Request for Quotation (RFQ)
C20 South Africa End-Term Policy Finalisation Meeting
1–3 October 2025
RFQ Reference No: C20SA20251001
Issue Date: 29 September 2025
Closing Date & Time: 05 September 2025
Introduction
Show Me Your Number HIV Prevention Project NPC (SMYN), in partnership with Civil-20 (C20) South Africa, invites qualified, reputable, and experienced service providers to submit formal quotations for conference facilities, accommodation, catering, technical support, branding, accessibility measures, and related services for the C20 South Africa End-Term Policy Finalisation Meeting (29 September – 3 October 2025).
This RFQ is issued in line with sponsorship received for the event and guided by accountability, transparency, value-for-money, inclusivity, and equitable participation. All goods and services must meet international conference standards and universal accessibility requirements.
1. SMYN Procurement Policy (Summary)
The SMYN Procurement Policy ensures transparent, efficient, and equitable procurement, promoting socio-economic development while complying with key legislation, including:
- Constitution of the Republic of South Africa (Act 108 of 2006): supports preferential procurement to uplift disadvantaged groups.
- Public Finance Management Act (PFMA, 1999): promotes fiscal discipline and transparency.
- Preferential Procurement Policy Framework Act (PPPFA, 2000) & BBBEE Act (2003): prioritizes socio-economic empowerment and equitable participation.
- Supply Chain Management Regulations & Other Legal Requirements: ensure compliance, accountability, risk management, and corporate governance.
This framework guarantees fair competition, legal compliance, and sustainable socio-economic development in all procurement activities.
2. Event Overview
- Event: C20 South Africa End-Term Policy Finalisation Meeting
- Dates: 29 September – 3 October 2025
- Participants: ± 350 delegates (local and international, including persons with disabilities)
- Format: In-person with hybrid/virtual participation
- Venue: Proposed by the service provider; must be accessible and near major transport hubs
3. Scope of Work / Specifications
3.1 Pre-Conference (29–30 September 2025)
- 5 × Dinner vouchers (including soft drink) per day
- 5 × Lunch vouchers (including soft drink) per day
- 1 × Venue hires for accreditation & registration
- 4 × Tea/Coffee & light snack stations for accreditation staff
3.2 Main Conference (1–3 October 2025)
- 350 × Full Day Conference Packages (tea/coffee breaks, lunch, bottled water, sweets, stationery, PA system, projector, screens, Wi-Fi, parking)
- 350 × Lunch beverages (2 soft drinks per delegate per day)
- 10 × Breakaway rooms (HD projector, roving mic)
- 1 × Main stage (6m × 2m) with wheelchair ramp & podium with TED Talk setup
- 1 × Media room (3 October),
- 1 × Cocktail event venue (3 October)
- AV/Tech, branding, hybrid conferencing setups, LED screen (6m × 6m)
- Photography & videography coverage
- Interpretation services (French, Portuguese, Sign Language)
- Stationery & branded items (bags, lanyards, notebooks, flasks, pins, desktop holders)
- Name badge preparation, colour printer, presentation laptop, on-site stationery
- Delivery, setup, and post-event collection
3.3 Accommodation (29 September – 3 October 2025)
- 5 × Single B&B (29–30 September), 350 × Single B&B (1–3 October)
3.4 Social Event (3 October 2025)
- 350 × Canapé menu & beverages
- 1 × Waiter service, 1 × Décor package
3.5 Transport
- 200 × Return airport transfers for delegates
4. Accessibility Requirements
All providers must ensure universal accessibility, including:
- Wheelchair accessibility (venue, entrances, restrooms, stage)
- Reserved accessible parking
- Accessible seating in plenary and breakout rooms
- Sign language interpreters and assistive listening devices
- Adequate ramps, elevators, and clear signage
5. Supplier Requirements
- Company profile, legal registration, SARS Tax Clearance, B-BBEE certificate/affidavit
- Experience with events ≥ 300 delegates
- References from ≥ 3 similar projects
- Health & Safety compliance documents
- Accessibility compliance statement
6. Quotation Submission
Quotations must:
- Provide detailed cost breakdown by date, unit, and service
- Include all applicable taxes/VAT
- Confirm accessibility compliance
- Indicate payment terms (post-event preferred)
- Valid for at least 30 days
7. Evaluation Criteria
| Criteria | Weighting |
| Compliance with technical specifications | 30% |
| Cost-effectiveness & transparency | 25% |
| Accessibility & inclusivity measures | 20% |
| Technical & logistical capacity | 15% |
| Relevant experience & references | 10% |
Minimum overall score for award: 70%
8. General Conditions
- SMYN reserves the right to accept/reject any quotation without assigning reasons
- Incomplete or late submissions will not be considered
- The lowest cost quotation will not automatically be selected
- Only shortlisted suppliers may be contacted
- Successful bidder must enter a Service Level Agreement (SLA) with SMYN
- Providers must declare conflicts of interest
- All services must comply with South African laws, PFMA (1999), and the terms of sponsorship received
Enquiries: