Rental of videography licenses – RFQ in gauteng (ICT)

Closing date: 17 August 2026 at 11:00 (as per tender record).

Enquiries due date and time: 14 August 2026 at 16:00.

Briefing session: none (marked N/A).

Validity period: quoted prices must remain valid for at least 120 days after closing date.

SCM Office — bidding procedure and technical enquiries:

• Telephone: 012-392-4019
• Email: [email protected]
• Email subject line must clearly indicate the RFQ number.

SAST Information Officer: Shane Maja, CEO, [email protected], 012 392 4000 / 4283.

SAST Deputy Information Officer: Shiraz Ahmed, Senior Manager: Performance Information, [email protected], 012 392 4000.

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

• SBD 1 (Invitation to Bid): completed and signed.
• SBD 4 (Bidder's Declaration): discloses whether any director or shareholder is employed by the state or connected to anyone at SAST; false declarations disqualify the bid.
• SBD 6.1 (Preference Points Claim Form): completed and signed only if claiming preference points.
• Proof of CSD registration (registration number MAAA).
• CIPC company registration documents (CK document).
• Certified ID copies of directors listed on the registration document.
• Valid SARS tax pin.
• Valid B-BBEE certificate or sworn affidavit (certified) if claiming points.
• Certified share certificate.
• Signed SAST POPIA consent form.
• Initialled or signed General Conditions of Contract (GCC).

Submission channel: email all bid documents to [email protected], with the RFQ number clearly in the subject line. Bids must be received on or before the closing date and time; late bids will not be considered. Bids must be submitted on the official forms provided, not re-typed. Bids must be in English.

Disqualification risks:

• Any returnable form omitted, unsigned, or not submitted as required.
• Failure to comply with any of the above particulars may render the bid invalid.
• Bidders who are persons in the service of the state, or companies with directors who are, will not be considered.
• Collusion with other bidders leads to automatic disqualification and restriction from doing business with organs of state.
• Canvassing SAST officers between closing and award is prohibited.

SAST's rights:

• May amend bid conditions, validity period, or specifications before closing; bidders should check the SAST website for amendments.
• May reject the lowest priced bid or any bid in part or whole; normally awards to the bidder who is fully capable and whose bid is functionally acceptable and financially advantageous.
• May award the bid as a whole or in part.
• May conduct site visits at bidder's corporate offices or client sites.
• May consider National Treasury cost containment hourly rates for consultants where relevant.
• May request verification information and conduct background checks, including FICA verification.
• May appoint any number of vendors if a panel is considered.
• May consider the bidder's past professional conduct with SAST over the last 5 years.
• Final decision on interpretation of requirements is SAST's.

Phase 1 SCM compliance requires submission of: proof of registration on National Treasury Central Supplier Database (CSD) with registration number, SBD 1 completed and signed, SBD 4 (Bidder's Declaration) completed and signed, SBD 6.1 (Preference Points Claim Form) completed and signed if points are claimed, Company Registration (CIPC) documents, certified ID copies of directors, valid SARS tax pin, B-BBEE certificate or sworn affidavit, certified share certificate, signed SAST POPIA consent form, and initialed or signed General Conditions of Contract (GCC).

Evaluation is in four phases:

• Phase 1: SCM administrative compliance — verification of completeness and correctness of documentation. SAST may accept or reject based on this.
• Phase 2: Mandatory requirements — bidder must submit a signed confirmation letter on company letterhead confirming ability to deliver within 5 days of receiving the purchase order. Failure disqualifies.
• Phase 3: Compliance with technical specifications — bidders must provide technical specifications of products offered; non-compliance disqualifies from further evaluation.
• Phase 4: Price and Specific Goals — 80/20 preference point system applies. Price 80 points, Specific Goals 20 points, total 100. Award to the bidder scoring the highest points.

Specific goals (20 points total):

• Exempted Micro Enterprise / Qualifying Small Enterprise: 4 points.
• Minimum 25% Black Ownership: 4 points.
• Minimum 100% Female Ownership: 4 points.
• Minimum 100% Black Youth Ownership: 4 points.
• Minimum 25% People Living with Disabilities ownership: 4 points.

Points claimed only where supporting documents provided. Ownership points awarded pro-rata using share certificates, B-BBEE certificate, or sworn affidavit. Inconsistent information may result in 0 points for the applicable goal.

Scope: rental of videography licenses for the South African State Theatre (SAST), a Schedule 3A public entity under the PFMA.

