Supply and installation of a 2-Sided outdoor led digital billboard at umjantshi house, braamfontein, with 36-Month maintenance

Compulsory briefing session:

• Date: 16 August 2026, 10:00 AM.
• Venue: 30 Wolmarans Street, Braamfontein, Johannesburg.
• Q&A start date: 10 August 2026.
• PRASA responds to Q&A by: 21 August 2026, 10:00 AM.
• Form D must be submitted with the RFQ submission (compulsory and mandatory).

Compulsory briefing session: Site details: 30 Wolmarans Street, Braamfontein, Johannesburg. Date: 16 August 2026, Time: 10:00 AM. Q&A start date: 10 August 2026. PRASA responding to Q&A: 21 August 2026, closing time 10:00 AM. Form D must be submitted with the RFQ submission (compulsory and mandatory).

Returnable documents — all must be completed, signed and submitted with the quotation:

• Form D (compulsory and mandatory) together with the RFQ submission.
• All RFQ documentation, including all declarations, all Standard Bidding Documents (SBD) and Commissioner of Oath signatures.
• Product brochures proving compliance with Section 4 technical specifications.
• Project plan confirming installation within 12 weeks of Purchase Order.
• Signed Joint Venture, Consortium Agreement or Partnering Agreement (whichever is applicable).
• Original or certified B-BBEE certificate (or affidavit for EMEs/QSEs; combined certificate for JVs/consortiums).
• CSD supplier registration number (or register within 14 days after closing date).
• Valid and original Tax Clearance Certificate or SARS PIN.
• Company registration documents.
• Copies of Directors' ID documents.

Disqualification risks:

• Failure to submit any of the Stage 1A mandatory documents leads to automatic disqualification.
• Omission of any returnable form or unsigned declaration may disqualify the bid.
• Bids not meeting all mandatory technical specifications in Section 4 are automatically disqualified.

Stage 1B Basic Compliance documents: Signed Joint Venture, Consortium Agreement or Partnering Agreement (whichever is applicable); Original or certified B-BBEE certificate issued by SANAS (or affidavit for QSEs and EMEs; for JVs/consortiums, combined B-BBEE certificate in the name of the JV/Consortium); CSD supplier registration number (if not registered, 14 days after closing date to register); valid and original Tax Clearance Certificate (or SARS PIN); company registration documents; copies of Directors' ID documents.

Evaluation is staged:

• Stage 1A (Mandatory Compliance): submission of all RFQ documentation, OEM accreditation for LED screens and controllers, certified structural engineer, and certified registered electrical contractor with valid CoC.
• Stage 1B (Basic Compliance): administrative documents as listed in submission guidelines.
• Stage 1C (Technical Compliance): must meet all mandatory technical specifications in Section 4.
• Stage 2 (Technical/Functional): scored on Company Experience (weight 50) and Key Technical Personnel Certifications (weight 50). Minimum threshold of 70% to proceed.
• Stage 3 (Price and Specific Goals): Price 80 points, Specific Goals 20 points, total 100.

Stage 2 scoring:

• Company Experience: at least three customer reference letters on client letterhead for billboard installations within the past 5 years. Each letter must be dated, signed, and include customer name, address, contact details, project scope, start and end dates. Score 0–5 based on number of references (0 for none, 1 for one, up to 5 for five or more).
• Key Technical Personnel: proof of OEM certifications for key personnel. Score 0–5 based on number of certified/trained persons (0 for none, 1 for one, up to 5 for five or more).

Stage 3 price formula (80/20 system):

• Ps = 80 × (1 − (Pt − Pmin)/Pmin), where Ps = price points, Pt = tender price, Pmin = lowest acceptable tender price.

Specific goals (each worth 4 points, total 20):

• Black Women Owned: certified copy of ID of owners.
• Black Youth Owned: certified copy of ID of owners.
• Owned by Black People with Disability: certified copy of ID of owners and doctor's note confirming disability.
• Entities with B-BBEE contributor status of at least level 2: B-BBEE certificate or affidavit.
• EME or QSE 51% Black Owned: audited annual financial statements or B-BBEE certificate/affidavit.

