Supply, delivery, installation & commissioning of audiovisual equipment – greater kokstad municipality tender (kwazulu-n

Closing date: 06 November 2026 at 12:00

Compulsory briefing: 27 October 2026 at 10:00, Adam Kok III Building, 75 Hope Street, Kokstad. No latecomers admitted.

Compulsory briefing meeting: 27 October 2026 at 10:00, Adam Kok III Building, 75 Hope Street, Kokstad. No latecomers will be admitted.

Bidding procedure enquiries:

• Contact: Andiswa Mahlaka
• Department: Corporate Services
• Telephone: 039 797 6743
• Fax: 039 727 3676
• Email: [email protected]

Technical enquiries:

• Contact: S. Cwati
• Department: Budget and Treasury Office
• Telephone: 039 797 6711
• Fax: 039 727 3676
• Email: [email protected]

Submission address:

Reception Area

75 Hope Street

Kokstad, 4700

Municipal Manager: Mr S R Zwane

Submission method: sealed tender box

• Address: Reception Area, 75 Hope Street, Kokstad, 4700
• Mark envelope: "Bid No.: GKM 17-26/27 SUPPLY, DELIVERY, INSTALLATION AND COMMISSIONING OF AUDIO-VISUAL EQUIPMENT FOR GREATER KOKSTAD MUNICIPALITY COUNCIL CHAMBER"
• Closing time: 06 November 2026 at 12:00
• Late, telegraphic, e-mailed, or faxed bids will not be considered
• Bids must be submitted on official forms (not retyped); use black ink, no correction fluid, initial any alterations
• The total bid price must be carried over to MBD 1

Returnable documents (all must be completed, signed, and submitted):

• MBD 1 (Invitation to Bid): confirms bidder details, pricing, and acceptance of conditions; omission of pricing or bidder details disqualifies the bid
• MBD 4 (Declaration of Interest): discloses any relationship with municipal employees, councillors, or state officials; all directors, shareholders, and partners must be listed; false declaration leads to disqualification or blacklisting
• MBD 6.1 (Preference Points Claim Form): claims preference points for specific goals; points claimed must be written, not ticked; unsigned form forfeits points but does not disqualify
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares any prior restriction, termination, or failure to perform on government contracts
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared independently without collusion or price fixing; omission renders bid non-responsive
• Copy of CSD report (not older than 3 months) or CSD number on MBD 1 for verification
• Printed copy of SARS Tax Pin (if not attached, CSD printout used for verification; not attaching does not eliminate the bidder)
• Proof that the company and each director do not owe municipal rates, taxes, or service charges for more than 90 days (refer to Section J for acceptable proof)
• Proof of warranty for components
• Completed checklist (Section C)
• Authority to sign letter or completed certificate (Section H) for the relevant entity type
• Tender consent form (Section I) for POPIA consent

Disqualification risks:

• Incomplete, unsigned, or missing mandatory documents cannot be rectified after closing
• Bids from persons in the service of the state, or who owe rates/services/taxes to any municipality for more than 90 days, or listed on National Treasury's tender defaulters or restricted service providers list will not be accepted

Two-stage evaluation (National Treasury Circular No. 53):

• Stage 1 – Functionality: minimum threshold of 60 points to proceed to Stage 2
• Company Experience (50 points): 5 or more completed audio-visual supply, installation, and commissioning projects to the public sector – 50 points; 3–4 completed projects – 30 points. Verification: signed appointment letters/orders and signed reference letters for each project; points only awarded where all required documents are submitted
• OEM Partner/Reseller Certificate (30 points)
• Stage 2 – 80/20 preferential point system: 80 points for price, 20 points for specific goals
• Goal 1 – Ownership (max 10 points): business owned 50% or more by black person – 5 points; business owned 50% or more by black women – 5 points. Verification: detailed CSD
• Goal 2 – RDP (max 10 points): promotion of business located within KZN – 10 points. Verification: refer to Section J

Minimum qualifying score: 60 points on functionality

Scope: Supply, delivery, installation, and commissioning of audio-visual equipment for the Greater Kokstad Municipality Council Chamber, including decommissioning of the current system.

