Tender Summary: Free State Stakeholders’ Engagement

Objectives

The primary objective is to establish and sustain a culture of meaningful engagement with stakeholders across the Free State province. The initiative supports the organisation’s Stakeholder Relationship Management Strategy by fostering long-term partnerships, enabling effective integration of stakeholder interests, ensuring timely information sharing, capturing structured feedback, and enhancing collaborative decision-making processes.

Scope

The service provider is required to deliver a two-day Leadership Roadshow and Stakeholder Engagement Session in the Free State province. The engagement must operate as a fully integrated hybrid event, synchronising physical attendance with live virtual participation. The scope covers complete event production, including live streaming, digital audience management, professional recording, post-event transcription, and comprehensive logistical coordination.

Technical Requirements

• Interactive Hybrid Platform: A paid, enterprise-grade software solution enabling live streaming, real-time polls, Q&A, comment moderation, anonymous participation, and scalable attendee capacity. Access must support QR codes, PINs, or direct web links without mandatory downloads.
• Audio-Visual Production: Professional equipment including minimum three HD cameras, vision mixer, dedicated lighting rigs, dual-display setups for simultaneous presentations, and high-fidelity wireless microphones.
• Network & Continuity: Guaranteed minimum internet throughput of 50 Mbps for both upload and download. Redundant connectivity solutions and backup power/equipment must be deployed to prevent service disruption.
• Recording & Documentation: Full multi-angle recording of all sessions with professional transcription deliverables. Submission of a detailed project plan, equipment inventory, and video demonstrations of previous hybrid productions.

Skills & Personnel Requirements

• Professional Expertise: Demonstrated technical proficiency in hybrid broadcasting, live streaming protocols, audio engineering, camera operation, and real-time digital audience facilitation.
• Core Team Composition: Deployment of a specialised crew including a Technical Director, Streaming Operator, Audio/Sound Engineer, three Camera Operators with one assistant, a Vision Mixer, and a Technical Assistant.
• Experience & References: Minimum five years of proven experience managing comparable hybrid events. Submission of at least two verifiable client reference letters confirming successful delivery of similar engagements within the past three years.
• Project Management: Ability to develop and execute a detailed implementation strategy, coordinate cross-functional technical teams, and troubleshoot live production challenges under pressure.

Key Terms & Service Definitions

• Hybrid Event: A combined physical and virtual gathering requiring synchronized audio-visual streaming, digital infrastructure, and interactive tools to engage both on-site and remote participants simultaneously.
• 80/20 Preference Point System: A South African public procurement evaluation framework awarding 80 points for competitive pricing and 20 points for designated socio-economic transformation criteria (e.g., black ownership, women/youth empowerment, disability inclusion).
• SBD (Standard Bidding Document): Mandatory compliance forms used in South African government procurement to verify bidder eligibility, disclose conflicts of interest, claim preference points, and formalise contractual obligations.
• CSD Registration: Central Supplier Database enrolment, a compulsory national registry for all entities contracting with South African state organs.
• B-BBEE Compliance: Broad-Based Black Economic Empowerment certification or sworn affidavit required to substantiate ownership demographics and qualify for preference point allocation.