Supply and delivery of camera equipment, photography lighting, microphones and related items

Closing date: 30 October 2026 at 11:00

Bidding procedure enquiries:

• Contact: Mmeme Mogotsi
• Email: [email protected]
• Telephone: not provided
• Facsimile: not provided

General SCM enquiries (no quotes):

• Email: [email protected]

Invoice submissions:

• Email: [email protected]

Submission method: Bids must be delivered to the correct address by the stipulated time. Late bids will not be considered. No bids sent via post/courier will be considered if received after closing time. No bids by telefax or telegraph will be considered. Bids must be submitted on official forms (not retyped) or in the prescribed manner. Each bid must be in a separate sealed envelope with the bidder's name, address, bid number and closing date indicated. Bids must not be included in packages containing samples. Corrections must be initialled; use of correcting fluid is prohibited. Enquiries (no quotes) to [email protected]. Invoices to [email protected].

Returnable forms (all must be completed and signed):

• SBD 1: Invitation to Bid (Part A) – bidder and contact details.
• Part B: Terms and Conditions for Bidding – signed acceptance.
• Declaration of CSD Registration – certifies CSD information is correct and up to date.
• SBD 3.1: Pricing Schedule – firm prices (excl. VAT) for all items.
• SBD 4: Bidder's Disclosure – discloses any state employment or relationships with the procuring institution.
• SBD 6.1: Preference Points Claim – claims B-BBEE points; attach active B-BBEE certificate or affidavit.
• SBD 7.1: Contract Form – signed by bidder as the offer.
• Board Resolution / Authority to Sign – authorises the signatory to bind the bidder.
• Proof of authority (company resolution) must accompany signature.
• B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• VAT registration number and tax compliance PIN or CSD number.

Disqualification risks:

• Any required form missing, unsigned, or with outdated CSD information.
• Bids not on official forms, retyped, or altered without initials.
• Bids received after closing time or at the wrong address.
• Using non-South African employees unless vetted and holding work permits.

Evaluation stages:

1. Administrative compliance – all returnable forms (SBD 1, Part B, CSD declaration, SBD 3.1, SBD 4, SBD 6.1 with B-BBEE evidence, SBD 7) must be present and valid.
2. Mandatory compliance – tax compliance, CSD registration, no state employees.
3. Preference point system: 80/20 (applicable for requirements up to R50 million all taxes included).

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals (claimed via SBD 6.1):

• Black-owned: 100% = 10 points, ≥51% = 5 points, >0% and <51% = 2 points, 0% = 0 points.
• Women-owned: 100% = 4 points, ≥51% = 2 points, >0% and <51% = 1 point, 0% = 0 points.
• Youth-owned: 100% = 3 points, ≥51% = 2 points, >0% and <51% = 1 point, 0% = 0 points.
• Military veteran-owned: 100% = 3 points, ≥51% = 2 points, >0% and <51% = 1 point, 0% = 0 points.

Failure to submit proof for specific goals means no points claimed. The state may require substantiation of claims. Price formula for 80/20: Ps = 80(1 - (Pt - Pmin)/Pmin).

Supply and delivery of camera equipment, photography lighting, microphones, and related items. The pricing schedule lists 26 line items with quantities:

• SHURE SM7B dynamic vocal microphones (qty 3)
• RODE boom arms (qty 3)
• NIKON Z 70-180mm F/2.8 lens (qty 1)
• SONY FE 200-600mm F/5.6-6.3 G OSS lens (qty 1)
• 2TB external hard drives (qty 1)
• RODECASTER Pro II (qty 1)
• DJI Mini Mic 3 external microphones with 2TX/1RX/charging case (black) (qty 1)
• Adobe Premiere Pro video editing software with licence (qty 1)
• Professional heavy-duty tripods with fluid drag head for DSLR/SLR (qty 4)
• LiveU Solo (qty 1)
• Gimbal combo kit with AI tracking module and briefcase (qty 1)
• Living room armchairs (qty 2)
• PC gaming – AMD Ryzen 5 7600, Patriot 32GB DDR5 6000MHz memory (qty 1)
• Acer X1128i portable projector (qty 1)
• Godox MS 300V-D 300WS studio monolights strobe flash kit with LED modelling lamps (3 lights) (qty 3)
• SoundCraft EFX12 12-channel mixer with effects (qty 1)
• Shure wireless microphone (qty 1)
• Sony ZV10 II -E10 mirrorless cameras (qty 3)
• Rode RODECASTER video all-in-one production console (qty 1)
• Sigma 28-70mm Sony E lenses (qty 3)
• DJI Osmo Mobile 8P (qty 1)
• DJI Air 3S drone combo (qty 1)
• JBL PartyBox 520 portable speaker (qty 1)
• Insta360 LUNA Ultra (qty 1)
• Microphone boom stands (qty 2)
• LANE Pro Array X-18 2.2 speaker combo (qty 1)

All goods must be new, unused, of the most recent or current models, incorporating recent improvements. Goods must conform to standards in the bidding documents. Delivery costs must be included in bid price. Delivery at prescribed destination.

