Appointment of service provider to support audio visual systems in the main boardroom and ce committee room

Closing date: 25 August 2026 at 12:00. Bid validity period: 90 days from closing date. No briefing or site visit is stated.

SCM queries: Martin Ndobe, telephone 012 426 5119, email [email protected]. Technical queries: Jerry Ndaba, telephone 012 426 5194, email [email protected]. Submission email: [email protected].

Bids must be submitted by email to [email protected] only; submissions to any other address will not be accepted. Late bids will not be considered. Bids must be submitted on the official forms provided, not re-typed. Bidders may not contact SANParks staff other than the named officials. Returnable documents: fully completed SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim) with original or certified B-BBEE certificate or sworn affidavit, SBD 7.2 (Contract Form), quotation on company letterhead, proof of CSD registration, and proof of authority to sign (e.g. company resolution).

Mandatory evaluation phase — failure to comply disqualifies the bid: (1) minimum of five reference letters for audio-visual maintenance or servicing, not older than five years, signed by client on letterhead, with contact details; (2) proof of Polycom technology installation and maintenance accreditation (photo of equipment, letter from Polycom, or proof of accreditation from OEM); (3) CVs of two technicians with audio-visual qualifications and Polycom certification plus training. Price and preference evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. Specific goals: 10 points for enterprises owned by black people with at least 51% shareholding (points scale based on shareholding percentage), 10 points for enterprises owned by women with at least 30% shareholding (points scale based on shareholding percentage).

Scope: maintenance and support of audio-visual systems in the Main Boardroom and CE Committee Room at SANParks Head Office, 643 Leyds Street, Muckleneuk, Pretoria. Services include: scheduled preventative maintenance (quarterly technician visits) and continuous training (fixed cost); unscheduled reactive repair maintenance (variable cost); upgrading and expansion of the system, including software upgrades; technical and professional support (maintenance evaluation, systems engineering consultation, supply and replacement of faulty equipment, on-site and off-site repair, monitoring of maintenance stock, response to breakdown calls, monthly maintenance reports, system audits twice per annum, attendance of management meetings, training of staff). System downtime limited to a maximum of 24 hours; loan equipment must be provided on request; standby technician required during IMBIZO. Equipment covered includes Taiden digital conference microphones and congress systems, Poly TC10 and G7500 units, Polycom cameras, Epson projectors, Extron switchers, Bose and JBL speakers, Kramer distribution amplifier, LG screens, and Polycom audio systems. Replacement cost of equipment must be included in the SLA.

The service provider must perform scheduled preventative maintenance (quarterly technician visits), unscheduled reactive repairs, system upgrades and expansion, and provide technical and professional support. This includes maintenance evaluation and planning, systems engineering consultation, supply and replacement of faulty equipment, on-site and off-site repair, monitoring of maintenance stock, response to breakdown calls, monthly maintenance reports, system audits twice per annum, attendance of management meetings, training of staff, limiting downtime to 24 hours, providing loan equipment, and standby technician during IMBIZO. Both parties will nominate liaison persons for emergency and coordination purposes.

Pricing Schedule 1 covers systematic preventative maintenance for a three-year contract period. Items: technician standby on every IMBIZO (12 services), systematic maintenance on systems (12 services), annual systems check and maintenance (3 services), systems audit and recommendations repair (3 services), call-out estimated in contract duration (per service). A provisional sum of R200,000.00 is included for contingency. Total prices must include VAT at 15%. The system address is SANParks Head Office, 643 Leyds Street, Muckleneuk, Pretoria. A bill of quantities lists equipment with models and quantities; replacement costs must be included in the SLA.

Pricing Schedule 1: Systematic Preventative Maintenance for a three-year contract period. Items: technician standby on every IMBIZO (12 services), systematic maintenance on systems (12 services), annual systems check and maintenance (3 services), systems audit and recommendations repair (3 services), call-out estimated in contract duration (per service). A provisional sum of R200,000.00 is included for contingency and any items not quoted. Prices must be supported by a detailed written quotation as per the scope of work. VAT at 15% must be added. Payment within 30 days of receipt of invoice in accordance with PFMA. Variable costs: call-out rates including weekends and public holidays, installation rate per hour; materials require quotation for approval before purchase.

CSD registration is mandatory; proof of registration must be submitted or the bid is disqualified. Tax compliance: bidders must submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate; if no TCS PIN, a CSD number must be provided. Consortia, joint ventures, and sub-contractors must each submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered. B-BBEE: SBD 6.1 must be accompanied by an original or certified B-BBEE Status Level Verification Certificate or a B-BBEE Sworn Affidavit (for EMEs and QSEs) to qualify for preference points. Foreign suppliers must complete the foreign supplier questionnaire. POPIA compliance is required. The service provider must acknowledge duties under the OHS Act.

The service provider must be fully aware of the provisions of the Occupational Health and Safety Act and is an employer in its own right with duties and responsibilities as prescribed in the Act.

The contract is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC); where there is conflict, SCC prevails. The successful bidder must sign a written Contract Form (SBD 7.2). Performance security may be required within 30 days of contract award, in the form of a bank guarantee or irrevocable letter of credit, as specified in the SCC. The supplier must not disclose contract information without prior written consent, and must permit audit of records. The supplier indemnifies the purchaser against third-party claims of patent, trademark, or industrial design infringement.

Bidders must not contact any SANParks staff other than the named officials. Bids must be delivered timeously to the correct address; late bids will not be accepted. Bids must be submitted in the prescribed manner. The successful bidder must sign a written Contract Form (SBD 7). Payment within 30 days of receipt of invoice in accordance with PFMA. Upon appointment, the service provider must confirm ability to provide the services as per the terms of reference; failure to confirm may result in cancellation of the Purchase Order.

Mandatory evaluation criteria: five reference letters, proof of Polycom accreditation, and CVs of two technicians with audio-visual qualifications and Polycom certification. Compliance documents: fully completed SBD 1, quotation on company letterhead, SBD 4, SBD 6.1 with B-BBEE certificate or sworn affidavit, SBD 7.2. CSD registration is mandatory. POPIA compliance is required. The service provider must acknowledge OHS Act duties.

The 80/20 preference point system applies: 80 points for price, 20 points for specific goals. Specific goals are promotion of enterprises owned by black people with at least 51% shareholding and preference to enterprises owned by women with at least 30% shareholding, each with a points scale based on shareholding percentage.