Scope: supply, installation, and support of a 2-sided outdoor LED digital billboard at Umjantshi House, Braamfontein (PRASA Head Office grounds). The screen will display critical performance information to internal and external stakeholders and be used for advertising PRASA and third-party services.

Deliverables:

• Supply and install 2-sided digital billboard (LED screens).
• Construct screen structure with 3m ground clearance.
• Electrical and data cabling.
• Content Management Software with 36-month maintenance.
• Control system for the screens.
• Support and maintenance of all hardware and software for 36 months after handover.
• Provision of a Digital Content Services Specialist on an as-and-when basis (technical and creative management of digital outdoor advertising networks).

Mandatory technical specifications (each screen):

• Pixel pitch: P6.67
• Lamp type: SMD
• Size: 3m x 2m
• Pixel density: 22,478 pixels/m²
• Lifetime: ≥100,000 hours (70% brightness)
• Brightness: ≥7,500 cd/m²
• Refresh rate: ≥3,840 Hz
• Viewing angle: horizontal ≥140°, vertical ≥140°
• Weather resistance: IP65 or higher
• Warranty: 36 months

Control system:

• Remote content publishing, screen control, and monitoring from PCs or smartphones/tablets.
• Scheduled playback, real-time scaling, colour calibration, sensor integration (brightness, temperature, humidity).
• Wi-Fi and 4G/5G connectivity.
• All hardware and software with 36-month warranty and maintenance.

Content Management Software:

• Supply 5 additional licenses – DC Media On Prem License over 36 months.

Installation:

• Capacity to install within 12 weeks of receiving Purchase Order.
• Screens installed in angled fashion on structure with 3m ground clearance, robust to withstand outdoor elements.
• Provide safety file, design documents, electrical work with Certificate of Compliance (CoC).
• Installation and commissioning in Braamfontein.

Other requirements:

• Pricing must include user training for each installation.
• Provide rate per hour for Digital Content Services Specialist (quote based on up to 624 hours).
• Support and licensing based on 36-month period.
• All equipment quoted with 36-month warranty.
• Support and maintenance for 36 months from handover with next business day response time.

Company Experience (weight 50): Submit at least three customer reference letters on client company letterhead for billboard installation projects completed within the past 5 years. Each letter must be dated, signed by the customer, and include customer company name, address, contact details, project scope, and project start and end dates. Scoring: 0 for no information, 1 for one reference, 2 for two, 3 for three, 4 for four, 5 for five or more.

Key Technical Personnel Certifications (weight 50): Provide proof of OEM certifications for key technical personnel, in the form of certificates or confirmation of training issued by the OEM. Scoring: 0 for no information, 1 for one certified/trained person, 2 for two, 3 for three, 4 for four, 5 for five or more.

Quality requirements are embedded in the mandatory technical specifications (Section 4) and the evaluation process. Bidders must meet all mandatory technical compliance items; failure leads to automatic disqualification. Technical/functional evaluation requires a minimum threshold of 70% to proceed to price and specific goals evaluation.

Pricing schedule (Annexure A): Item 1: Outdoor LED Screens (3m x 2m) – 2 screens; Item 2: Control System for the LED Screens; Item 3: DC Media Licences – 5 additional licenses; Item 4: Robust Steel Structure – Angled 2-sided Digital billboard structure with 3m ground clearance from the ground; Item 5: Installation and project management – Data/electrical cabling with CoC, Safety file, Design drawings, Project management, Site clearance (tree felling/removal, post-sign relocation, etc.), All Configurations; Item 6: Support and Maintenance; Item 7: As-and-when Digital Content Services Specialist – quote based on up to 624 hours. Total Without VAT, VAT, Total With VAT. NB: Equipment quoted above MUST meet Section 4 specifications. Bidders MUST provide detailed quotation.

