, uncapped bandwidth.
• Support services including technical assistance, water supply, heating/cooling, and security arrangements.

Technical Requirements

• Venues must be available and suitable for hosting the specified activities, with confirmed availability and signed confirmation letters if not owned by the bidder.
• Accommodation to include linen, bedding, and physical separation between genders.
• Lecture venues must have PA systems, projectors, sufficient seating, power outlets for laptops, and technical support staff.
• Wi-Fi setup to support at least 200 users, with network ports including TCP 22 (SSH) and optional outbound ports, with setup completed by the Friday before the event.
• Provision of water, heating/cooling, and secure storage facilities.
• Meal and refreshment services as per the detailed schedule, including breakfast, snacks, lunch, and dinner for participants and staff.

Skills and Service Requirements

• Experience in managing large-scale academic or technical events, with proven references.
• Technical expertise in setting up and maintaining high-capacity Wi-Fi networks and AV equipment.
• Capacity to coordinate accommodation logistics, including gender-separated dormitories and bedding provisions.
• Ability to provide catering services that meet the specified schedule and dietary needs.
• Administrative skills to handle documentation, compliance, and communication with the CSIR.
• Knowledge of health, safety, and security standards relevant to hosting large events.