Supply and delivery of multimedia operational equipment for sasseta events and exhibitions

Procurement of multimedia operational equipment for SASSETA, intended for hybrid shooting (high-quality stills and 4K video) for events and interviews. Key required features include articulating screens for on-camera interviews and vlogging, fast autofocus for dynamic environments, and wireless connectivity for quick content transfer and editing.

• Closing date: 25 June 2026 at 11:00.
• No briefing session or site visit mentioned.

• Submit Annexure B (Pricing Schedule) – mandatory. Non-submission leads to automatic disqualification.
• Quote for all items listed in Annexure B. Incomplete pricing leads to automatic disqualification.
• Do not alter any details in Annexure B. Altered documents lead to automatic disqualification.
• Submit two versions: an Excel spreadsheet for evaluation and a signed PDF for audit trail.
• Include delivery costs in the total price – this will be considered during evaluation.
• Prices will escalate with CPIX on the contract anniversary.
• Ensure the form includes company name, signature, date, and position.

• Non-compliance with submission requirements (missing, incomplete, or altered Annexure B, incorrect file formats) results in automatic disqualification.
• Total cost including delivery will be considered for evaluation.

Required multimedia equipment:

1. Canon Camera EOS R7 (3 units): APS-C CMOS sensor, 24.2 MP, DIGIC X processor, up to 15 fps continuous shooting, 4K UHD video up to 30 fps, Full HD up to 120 fps, Dual Pixel CMOS AF II, 3.0" articulating touchscreen LCD.

2. Wide-angle lenses (3 units): Canon RF-S 10-18mm f/4.5-6.3 IS STM, 10–18mm focal length, Optical Image Stabilizer, STM autofocus.

3. Portrait lenses (3 units): 50 mm f/1.8, RF mount, STM autofocus, 43 mm filter size.

4. Standard zoom lenses (3 units): 24–70 mm f/2.8 constant aperture, Canon EF mount, Ring-type USM autofocus, L-series professional build.

5. LED panel lights (3 units): Adjustable bi-color (3200 K–5600 K), 2000–8000 lux brightness, CRI/TLCI 95, AC adapter and battery powered.

6. Phone tripod (1 unit): Height 20–150 cm, aluminium alloy or reinforced ABS, fits iPhone 16 Pro Max size.

7. High-speed SD cards (4 units): SDXC 256 GB V90 UHS-II U3, for sustained 4K video.

8. Sony HXR-NX800 4K NXCAM camcorder (1 unit): 1.0-inch Exmor RS CMOS sensor, 20× optical zoom, UHD 4K up to 120 fps, Full HD up to 240 fps, 4-channel audio with XLR inputs, dual card slots, built-in Wi-Fi and streaming.

9. Canon RF 70-200mm lens (2 units): Constant f/2.8 aperture, L-series weather sealing, Dual Nano USM autofocus, up to 5 stops image stabilization.

10. Headphones (2 units): 40–50 mm drivers, 20 Hz–20 kHz frequency response, low impedance (16–32 Ω) preferred.

11. Soft boxes/diffusers (2 units): Sizes 80×80 cm to 120×240 cm, Bowens S-Mount compatibility preferred.

12. Portable LED lights (3 units): Variable color temperature (2800–6500 K), CRI ≥90+, battery powered with DC/USB-C input.

13. XLR cables (2 units): 3-pin balanced, 48V phantom power compatible, 5–10 meters recommended for interviews.

• Prices must include VAT where applicable.
• Total cost including delivery will be considered for evaluation.
• Unit prices must match the descriptions in Annexure B.
• Prices will escalate with CPIX on the contract anniversary.
• In Annexure B, provide: unit price (incl. VAT), buy-back value after 4 years (incl. VAT), and repair and maintenance hourly rate (incl. VAT).

SASSETA, a Schedule 3A Public Entity under the Department of Higher Education and Training, seeks to appoint a qualified supplier for multimedia operational equipment.

• The equipment will be used during SASSETA events and exhibitions.
• The scope includes the supply, delivery, and maintenance of specified multimedia items, with a buy-back option after 4 years.
• Delivery is required within two weeks of appointment.
• The service provider will report to the SASSETA Marketing and Communications Manager.

Closing date: 25 June 2026 at 11:00.

• Price quoted must remain valid for 90 days from the closing date.
• No compulsory briefing is indicated.

No compulsory briefing is indicated.

Contact person: Koena Legodi.

• Email for submission and enquiries: [email protected].
• Anti-Corruption Hotline: 0800 162 111.

Submit all Standard Bidding Documents (SBD 1, SBD 3.1, SBD 4, SBD 6.1) fully completed and signed by an authorised delegate. Include proof of authority (e.g., company resolution) if not signed by the sole director listed on CSD. Submit General Conditions of Contract (Annexure A) with each page initialled and Pricing Schedule (Annexure B) in both Excel (for evaluation) and signed PDF (for audit). Quotation must be on company letterhead, in PDF format, and include VAT and all applicable costs. Submit to [email protected] by 25 June 2026 at 11:00. Late submissions will not be accepted. Non-submission or alteration of Annexure B will lead to automatic disqualification.

following documents:

Regulations 2022 (SBD 6.1)

(SBD) forms mentioned above from bullet 2 to 5.

Quotations will be evaluated on:

• Submission of mandatory documents.
• Meeting functionality requirements.
• Meeting the specifications issued by SASSETA.
• The 80/20 preference point system for contracts up to R1,000,000.

