Professional sound and audio-visual services for events at the afrikaans language museum and monument

• The ATM is a Schedule 3A public entity subject to the PFMA and Treasury Regulations.
• It hosts cultural, educational, and heritage events requiring professional sound and AV services for live events, presentations, and multimedia displays.
• Objective: Appoint a service provider to deliver sound and AV services, including equipment supply, setup, operation, and technical support for events, workshops, and conferences.

• Advert date: 15 July 2026.
• Compulsory briefing/information session: Thursday, 06 August 2026 at 10:00. Venue: Afrikaans Language Monument, Gabbema Doordrift Street, Paarl.
• Closing date and time for quotations: Friday, 14 August 2026 at 11:00.

• A compulsory information session is scheduled for Thursday, 06 August 2026 at 10:00 at the Afrikaans Language Monument, Gabbema Doordrift Street, Paarl.

• For bidding procedure and CSD enquiries:

• Contact person: Fabian Ontong (Finance Assistant).
• Telephone: 021 872 3441.
• Fax: 021 872 3642.
• Email: [email protected].

• For technical and site enquiries:

• Contact person: Heinrich Von Wielligh.
• Telephone: 021 872 3441.
• Fax: 021 872 3642.
• Email: [email protected].

• Submission address: Historium Building, 11 Pastorie Avenue, Esterville, Paarl.

• Submit your quotation by the closing date and time: Friday 14 August 2026 at 11:00.
• Deliver all applications to the Historium Building, 11 Pastorie Avenue, Esterville, Paarl. No late submissions will be accepted.
• The quotation must be submitted in a file, punched and placed with dividers between each schedule.
• Use the required numbering system for schedules as per the document checklist.
• Failure to submit the following documents will lead to immediate disqualification:

• Central Supplier Database (CSD) registration number.
• Original, valid SARS tax clearance certificate.
• Original, valid B-BBEE certificate.
• Certified proof of company registration documents.
• Completed and signed SBD forms 1, 3.3, 4, 6.1, 6.2, 7.2, 8, 9 and General Conditions of Contract (GCC), initialised on each page.

• Double-check that all required documents are attached before submission.

• Required documents: CSD registration number, original valid tax clearance, original valid B-BBEE certificate, certified company registration, completed and signed SBD 1, 3.3, 4, 6.1, 6.2, 7.2, 8, 9 and GCC initialised on each page.
• Document checklist includes schedules for supplier registration, request for quotation, SBD forms, proof of registration, bank rating, tax clearance, B-BBEE verification, company profile, project manager CVs, client testimonials, and detailed formal quotation.

Valid original SARS tax clearance certificate; Certified copy of company registration documents; Registration on Central Supplier Database (CSD) with completed SBD4 form; Minimum 2 years' experience in professional sound and AV services with references; Proof of Public Liability Insurance; Staff trained in sound engineering and AV operation; Compliance with health and safety regulations; Submission of all required SBD forms (1, 3.3, 4, 6.1, 6.2, 7.2, 8, 9) and General Conditions of Contract (GCC); B-BBEE certificate or sworn affidavit.

• Scope: Provide professional sound and audio-visual (AV) services for events, workshops, and conferences at the Afrikaans Language Museum and Monument (ATM).
• Services include equipment supply, setup, operation, and technical support.
• Specific deliverables:

• Supply, install, and operate sound systems (microphones, speakers, mixing consoles).
• Supply, install, and operate AV equipment (projectors, screens, LED displays, lighting).
• Provide technical support during events, including troubleshooting and live mixing.
• Ensure proper storage, transport, and safe setup of all equipment.
• Test all equipment prior to events.
• Advise ATM staff on AV requirements, including room acoustics and lighting.
• Supply backup equipment and contingency plans.
• Provide post-event reports and invoices/delivery notes.

• Minimum bidder requirements:

• Minimum 2 years' experience in professional sound and AV services, with references.
• Proven capability to set up and operate the specified equipment.
• Trained and experienced staff in sound engineering and AV operation.
• Provision of all necessary equipment, cabling, and backup systems.
• Compliance with all health and safety regulations, including electrical safety.
• Proof of Public Liability Insurance.

