The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH seeks to appoint a professional event management service provider to plan, organise and manage two flagship learning events for South Africa's Presidential Youth Employment Intervention (PYEI).

The assignment falls under the Career Path Development for Employment (CPD4E) programme, implemented by GIZ on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and the Swiss State Secretariat for Economic Affairs (SECO), in partnership with the Department of Higher Education and Training (DHET) and other relevant stakeholders.

The two full-day learning events will bring together stakeholders in the youth employment ecosystem to exchange evidence, share implementation lessons and strengthen coordination across programmes.

This is a paid service procurement opportunity, not a grant. GIZ is seeking a qualified event management contractor to deliver the logistics and operational requirements of both events.

Scope of Services

The appointed service provider will be responsible for the end-to-end management of two full-day events, each accommodating approximately 50–80 participants in Gauteng during the first half of 2027.

The assignment includes:

• Venue management: Identify and present at least three suitable, costed venue options per event, then manage the selected venue, including accessibility, security, parking, plenary rooms and breakaway spaces.
• Catering: Arrange full-day catering, accommodating dietary requirements including halaal, kosher, vegetarian and allergen-specific needs.
• Audio-visual and technical production: Provide sound, screens, projection, microphones, staging, connectivity and photography or recording where required.
• Registration and delegate management: Manage invitations, RSVPs, delegate databases, joining instructions, on-site registration and attendance records.
• Event materials and branding: Produce signage, banners, name tags, printed programmes and delegate packs in accordance with PYEI and GIZ branding guidelines.
• Supplier and operational coordination: Manage suppliers, obtain competitive quotations for major cost items, prepare event schedules and conduct at least one pre-event venue walkthrough per event.
• On-the-day coordination: Provide trained staff for floor management, session-room support, registration and logistical coordination.
• Risk management and reporting: Develop contingency plans, manage budgets and expenditure records, and produce event close-out and final assignment reports.

The PYEI and GIZ teams will provide the event themes, agendas, speakers, facilitation, delegate invitation lists and branding content. The contractor is responsible for delivering the agreed events professionally, on time and within budget.

Contract Period and Event Schedule

The anticipated contract period is approximately 20 weeks, covering preparation, event delivery and close-out activities until 31 May 2027.

The indicative delivery milestones are:

• 30 March 2027: First learning event.
• 15 April 2027: First event close-out report.
• 15 May 2027: Second learning event.
• 25 May 2027: Second event close-out report.
• 28 May 2027: Final assignment report.

The events will be held in Gauteng, with Johannesburg or Pretoria as possible locations. Specific themes, venues and delegate profiles will be confirmed during the inception phase.

Contract Budget and Costing Requirements

The Terms of Reference specifies the following event-related budget provisions:

• Event costs: ZAR 175,000 per event, for a combined provision of ZAR 350,000 for both events. The listed costs cover venue hire, catering, printing of materials and accommodation.
• Flexible remuneration: ZAR 20,000, subject to prior written approval from GIZ.
• Carbon offsets: EUR 900 is earmarked for settling air-travel emissions offsets against supporting evidence.

Personnel fees, daily rates and applicable travel expenses must be priced in the prescribed price schedule. Event-related costs must be presented separately for each event.

These are specified pricing provisions; the tender documents do not establish a single overall contract value covering every component of the assignment.

Eligibility and Personnel Requirements

The tender seeks a service provider able to deliver the complete assignment through one integrated team comprising a team leader and a pool of one to three short-term experts.

Team Leader

The proposed team leader should demonstrate:

• C1-level English proficiency.
• At least seven years of professional experience in event management, conferencing or a related field.
• At least five years of experience managing comparable corporate, government or development-sector events with 50 or more delegates, including venue management, supplier coordination and budget control.
• At least three years of leadership or project management experience.
• At least five years of experience delivering events in South Africa, including familiarity with the Gauteng venue and supplier market.
• Experience with public-sector, development-cooperation or international clients, alongside strong risk management and brand-compliance capabilities.

Short-term expert pool

The proposed experts should demonstrate:

• C1-level English proficiency.
• At least three years of professional experience in event coordination or conferencing.
• At least two years of experience in delegate management, registration systems or on-site delivery for events with 50 or more participants.
• At least two years of experience delivering events in South Africa.
• Strong communication, teamwork, initiative and client-focused working practices.

CVs must be submitted for the proposed personnel using the required format.

Tender Evaluation

The tender will be evaluated on technical and financial merit:

• Technical evaluation: 70%.
• Financial evaluation: 30%.

Only tenders scoring more than 500 points in the technical evaluation will proceed to financial evaluation. Bidders must therefore demonstrate a sound technical approach, a capable team, a clear delivery plan and compliance with the prescribed costing requirements.

Submission Requirements

Interested service providers must submit the required tender documents, including:

• Completed self-declaration of eligibility and annexes.
• General administrative documentation.
• Valid SARS Tax Clearance Certificate with PIN.
• Bank confirmation letter not older than three months.
• Financial bid using the prescribed price schedule.
• Technical bid containing the concept and up-to-date CVs for each proposed expert.

The technical proposal must explain the event management strategy, stakeholder coordination, operational plan, project management arrangements, staffing and delivery schedule.

Important: The Terms of Reference contains conflicting limits for the technical proposal: Section 8 states a maximum of seven pages excluding CVs, while Section 10 states a maximum of ten pages excluding CVs. Bidders should clarify the applicable limit with GIZ before submission.

Important Dates

• Tender invitation date: 3 November 2026.
• Clarification questions deadline: 20 November 2026.
• Tender submission deadline: 30 November 2026 at 23:59 South African time.
• Planned contract award and notification: 21 December 2026.
• Anticipated commencement of service delivery: 21 December 2026.

Application Process

Completed tenders must be submitted by email to ZA_quotation@giz.de by the specified deadline.

The email subject line must follow this format: Transaction no-10063201.

Clarification questions must be submitted to procurement.pretoria@giz.de no later than 20 November 2026. All clarifications will be communicated simultaneously in writing to interested parties.

Contact Information

Organisation: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Tender reference: 10063201
Project: Interim Support to the Presidential Youth Employment Intervention
Tender enquiries: procurement.pretoria@giz.de
Tender submissions: ZA_quotation@giz.de
Telephone: +27 12 423 5900

Industry / Sector

Event management, conference and meeting services, event logistics, hospitality and catering, youth employment and development-sector stakeholder engagement.

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