Objectives

The primary objective is to facilitate a one-day stakeholder engagement session in the Northern Cape province. This initiative aims to foster long-term relationships with sector stakeholders, aligning with merSETA’s Stakeholder Relationship Management Strategy. Key outcomes include integrating stakeholder interests into organizational planning, ensuring timely access to relevant information, establishing robust feedback mechanisms, and supporting informed decision-making processes.

Scope of Work

The successful bidder will provide end-to-end production and management services for a hybrid stakeholder engagement event. The scope encompasses pre-event planning, on-site technical execution, live streaming, audience engagement facilitation, and post-event reporting. The service provider must manage all logistical, technical, and operational aspects to ensure seamless integration between physical attendees and virtual participants, delivering a cohesive multi-platform experience.

Technical Requirements

• Personnel: Deployment of a dedicated technical team comprising a Technical Director, Streaming Operator, Audio Engineer, three Camera Operators with an assistant, a Vision Mixer, and a Technical Assistant.
• Equipment & Infrastructure: Professional-grade audio (e.g., Shure SM58 cordless microphones), high-quality lighting, large displays for simultaneous presentation viewing, and redundant power/internet solutions. A minimum stable internet bandwidth of 50 Mbps upload and download is mandatory.
• Hybrid Platform: A fully licensed, feature-rich interactive platform capable of live streaming, real-time polls, Q&A, comments, and anonymous participation. Access must be frictionless via QR codes, PINs, or direct web links without requiring software downloads. Free, trial, or limited versions are explicitly excluded.
• Deliverables: Submission of a company profile, detailed equipment inventory, links/references to at least three prior hybrid events, a comprehensive implementation project plan, and a video demonstration showcasing synchronized physical and virtual attendee interaction.

Skills & Experience Requirements

• Minimum five (5) years of proven experience in planning and executing similar hybrid events.
• Provision of two verifiable client reference letters for comparable projects completed within the last three years.
• Demonstrated capability in managing complex hybrid productions, including real-time technical troubleshooting and audience engagement facilitation.
• Proficiency in operating professional broadcasting equipment, vision mixing, and audio engineering standards.
• Ability to develop and execute a detailed project plan outlining roles, responsibilities, timelines, and resource allocation.

Key Terms & Unusual Requirements

• 80/20 Preference Point System: A South African preferential procurement model where 80 points are allocated for competitive pricing and 20 points for specific socio-economic transformation goals. Points are awarded based on verified Black People, Black Women, Black Youth, White Women, and Persons with Disabilities ownership percentages, supported by valid B-BBEE certificates or affidavits.
• Standard Bidding Documents (SBDs): Mandatory compliance forms used in South African public sector procurement. These include disclosure declarations, preference claim forms, and contract agreements that bidders must complete accurately to avoid disqualification.
• Demonstration Phase Evaluation: A technical scoring mechanism where submitted video samples and platform functionalities are assessed against predefined criteria (audio clarity, lighting, lower thirds, platform usability). Evaluators assign satisfaction scores, with failing to meet minimum thresholds resulting in immediate disqualification.
• Central Supplier Database (CSD) Registration: Mandatory national registration for all suppliers engaging with South African state entities. Tax clearance and CSD status must be current for contract award and payment processing.
• Minimum Functionality Threshold: Bids must achieve an overall score of at least 60% across technical criteria, while also meeting individual minimum thresholds for each evaluation component. Failure in any single area leads to rejection.