Supply, installation and maintenance of video conferencing and collaboration systems – city of cape town (36-Month contract)

Closing date: 30 November 2026 at 10:00 am

Site visit/clarification meeting: 03 November 2026 at 13:00, via Microsoft Teams (not compulsory but strongly recommended)

• Join link: https://teams.microsoft.com/meet/316076065388614?p=C3FsPhAmKKNAprwn2i
• Meeting ID: 316 076 065 388 614
• Passcode: FX9dw6sc

Tender advertised: 16 October 2026

CCT Tender Representative

• Email: [email protected]

Submission address:

Tender & Quotation Boxes Office

2nd Floor (Concourse Level)

Civic Centre

12 Hertzog Boulevard

Cape Town

Supplier registration enquiries:

Supplier Management Unit

2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town

Telephone: 021 400 9242/3/4/5

Submission method: sealed envelope placed in the official tender box before closing time.

• Tender box location: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.
• Envelope must show: tenderer's name and address, tender number 101S/2026/27, tender description, tender box number 240, and closing date.
• If the tender is too large for the box, ask at the public counter (Tender Distribution Office) for alternative instructions.
• Tenders submitted by fax or email will be rejected.
• The entire tender document must be completed and signed in non-erasable ink (or electronically if issued electronically).
• All alterations must be initialled by the signatory.
• Tender offer must remain valid for 120 days after closing, extendable to 12 months, and possibly a further 6 months.
• Returnable documents (all must be completed and signed):
• C.2.1 Form of Offer and Acceptance – the signed offer.
• Schedule F.1 Contract Price Adjustment – price adjustment details.
• Schedule F.2 Certificate of Authority for Partnerships/Joint Ventures/Consortiums – authorises the signatory and defines the JV.
• Schedule F.3 Declaration for Procurement above R10 million – declaration for high-value procurement.
• Schedule F.4 Preference Points Claim Form – claims preference points under the 2022 regulations.
• Schedule F.5 Declaration of Interest – State Employees (MBD 4 amended) – discloses state employment connections.
• Schedule F.6 Conflict of Interest Declaration – declares any conflict of interest.
• Schedule F.7 Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8) – discloses past SCM practices.
• Schedule F.8 Authorisation for the Deduction of Outstanding Amounts Owed to the CCT – authorises deductions.
• Schedule F.9 Certificate of Independent Tender Determination – certifies no collusion.
• Schedule F.10 Proposed Deviations and Qualifications – lists any deviations.
• Schedule F.11 List of Other Documents Attached – references all additional documents.
• Schedule F.12 Record of Addenda – records addenda received.
• Schedule F.13 Information to Be Provided With the Tender – includes functionality responses and OEM accreditation.
• Schedule F.14 Appeal Application – for appeals (not part of submission).
• OEM/Distributor accreditation letters must be appended to Schedule F.13A or F.13B1 as applicable.
• Disqualification risks:
• Any returnable document omitted or unsigned.
• Tender received after closing time.
• Failure to achieve minimum functionality score.
• Failure to provide OEM accreditation where required.

Evaluation stages:

1. Responsiveness check – tender must comply with all conditions, be properly completed and signed.
2. Functionality evaluation – minimum qualifying score of 60 out of 100 for both Category A and Category B.

• Category A (Supply and Installation of New VC Systems) – total 100 points:
• Experience in implementing VC systems (max 15 points)
• Experience in supporting/maintaining VC systems (max 15 points)
• Company experience (max 25 points)
• Company resources – engineers/technical staff (max 15 points)
• Training provided (max 10 points)
• Contract value of previously installed/managed implementations (max 20 points)
• Category B (Maintenance, Repairs and Licensing) – total 100 points:
• Experience in supporting/maintaining VC systems (max 30 points)
• Company experience (max 20 points)
• Company resources – engineers/technical staff (max 25 points)
• Contract value of previously installed/managed implementations (max 25 points)
• Enterprise Client defined as 3 or more meeting rooms with VC systems at a facility.
• Engineer = 5+ years experience; Technician = 3+ years experience.
• Joint ventures must describe work split.

3. Price and preference scoring – 80/20 preference point system applies (up to R50 million).

• Price points: based on sum of prices/rates for a typical project/job.
• Preference points: based on specific goals, e.g. >15% of total expenditure = 6 points.
• Highest total adjudication points wins.
• CCT may appoint two tenderers per category: highest ranked (winner) and one alternative tenderer.
• Work allocated on a 'winner-takes-all' basis.

Scope: Supply, installation and maintenance of video conferencing and collaboration systems.

Two categories:

• Category A: Supply and installation of new video conferencing (VC) systems.
• Category B: Maintenance, repairs and licensing for existing and out-of-warranty VC systems.

Contract period: 36 months from commencement.

OEM accreditation required for most items in both schedules (exceptions listed in the tender).

Key personnel definitions:

• Engineer: 5+ years experience in VC system design, installation, support and maintenance.
• Technician: 3+ years related VC system installation experience.