Key equipment (quantities as specified):

• 1 x 86-inch 4K UHD interactive large format display (wall-mounted, with mounting equipment, LAN cable from switch, neat cabling with trunking and cable locking clamps)
• 1 x 55-inch 4K UHD smart LED panel (duplicates main interactive screen, table-mounted)
• 1 x wireless presentation device (with 2 transmitters, storage/charging cradle for 6 transmitters)
• 3 x full 4K HDMI extender sets over CAT5e/CAT6 (up to 70m)
• 1 x 1x2 HDMI 2.0 distribution amplifier (4K 4:4:4 HDR 60Hz)
• 3 x surface mount speakers (5-inch 2-way, 60W rated, 100V/70V line)
• 1 x media player, mixer amplifier with Bluetooth, remote control, on-board tuner and MP3
• 1 x surface mount 120W 100V stepped attenuator with back box (wall-mounted)
• 1 x control unit with recorder and DAFS (connects up to 80 discussion devices, MP3 recorder, internal recording up to 8 hours, web browser control, automatic HD camera control)
• 24 x discussion devices with long microphone (request-to-speak indication, built-in loudspeaker, headphone socket, GSM immunity)
• 1 x discussion device with long microphone (controller) – chairperson can mute
• 1 x system installation cable (connects all 24 delegate and 1 chairperson microphones to central control)
• 1 x matrix tracking box with NDI
• 3 x PTZ 4K @ 60fps cameras with 12x optical zoom (HDMI / IP (PoE+) / USB / 3G-SDI)
• 1 x 16-port unmanaged L2 PoE switch
• 1 x Icron Ranger 2301 USB 2.0 over CAT extender
• 2 x 43-inch 4K UHD QLED displays (wall-mounted, for camera display)

Warranty: 2-year warranty and onsite maintenance for the system; 1-year carry-in warranty for the 86-inch display.

Key deliverables:

• Supply, install, and commission all equipment as specified
• Install displays, projectors, interactive screens, LED panels, and associated mounts
• Provide equipment manuals, licenses, warranties, and manufacturer certifications
• Deliver new, genuine, and approved equipment
• Provide user training for municipal officials and council chamber operators
• Install sound systems, microphones, amplifiers, speakers, and recording equipment
• Install cabling, trunking, and power supplies

Project timeframe: implementation to be completed within one month from date of appointment.

Project management: appointed provider reports to Corporate Services Department (ICT); Network & Security Administrator is the designated Project Coordinator.

The appointed service provider will work closely with Greater Kokstad Municipality, reporting to the Corporate Services Department (ICT). The Network & Security Administrator will be the designated Project Coordinator. Implementation must be completed within one month from date of appointment. Key deliverables include: supply, install, and commission audio-visual equipment as specified; installation of displays, projectors, interactive screens, LED panels, and associated mounts; provision of equipment manuals, licenses, warranties, and manufacturer certifications; delivery of new, genuine, and approved equipment; user training for municipal officials and council chamber operators; installation of sound systems, microphones, amplifiers, speakers, and recording equipment; installation of cabling, trunking, and power supplies. Expected outcome: a complete audio-visual system installation and commissioning for the Council Chamber.

Bidders must have a sound track record of installation and commissioning of audio-visual systems. Functionality – Company Experience (50 points): 5 or more completed projects to the public sector – 50 points; 3–4 completed projects – 30 points. Verification: signed appointment letters/orders and signed reference letters for each project; points only awarded where all required documents are submitted.

Quality of workmanship is a KPI (20% weight): installation must meet professional and industry standards, with no defects identified through site inspections and quality assessments.

Testing & commissioning (20% weight): successful testing and commissioning of the entire solution, with a 100% pass rate on the testing checklist.

