Request for proposal (RFP) for the upgrade of audio-visual smart technology

The Industrial Development Corporation of South Africa Limited (IDC) operates extensive conference facilities at its Head Office, which are scheduled for upgrades encompassing the Townhall Auditorium, four training rooms, and the supply, installation, and integration of advanced audiovisual systems. The main auditorium and the four (4) training rooms are integrated, offering seating capacity for over 750 delegates. The Auditorium’s Audio Visual (AV) system includes four fixed ceiling-mounted laser data projectors, three motorized screens, two (2) 65-inch wall-mounted overlay monitors, and two (2) 55-inch stage floor comfort monitors, all connected to a lectern-mounted American Motors Experimental (AMX) Control Touch Panel. Additional features consist of rack-mounted audio/video input-output Digital Signal Processing (DSP) mixer (Brooke Siren Systems - BSS Harman), AV matrix and control processor (AMX), six handheld microphone receivers (Shure), five amplifiers (Crown), one AV receiver amplifier (Yamaha), and multiple microphones (Shure). The facility is also equipped with ceiling-mounted and wall-mounted speakers, including surround sound speakers (JBL), positioned throughout the Auditorium. The IDC Head Office currently uses products from the following: Projectors:

• Epson
• National Electronic Code (NEC) Monitor Displays
• Samsungs
• NEC Audio Visual switch and integration boxes:
• AMX Netlinx, Encoders and Decoders Control Systems
• AMX Modero G5, MET-6NE-L Audio Processors:
• BSS BLU-100 Sound System
• Crown CL2 Audio-Visual over Internet Protocol (AVoIP) Switch
• Avaya 4950GTS-PWR Ceiling Speakers and Surround Sound
• JBL Microphones
• Shure

{"closingDate":"07 July 2026","closingTime":"11h00 AM","briefingSession":"{"date":"14 July 2026","time":"09:30 am","venue":"e, Venue 14 July 2026 @ 19 Fredman Drive, Sandown,","is_compulsory":true}"}

Compulsory Site Visit Date, Venue 14 July 2026 @ 19 Fredman Drive, Sandown, and Time Sandton @ 09:30 am

{"name":null,"email":"[email protected]","phone":"011 269 4376","department":null,"address":"any kind relative to this RFP should"}

11. RETURNABLE SCHEDULES Bidders shall submit their bid responses in accordance with the returnable schedules specified below (each schedule must be clearly marked): 11.1. Schedule 1: 11.1.1. Cover Page: (the cover page must clearly indicate the RFP reference number, bid description and the bidder’s name) 11.1.2. Copy of Board Resolution, duly certified. 11.1.3. Originally certified copy of ID document for the Company Representative. 11.1.4. Annexure 2: Acceptance of Bid Conditions and Bidder’s Details (duly completed and signed). 11.1.5. Annexure 3: Tax Compliance Requirements (duly completed and signed). 11.1.6. Annexure 4: Bidders Disclosure (duly completed and signed). 11.1.7. Annexure 5: Shareholders and Directors Information (duly completed and signed) 11.1.8. Annexure 6: BEE Commitment Plan. 11.1.9. Bidders must submit a B-BBEE verification certificate. For Exempted Micro Enterprises (EME) with an annual revenue of less than R10 million and Qualifying Small Enterprises (QSE) with an annual revenue of between R10 million and R50 million per annum, a sworn affidavit confirming the annual total revenue and level of black ownership may be submitted. Any misrepresentation in terms of the declaration constitutes a criminal offence as set out in the B-BBEE Act as amended. Note: If a bidder is a Consortium, Joint Venture or Prime Contractor with Subcontractor(s), the documents listed above must be submitted for each Consortium/ JV member or Prime Contractor and Subcontractor(s). 11.1.10. Annexure 7 Disclosure Statement (duly responded to). 11.1.11. Annexure 8 Privacy & Protection of Personal Information (duly completed and signed, if applicable). 11.1.12. Statement of Financial Position of the Bidder: Latest Audited Financial Statements (where applicable in terms of the Company’s Act) and/or independently reviewed financial statements and/or Cashflow Budget for new entities with no financial records. 11.1.13. Copy of Joint Venture/ Consortium/ Subcontracting Agreement duly signed by all parties (if applicable). 11.2. Schedule 2: Response to Section 2: Functional Requirements Specification 11.2.1. Executive Summary (explaining how you understand the requirements of this RFP and the summary of your proposed solution) 11.2.2. Annexure 1: Response format for section 2 of this RFP document duly completed and signed. 11.2.3. Response to Section 2: Functional Requirements Specification, in line with the format indicated in this RFP document. Note: Must be submitted as a separate file/document marked Schedule 2: Functional Requirements Specification) 11.3. Schedule 3: Price Proposal (response to Section 3 Cost Proposal of this RFP document). Note: Must be submitted as a separate file/document marked Schedule 3: Price/Cost Proposal)

Bidders must be tax compliant with SARS; submit valid B-BBEE certificate or sworn affidavit for EME/QSE; have relevant experience in AV-over-IP installation and integration; provide a compliant health and safety file; demonstrate financial capability; and ensure prime contractors hold higher contract value percentage than subcontractors. Joint ventures/consortiums must submit agreements and individual member documentation. Companies must submit board resolution and certified ID of representative.

