Technical service and repairs of specialised video equipment – 24-Month contract

Closing date: 02 November 2026 at 11:00

Enquiries/clarifications deadline: 28 October 2026 at 16:00

Specific queries must be submitted by no later than two days before the closing date.

Compulsory briefing session: none (N/A)

Enquiries:

• Contact: SCM Office
• Telephone: 012-392-4019
• Email: [email protected]

Submission:

• Method: email
• Submission email: [email protected]

Delivery address (for reference): 320 Pretorius Street, Pretoria 0001

SAST Information Officer:

• Name: Shane Maja
• Role: Chief Executive Officer
• Email: [email protected]
• Telephone: 012 392 4000 / 4283

SAST Deputy Information Officer:

• Name: Shiraz Ahmed
• Role: Senior Manager: Performance Information
• Email: [email protected]
• Telephone: 012 392 4000

Submission method: email only, to [email protected], with the RFQ number in the subject line.

Closing: 02 November 2026 at 11:00. Late submissions will not be considered.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): declares whether any director/shareholder is employed by the state or connected to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim Form): completed and signed only if claiming preference points.
• Company registration (CIPC) documents (CK document).
• Certified ID copies of directors listed on the company registration document.
• Valid SARS tax pin (TCS).
• Valid B-BBEE certificate or sworn affidavit (certified) if claiming points.
• Certified share certificate.
• SAST POPIA consent form, completed and signed.
• General Conditions of Contract (GCC), initialled on every page.
• Quotation on company letterhead.
• Company profile or catalogue or sample reports of previous work (for mandatory requirements).

Disqualification risks:

• Any required document omitted or unsigned.
• Submission after the closing time, regardless of reason.
• Information inconsistent with declarations made for preference points may result in 0 points for the applicable goal.

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

Evaluation in four phases:

• Phase 1: SCM administrative compliance – completeness and correctness of documentation.
• Phase 2: Mandatory requirements – company profile showing proven track record in service and repair of specialised video equipment or similar services; failure disqualifies.
• Phase 3: Compliance with technical specification – offered equipment must meet the listed specifications; failure disqualifies.
• Phase 4: Price and specific goals – 80/20 preference point system applies.

Points allocation:

• Price: 80 points
• Specific goals: 20 points (Exempted Micro Enterprise/Qualifying Small Enterprise 4, Min 25% Black Ownership 4, Min 100% Female Ownership 4, Min 100% Black Youth Ownership 4, Min 25% People Living with Disabilities ownership 4)
• Total: 100 points

Award to the bidder scoring the highest total points.

Scope: Appointment of a suitably qualified and authorised service provider to coordinate and manage the technical service and repairs of specialised video equipment that falls under sole distributorship within the Republic of South Africa, for the South African State Theatre (SAST).

Contract period: 24 months, covering maintenance and emergency repair interventions on an as-and-when-required basis.

Equipment covered:

• Sony FX3
• Sony FX6
• Sony lenses
• SDI cabling
• Professional tripods (fluid head systems, heavy-duty stands)
• Godox lighting systems (including LED panels, COB lights, and accessories)
• Blackmagic ATEM Mini (all variants, including Pro and Extreme models)

Bidders must provide technical specifications of the products offered with their response.

Mandatory requirement: bidder must provide a company profile describing a proven track record of experience in the service and repair of specialised video equipment or similar services. Evidence may include a company profile, catalogue, or sample reports of previous work. SAST may also consider the bidder's professional conduct and experience with SAST over the past 5 years.

The General Conditions of Contract (GCC) include provisions on standards, inspection, and use of contract documents. Goods supplied must conform to standards in the bidding documents and specifications. The supplier must permit the purchaser to inspect records and have them audited. No tender-specific quality management requirements beyond the GCC are stated.

Pricing table with items: Call-Out Fee per call, Labour per hour, Service fee per hour, Travel per trip. Sub-total, VAT 15%, Grand total. Bidders must also send an official quote on company letterhead. For parts replacement or repairs, separate quotes must be submitted. Rates must remain valid for 120 days after closing date.

Pricing format: pricing table with the following items:

• Call-out fee per call
• Labour per hour
• Service fee per hour
• Travel per trip

Sub-total, VAT 15%, grand total.

Bidders must also submit an official quote on company letterhead.

For parts replacement or repairs, separate quotes must be submitted.

Rates must remain valid for at least 120 days after the closing date.

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

Bidders must indicate whether rates are firm for the full period; if not, provide the basis for adjustments (e.g., CPI).

CSD registration: mandatory – proof of registration on the National Treasury Central Supplier Database (CSD) with registration number (MAAA). SAST may not award business to a bidder not registered on CSD. Foreign suppliers with no local registered entity are exempt.

Tax compliance: valid SARS tax pin (TCS) required; may also submit a printed TCS certificate. In consortia/joint ventures/sub-contracting, each party must submit a separate TCS certificate/PIN/CSD number.

B-BBEE: valid B-BBEE certificate or sworn affidavit (certified) required to claim preference points. Specific goals points are claimed via SBD 6.1.

State employment: no bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

POPIA: signed SAST POPIA consent form required.

Compensation for Occupational Injuries and Diseases Act: bidder warrants all employees are covered; SAST may request proof of registration and good standing with the Compensation Fund.

Bids must be submitted in English.

No specific health and safety requirements beyond the general obligation that all employees are covered under the Compensation for Occupational Injuries and Diseases Act, and SAST may request proof of registration and good standing with the Compensation Fund.

SAST's rights: may amend bid conditions, validity period, or specification before closing; may not accept lowest priced bid; may award whole or in part; may conduct site visits; may request verification information and conduct background checks including FICA; may appoint any number of vendors if applicable; may consider past professional conduct. Supplier performance reviews conducted regularly, with annual reviews for contracts longer than a year, and remedial actions for non-performance. Bidders must be registered on CSD; foreign suppliers with no local entity exempt. Bids treated as contractually binding; canvassing officers prohibited; collusion leads to disqualification.

Mandatory requirement: bidder must provide a company profile describing a proven track record of experience in the service and repair of specialised video equipment or similar services, with evidence such as a company profile, catalogue, or sample reports of previous work.

The RFQ is evaluated in four phases: Phase 1 SCM Administrative compliance, Phase 2 Mandatory Requirements, Phase 3 Compliance with Technical Specification, Phase 4 Price and Specific Goals. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (Exempted Micro Enterprise/Qualifying Small Enterprise 4, Min 25% Black Ownership 4, Min 100% Female Ownership 4, Min 100% Black Youth Ownership 4, Min 25% People Living with Disabilities ownership 4). Award to the bidder scoring the highest total points.