Supply, delivery, installation and commissioning of audio-visual and video conferencing solutions for dws training centre

Department: Supply Chain Management. No specific name, email, phone, or physical address provided in the document.

Submit a completed SBD4 Bidder’s Disclosure form. Disqualification risks: bidder or associated persons listed in the Register for Tender Defaulters or List of Restricted Suppliers. Bids will be disqualified if the disclosure is false, incomplete, or misleading. Collusive bidding (consultation, communication, or agreements with competitors on pricing, specifications, bid intentions, or delivery details) is prohibited. Penalties include: rejection of bid, reporting to the Competition Commission for administrative penalties, or reporting to the National Prosecuting Authority (NPA) for criminal investigation. Bidders may also be restricted from public sector business for up to 10 years under the Prevention and Combating of Corrupt Activities Act.

Bidder must declare under oath: (1) if the bidder or any director, trustee, shareholder, member, partner, or person with controlling interest is employed by the state (provide full names, ID numbers, and state employee numbers if applicable); (2) if any person connected to the bidder has a relationship with an employee of the procuring institution (provide details); (3) if the bidder or associated persons have interests in other related enterprises (provide details). Joint ventures or consortia are exempt from collusive bidding rules. Bidders must certify that the bid was prepared independently and without disclosure to competitors prior to the official bid opening or contract award.

Compulsory site briefing: 20 May 2026 at 10:00 AM at the Infrastructure Branch Training Centre (IBTC), Roodeplaat. Closing date: 01 June 2026 at 11:00 AM.

Administrative enquiries: Ms. Rejoice Kubheka, 017 720 1616, [email protected]. Technical enquiries: Ms. Khanyisile Dhlamini, 060 980 5413, [email protected].

Submit the original bid with a cover letter and supporting documents in a sealed envelope endorsed with the tender number (WTE191CE) and title. Deposit in the bid box at the Department of Water and Sanitation, Construction East Office Building, Grootdraai Dam, Standerton. Late bids will not be accepted. Do not re-type official forms; use black ink if completing manually. Ensure all pages are included and the pricing schedule (SBD 3.1) is fully completed and signed.

The tender follows a four-phase evaluation process: Phase 1 (Mandatory Requirements), Phase 2 (Administrative Compliance), Phase 3 (Technical Evaluation/Specification Compliance), and Phase 4 (80/20 Preference Points System). Mandatory requirements include compulsory site briefing attendance, OEM accreditation, 3 references for similar work, a detailed implementation plan, SHEQ compliance (ISO 45001, 14001, 9001), certified resources, and a valid COIDA certificate. Failure to meet any mandatory requirement results in disqualification.

Supply, delivery, installation, and commissioning of AV and video conferencing solutions for the IBTC Boardroom, Auditorium, Classroom 2, Dining Wall, and Computer Room. Requirements include 4K conferencing cameras, AV switchers, signal extension over CATx, interactive displays with 5-year warranties, and professional programming. All equipment must be OEM certified; no generic equipment is permitted. A 1-year SLA for support and maintenance is required for most rooms.

Pricing must be firm and include all costs (VAT, delivery, labour, materials, and equipment). Payment is via Electronic Fund Transfer (EFT) within 30 days of invoice approval. No upfront payments. Bidders must complete the SBD 3.1 pricing schedule in full; failure to do so will invalidate the bid.

Must be registered on the Central Supplier Database (CSD). Must be tax compliant (provide SARS PIN). Must provide proof of B-BBEE status (certificate or sworn affidavit) to claim preference points. Local content requirements apply (90% threshold for cables; complete Annexure C). Must hold CIDB grading 2SZ or higher. Provide proof of COIDA registration and OEM accreditation for all products.

Scope: Supply, delivery, installation, and commissioning of audio-visual and video conferencing solutions, including some local content items, for the Department of Water and Sanitation at the Infrastructure Branch Training Centre (IBTC) in Roodeplaat, Pretoria, Gauteng.

Standards: Goods must conform to standards specified in the bidding documents and Special Conditions of Contract (SCC).

Inspection and Testing:

• Premises must be open for inspection by the Department or its representative during production or execution.
• Pre-bidding testing is at the bidder’s cost.
• Non-compliance with contract requirements may result in rejection of supplies or services.
• Costs of inspections/tests are borne by the purchaser if supplies comply, or by the supplier if they do not.

Packing: Must prevent damage or deterioration during transit, including exposure to extreme temperatures, salt, precipitation, and rough handling. Must comply with special requirements in the contract or SCC.

Delivery: Must comply with contract terms; shipping and other documents as specified in SCC. Delivery into consignee’s store or site means unloaded and receipted at the specified location, with the supplier bearing all risks and charges until then.

Incidental Services: May include on-site assembly, commissioning, maintenance, repair, training, and provision of operations/maintenance manuals. Prices for these services must be agreed in advance if not included in the contract price.

Warranty:

• Goods must be new, unused, of recent models, and incorporate recent design/material improvements.
• Valid for 12 months after delivery/acceptance or 18 months after shipment (whichever is earlier), unless otherwise specified in SCC.
• Supplier must repair or replace defective goods at no cost upon written notice. If the supplier fails, the purchaser may take remedial action at the supplier’s expense.

Spare Parts: Supplier may be required to provide spare parts, advance notification of production termination, and furnish blueprints/drawings/specifications at no cost if requested.

Performance Security:

• Successful bidder must furnish performance security within 30 days of contract award, as specified in SCC.
• Forms: Bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque.
• Currency: Rand or a freely convertible currency acceptable to the purchaser.
• Discharge: Returned within 30 days of completion of obligations, including warranty period.

Payment:

• Method and conditions specified in SCC.
• Invoices must be accompanied by a delivery note and fulfillment of other contract obligations.
• Payments made within 30 days of invoice submission.
• Default currency is Rand unless otherwise stipulated in SCC.

Pricing:

• Prices must not vary from quoted prices unless authorized in SCC or bid validity extension.
• Prices for incidental services (if not included in contract price) must be agreed in advance and not exceed prevailing rates.

Penalties:

• Late delivery or non-performance may incur penalties calculated using the current prime interest rate per day of delay.
• Purchaser may terminate the contract and claim damages or excess costs for substitute procurement.

Insurance: Goods must be fully insured in a freely convertible currency against loss or damage during manufacture, acquisition, transportation, storage, and delivery, as specified in SCC.

Tax Compliance:

• No contract awarded to bidders with outstanding tax matters.
• Original tax clearance certificate from SARS must be submitted prior to award.

Local Content:

• Local content means the portion of the bidding price not included in imported content, provided local manufacture occurs.
• Imported content includes costs of imported components, freight, import duties, and handling charges.

Anti-Corruption and Fraud:

• Corrupt or fraudulent practices (e.g., bid rigging, collusion) may result in contract termination, restriction from public sector business for up to 10 years, and damages claims.
• Suppliers must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.

Restrictive Practices:

• Collusive bidding or bid rigging is prohibited under the Competition Act.
• Evidence of such practices may lead to bid invalidation, contract termination, public sector restrictions, and referral to the Competition Commission.

National Industrial Participation Programme (NIPP): Applicable to contracts subject to NIP obligations, as administered by the Department of Trade and Industry.

General:

• Contracts interpreted under South African law.
• All correspondence and documents must be in English.
• Suppliers must notify the purchaser of subcontracts awarded and are liable for subcontractor performance.