Water Institute of Southern Africa Non Profit Organisation Reg: NPO Company Reg: 2000/001140/08. Vat Reg. No

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1 Promoting professional excellence in the water sector Water Institute of Southern Africa Non Profit Organisation Reg: NPO Company Reg: 2000/001140/08. Vat Reg. No National Office 1 st Floor, 5 Constantia Park, th Road, Midrand P O Box 6011, Halfway House, 1685, South Africa Tel: WISA ( ) Int Tel: Fax: wisa@wisa.org.za Web 1: Web 2: In association with IWA, NSTF, WEF Branches in Eastern Cape South Free State KwaZulu-Natal Limpopo Mpumalanga Namibia Western Cape Patron Members AECOM (Pty) Ltd Amatola Water Aveng Water Bay City Water Bigen Africa Blendtech Bloem Water City of Cape Town CSIR Department Water Affairs DOW Water & Process SA ERWAT ESKOM ethekwini Municipality FESTO Fraser Alexander (Pty) Ltd Golder Associates Africa Grundfos (Pty) Ltd Improchem Inkomati CMA Johannesburg Water Knight Piesold Lepelle Northern Water Magalies Water Merck (Pty) Ltd Mhlathuze Water Mott MacDonald PDNA NCP Chlorchem Nelson Mandela Bay Metro NuWater Overberg Water Prentec Rand Water Royal Haskoning DHV SAME Water Schneider Electric Sedibeng Water SembCorp Set Point Water Solutions Siemens Sobek Engineering Sulzer Pumps Wastewater SA TCTA Tecroveer Umgeni Water Veolia Water Solutions & Technologies Volkswagen Group South Africa WAM Technology Water & Sanitation Services SA Water Research Commission Wilo Xylem Water Solutions SA Zetachem ZMG-Watech Official publication: Water & Sanitation Africa TENDER NOTICE WISA2016 / 003 / Technical supplier Sealed bids are invited to TENDER FOR THE SUPPLY OF SERVICES TO HOST THE 2016 WISA BIENNIAL CONFERENCE and EXHIBITION at the Durban ICC, Durban, KwaZulu- Natal from 15 to 19 May Further copies of this document can be obtained and inspected by means of the following options: WISA Head Office - Jaco Seaman, 1st Floor, Building No 5, 546, 16th Road, Constantia Park, Midrand. Conference Company Office - Nafeesa Khan, 13 Claribel Road, Morningside, 4001, KwaZulu-Natal By to events@wisa.org.za / nafeesa@confco.co.za The documents can also be accessed on the WISA website: This tender is in relation to: Technical services Tender documents should include the following: 1. Introduction and company profile of the tenderer 2. Original Tax Clearance Certificate 3. BEE status certificate (certified copy) 4. Letter of Authorisation. This letter confirms the authorisation/s to sign tender documents and authorisation to enter into a contractual agreement by at least percent of the Directors/Members/Partners 5. Proof of authentic bank details 6. Proof of physical and postal addresses 7. Proof of lease agreement or ownership of premises 8. Signature of authorised person on each page of the tender document 9. Proof of ownership (Shares or CK 1 & 2) 10. Certified ID copies of all shareholders, directors/members/partners 11. Cost estimate for services to be provided at the Durban ICC, Durban, Kwazulu-Natal from 15 to 19 May 2016, as per the below document. The tenders should be sent sealed and clearly marked, Tender for the supply of services and equipment WISA2016 / 003 / Technical, and addressed to Nafeesa Khan at Conference Company 13 Claribel Road, Morningside, 4001, KwaZulu-Natal, and must be received no later Thursday, 14 th of January 2016 at 13:00 hours local time. Directors: Dr J Burgess* Dr V Naidoo** R Brown *** M Padiaychee**** Ms S Nienaber***** C Fennemore Prof A Lagardien G McConkey Prof D Taylor A Wurster *President **Vice-President ***Immediate Past President ****Treasurer *****YWP President Think water, think WISA!

2 Any tender received after the time and date stipulated above will not be accepted. Any clarification can be addressed by to Jaco Seaman - events@wisa.org.za / Nafeesa Khan - nafeesa@confco.co.za. Tenders will be opened on Friday, 15 th January 2015 at 10:00 am. Tender will be awarded in writing as soon as operationally possible after this date. Final attendance numbers and technical service requirements will be confirmed closer to the event. These will be based on delegate registrations, finalisation of the technical program and operational changes that may arise. This will be concluded in a resulting service level agreement. Requirements for WISA Technical Please base the cost estimate on 2000 delegates Conference overview SATURDAY 14 MAY onwards Set up of Plenary/Registration/Exhibition/Speaker Prep Room and WISA office SUNDAY 15 MAY onwards Set up of Parallel venues Registration and Exhibition Viewing Welcome Reception MONDAY 16 MAY onwards Registration Opening Ceremony TUESDAY 17 MAY 2016 Plenary Sessions Parallel Sessions Exhibition Poster Viewing onwards Registration Parallel Sessions Exhibition Poster Viewing onwards Pre -dinner drinks and conference dinner

