Supply and installation of outdoor led digital billboard for PRASA (umjanthsi house, braamfontein)

Compulsory site inspection/pre-tender briefing session date, time, and venue are not specified in the document. Bidders must attend this session to qualify.

Contact: Annah Hlaele, SCM Practitioner for PRASA. No email, phone, or address provided in the document.

Compulsory attendance at the site inspection/pre-tender briefing session is required. Submissions must include a signed certificate (Form D) confirming attendance. Submissions must be signed by duly authorized representatives and witnessed.

Mandatory: Attendance at the compulsory site inspection/pre-tender briefing session. General: Bidder must demonstrate familiarity with all provided project documents, including contract, project specifications, special conditions, bills/schedules of quantities/prices, and related drawings. Authorization: Submissions must be signed by duly authorized representatives and witnessed.

Scope: Supply and installation of an outdoor LED screen digital billboard. Bidders must certify they have reviewed and understood all project documents, including contract, specifications, special conditions, bills/schedules of quantities/prices, and drawings provided by PRASA.

• Compulsory Briefing Session: 02 June 2026 at 10:00 AM, 30 Wolmarans Street, Braamfontein, Johannesburg.
• Q&A Submission Deadline: 05 June 2026.
• PRASA Response to Q&A: 09 June 2026.
• Bid Closing Date: 17 June 2026 at 10:00 AM.

• Submit a complete bid with ALL required forms, declarations, and Standard Bidding Documents (SBD). Commissioner of Oath signatures are mandatory where required.
• Form D must be included with the RFQ submission (compulsory).
• Provide product brochures to prove compliance with all technical specifications in Section 4.
• Submit a detailed quotation aligned with Annexure A pricing schedule (excl. VAT).
• Ensure all documentation is signed and complete. Missing mandatory compliance documents (Stage 1A) result in automatic disqualification.
• Basic compliance documents (Stage 1B) must be submitted; failure to do so may lead to disqualification.

Evaluation occurs in three stages:

Stage 1 – Mandatory and Basic Compliance:

• Stage 1A (Mandatory Compliance): Automatic disqualification if any of the following are missing:

• Complete RFP documentation (all declarations, SBDs, Commissioner of Oath signatures).
• OEM accreditation letter/certificate for proposed LED screens and controllers.
• Proof of certified Structural Engineer (design, safety compliance, municipal by-laws).
• Proof of certified registered electrical contractor with valid Certificate of Compliance (CoC).

• Stage 1B (Basic Compliance): Bid may be disqualified if missing:

• Signed Joint Venture/Consortium Agreement (if applicable).
• Original/certified B-BBEE certificate (SANAS-issued; IRBA/Accounting Officers certificates pre-2017 may still apply).
• CSD supplier registration number (14-day grace period post-closing if unregistered).
• Valid Tax Clearance Certificate or SARS Pin.
• Company registration documents.
• Copies of Directors’ ID documents.

• Stage 1C (Technical Compliance): Must meet ALL Section 4 technical specifications; non-compliance leads to automatic disqualification.

Stage 2 – Technical/Functionality:

• Minimum threshold: 70%. Bidders scoring below this are excluded from Stage 3.
• Criteria and weights:

• Company Experience (50 points): Submit 3–5 customer reference letters (on letterhead) for billboard installations in the past 5 years. Each must include customer details, project scope, and dates.
• Key Technical Personnel Certifications (50 points): Provide OEM-issued certificates for 1–5+ trained/certified personnel.

Stage 3 – Price and Specific Goals (100 points total):

• Price: 80 points (80/20 Preference Point System: PS = 80(1−(Pt−Pmin)/Pmin)).
• Specific Goals: 20 points for B-BBEE and other preference criteria:

• Black Women Owned (4 points).
• Black Youth Owned (4 points).
• Owned by Black People with Disability (4 points).
• B-BBEE contributor status level 2+ (4 points).
• EME/QSE 51% Black Owned (4 points).

Scope: Supply, installation, and 36-month support of a 2-sided Outdoor Digital LED billboard at Umjantshi House, Braamfontein.

Deliverables and Requirements:

• Two LED screens (3m x 2m each) with mandatory specifications:

• Pixel pitch: P6.67.
• Lamp type: SMD.
• Pixel density: 22,478 pixels/m².
• Lifetime: ≥100,000 hours (70% brightness).
• Brightness: ≥7,500 cd/m².
• Refresh rate: ≥3,840Hz.
• Viewing angle: Horizontal ≥140°, Vertical ≥140°.
• Weather resistance: IP65 or higher.
• Warranty: 36 months.

• Control System:

• Remote content publishing, screen control, and monitoring (PC/smartphone/tablet).
• Scheduled playback, real-time scaling, color calibration, sensor integration (brightness, temperature, humidity).
• WIFI and 4G/5G connectivity.
• 36-month warranty and maintenance.

• Content Management Software: 5 additional DC Media On Prem licenses for 36 months.
• Installation:

• Completion within 12 weeks of Purchase Order (PO) receipt; submit project plan confirming timeline.
• Angled structure with 3m ground clearance, robust for outdoor conditions.
• Safety file, design documents, and electrical work with Certificate of Compliance (CoC).
• Installation and commissioning in Braamfontein.

• Support and Maintenance:

• 36-month post-handover support for all hardware/software.
• Next business day response time.

• Additional Services:

• User training included in pricing.
• Digital Content Services Specialist (rate per hour required) for technical/creative management of digital outdoor advertising networks.

• Pricing must follow Annexure A schedule (excl. VAT) with detailed breakdowns for:

• Outdoor LED Screens (2 units, 3m x 2m).
• Control System for LED Screens.
• DC Media Licenses (5 additional).
• Robust Steel Structure (angled, 2-sided, 3m clearance).
• Installation and project management (data/electrical cabling with CoC, safety file, design drawings, site clearance).
• Support and Maintenance (36 months).
• Rate per hour for Digital Content Services Specialist (624 hours estimated).

• All equipment must include a 36-month warranty.
• Solution pricing must include user training.
• Payment terms and financial capacity evidence may be required (refer to compliance).

Mandatory (Stage 1A – Automatic Disqualification if Missing):

• Complete all RFP documentation (declarations, SBDs, Commissioner of Oath signatures).
• OEM accreditation letter/certificate for LED screens and controllers.
• Proof of certified Structural Engineer (design, safety compliance, municipal by-laws).
• Proof of certified registered electrical contractor with valid CoC.

Basic (Stage 1B – Bid May Be Disqualified if Missing):

• Signed Joint Venture/Consortium Agreement (if applicable).
• Original/certified B-BBEE certificate (SANAS-issued; pre-2017 IRBA/Accounting Officers certificates may still apply). Affidavit required for QSEs/EMEs.
• CSD supplier registration number (14-day grace period post-closing if unregistered).
• Valid Tax Clearance Certificate or SARS Pin.
• Company registration documents (CIPC).
• Copies of Directors’ ID documents.

Technical (Stage 1C – Automatic Disqualification if Non-Compliant):

• Must meet ALL Section 4 technical specifications; product brochures required as proof.

Preference Points (Stage 3 – 20 Points):

• B-BBEE contributor status (level 2+): 4 points.
• Black Women Owned: 4 points (certified copy of ID documents of owners).
• Black Youth Owned: 4 points (certified copy of ID documents of owners).
• Owned by Black People with Disability: 4 points (certified copy of ID and doctor’s note).
• EME/QSE 51% Black Owned: 4 points (audited financials/B-BBEE certificate or affidavit).