Design, supply, installation and maintenance of a complete media, podcast and livestreaming facility at qcto (tender NO. qcto 15/2026)

Compulsory physical briefing session: 22 October 2026 at 11:00 – 12:00. Bidders must verify allocated spaces, measurements, access routes and visible site conditions during this briefing.

Enquiries contact:

• Name: Mr. Skheto
• Email: [email protected]

Submission address:

Quality Council for Trades and Occupations

Tender Box @ Reception

256 Glyn Street

Hatfield

Pretoria

0083

Submission method: physical delivery to the Tender Box at Reception.

Submission address: Quality Council for Trades and Occupations, 256 Glyn Street, Hatfield, Pretoria, 0083.

Closing time: 06 November 2026 at 11:00. Late bids are returned unopened and are not considered.

Format and packaging:

• Create an index page and paginate the bid with numbered dividers; initial every page in black ink.
• Submit four hard copies of the technical bid, including the completed and initialled terms of reference.
• Submit one USB containing the technical bid and completed terms of reference.
• Submit one completed SBD 3.3 pricing schedule together with Annexure B1 (Excel template) in a separate envelope labelled PRICING.
• Attach Annexure B (summary of experience, using the template) and Annexure B1 (pricing, using the Excel template).

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

• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 4 (Declaration of Interest): discloses any connection between directors/shareholders and the state or QCTO.
• SBD 6.1 (Preference Points Claim): claims preference points under the PPPFA.
• SBD 3.3 (Pricing Schedule): firm pricing for professional services.
• Proof of CSD registration (National Treasury) with the MAAA number on SBD 1; if subcontracting, proof of CSD for each subcontractor.
• Tax compliance requirements (SARS tax pin or TCS).

Disqualification risks:

• Any required form missing, unsigned or not initialled.
• Total bid price (including VAT) differing between SBD 3.3 and Annexure B1.
• Pricing errors or failure to provide the pricing bid.
• Late submission, regardless of reason.
• Failure to respond to QCTO written clarification requests within 48 hours.
• Failure to meet any mandatory requirement.

Evaluation is in three stages.

Stage 1 – Mandatory requirements (disqualifying if not met):

• Valid COIDA letter of good standing.
• Certified copies of directors' IDs (or passports for non-South African citizens).
• Proof of company/CC registration (CM/CK certificates).
• CSD registration (National Treasury).

Stage 2 – Functionality (minimum qualifying score: 70/100):

• Company experience: 30 points. Five reference letters = 30; four = 24; three = 18; two = 12; one = 6; none = 0. Letters must be on letterhead, signed, dated, issued within the last eight years, state the service and when rendered, include contact details, and confirm client satisfaction.
• Project Manager qualification and experience: 25 points. NQF Level 7 or higher with 10+ years = 25; NQF Level 7 with 8–9 years = 15; NQF Level 7 with 5–7 years = 10; less than 5 years or no relevant qualification = 0.
• Lead Studio Designer qualification and experience: 15 points. NQF Level 6 or higher with 8+ years = 15; NQF Level 6 with 5–7 years = 10; NQF Level 6 with 3–4 years = 5; less than 3 years or no relevant qualification = 0.
• Acoustic Practitioner qualification and experience: 10 points. NQF Level 6 or higher with 8+ years = 10; NQF Level 6 with 5–7 years = 5; NQF Level 6 with 3–4 years = 3; less than 3 years or no relevant qualification = 0.
• Project plan and methodology: 20 points. Nine sub-elements = 20; six to eight = 10; fewer than six = 0. Sub-elements: Gantt chart schedule, delivery milestones, installation methodology, risk management plan, quality control plan, resource allocation, training plan, warranty and post-production support plan, calibration/testing/commissioning/handover.

Stage 3 – Price and specific goals (80/20 preference point system):

• Price: 80 points. Lowest acceptable bid scores 80; others pro-rata using Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: 20 points. Women ownership ≥50% = 5; Youth (16–35) ownership ≥50% = 5; Black ownership ≥50% = 10. Failure to provide certification or affidavit substantiating any goal results in 0 points for that goal. If B-BBEE certificates are used, the full verification report showing ownership percentages must be submitted.

Final score = price points + specific goals points, out of 100.

QCTO may request additional information in writing; bidders must respond within 48 hours or be disqualified. QCTO may conduct due diligence, including visiting previous sites and interviewing references.

Scope: Design, supply, install, integrate, test, commission, train and support a complete, permanently installed media, podcast and livestreaming facility at QCTO's Hatfield premises. The facility supports pre-recorded and livestreamed interviews, presentations, podcasts and social-media content.

Single-point responsibility: The bidder is accountable for the performance, interoperability and completeness of the entire installation, including subcontractor work.

Site and functional spaces:

• Media/podcast production room: approximately 5 m x 6.5 m (about 50 m2), for up to four participants on camera.
• Technical control room/area: acoustically isolated for audio mixing, camera switching, livestream control, monitoring and recording.
• Briefing room: separate room for guest preparation and script review.
• Verify all spaces, measurements and site conditions at the compulsory site briefing.

Design-stage technical assessment:

• Within the first two weeks after commencement, conduct a comprehensive site and technical assessment covering room dimensions, acoustics, electrical supply, lighting, cabling, network, camera placement, and existing Livepush subscription.
• Submit a Technical Assessment and Detailed Design Report for written QCTO approval before ordering equipment or starting installation. No work may proceed without written approval.