Goods must conform to standards in the bidding documents. Pre-bidding testing costs for bidder's account. The purchaser may inspect supplier's premises and records; supplier must permit audit. If goods fail inspection/tests, costs borne by supplier; rejected goods must be removed and replaced at supplier's cost; failure may lead to purchase at supplier's expense and contract cancellation.

Pricing schedule must be completed on SBD 3.1 (firm prices). Prices exclude VAT, add 15% VAT, total inclusive all taxes. All delivery costs included. Offer valid 120 days from closing date. Separate pricing schedule required for different delivery points. Delivery must be firm/not firm indicated. Country of origin and brand/model must be stated. Any deviations from specification must be indicated. The schedule lists 26 items with quantities as per technical specifications.

Pricing format: SBD 3.1 Pricing Schedule – firm prices only (no price variation, no rates of exchange fluctuations). Prices must be quoted excluding VAT, with VAT at 15% added, total inclusive of all taxes. All delivery costs must be included in the bid price. Prices must be fixed and remain valid for 120 days from closing date. The offer must cover all costs associated with the service.

Payment terms: Payment in South African Rands on a fixed price (inclusive of VAT) basis. Payment within 30 days of receipt of an approved invoice, against key deliverables. Disbursements must not exceed 10% of total amount paid and require original receipts with agreed expense list.

Performance security: Within 30 days of contract award notification, the successful bidder must furnish performance security as specified in the Special Conditions of Contract (amount not stated in the document). Forms include bank guarantee, irrevocable letter of credit, cashier's or certified cheque. Security discharged within 30 days after completion of performance obligations.

Penalties per GCC: For late delivery, a penalty calculated on the delivered price of delayed goods using the current prime interest rate per day of delay. The purchaser may also terminate the contract and claim damages.

Tax compliance:

• Must submit a valid Tax Compliance Status (TCS) PIN from SARS, or a CSD number if registered on the Central Supplier Database. TCS PIN obtained via e-filing at www.sars.gov.za. Printed TCS certificate may be submitted. Consortia/JVs/subcontractors must each submit separate TCS PIN/CSD number.
• Must be VAT registered (VAT number required).

Central Supplier Database (CSD):

• Must be registered on CSD; CSD registration declaration must be submitted certifying information is correct and up to date. Incorrect information may cause disqualification.

Eligibility:

• Bidders must not be persons in the service of the state, nor companies/close corporations with directors/members who are persons in the service of the state.
• Bidders listed on the Register of Tender Defaulters or List of Restricted Suppliers are disqualified.

B-bbee:

• To claim preference points, submit a valid B-BBEE certificate or sworn affidavit (EMEs & QSEs). Evidence must be attached to SBD 6.1.

Foreign suppliers:

• Complete the questionnaire in Part A. If not resident in RSA, no branch, no permanent establishment, no source of income, and not liable for RSA taxation, then no TCS PIN required.

Local content:

• No specific local content percentage stated. (The document mentions local production/content in SBD 7.1 but no threshold given.)

No specific health and safety requirements stated. The document includes standard form declarations (SBD 4) and general contract terms.

The contract is subject to the General Conditions of Contract (GCC). Warranties: goods must be new and defect-free; warranty valid 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier. Supplier must repair or replace defective goods at own cost. Payment: within 30 days of invoice/receipt of approved invoice. Prices fixed, no variation unless authorised. No assignment of contract without consent. Subcontracts must be notified in writing. Delays: supplier must notify in writing; penalties may apply per GCC clause 22. Termination for default: for failure to deliver, failure to perform obligations, or corrupt/fraudulent practices. Restriction penalty up to 10 years for doing business with public sector.

Evaluation uses the 80/20 preference point system. Price 80 points, specific goals 20 points. Specific goals: Black-owned (max 10), Women-owned (max 4), Youth-owned (max 3), Military veteran-owned (max 3). Proof must be submitted with SBD 6.1. If no proof, no specific goal points. The state may request substantiation. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin).