EXPRESSION OF INTEREST (EOI) - STAND DESIGN ZITF

Job Description

EOI Reference Number: ZSM/EOI/02/2026
Date of Issue: 30 March 2026
Closing Date: 01 April 2026
Closing Time: 16:00hrs local time
1. INTRODUCTION AND BACKGROUND
The Zimbabwe School of Mines (ZSM) is a leading mining and mineral-related training institution serving the mining industry across Zimbabwe and the Southern African Development Community (SADC).

As part of its strategic institutional visibility and stakeholder engagement initiatives, ZSM participates annually in the Zimbabwe International Trade Fair (ZITF). The exhibition platform provides an opportunity for the institution to showcase its academic programmes, research initiatives, innovation capacity, industry partnerships, and contribution to mining sector development.

For the 2026 Zimbabwe International Trade Fair, ZSM intends to develop a modern, visually compelling and digitally integrated exhibition stand measuring approximately 18 square metres. Zimbabwe School of Mines, therefore, invites suitably qualified and experienced exhibition stand design firms and contractors to submit Expressions of Interest for the design, fabrication, installation, and dismantling of the exhibition stand.

Duties and Responsibilities

2. OBJECTIVE OF THE EXPRESSION OF INTEREST
The objective of this Expression of Interest is to:
• Identify and pre-qualify competent exhibition stand designers and contractors.
• Assess the experience, capacity and technical capability of interested firms.
• Shortlist qualified firms that will be invited to attend a design consultation and briefing session with the Zimbabwe School of Mines.
• Subsequently invite shortlisted firms to submit detailed technical and financial proposals for the assignment.
This EOI therefore serves as a pre-qualification stage and does not constitute a request for full technical proposals at this stage.
3. SCOPE OF SERVICES
The successful contractor will be expected to undertake the following services:
• Develop a creative exhibition stand concept aligned with ZSM branding.
• Provide detailed 3D design renderings and layout proposals.
• Fabricate and brand the stand according to approved design specifications.
• Supply and install digital display technologies such as LED screens or digital presentation equipment.
• Integrate interactive display features that enhance visitor engagement.
• Provide designated display areas for mineral samples, models, publications and promotional materials.
• Provide a structured meeting or networking space within the stand.
• Ensure all electrical installations comply with ZITF exhibition regulations and safety standards.
• Manage transportation, installation, and dismantling of the exhibition stand.
• Provide on-site technical support during the exhibition period.

4. DESIGN CONSIDERATIONS
The proposed stand concept should:
• Reflect Zimbabwe School of Mines as a centre of excellence in mining education and innovation.
• Be modern, visually striking and professionally branded.
• Incorporate digital engagement tools to enhance visitor interaction.
• Maximise efficient use of the allocated exhibition space.
• Allow smooth visitor flow and engagement.
• Incorporate sustainable and reusable materials where possible.

Qualifications and Experience

5. ELIGIBILITY AND QUALIFICATION REQUIREMENTS
Interested firms must demonstrate the following:
Registration Requirements
• Valid PRAZ Registration Certificate.
• Valid Tax Clearance Certificate issued by ZIMRA.
• Certificate of Incorporation or Company Registration Documents.
Experience
• Demonstrated experience in designing and constructing exhibition stands for trade fairs, conferences, or corporate exhibitions.
• Proven track record of delivering visually appealing and professionally fabricated stands.
• Experience with digitally integrated exhibition displays will be an added advantage.

Track Record
• Completion of at least three (3) similar assignments of comparable scope and complexity.
Technical Capacity
• Availability of qualified personnel capable of undertaking design, fabrication, installation and dismantling of exhibition stands.

6. CONSULTATION AND DESIGN BRIEFING SESSION
Following the evaluation of submitted Expressions of Interest, shortlisted firms will be invited to attend a consultation and design briefing session with representatives of the Zimbabwe School of Mines.
During this session, the following will be discussed:
• Detailed stand design expectations
• ZSM branding requirements
• Exhibition layout considerations
• Visitor engagement concepts
• ZITF technical requirements and stand regulations
After the consultation session, shortlisted firms will be invited to submit full technical and financial proposals.
7. SUBMISSION REQUIREMENTS
Interested firms must submit a complete Expression of Interest package including:
i. Letter of Interest – A signed letter expressing interest in the assignment.
ii. Company Profile – Including company background, organisational structure and core services.
iii. Legal Status Documentation – Proof of legal registration including company registration certificates.
iv. Registrations and Certificates
• PRAZ Registration Certificate
• Valid ZIMRA Tax Clearance Certificate
v. Portfolio of Previous Work – Evidence of similar exhibition stand projects undertaken.
vi. Experience and References – Verifiable references for similar projects undertaken for previous clients.
vii. Key Personnel – Details of key technical personnel available for the assignment.
viii. Contact Information – Name, position and contact details of the designated contact person.

8. EVALUATION CRITERIA
Expressions of Interest will be evaluated based on the following criteria:
Evaluation Criteria Considerations
Relevant Experience Experience in exhibition stand design and construction
Portfolio of Similar Projects Quality and relevance of previous exhibition stands
Technical Capacity Availability of skilled personnel and fabrication capacity
Regulatory Compliance PRAZ registration and tax clearance
Organisational Capacity Ability to meet timelines and project requirements
Only firms that meet the evaluation criteria will be shortlisted for the next stage.

How to Apply

9. SUBMISSION GUIDELINES
Expressions of Interest must be submitted as follows:
Method of Submission: Electronic submission or sealed envelope
Address:
The Procurement Management Unit
Zimbabwe School of Mines
Lot 3, Marvel A, Coghlan Avenue Extension
P.O. Box 2745
Bulawayo, Zimbabwe

Email: pmu@zsm.co.zw
Subject Line:
EOI Ref: ZSM/EOI/02/2026– ZITF Exhibition Stand Design
Deadline for Submission:
Wednesday, 01st of April 2026 at 16:00hrs Local Time
Late submissions will not be accepted.
10. IMPORTANT NOTES
• Zimbabwe School of Mines reserves the right to accept or reject any Expression of Interest.
• This EOI does not constitute a commitment by ZSM to award a contract.
• Only shortlisted firms will be invited to participate in the next stage of the procurement process.
• Firms may form joint ventures or consortia to enhance their technical capacity.

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