Items required (each quantity 1 user):

• Autodesk MAYA: 3D animation and visual effects software rental (3 years).
• ARTLIST: AI Professional software rental (1 year).
• Maxon Cinema 4D: 3D animation, modeling, simulation and rendering software rental (1 year).
• Runaway: Unlimited software rental plan (1 year).
• higgsfield: Ultra plan software rental (1 year).
• Nano banana: Enterprise plan software (one-off purchase).

Bidders must provide technical specifications of the products offered with their response. Compliance is verified against the item descriptions above; non-compliance disqualifies the bid from further evaluation.

SAST may consider the professional conduct and experience it has had with a bidder that rendered similar services to SAST in the past 5 years, over and above references put forward by the bidder.

Pricing must be submitted on the SBD 3.1 pricing table for each software item: Autodesk MAYA (3-year rental), ARTLIST (1-year rental), Maxon Cinema 4D (1-year rental), Runaway (1-year rental), higgsfield (1-year rental), Nano banana (one-off purchase). Provide sub-total, VAT at 15%, and grand total. Bidders must also submit an official quote on company letterhead. Confirm any other costs not included, period for commencement, and whether rates are firm for the full period; if not firm, provide the basis for adjustments (e.g., CPI).

Pricing must be submitted on the SBD 3.1 pricing table, with unit price and total price for each software item, plus sub-total, VAT at 15%, and grand total.

Bidders must also submit an official quote on company letterhead.

Bidders must confirm:

• Any other costs not included in the above price.
• Period required for commencement of the project after acceptance of the bid.
• Whether rates quoted are firm for the full period of the project; if not, provide the basis for adjustments (e.g., consumer price index).

Delivery costs are not considered separately but as part of the total quotation during evaluation.

CSD registration: bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide the registration number (MAAA). SAST may not award business to a bidder not registered on the CSD. Foreign suppliers with no local registered entity are exempt.

Tax compliance: bidders must submit a valid SARS tax pin (TCS PIN) or, if not available, a CSD number. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Tax compliance status may be obtained via e-filing at www.sars.gov.za.

B-BBEE: valid and compliant original B-BBEE certificate or sworn affidavit (certified) must be submitted for any points claimed.

Other compliance:

• Company registration (CIPC) documents (CK document).
• Certified ID copies of directors.
• Certified share certificate.
• Signed SAST POPIA consent form.
• Initialled or signed General Conditions of Contract (GCC).
• Bidders must not be persons in the service of the state, nor have directors/members who are.
• Bidders must warrant that all employees are covered under the Compensation for Occupational Injuries and Diseases Act, and may be required to provide proof of registration and good standing with the Compensation Fund.

The RFQ takes precedence over any other attached documents in case of conflict. Where the RFQ is silent, the PPPFA stipulations apply. Bidders must not incorporate additional stipulations except as clearly marked recommendations that SAST may ignore. SAST's decision is final and binding.

Bids must be in English. The bidder warrants that all employees (including contractors') are covered under the Compensation for Occupational Injuries and Diseases Act, and may be required to provide proof of registration and good standing with the Compensation Fund.

Personal information is processed under POPIA and may be disclosed to third parties as required by law (e.g., National Treasury's Database of Restricted Suppliers).

Specific queries must be submitted to [email protected] no later than two days before the closing date.

Canvassing SAST officers between closing and award is prohibited. Collusion leads to automatic disqualification and restriction from doing business with organs of state.

Supplier performance: SAST conducts regular performance reviews, at least annually for contracts longer than a year and at completion for shorter contracts. Non-performance is addressed with a formal letter specifying remedial actions; failure to remedy leads to escalating performance management actions. Either party may request a joint performance review.

SAST may amend bid conditions, validity period, or specifications before closing; bidders should check the SAST website for amendments. SAST may reject the lowest priced bid or any bid in part or whole, award as a whole or in part, conduct site visits, consider cost containment guidelines, request verification information, appoint any number of vendors, and consider past professional conduct with SAST over the last 5 years.

SAST's rights: may amend bid conditions, validity period, or specifications before closing; may reject the lowest priced bid or any bid in part or whole; may award as a whole or in part; may conduct site visits; may consider cost containment guidelines; may request verification information; may appoint any number of vendors; final decision on interpretation; may consider past professional conduct.

Mandatory requirement: bidder must submit a signed confirmation letter on company letterhead confirming ability to deliver the required services within 5 days after receiving the purchase order.

Evaluation is in four phases: Phase 1 SCM administrative compliance, Phase 2 mandatory requirements, Phase 3 compliance with technical specifications, Phase 4 price and specific goals. Points: Price 80, Specific Goals 20, total 100. Award to the bidder scoring the highest points.