Scoring ratings: 5=Excellent (no issues), 4=Good (minor deviations, below 0.1% defects), 3=Acceptable (corrective action required, above 0.1% defects), 2=Poor (0.5% defects), 1=Very Poor (1% defects or above).

Pricing format:

• Prices must be firm and inclusive of VAT
• Total bid price must be carried over to MBD 1
• Prices valid for at least 90 days from date of offer

Performance penalties:

• Score 60–69%: 2.5% invoice deduction
• Score below 60%: 5% invoice deduction
• Repeated non-performance may lead to contract termination

No bid security, bonds, or guarantees are specified.

Mandatory registrations and compliance:

• CSD registration: required; detailed CSD report not older than 3 months must be submitted (or CSD number on MBD 1 for verification)
• Tax compliance: SARS Tax Pin or CSD number; each party in a joint venture/consortium must submit separate TCS/PIN/CSD
• No persons in the service of the state may bid
• Company and directors must not owe municipal rates, taxes, or service charges for more than 90 days; proof required (Section J)
• Not listed on National Treasury's tender defaulters or restricted service providers list
• B-BBEE: a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points
• Foreign suppliers must complete the pre-award questionnaire (Part B:3)

Returnable forms (see submission guidelines for details): MBD 1, MBD 4, MBD 6.1, MBD 8, MBD 9, plus authority to sign and POPIA consent form.

The 80/20 preferential point system applies: 80 points for price, 20 points for specific goals.

Goal 1 – Ownership (max 10 points):

• Business owned 50% or more by black person: 5 points
• Business owned 50% or more by black women: 5 points

Verification: detailed CSD.

Goal 2 – RDP (max 10 points):

• Promotion of business located within KZN: 10 points

Verification: refer to Section J.

A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.

No specific health and safety requirements are stated in the document.

Performance will be reviewed at any stage during implementation. Failure to meet standards may result in written warnings, penalties of 2.5% or 5% invoice reduction, or contract termination for repeated non-performance. KPIs (each 20% weight): equipment supply and delivery, quality of workmanship, testing & commissioning, project completion and handover, user training. Scoring: 5=Excellent, 4=Good, 3=Acceptable, 2=Poor, 1=Very Poor. Score ranges: 95–100% Excellent (no action), 80–94% Good (monitor), 70–79% Acceptable (written warning), 60–69% Poor (2.5% deduction), below 60% Very Poor (5% deduction).

This bid is subject to the National Treasury Supply Chain Management Regulations issued in terms of the Municipal Finance Management Act 56, 2003, the Greater Kokstad Municipality Supply Chain Management Policy Framework, and the General Conditions of Contract. Failure to meet mandatory criteria leads to disqualification. No bids will be accepted from persons in the service of the state or persons who owe rates, services, and taxes to any municipality for more than 90 days. Bidders must be registered on the Central Supplier Database. The successful bidder must sign a written contract form (MBD 7).

Bidders must be registered on the Central Supplier Database. Bidders must submit proof that the company and its directors do not owe municipal rates, taxes, or service charges for more than 90 days. Bidders must provide proof of warranty for components. Bidders must submit a copy of CSD report not older than 3 months. Bidders must submit a printed copy of SARS Tax Pin for verification. Bidders must complete and sign all Municipal Bidding Documents. Bidders must have a sound track record of installation and commissioning of audio-visual systems. Bidders must be able to provide a complete system as per the specification or better. Bidders must have capacity to meet deadlines as per contractual obligation.

Two-stage evaluation (National Treasury Circular No. 53):

Stage 1 – Functionality: minimum threshold of 60 points to proceed. Criteria: Company Experience (50 points) – 5+ projects: 50 points, 3–4 projects: 30 points; OEM Partner/Reseller Certificate (30 points).

Stage 2 – 80/20 preferential point system: 80 points for price, 20 points for specific goals (ownership and RDP).