Rfq540am (25/26) Reg Services

RFQ540AM (25/26)

See details below or the tender documentation

Tender Closed on: 2026-03-12 11:00

Event Management Services, Event Logistics and Activations, Event Sound, Lighting, Audio/Visual, Tent, Furniture, Stage, Decor, Consumable and Venue Hiring

Gauteng, Pretoria

Department of Environment, Forestry and Fisheries

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Department of Environment, Forestry and Fisheries Tenders

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Tender Number: RFQ540AM (25/26)
Department: National - Environment, Forestry and Fisheries
Tender Type: Request for Quotation
Province: National
Closing Date: Thursday, 12 March 2026 - 11:00
Place where goods, works or services are required: Steve Biko Road - Arcadia - Pretoria - 0082
Special Conditions: N/A
ENQUIRIES:
Contact Person: SCM official
Email: [email protected]
Telephone number: 012-399-9059
FAX Number: N/A
BRIEFING SESSION:
Is there a briefing session?: Yes Is it compulsory? Yes
Briefing Date and Time:
Briefing Venue:

This tender is also available from www.etenders.gov.za


Tender Summary

Objectives

The primary objective of this tender is to procure registration services related to licensing and the annual National Waste Khoro event. The service aims to facilitate efficient registration, accreditation, and event management, ensuring smooth execution of the event scheduled from 18 to 20 March 2026 in Bloemfontein, with a delivery setup date of 17 March 2026.

Scope

The scope includes:

  • Provision of equipment hire (laptops, monitors, printers, scanners)
  • Setup of registration counters and stanchions
  • Management of onsite registration system, including artwork setup for accreditation tags and database management (RSVP, QR codes)
  • Production and distribution of accreditation pouches, tags, and QR-code lanyards
  • Deployment of personnel such as a Registration Manager and technician
  • Provision of miscellaneous items like Wi-Fi, scanners, and other event-related requirements
  • Post-event attendance reporting by 3 April 2026

Technical Requirements

The technical specifications include:

  • Delivery and setup of equipment and registration infrastructure by 17 March 2026
  • Management of registration system with artwork setup for accreditation tags and database handling
  • Provision of 800 accreditation pouches, tags, and QR-code lanyards
  • Onsite personnel including an experienced registration manager and qualified technician
  • Reliable internet access (3G) for system backup and remote updates
  • Use of scanners at breakaway rooms for the duration of the event (17-20 March 2026)
  • Delivery of all items to Bloemfontein with all costs inclusive of VAT and applicable taxes

Skills Requirements

The bidder must demonstrate:

  • Relevant experience in registration and event management services
  • Capability to set up and operate registration systems, including database management and QR code integration
  • Operational competence in managing onsite registration activities
  • Qualified technical personnel familiar with registration equipment and troubleshooting
  • Ability to coordinate logistics and deliver equipment and personnel on time
  • Experience in handling large-scale events with approximately 800 participants
This summary is AI generated. Download the tender documents for all the information.

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