• Service methodology includes:

• Supply, installation, and operation of sound and AV equipment.
• Technical support during events, including troubleshooting and live mixing.
• Proper storage, transportation, and safe setup of equipment.
• Pre-event testing of all equipment.
• Advising ATM staff on AV requirements (room acoustics, lighting, equipment needs).
• Providing backup equipment and contingency plans.
• Post-event reporting and invoicing.

• Minimum 2 years' experience in professional sound and AV services, with references.
• Proven capability in setting up and operating sound systems, projectors, screens, lighting, and multimedia equipment.
• Staff must be trained and experienced in sound engineering and AV operation.
• Submit company profile, qualifications and CVs of project manager, and minimum 3 written client testimonials.

• Quotations must include cost per event for equipment rental, setup/operation/technical support, and any additional charges (transport, labour, overtime).
• Prices must be inclusive of VAT and valid for at least 60 days.
• Complete the SBD 3.3 pricing schedule with:

• Ceiling price for the project.
• Hourly/daily rates for personnel involved.
• Cost per phase and man-days per phase.
• Travel and other expenses with rates, quantities, and amounts.
• Indication if rates are firm for the full contract period and basis for adjustments if not.

• Quotations must include:

• Cost for equipment rental per event.
• Cost for setup, operation, and technical support per event.
• Any additional charges (transport, labour, overtime).

• All prices must be inclusive of VAT.
• Quotes must remain valid for a minimum of 60 days from submission.
• Payment will be made per event based on services rendered, according to the approved quotation.
• Invoices must be supported by:

• Detailed invoice showing event date, services provided, and equipment used.
• Proof of delivery/completion of services.
• Any additional documentation required by ATM.

• Submitted pricing must be fixed for the quotation validity period and cannot be adjusted unless agreed in writing by both parties.
• Bidders must complete the SBD 3.3 pricing schedule, indicating ceiling price, hourly/daily rates for personnel, phase costs, and travel/other expenses.

• Mandatory registrations and certificates:

• Valid, original SARS tax clearance certificate.
• Certified copy of company registration documents.
• Registration on the Central Supplier Database (CSD). Service providers not registered must register before quotation consideration.
• Completed SBD 4 form.
• Original, valid B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.

• Other requirements:

• Prior to award, ATM will check the National Treasury database for listed restricted suppliers or tender defaulters.
• Bidders must submit a CSD number or Tax Compliance Status PIN.
• Bidders must complete and submit SBD 6.1 for preference points and SBD 6.2 for local content declaration if applicable.
• No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state, unless proper authority is submitted.

• Compliance with all health and safety regulations is required, including electrical safety.
• Proof of Public Liability Insurance must be submitted.

• Contract duration: 2 years, subject to satisfactory performance and availability.
• The ATM reserves the right to not accept any proposal, including the lowest-priced, and is not obliged to accept any proposal.
• Late, incomplete, or non-compliant submissions will not be considered.
• The appointed service provider will be accountable to the designated ATM representative and must coordinate on event requirements, technical specs, and setup.
• The service provider is responsible for the proper functioning, operation, and management of all equipment during events.
• General terms allow ATM to amend RFQ conditions, validity, specifications, or closing date before closing; not appoint any provider; vary terms before adjudication; award in whole or part without reasons; and cancel or withdraw without liability.

• Minimum requirements include valid SARS tax clearance, certified company registration, CSD registration, 2 years' experience, proven equipment operation capability, trained staff, provision of equipment, health and safety compliance, Public Liability Insurance, and clear VAT-inclusive pricing.
• Service providers not on CSD must register first.
• ATM will verify bidders against the National Treasury List of Restricted Suppliers and Register for Tender Defaulters.

• Primary criteria (legality) covers document completeness, signing, no unauthorized changes, no correction fluid, submission of tax certificate and warranty.
• Secondary criteria ensure quotations are evaluable (complete schedules, furnished information).
• Price and preference evaluation uses 80/20 scoring: 80 points for price, 20 points for B-BBEE status level.