Minimum technical requirements:

• Room works: acoustic treatment and sound isolation; acoustic baseline and post-installation test reports; partitioning, doors, ceiling, electrical and finishing work; QCTO-branded backdrop and signage with recording-in-progress indicator.
• Audio: one integrated console with at least 4 broadcast-quality mic inputs, multitrack recording, sound-pad and independent headphone monitoring; four dynamic microphones with boom arms; four closed-back headphones; four balanced mic cables; one pair of active near-field monitors; two lavalier mics, two headset mics, one shotgun mic system; two HS2 headset mics.
• Cameras: minimum three-camera configuration (one PTZ and two 4K-capable), with clean video output, continuous power, mounts, and accessories; support 4K local acquisition and 1080p livestream at 25/30 fps.
• Video switching/recording: professional switcher/recorder with at least 4 inputs, multiview, transitions, lower thirds, picture-in-picture; record programme master and isolated feeds; include all required converters; QCTO-branded scene templates in editable form.
• Livestreaming: integrate with existing Livepush subscription; configure hardware/software encoder; test multistreaming to at least three QCTO-approved destinations; provide stream-health monitoring; create local master recording independent of cloud; QCTO retains ownership of all accounts and credentials.
• Editing workstation: Intel Core Ultra 9 or AMD Ryzen 9 (16+ cores), 64GB DDR5 RAM, NVIDIA RTX 5070 12GB or better, 2TB + 4TB NVMe SSDs, 1GbE LAN, Wi-Fi 6E; 27-inch 4K display; licensed editing/audio/graphics software with minimum 24-month subscription.
• Central storage: enterprise SAN with at least 30TB usable capacity, minimum 12 hot-swappable bays, RAID 6 or higher, dual active-active controllers, redundant power supplies, snapshot and hot spare support, 2 x 10GbE ports, web-based management, 3-year manufacturer warranty; integrate with QCTO Veeam backup environment.
• Lighting: portable two-head LED key/fill kit; two permanently installed LED panels with CRI 95 or higher; flicker-free; overhead mounting with safety restraints.
• Displays: two 65-inch 4K UHD professional displays with wall mounts and at least 2-year warranty.
• Furniture: one three-seat couch, two studio desks/tables, two coffee tables, four studio chairs, one briefing-room table, four ergonomic task chairs, one lockable storage cabinet (approx. 1800x900x450 mm), one set of studio signage.
• AI-assisted production: generate editable transcripts, captions, highlight clips and vertical social-media versions; disclose software, licences, data-processing location and access controls; QCTO recordings must not be used to train external systems without written authorisation.

Training and skills transfer:

• At least five QCTO officials receive at least two full days of hands-on training covering operation, troubleshooting and editing.
• Provide user manuals, recorded training material, quick-reference guides; support at least two pilot productions; training complete only after independent-user demonstration.

Post-production support (6 months):

• Up to one supported production per month, each up to 60 minutes, including one edited long-form master, audio refinement, colour correction, QCTO titles/graphics, editable transcript and captions, at least three short clips, up to three revision rounds, and monthly workflow coaching.

Documentation and handover:

• Deliver as-built plans, itemised bill of quantities, serial-numbered asset register, warranty schedule, manuals, licence register, administrator credentials, configuration backups, training records, and all acceptance-test reports.

Commissioning and acceptance testing:

• Conduct end-to-end acceptance scenario: 60-minute simulated programme with up to four participants, livestream to at least three destinations, apply QCTO graphics, simultaneous editing by another official, transfer to storage, demonstrate backup/recovery, and confirm acoustic targets. Two designated QCTO officials must independently operate the system; the provider may observe but not operate.

Warranty and support:

• Minimum 24-month warranty on equipment and workmanship from operational acceptance.
• Critical fault acknowledgement within 4 business hours; remote recovery attempt within 1 business day; onsite attendance within 2 business days if remote fails; interim replacement if not restored within 5 business days.
• Provide local support contacts, escalation procedures, and evidence of access to parts and manufacturer support.

Pricing format:

• Complete the pricing schedule in SBD 3.3 and Annexure B1 (Excel template).
• Price must include VAT (if applicable) and be fully inclusive of all labour, equipment, cables, connectors, converters, mounts, adapters, power supplies, licences, rack components, consumables and accessories.
• The total bid price (including VAT) must be identical on SBD 3.3 and Annexure B1; any mismatch leads to disqualification.
• Cost increases will be negotiated, not exceeding CPI.
• No upfront payments will be made by QCTO.
• Pricing errors or failure to provide the pricing bid invalidates the bid.
• The contract price must cover all costs for a complete operational system.

Mandatory compliance (disqualifying if not met):

• Valid COIDA letter of good standing.
• Certified copies of directors' IDs (or passports for non-South African citizens).
• Proof of company/closed corporation registration (CM/CK certificates).
• CSD registration (National Treasury); if subcontracting, proof of CSD for each subcontractor.
• Tax compliance status (SARS tax pin or TCS).
• Completed SBD 1, SBD 4, SBD 6.1.
• B-BBEE: preference points claimed under SBD 6.1; if using B-BBEE certificates, submit the full verification report showing black, women and youth ownership percentages.
• Consortiums/joint ventures: each member must provide all mandatory requirements; submit a legally binding consortium agreement; designate a lead member authorised to act for all members.
• Partnerships/CCs/companies: submit a certificate listing names, ID numbers and addresses of partners, members or directors.
• All proposed equipment must be new, current and supported; brand names must be accompanied by full technical literature.
• QCTO reserves the right to verify qualifications via SAQA and to verify experience with third parties.