Enterprise Client: 3 or more meeting rooms with VC systems at a facility.

Engineer: 5+ years experience in VC system design, installation, support and maintenance.

Technician: 3+ years related VC system installation experience.

Category A scoring:

• Experience in implementing VC systems (max 15 points)
• Experience in supporting/maintaining VC systems (max 15 points)
• Company experience (max 25 points)
• Company resources – engineers/technical staff (max 15 points)
• Training provided (max 10 points)
• Contract value of previously installed/managed implementations (max 20 points)

Category B scoring:

• Experience in supporting/maintaining VC systems (max 30 points)
• Company experience (max 20 points)
• Company resources – engineers/technical staff (max 25 points)
• Contract value of previously installed/managed implementations (max 25 points)

Minimum functionality score: 60 out of 100 for both categories.

Enterprise Client: 3+ meeting rooms with VC systems at a facility.

Joint ventures must describe work split.

Tenderers must cooperate with CCT's external service provider for due diligence review and risk assessment if requested.

Samples may be requested for testing; samples may not be returned in original state or at all.

Certificates required: B-BBEE certificate or sworn affidavit, tax compliance PIN, and other certificates as stated.

Pricing must comply with Price Schedule (C.4).

Yearly rates fixed for the 3-year contract period.

Price scoring based on sum of prices/rates for a typical project/job.

80/20 preference point system applies (up to R50 million).

Arithmetic errors corrected: amounts in words govern over figures; line item totals govern over rates; total of prices governs.

CCT may reject rates that are excessively low or high and request amendments.

Tender fee: R200 non-refundable for hard copy, not applicable to website downloads.

Pricing: Must comply with Price Schedule (C.4). Yearly rates fixed for the 3-year contract period.

80/20 preference point system applies (up to R50 million).

No bid security or performance guarantee mentioned in the extract.

Registration:

• CCT Supplier Database registration required (when requested).
• National Treasury Central Supplier Database (CSD) registration required (when requested).

Tax compliance:

• Valid SARS Tax Compliance Status PIN required; record PIN on Details of Tenderer pages.
• Each JV/consortium party must submit a separate PIN.
• CCT verifies tax status via CSD or e-Filing.

Eligibility declarations (returnable forms):

• Declaration of Interest – State Employees (F.5)
• Conflict of Interest Declaration (F.6)
• Declaration of Past SCM Practices (F.7)
• Certificate of Independent Bid Determination (F.9)
• Authorisation for Deduction of Outstanding Amounts (F.8)
• Certificate of Authority for Partnerships/JVs/Consortiums (F.2)

OEM/Distributor accreditation:

• Required for most items in Schedules A and B (exceptions listed).
• Proof of accreditation must be submitted in F.13A or F.13B1.
• Contact details of OEM/Accredited Distributor must be provided in F.13A.

B-bbee:

• Preference points claimed via Schedule F.4.
• Documentary proof required (e.g. B-BBEE certificate, sworn affidavit).

Other:

• Must not be restricted under SCM Policy, not have contravened Competition Act, not be involved with bid specification committee.

Compliance with Occupational Health and Safety Act required; tenderer must demonstrate competencies and resources to deliver services in accordance with the Act, Regulations and Health and Safety Specification.

Contract period: 36 months from commencement.

Tender validity: 120 days after closing, extendable to 12 months, further extension up to 6 months by mutual agreement.

Withdrawal of tender: permitted at CCT's discretion; improper withdrawal makes tenderer liable for additional expenses/losses.

CCT may cancel tender if: no longer needed, funds unavailable, no acceptable tenders, material irregularity, or inability to negotiate market-related pricing. CCT not liable for cancellation costs.

Disputes/objections/complaints: lodge within 14 days of decision.

Appeals under Section 62 of Systems Act: within 21 days, with R300 administration fee, possible surcharge for vexatious appeals.

POPIA: CCT processes personal information for contract purposes.

CCT Supplier Database and National Treasury CSD registration required.

CCT intends to appoint two tenderers per category: highest ranked (winner) and one alternative tenderer.

Work allocated on 'winner-takes-all' basis.

Contract period: 36 months.

Standby Bidder may be considered if contract terminated.

Two-stage system not followed.

Eligibility: Must comply with all tender conditions, be clear and irrevocable, complete all returnable forms, have tax matters in order, no conflicts of interest, not restricted under SCM Policy, not involved with bid specification committee, not guilty of contravening Competition Act.

OEM/Distributor accreditation required for most items in Schedules A and B (exceptions listed).

Proof of accreditation must be submitted in F.13A or F.13B1.

Contact details of OEM/Accredited Distributor must be provided in F.13A.

Minimum functionality score: 60 out of 100 for both categories.

Functionality criteria as per scoring tables.

80/20 preference point system applies.

Price points based on typical project/job.

Preference points based on specific goals (e.g. >15% of total expenditure = 6 points).