Pricing must be submitted on Annexure A (Pricing Schedule) with the following line items:

1. Outdoor LED Screens (3m x 2m) – 2 screens
2. Control System for the LED Screens
3. DC Media Licences – 5 additional licenses
4. Robust Steel Structure – angled 2-sided digital billboard structure with 3m ground clearance
5. Installation and project management – data/electrical cabling with CoC, safety file, design drawings, project management, site clearance (tree felling/removal, post-sign relocation, etc.), all configurations
6. Support and Maintenance
7. As-and-when Digital Content Services Specialist – quote based on up to 624 hours

Prices must be quoted excluding VAT, with VAT shown separately and total including VAT. Equipment quoted must meet Section 4 specifications. A detailed quotation must be provided.

Mandatory compliance (Stage 1A) – automatic disqualification if not met:

• Completion of all RFQ documentation, including all declarations, all Standard Bidding Documents (SBD) and Commissioner of Oath signatures.
• OEM accreditation for the proposed LED screens and controllers – evidence in the form of a letter or certificate from the respective OEM.
• Proof of a certified Structural Engineer – covering structural design and certification (including wind load calculations), foundation engineering for ground-mounted billboards, and safety compliance with municipal by-laws and road safety standards.
• Proof of a certified registered electrical contractor with a valid Certificate of Compliance (CoC) verifying installation meets the Occupational Health and Safety Act and SANS 10142.

Administrative compliance (Stage 1B):

• Signed Joint Venture, Consortium Agreement or Partnering Agreement (if applicable).
• Original or certified B-BBEE certificate issued by SANAS (or affidavit for EMEs/QSEs; combined certificate for JVs/consortiums).
• CSD supplier registration number (or register within 14 days after closing date).
• Valid and original Tax Clearance Certificate or SARS PIN.
• Company registration documents.
• Copies of Directors' ID documents.

Safety requirements: Provide a safety file as part of installation deliverables. Electrical work must be done by a certified registered electrical contractor with a valid Certificate of Compliance (CoC) verifying compliance with the Occupational Health and Safety Act and SANS 10142. The structural engineer must ensure safety compliance with local municipal by-laws and road safety standards, including wind load calculations.

Contract duration and warranty: The solution must include support and licensing based on a 36-month period. All equipment must be quoted with a 36-month warranty. Support and maintenance must be provided for 36 months from handover with next business day response time. Installation must be completed within 12 weeks of receiving the Purchase Order.

Stage 1A Mandatory Compliance: Bidder must submit all RFQ documentation including all declarations, all Standard Bidding Documents (SBD) and Commissioner of Oath signatures; must be accredited by OEMs of proposed technologies (LED screens and controllers) with evidence in the form of a letter or certificate; must provide proof of a certified Structural Engineer (structural design & certification, foundation engineering, safety compliance); must provide proof of a certified registered electrical contractor with valid Certificate of Compliance (CoC) verifying installation meets safety standards of the Occupational Health and Safety Act and SANS 10142.

Stage 3 Price and Specific Goals: Maximum points allocated: Price 80, Specific Goals 20, total 100. Price scoring uses 80/20 preference point system: PS = 80 × (1 − (Pt − Pmin)/Pmin) where Ps = points scored for price, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender. Specific goals points awarded per Preferential Procurement Regulations. Table 1: Specific goals and points: Black Women Owned (04 points, returnable: certified copy of ID of owners), Black Youth Owned (04 points, returnable: certified copy of ID of owners), Owned by Black People with Disability (04 points, returnable: certified copy of ID of owners and doctor's note confirming disability), Entities with B-BBEE contributor status of at least level 2 (04 points, returnable: B-BBEE Certificate/Affidavit), EME or QSE 51% Black Owned (04 points, returnable: Audited Annual Financial/B-BBEE Certificate/Affidavit).