Scoring:

• 80 points allocated for price competitiveness using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• 20 points allocated for Specific Goals:
• At least 100% Black people ownership: 10 points.
• At least 30% Black women ownership: 5 points.
• At least 30% Black youth ownership: 5 points.

Mandatory requirements for evaluation:

• Registration on the National Treasury Central Supplier Database (CSD) by closing date.
• Submission of all required SBD forms (1, 3.1, 4, 6.1).
• Valid tax compliance status (TCS PIN or CSD number).
• Completion of Annexure B (Pricing Schedule) without alterations.
• Submission of B-BBEE Certificate or Sworn Affidavit (for preference points).
• No record in the Register for Tender Defaulters or List of Restricted Suppliers.

Disqualification risks:

• Late submission.
• Incomplete or altered Annexure B.
• Non-submission of mandatory documents.
• False or fraudulent claims for preference points.
• Conflict of interest (e.g., state employment or relationships with SASSETA officials).

Supply and deliver the following multimedia equipment for SASSETA events and exhibitions:

• Canon Cameras (EOS R7).
• Wide-angle lenses.
• Portrait lenses.
• Standard Zoom lenses.
• Phone Tripod.
• LED Lights.
• High speed SD card.
• Sony HXR-NX800 4K NXCAM Camcorder.
• Soft boxes/Diffuser.
• Portable LED lights.
• Headphones for sound.
• XLR cables/ Adaptors.
• Canon RF 70-200mm lenses.

Additional requirements:

• Buy-back option for all equipment after 4 years.
• Repairs and maintenance of all equipment.
• Full specifications and pictures are in Annexure B.
• Delivery must occur within two weeks of appointment.
• Service provider will report directly to the SASSETA Marketing and Communications Manager.

Submit Annexure B (Pricing Schedule) in Excel format for evaluation and as a signed PDF for audit.

• Include all items listed in Annexure B with firm, all-inclusive prices (VAT and delivery costs).
• Do not alter Annexure B; incomplete or altered submissions will be disqualified.
• Prices must remain valid for 90 days from the closing date.
• Total cost, including delivery, will be evaluated.
• Prices will escalate with CPIX on the contract anniversary.

Submit firm prices only (non-firm prices will be disqualified).

• Prices must be all-inclusive (VAT and delivery costs) and valid for 90 days from the closing date.
• Use Annexure B (Pricing Schedule) without alterations; incomplete or altered submissions will be disqualified.
• Submit Annexure B in Excel format for evaluation and signed PDF for audit.
• Total cost, including delivery, will be evaluated.
• Prices will escalate with CPIX on the contract anniversary.

Travel and accommodation disbursements (if applicable):

• Reimbursed at Department of Transport rates, with prior SASSETA approval required.
• Reimbursable travel includes:
• Mileage (own car).
• Economy flights.
• Cost-effective transport (e.g., Uber, Taxify, Gautrain).
• Group A/B car hire.
• Accommodation up to R1,400 per night (including dinner, breakfast, and parking).
• Submit invoices/receipts and a Google Maps trip log for private car travel.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) by the closing date and provide their CSD number.

• Submit a Tax Compliance Status (TCS) PIN or certificate from SARS; apply via e-filing at www.sars.gov.za if not already obtained.
• For consortia/joint ventures, each party must submit separate TCS/PIN/CSD documents.
• Bidders must comply with tax obligations.
• No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.
• Submit a valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points.
• Include CIPC registration documents and certified copies of directors' IDs.
• CSD report must also be submitted.
• Non-compliance with any of these requirements may render the bid invalid.

Additional compliance:

• All products, data, and information related to the project are confidential and belong to SASSETA; a confidentiality agreement must be signed.
• Unauthorised use of SASSETA’s logo or intellectual property is prohibited and may result in legal action.
• Compliance with POPIA is required.

Submit a valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points.

• Points are allocated for:
• At least 100% Black people ownership: 10 points.
• At least 30% Black women ownership: 5 points.
• At least 30% Black youth ownership: 5 points.

The successful bidder must sign a written contract (SBD 7) and initial each page of the General Conditions of Contract (GCC).

• All products, data, and information related to the project are confidential and belong to SASSETA; a confidentiality agreement must be signed.
• Unauthorised use of SASSETA’s logo or intellectual property is prohibited and may result in legal action.
• The contract will include terms for travel reimbursement, price escalation (CPIX on anniversary), and compliance with POPIA.
• SASSETA reserves the right to negotiate terms or reject any bid.

Bidders must provide their CSD registration number (MAAA format).

• Submit a Tax Compliance Status (TCS) PIN or certificate from SARS.
• For foreign suppliers, answer the questionnaire regarding residency, branch, establishment, income, and tax liability in RSA.
• Declare any employment by the state, relationships with SASSETA officials, or interests in other related enterprises.
• Ensure all declarations are true and complete to avoid disqualification.

Evaluation is based on the 80/20 Preferential Procurement Regulations 2022 system.

• 80 points are allocated for price competitiveness using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• 20 points are allocated for Specific Goals:
• At least 100% Black ownership: 10 points.
• At least 30% Black Women ownership: 5 points.
• At least 30% Black Youth ownership: 5 points.
• Submit valid B-BBEE certificates or sworn affidavits (for EMEs/QSEs), CIPC registration, certified IDs of directors, and CSD reports to claim points.
• Non-submission of documents will result in no Specific Goals points.