Rental of wave licenses and software licences – re-issue

Closing date and time: 17 August 2026 at 11:00.

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

No compulsory briefing session.

SCM and technical enquiries: SCM Office, telephone 012-392-4019, email [email protected].

All bid response documents must be emailed to [email protected].

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

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

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Declaration): discloses any director or shareholder 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 preference points are claimed.
• Company registration (CIPC) CK document and certified ID copies of directors.
• Valid SARS tax PIN.
• Valid and compliant original B-BBEE certificate or certified copies of Sworn Affidavit, submitted for any points claimed.
• Certified share certificate.
• SAST POPIA Consent form, completed and signed.
• General Conditions of Contract (GCC), initialled or signed.
• Proof of registration on the National Treasury Central Supplier Database (CSD) with registration number (MAAA).

Submission channel: email all bid response documents to [email protected], with the email subject line clearly indicating the RFQ number.

Disqualification risks:

• Bids received after the closing date and time, regardless of method.
• Any returnable form omitted, incomplete, or unsigned.
• Inconsistent information between submitted evidence and declarations may result in 0 points for the applicable goal.
• Bids must be submitted on the official forms provided, not re-typed.
• Bids from persons in the service of the state, or companies with directors who are, will not be considered.

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

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 at bidder's offices or client sites; may request additional information and conduct background checks including FICA verification; may consider the bidder's professional conduct and experience with SAST over the past 5 years.

Returnable documents: proof of CSD registration (MAAA), SBD 1 completed and signed, SBD 4 completed and signed, SBD 6.1 completed and signed if points claimed, CIPC CK document, certified ID copies of directors, valid SARS tax PIN, valid and compliant original B-BBEE certificate or certified copies of Sworn Affidavit (for points claimed), certified share certificate, SAST POPIA Consent form completed and signed, and GCC initialled or signed.

Evaluation in four phases:

• Phase 1: SCM administrative compliance — verification of completeness and correctness of documentation.
• Phase 2: Mandatory requirements — must submit a signed confirmation letter on company letterhead confirming ability to deliver within 5 days after receiving the Purchase Order; failure disqualifies.
• Phase 3: Compliance with technical specifications — items offered must meet the specifications; failure disqualifies.
• Phase 4: Price and specific goals — 80/20 preference point system: price 80 points, specific goals 20 points, total 100 points. Award to the bidder scoring the highest points, subject to section 2(1)(f) of the Preferential Procurement Policy Framework Act, 2000.

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

Items required:

• Waves audio software — Ultimate Annual License Rental, quantity 1 user.
• Autodesk AutoCAD — Design and drafting software Rental (3 years), quantity 1 user.
• QLab 5 — Standard license (once off purchase) for lighting, sound, video, full featured, quantity 1 user.

Bidders must provide technical specifications of the products offered with their response; compliance is verified against the item descriptions above.

Delivery: services must be delivered within 5 days after receiving the Purchase Order, confirmed by a signed letter on company letterhead.

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

Phase 3: Compliance with Technical Specification. Items offered will be verified against the technical specifications for each item in the RFQ. Bidders must provide technical specifications of products offered. The table in paragraph 4.1 is used to verify compliance. Bidders whose offers comply proceed to evaluation on Price and Specific Goals; failure to comply results in disqualification.

Pricing table: Item 1 Waves audio software Ultimate Annual Licence Rental, quantity 1; Item 2 Autodesk AutoCAD Design and drafting software Rental (3 Years), quantity 1; Item 3 QLab 5 Standard license (once off purchase), quantity 1. Provide sub-total, VAT 15%, grand total. Also send an official quote on company letterhead. Specify any other costs not included. State period required for commencement after acceptance. Rates must be firm for the full period; if not, provide basis for adjustments (e.g., consumer price index).

Pricing format: complete the pricing table (SBD 3.1) with unit price and total price for each item, then sub-total, VAT at 15%, and grand total.

• Item 1: Waves audio software — Ultimate Annual Licence Rental, quantity 1.
• Item 2: Autodesk AutoCAD — Design and drafting software Rental (3 Years), quantity 1.
• Item 3: QLab 5 — Standard license (once off purchase), quantity 1.

Bidders must also send an official quote on company letterhead.

Any other costs not included in the above price must be specified.

State the period required for commencement of the project after acceptance of the bid.

Rates must be firm for the full period of the project; if not, provide details of the basis for adjustments (e.g., consumer price index).

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

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

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

Tax compliance: submit a valid SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no TCS PIN is available. Each party in a consortium, joint venture, or subcontracting arrangement must submit a separate TCS certificate / PIN / CSD number.

B-BBEE: submit a valid and compliant original B-BBEE certificate or certified copies of a Sworn Affidavit to claim preference points.

Company registration: submit CIPC CK document and certified ID copies of directors.

POPIA: complete and sign the SAST POPIA Consent form.

GCC: initial or sign the General Conditions of Contract.

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

Bids from persons in the service of the state, or companies with directors who are, will not be considered.

The RFQ takes precedence over other attached documents in case of contradiction. Where silent, PPPFA stipulations take precedence. Bidders should not incorporate additional stipulations except as clearly marked recommendations. SAST's decision is final and binding. Bids must be submitted in English. Bidder warrants employees are covered under the Compensation for Occupational Injuries and Diseases Act; SAST may request proof of registration and good standing. Personal information processed per POPIA and SAST Data Privacy Policy. Bids not revealed to other bidders and treated as contractually binding. Specific queries due two days before closing. Canvassing SAST officers between closing and award is prohibited. Collusion leads to automatic disqualification and restriction from doing business with organs of state.

SAST may amend any bid condition, validity period, or specification 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 at bidder's offices or client sites; may consider National Treasury Instruction 01/2017 cost containment rates; may request additional information and conduct background checks including FICA; may appoint any number of vendors to a panel if applicable; may make final decisions on interpretation; may consider past professional conduct and experience with SAST over 5 years.

Supplier performance: regular reviews, minimum annual for contracts over a year, review at completion for shorter contracts. Non-performance addressed with formal letters and remedial actions; non-adherence escalates performance management actions.

Mandatory requirement: submit a signed confirmation letter on company letterhead confirming ability to deliver the required services within 5 days after receiving the Purchase Order. Failure to meet this criterion disqualifies the bid from further evaluation.

Evaluation in four phases: Phase 1 SCM administrative compliance, Phase 2 mandatory requirements, Phase 3 compliance with technical specifications, Phase 4 price and specific goals. The 80/20 preference point system applies: price 80 points, specific goals 20 points, total 100 points. Award to the bidder scoring the highest points, subject to section 2(1)(f) of the Preferential Procurement Policy Framework Act, 2000.