Icasa tender: data capturing & monitoring software for 2026 municipal elections broadcast

The contract involves the supply of goods, works, or the rendering of a service.

No specific contact details provided. The document mentions a 'representative of the Department or an organization acting on behalf of the Department' but no names, emails, phones, or addresses are given.

Returnable documents are required but not specified in detail. Ensure you submit all required documents as per the bidding documents.

Eligibility is inferred from standard clauses: Bidders must have tax matters in order and provide an original SARS tax clearance certificate. The bidder must not be engaged in restrictive/collusive practices per the Competition Act. The supplier must be able to furnish required performance security. Foreign suppliers are responsible for external taxes/duties. The contract will be awarded under the Preferential Procurement Policy Framework Act (80/20 scoring).

• The goods supplied must conform to standards mentioned in the bidding documents and specifications.
• The supplier must not disclose contract details, specifications, plans, drawings, patterns, samples, or purchaser-furnished information without prior written consent, except to employees for performance purposes.
• The purchaser may inspect the supplier's records and have them audited.
• The scope includes supply of goods, works, or rendering of services.

• Goods must conform to standards in bidding documents and specifications.
• Confidentiality: Contract documents and purchaser-furnished information cannot be disclosed without prior written consent, except to employees for performance.

• A tax clearance certificate issued by SARS is required prior to award; no contract will be concluded without it.
• Local content and imported content definitions are provided, but no specific thresholds are stated.
• The National Industrial Participation (NIP) Programme applies if the contract is subject to NIP obligations.
• Collusive bidding (bid rigging) is prohibited under the Competition Act; violations may lead to bid invalidation, contract termination, restriction from public sector business for up to 10 years, and damages claims.
• Corrupt or fraudulent practices can lead to contract termination and restriction penalties.
• Suppliers must comply with South African laws.

• Force majeure events (e.g., wars, fires, epidemics) relieve the supplier from penalties or termination if they cause delay or failure, provided the supplier notifies the purchaser promptly.
• Fraudulent practices include misrepresentation and collusive bidding to set artificial prices.
• Definitions: Closing time, contract, contract price, corrupt practice, countervailing duties, country of origin, day, delivery, dumping, force majeure, fraudulent practice, GCC, goods, imported content, local content, manufacture, order, project site, purchaser, Republic, SCC, services, written.
• General Conditions apply to all bids unless Special Conditions (SCC) override them.
• The purchaser is not liable for bid preparation costs; a non-refundable document fee may apply.
• Performance security (bank guarantee, irrevocable letter of credit, or certified cheque) must be provided within 30 days of award, as per SCC amount.
• Inspections, tests, and analyses may be conducted; costs are borne by the supplier if non-compliant, by the purchaser if compliant.
• Packing must prevent damage during transit.
• Delivery and document details are specified in SCC.
• Insurance must be in a freely convertible currency as per SCC.
• Incidental services (e.g., assembly, training) may be required; prices must be agreed in advance.
• Spare parts provisions may be specified in SCC.
• Warranty: Goods must be new, unused, with recent models, free from defects, valid for 12 months after delivery or 18 months after shipment, unless SCC states otherwise.
• Payment terms are specified in SCC; payments made within 30 days of invoice, in Rand unless otherwise stated.
• Prices cannot vary from bid except as authorized in SCC.
• Contract amendments require written agreement.
• Assignment requires purchaser's prior written consent.
• Subcontracts must be notified to the purchaser.
• Delays must be notified in writing; purchaser may extend time or impose penalties.
• Penalties for delay: daily deduction based on prime interest rate on delayed goods/services.
• Termination for default: if supplier fails to deliver, perform, or engages in corrupt/fraudulent practices; purchaser may impose restrictions up to 10 years.
• Termination for insolvency allowed without compensation.
• Dispute resolution: mutual consultation, then mediation, then South African court.
• Liability is limited to contract price, except for criminal negligence, willful misconduct, or defective equipment repair.
• Contract is in English and governed by South African law.
• Notices are sent by mail to the bid address.
• Taxes: foreign suppliers responsible for taxes outside purchaser's country; local suppliers responsible until delivery.
• Restrictive practices prohibition: collusive bidding may lead to Competition Commission investigation, penalties, bid invalidation, contract termination, restriction up to 10 years, and damages.

• Purpose: To appoint a service provider for data capturing and monitoring software and support services for monitoring 2026 municipal elections broadcast.
• ICASA is the regulator of telecommunications and broadcasting, established under the ICASA Act and Electronic Communications Act.
• The bid document includes definitions, acronyms, general rules, response format, reasons for disqualification, bid preparation guidelines, and general commercial conditions.

• Closing date: 23 July 2026.
• Closing time: 11h00.
• Non-compulsory virtual briefing session: 13 July 2026 at 11h00 via Microsoft Teams link provided.
• Bid validity period: 120 calendar days from 23 July 2026. ICASA may request an extension.
• Enquiries deadline: ICASA will not respond to enquiries 72 hours before the closing date.

• For bid enquiries: Bid Administration Office, email [email protected], telephone (012) 568 3629.
• All questions must be addressed to the Supply Chain Unit via email: [email protected].
• Physical submission address: Bid box at ICASA Head Office reception, Block C, 350 Witch-Hazel Street, Eco-Park, Centurion.
• No technical contact specified; use the general enquiry contact.

• Submit one (1) original, three (3) hard copies and one (1) electronic copy (on USB) in PDF format. Pricing must be in a separate sealed envelope.
• The original must be signed in ink by an authorized representative and every page initialed.
• Deliver to the bid box at ICASA Head Office reception, Block C, 350 Witch-Hazel Street, Eco-Park, Centurion, by 23 July 2026 at 11h00. Late submissions will not be accepted.
• Bids sent by post/courier must reach the office and be deposited into the bid box by the closing date.
• Use official forms (not retyped). This bid is subject to the General Conditions of Contract (GCC) and any special conditions.
• Failure to submit required documents (e.g., tax clearance, CSD registration) will result in disqualification.
• Bidders must not make any news releases about this bid without ICASA's consent.
• International companies are encouraged to partner with local companies and provide an agreement.

