Procurement of multimedia operational equipment

• This document outlines the General Conditions of Contract for government procurement, applicable to bids for goods and services.
• Its purpose is to highlight general conditions and ensure parties understand their rights and obligations in government business.

• The Special Conditions of Contract (SCC) relevant to this bid must be compiled separately and will supplement the General Conditions of Contract. In case of conflict, the SCC provisions prevail.
• The General Conditions of Contract form part of all bid documents and may not be amended.
• The purchaser is not liable for any expense incurred in bid preparation and submission, unless otherwise indicated.
• A non-refundable fee for documents may be charged where applicable.
• Bids must be submitted by the closing time specified in the bidding documents.

• The goods supplied must conform to the standards mentioned in the bidding documents and specifications.
• The supplier may be required to provide incidental services such as on-site assembly, commissioning, tools, operations manuals, maintenance, repair, and training of the purchaser’s personnel.
• The supplier must ensure proper packing to prevent damage during transit, considering rough handling, extreme temperatures, and remote destinations.
• Delivery terms and required shipping documents will be specified in the Special Conditions of Contract (SCC).
• The goods must be fully insured against loss or damage from manufacture to delivery, as specified in the SCC.

• The supplier must not disclose contract documents or information without prior written consent from the purchaser, except to employees for contract performance.
• The purchaser may inspect and audit the supplier’s records related to contract performance.

• Payment method and conditions will be specified in the Special Conditions of Contract (SCC).
• The supplier must submit an invoice with a copy of the delivery note.
• Payments will be made promptly, but no later than 30 days after invoice submission.
• Payment will be in Rand unless otherwise stipulated in the SCC.
• Prices quoted in the bid may not vary except as authorized in the SCC or a bid validity extension.
• A performance security may be required within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or certified cheque, as specified in the SCC.

• No contract will be awarded to a bidder whose tax matters are not in order. A valid original tax clearance certificate from SARS is required prior to award.
• The National Industrial Participation Programme (NIPP) applies to contracts subject to the NIP obligation.
• 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 claims for damages.
• Suppliers must comply with all applicable South African laws.
• The General Conditions of Contract include definitions and requirements for imported and local content, but specific B-BBEE, CIDB, or professional registration requirements are not detailed in this extract.

• The contract includes clauses on payment, prices, amendments, assignment, subcontracts, delays, penalties, termination for default, force majeure, insolvency, dispute settlement, limitation of liability, governing language, applicable law, notices, taxes, the National Industrial Participation Programme (NIPP), and prohibition of restrictive practices.
• Key terms defined include closing time, contract, contract price, corrupt and fraudulent practices, force majeure, goods, imported content, local content, and Special Conditions of Contract (SCC).
• The General Conditions apply to all bids unless otherwise indicated, but Special Conditions (SCC) prevail in case of conflict.
• The purchaser is not liable for bid preparation costs; a non-refundable document fee may apply.
• Performance security may be required within 30 days of award, in specified forms, and returned within 30 days after performance completion.
• The supplier warrants goods are new, unused, and defect-free, with a warranty of 12 months after delivery or 18 months after shipment, unless otherwise specified in SCC.
• Prices are fixed unless adjusted per SCC or bid validity extension.
• Delays may incur penalties calculated using the prime interest rate.
• Termination can occur for default, corrupt practices, or insolvency, with possible restrictions from public sector business.
• Disputes should first be resolved amicably, then through mediation, and finally in South African courts.
• The contract is governed by South African law and written in English.
• Tax clearance from SARS is mandatory before award.
• Collusive bidding is prohibited and may result in penalties and restrictions.

• If the supplier fails to deliver, the purchaser may purchase supplies of similar quality and quantity as a substitute.

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.

Contact person: Koena Legodi. Email: [email protected]. Submission email: [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.

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 and repairs/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) will be 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, and 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.

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.

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), where Ps = points scored, Pt = bidder's price, Pmin = lowest acceptable price. 20 points are allocated for Specific Goals: 10 points for at least 100% Black ownership, 5 points for at least 30% Black Women ownership, and 5 points for at least 30% Black Youth ownership. 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.