Tender Summary: Hybrid Services for Limpopo Stakeholder Engagement

Objectives

The primary objective is to facilitate a one-day stakeholder engagement session in the Limpopo Province that fosters long-term, collaborative relationships aligned with the client’s Stakeholder Relationship Management Strategy. The engagement aims to integrate stakeholder interests into organizational planning, ensure timely dissemination of relevant information, capture actionable feedback, and enable meaningful participant involvement in strategic decision-making.

Scope of Work

The successful bidder will manage end-to-end hybrid event execution for a single-day provincial engagement. Responsibilities include coordinating physical venue logistics, managing simultaneous virtual participation, delivering professional audiovisual production, providing interactive digital platforms for real-time audience interaction, and supplying post-event deliverables such as recorded footage and transcribed files. Bidders must also submit a comprehensive project plan, equipment inventory, company profile, and verifiable references from past hybrid engagements.

Technical Requirements

• Personnel: Deployment of a dedicated technical crew comprising a Technical Director, Streaming Operator, Audio/Sound Engineer, three Camera Operators with one assistant, a Vision Mixer, and a Technical Assistant.
• Hardware & Infrastructure: Professional-grade Shure SM58 cordless microphones, high-quality lighting rigs, large displays capable of dual-presentation output, and robust backup power/internet solutions to guarantee operational continuity.
• Connectivity: Guaranteed minimum network speed of 50 Mbps for both upload and download throughout the event duration.
• Digital Platform: A fully licensed, feature-complete interactive platform supporting live streaming, anonymous participation, QR/PIN/web-link access without software downloads, and real-time engagement tools (polls, Q&A, comments, feedback). Free, trial, or restricted versions are explicitly excluded.
• Deliverables: Company profile, detailed equipment list, links to three prior hybrid event examples, a structured implementation project plan with role-specific CVs, and a video demonstration showcasing synchronized physical and virtual attendee interaction. Post-event submission of video/audio recordings and transcripts is mandatory.

Skills & Experience Requirements

• Proven Experience: Minimum of five years designing and executing hybrid events, supported by written reference letters from clients.
• Project Management: Demonstrated capacity to develop and implement detailed project plans, including resource allocation, timeline management, and risk mitigation strategies.
• Technical Proficiency: Expertise in configuring and operating live streaming architectures, multi-camera switching, audio mixing, and audience engagement software.
• On-Site Coordination: Strong problem-solving capabilities to maintain seamless integration between physical and virtual components under live conditions.
• Compliance: Ability to complete standard bidding documentation, disclosure declarations, and preferential procurement claim forms accurately.

Key Terms & Concepts

• Hybrid Event: An engagement model combining in-person attendance with real-time virtual participation, requiring synchronized broadcasting, interactive digital tools, and integrated production workflows to ensure equal experience for both audiences.
• 80/20 Preference Point System: A South African public procurement scoring methodology allocating 80 points to financial competitiveness and 20 points to designated socio-economic transformation goals (e.g., black ownership, gender, youth, and disability representation). Points require verified documentary proof; failure to submit proof results in zero points for those categories.
• SBD Documentation: Standard Bidding Documents mandated by national treasury guidelines, covering bidder disclosure, preference point claims, and contract acceptance to ensure regulatory compliance, transparency, and ethical procurement practices.
• Demonstration Phase Evaluation: A technical assessment stage where submitted video samples are scored against production quality metrics, including lighting, graphics/lower thirds, camera work, and overall broadcast professionalism, to verify practical capability beyond theoretical proposals.