Indicate the type of Bidding structure by marking with an 'X' indicate the name/s of the partners:

• Scope: Appointment of a service provider to provide data capturing and monitoring software and support services for monitoring the 2026 municipal elections broadcast.
• The service provider must deliver software and support services aligned with ICASA's mandate as regulator of telecommunications and broadcasting.
• Key functions include monitoring, enforcing compliance, and protecting consumers.
• Bidders must respond in the prescribed response format, including schedules for mandatory documents, executive summary, functional response, price, PPPFA points, standard bid documents (SBDs), and bidder profile.
• Functional/technical requirements are detailed in Annexure A (referenced but not included in extracted text).
• Bidders must meet cut-off marks on functional/technical requirements to avoid disqualification.

• Evaluation methodology: Four-phase approach as per evaluation criteria.

• In executive summary, bidders must indicate if responding as prime contractor, joint venture, consortium, or partnership and list parties.
• Designate an employee to act on behalf of the bidding entity.
• Provide references and contact details for similar work done for other companies.
• For consortia/JVs, reference letters and experience of members are considered subject to mandatory requirements.

• Use SBD 3.1 form.
• Indicate total bid price, ensure VAT inclusive and in ZAR.
• Specify if rates are firm; if not, detail adjustment basis (e.g., CPI).
• List persons involved, their positions, hourly/daily rates.
• Detail project phases, cost per phase, man-days.
• Itemize travel and other expenses with rates and quantities.
• Provide estimated commencement period and man-days for project completion.

• Pricing must be submitted in a separate sealed envelope.
• Indicate total bid price in the specified section; it must match the pricing schedule total. All prices must be VAT inclusive and quoted in South African Rand (ZAR).
• Specify if rates are firm for the full contract period. If not, detail adjustment basis (e.g., CPI) and provide a cost breakdown.
• For consortia or joint ventures, submit a complete set of latest audited financial statements for all partners.
• No price adjustments 100% linked to exchange rate variations allowed. Clearly indicate any portion linked to exchange rates.
• All additional costs must be clearly specified.
• Use the SBD 3.1 pricing schedule form. Include details of persons involved, rates, project phases, travel, and other expenses.
• ICASA will not make upfront/deposit payments; payments are based on agreed deliverables.

• Mandatory: Registration on the Central Supplier Database (CSD) with National Treasury prior to submission.
• Submit a valid tax clearance certificate (or PIN). For consortia/JVs/subcontractors, each entity must submit its own.
• Provide CSD registration number if no tax clearance certificate is available.
• Bidders must disclose any potential conflict of interest.
• Foreign suppliers must complete a questionnaire; if not liable for RSA taxation, CSD registration may suffice.
• Persons in the service of the state or companies with such directors/members are not eligible.
• Complete and submit all required SBD forms (SBD 1, 2, 3.1, 4, 6.1, 7.1, 8, 9, and declaration in terms of fronting).
• Provide company registration documents, ID documents of directors, and company profile.
• Specific goals proof (CIPC document, doctor's letter for disability, CSD report) must be submitted to qualify for preference points.

• Preferential Procurement Regulations 2022 apply.
• Specific goals points for woman-owned, black-owned, youth, people with disability.
• Proof required: CIPC document, doctor's letter for disability, CSD registration report.

• Governing law: Republic of South Africa.
• ICASA not liable for bid preparation costs.
• ICASA may request clarification within two days; failure may lead to disqualification.
• For consortia/JVs/subcontractors, provide signed agreements detailing work split and Rand value.
• ICASA reserves right to cancel/reject any bid, not award to lowest bidder, award parts, or not award at all.
• Bidders must not qualify bids with own conditions; may be disqualified.
• Withdrawal before validity expiry may result in ICASA recovering additional costs.
• Correspondence deemed received two days after postage.
• Disagreement on price/specifications may lead to cancellation within 14 days.
• All consortium/JV members must co-sign.
• Amendments only valid if in writing and signed by ICASA.
• Failure to enforce provisions not a waiver.
• Primary contractor responsible for subcontractor management; no separate contract with ICASA.
• No interest payable on disputed accounts.
• Bidder responses may be included in final contract.
• ICASA may extend bid validity period.
• No upfront payments; payments based on deliverables.
• Conflict of interest disclosure required.
• Bidders may not alter criterion wording.

• Confidentiality: Document contents are ICASA's property; use only for proposal building.
• No news releases without ICASA consent.
• International companies encouraged to partner locally and provide agreement.

• Bid validity: 120 calendar days from 23 July 2026, extendable at ICASA's request.
• Submit on official forms, not retyped.
• Subject to Preferential Procurement Policy Framework Act, 2000 and Regulations 2022, GCC, and any special conditions.
• Successful bidder must sign written contract form (SBD7).
• Tax compliance: Submit tax clearance certificate/PIN or CSD number. For foreign bidders, follow specific rules.
• No bids from persons in the service of the state or their companies.

• Phase 1: Screening of mandatory documents (tax clearance, legal agreements).
• Phase 2: Functionality evaluation (stages 1 and 2) with scoring.
• Phase 3: Live demonstration.
• Phase 4: Price and specific goals (80 points for price, 20 for specific goals).
• Specific goals points: Woman-owned (7), Black-owned (6), Youth (4), People with disability (3).
• Cut-off: 80/100 points on functionality to proceed.