3 WEDNESDAY 18 MAY onwards Registration Parallel Sessions Exhibition Poster Viewing onwards Closing Function at ICC THURSDAY 19 MAY Technical Tours depart from ICC returning to ICC and airport as per schedule Saturday 14 May 2016 set up ICC Main Foyer Registration area PCO Desk Accommodation /Transfers Desk TBC Poster presentations PCO Office Speaker Preparation room Hall 1 and 2AB Plenary on Monday, 16 th May 2015 Hall 3BC/4/5/6 Exhibition TBC Exhibition Office Hospitality 25- WISA office Sunday 15 May 2016 Delegate registration day and Welcome Reception ICC Main Foyer Registration area PCO Desk Accommodation /Transfers Desk TBC Poster presentations PCO Office Speaker Preparation room Hall 1 and 2ABFH Plenary Hall 3BC/4/5/6 Exhibition TBC Exhibition Office Hospitality 25 WISA office 11 Parallel rooms set up- complete by The parallel venue configuration has not been determined as yet as the programme is under development Monday 16 May 2016 Day 1 of conference. All venues are live Tuesday 17 May 2016 All venues are live Gala Dinner

4 Wednesday 18 May 2016 Day 3 of conference and late afternoon Farewell cocktail Breakdown of plenary and parallel venues and registration hall Registration- Main ICC foyer REQUIREMENTS PER VENUE 15 x PC s with live internet/network connection 15 x printers for name badges colour prints (Printer HP CP1515N LaserJet or similar) 2 x printers [Black & White] Finance (Printer HP P1102W B/W LaserJet or similar) Networking and Cabling Technician technical support and maintenance to insure uninterrupted operation of the registration area Consumables to insure uninterrupted operation of the registration area. Finance Back office 1 x fax/copier/printer (Printer HP P1102W B/W LaserJet or similar) 2 x PCs with live internet connection 1 x Telephone Accommodation /Transfers Desk 2 x PCs with live internet/network connection 1 x fax/copier/printer (Printer HP P1102W B/W LaserJet or similar) 1 x Telephone Exhibition Office 2 x PCs with live internet/networking connection 1 x fax/copier/printer (Printer HP P1102W B/W LaserJet or similar) 1 x Telephone Plenary (turn around venue for Gala Dinner on 17 th May 2016) Verimax screen Stage (8m x 12m) Top table microphones x 5 Podium and microphone 1 x lapel mic 2 x Data projectors and screens 2 x Plasma screens (delay monitors) Preview monitor at podium Laptop control of presentations to be with venue technician, no laptop on podium. Camera with live feed to screens Video recording Lighting and Sound Equipment 3 x roving microphones for Q & A aisle microphones with stand Remote and laser pointer (presentation clicker) Countdown timer Technician

5 Gala Dinner on 17 th May 2016 Hall 1 and Hall 2ABFH- Turnaround will take place after lunch on Tuesday 17 th May 2016 Entertainment: MC/Comedian 11 Parallel venues -The parallel venue configuration has not been determined as yet as the programme is under development Data projector & Screen Podium and mic 1 x lapel mic Preview monitor at podium Raised Stage with top table microphones x 2 2 x roving microphone for Q & A technicians to assist PA System Networking from Speaker Prep room to all conference rooms Remote and laser pointer (presentation clicker) Countdown timer Technician in each parallel session Speaker s preparation room- PCO office 6 x PC s Additional plug points for presenters laptops Networking to all conference rooms 2 x printer (black and white) 2 x technicians to collect, co-ordinate and distribute presentations 15 x 2 way radios and chargers with disposable earpieces. Poster displaying Electronic poster displays- please suggest how this will work (plasma screens/ touchscreen) There will be approximately 70 posters on display Venue- TBC Exhibition hall (provision made to accommodate 160 exhibition stands) PA system for announcements and back ground music for the duration of the event. Webinar presentations area - Screen, data projector and PA system for various 30 minute marketing presentations throughout the event. WISA office- Hospitality 25 Plug points for 10 laptops 1 Colour laser printer/copier/fax General Please note catering will be supplied for the onsite technical crew. Please ensure to include all necessary equipment and supplies that may be required for setup and operational execution e.g. cherry picker, draping for technical desks, batteries etc. Please include ADSL Network line for registration desk, Speaker Prep office as well as Accommodation/Transfer and Exhibition desks. Please include telephone and fax line for registration office No items will be sourced directly from the Durban ICC- all items will be contracted from technical supplier.

6 Where printers are provided, please include A4 paper and consumables to ensure continuous operation of equipment. Name Badge paper will be supplied. Please be advised that as the programme is not finalized at the time of the advertised tender, technical requirements may vary.