Hiring of pa system and podium for event at nirox, krugersdorp

• The National Research Foundation (NRF), a Schedule 3A public entity, invites bids for the hiring of a PA system including a podium.
• This is a once-off supply for an event on 16 July 2026 at Nirox in Krugersdorp.
• The setup must accommodate approximately 100 people from 8 am to 4 pm.

• Closing date and time: 10 July 2026 at 14:00.
• No compulsory briefing session or site visit is indicated (N/A).
• The event date for service delivery is 16 July 2026 from 8 am to 4 pm.

• For all bidding procedure and technical enquiries, contact the SCM section via email at [email protected].
• Submission address: Email bids to [email protected].
• No phone numbers or physical addresses are provided in the document.

• Submit your bid via email only to [email protected].
• Only PDF documents are acceptable.
• Your submission must include the fully completed and signed Procurement Invitation (SBD 1), which includes SBD 4 and SBD 6.1, and the Bid Submission Certificate.
• You must submit proof of registration on the Central Supplier Database (CSD).
• Submit a valid B-BBEE certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points.
• Mandatory technical documents include: detailed specifications, photos of the equipment, and two reference letters for events implemented in the past year.
• The pricing schedule (SBD 3.1) or a quotation on your company letterhead must be fully completed.
• Late submissions will not be considered. Ensure all pages are bound to avoid disqualification.

• Submit one original document set in electronic (PDF) format via email.
• Mandatory documents checklist:

• Procurement Invitation (SBD 1) signed and completed with SBD 4, 6.1 and Bid Submission Certificate.
• Proof of authority (e.g., company resolution).
• Proof of CSD registration.
• Valid B-BBEE certificate or Sworn Affidavit.
• Technical specifications, equipment photos, and two reference letters.
• Completed pricing schedule (SBD 3.1) or quotation on company letterhead.

• Failure to provide mandatory documents leads to disqualification.

Mandatory: 1) Submission of all required documents (SBD 1, SBD 4, SBD 6.1, Bid Submission Certificate). 2) Proof of CSD registration. 3) Tax compliance (SARS PIN or TCS certificate). 4) Detailed specifications must meet the scope. Disqualification occurs for: late submissions, incomplete documents, non-compliance with tax obligations, state employees (or their companies) bidding, collusion/fronting, or failure to meet technical specifications. Foreign bidders must complete a tax questionnaire; if not resident in RSA, CSD registration may not be required.

• Scope: Hire of a PA system including a podium for a public engagement event.
• Event details: On 16 July 2026 at Nirox in Krugersdorp, accommodating approximately 100 people from 8 am to 4 pm.
• Required equipment and services:

• 2 x 15-inch powered speakers on stands.
• 1 x Audio mixer.
• 3 x TV screens to connect across the venue for laptop presentations.
• All associated cabling.
• A podium.
• An on-site technician for the full event duration.

• You must provide photos of the equipment and two reference letters for similar events implemented in the past year.

• Submit a fully completed pricing schedule (SBD 3.1) or quotation on company letterhead.
• Prices must be in ZAR, inclusive of all costs: delivery, VAT, taxes, UIF, skills levies.
• Quote for each item: speakers, mixer, microphones, TV screens, cabling, podium, technician, delivery.
• Provide total price excluding VAT, VAT amount, and total ceiling price including VAT.
• Detailed breakdowns (e.g., bill of quantities) are optional annexures.

• Submit a fully completed pricing schedule (SBD 3.1) or a quotation on your company letterhead.
• Prices must be quoted in South African Rands, fully inclusive of all costs: delivery, VAT, income tax, UIF, and skills development levies.
• The contract is a once-off supply; prices remain firm for the contract duration with no changes except authorised adjustments.
• Pricing schedule items to quote on:

• 15-inch powered speakers on stands (2 units)
• Audio mixer (1 unit)
• Roving/cordless handheld microphone (2 units)
• TV screens (3 units)
• All associated cabling (1 item)
• Podium (1 unit)
• On-site technician (1 person)
• Delivery to Nirox, Krugersdorp (1 delivery)

• Provide a total price excluding VAT, VAT amount, and total contract ceiling price including VAT.
• Detailed cost breakdowns (e.g., bill of quantities) are optional but can be included as an annexure.

• Mandatory documents for eligibility:

• Fully completed and signed Procurement Invitation (SBD 1) including SBD 4, 6.1 and Bid Submission Certificate.
• Proof of authority (e.g., company resolution) to sign the bid.
• Proof of registration on the Central Supplier Database (CSD).
• A valid B-BBEE certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points.

• Technical compliance:

• Detailed specifications meeting the scope of work.
• Photos of the equipment.
• Two reference letters for events implemented in the past year.

• Tax compliance: Provide your SARS tax compliance status PIN or TCS certificate. Foreign bidders must complete the tax questionnaire in SBD1.
• No bids accepted from persons in the service of the state or companies with directors in state service.
• Adherence to the Preferential Procurement Policy Framework Act, 2000 and General Conditions of Contract is required.

• All personnel working on NRF sites must obtain safety induction.
• Comply with the Occupational Health and Safety Act and all site safety instructions.
• Wear required PPE: closed safety shoes, hard hats, height safety equipment, and high-visibility vests at all times.
• Obey site signage, restricted access, and speed limits.
• Provide a valid Letter of Good Standing under the COID Act and ensure it remains valid.
• Furnish your Compensation Commissioner registration number.
• Enter into a Section 37.2 agreement as drafted by the NRF.
• Maintain a health and safety plan on site and keep signed indemnity forms for all team members.

• The NRF disclaims liability for accuracy or completeness of the tender document.
• Pricing terms: Price schedule remains unchanged for contract duration except authorised adjustments.
• Quantities: Firm quantities required; estimated quantities may be ordered but not guaranteed.
• Purchase orders will be issued in writing, guaranteeing funding availability.
• Contract ceiling price includes firm and estimated quantities; payment only for verified deliveries.
• Price adjustments may apply as per special conditions.
• Bidders must certify company details and that preference points claims are correct; fraudulent claims lead to disqualification, contract cancellation, and possible restriction from public sector business.

• Service provider obligations: Exercise reasonable skill, care, and diligence; deliver services during normal working hours (Mon-Fri, 08h30-17h00) unless otherwise agreed based on severity.
• Do not prejudice NRF operations.
• Submit required reports and comply with all applicable legislation.
• Communicate only with NRF and its end users.
• Communication must be in writing (mail, delivery, email) stating contract and purchase order numbers; verify any communication without these details with the NRF contract manager before acting.

• Provide photos of the equipment.
• Provide two reference letters for events implemented in the past year.
• Eligibility criteria (Go/No-Go):

• Fully completed Procurement Invitation (SBD 1) with SBD 4, 6.1 and Bid Submission Certificate.
• Fully completed pricing schedule (SBD 3.1) or quotation on company letterhead.
• Detailed specifications meeting the scope of work.

• The 80/20 preference point system is used.
• Price points calculated as per the formula provided.
• Specific goal points are awarded for B-BBEE status levels and ownership categories as listed in the tender document.
• A valid B-BBEE certificate is mandatory to claim specific goal points.