supply agreement. The SLA will serve as a tool to measure, monitor, and assess the

supplier performance and ensure effective delivery of service

3. SCOPE OF WORK/TERMS OF REFERENCE The appointed bidder should be able to provide the following:

• Uninstallation Of Legacy Audio-Visual Systems And Cabling The bidder must uninstall the obsolete audio-visual (AV) systems and cables with and hand over to the IDC for storage.
• Supply, Installation, Programme and Integrate AV-over-IP Solutions The bidder must supply, install, programme and integrate Audio-Visual Equipment for network integration with compatibility with existing infrastructure.
• Ad- Hoc Technical Support and Warranty (5 Years) The support offered must meet the following requirements: Reactive support Working Hours (08:00 – 17:00). Reactive support After-hours, Weekends and Public Holidays In instances where the manufacturer’s hardware warranty is shorter than the bidder’s contract period, the bidder is requested to provide extended warranty for the proposed hardware until the end of the contract. Access shall be granted to the vendor/OEM Technical Assistance Centre (TAC) as well as escalation through local partners. IDC technical personnel must have the ability to contact TAC directly whenever required.
• Training and Documentation The bidder must provide comprehensive product training to four IDC staff members, encompassing system features and operational procedures. Upon completion the bidder must provide as-built documentation detailing system schematics, product warranty, delivery notes with serial numbers and all relevant project documentation. Note: The AV-over-IP assets are to be registered under IDC ownership, rather than with the appointed service provider.

contract and whose bid is functionally acceptable and financially advantageous to the IDC.

8.3. The IDC reserves the right to conduct site visits at bidder’s corporate offices and / or at

client sites if so required.

8.4. The IDC reserves the right to request all relevant information, agreements, and other

documents to verify information supplied in the bid response. The bidder hereby gives

consent to the IDC to conduct background checks, including FICA verification, on the

bidding entity and any of its directors / trustees / shareholders / members.

8.5. The IDC reserves the right, at its sole discretion, to appoint any number of vendors to be

part of this panel of service providers, if applicable (i.e., where a panel is considered).

8.6. The IDC reserves the right of final decision on the interpretation of its tender requirements

and responses thereto.

8.7. The IDC reserves the right to consider professional conduct and experiences it had with any

bidder which rendered similar services to the IDC in the past 5 years over and above the

references put forward by the bidder in its response.

12.1. Phase 1: Initial Screening Process: During this phase, bid responses will be reviewed for

purposes of assessing compliance with RFP requirements including the general bid

conditions and also the Specific Conditions of Bid, which requirements include the following:

• IDC will make use of the Central Supplier Database (CSD) to access key information

which is required to conduct supplier vetting including Company Registration status,

tax compliance status and any other relevant checks conducted on CSD.

• In the event that the bidding structure is a Prime Contractor with Sub-contractor/(s),

then IDC will evaluate the information provided in Annexure 2 (Acceptance of Bid

Conditions and Bidder’s Details) and if determined that the Prime Contractor holds a

lower percentage in terms of the value of the contract than any of its subcontractor/(s),

then the bid will be disqualified.

• Submission of ID copy for the Company Representative as referenced in 11.3.2 above.
• BEE Status Certification as referenced in 11.3.7.1 above.
• Completion of all Standard Bidding Documents and other requirements, as reflected in

this RFP, which covers the following:

➢ Section 2: Statement of compliance with the Functional Evaluation Criteria for this

RFP.

➢ Section 3: Cost Proposal and Price Declaration Form.

➢ Annexure 1: Bidders Experience & Project Team.

➢ Annexure 2: Acceptance of Bid Conditions.

➢ Annexure 3: Tax Compliance Requirements.

➢ Annexure 4: Bidder’s Disclosure.

➢ Annexure 5: Shareholders’ Information/ Group Structure.

➢ Annexure 6: BEE Commitment Plan.

➢ Annexure 7: Disclosure Statement.

➢ Annexure 8: Privacy & Protection of Personal Information Act

1 Bidder’s Relevant Experience 40

2 Qualifications and Skills of Key Personnel 15

3 Bidder’s Proposed Project Plan 15

4 Bidder’s Proposed Audio Visual (AV) Hardware Warranty

impact visuals, and centralized control for an integrated, immersive, and automated

experience. Core components include large LED video walls, distributed audio systems,

and intelligent control platforms, which provide streamlined wireless projection, and Town

5.2.1. Bidder’s relevant experience comply not comply

5.2.2. Qualifications and skills of key personnel comply

The bidder’s key personnel of the proposed team must have

relevant qualifications, skills and experience in installing,

programming and integrating their proposed Audio-Visual

The Project Lead must have a minimum of five years’ experience

with relevant Project Management qualifications.

Engineers/Technicians must have a minimum of 5 years’

experience in installing, configuring, programming and securing

qualifications of the proposed audio visual solution.

• The structure and composition of the proposed team,

clearly outlining the main disciplines/ specialties of this

project and the key personnel responsible for each

specialty. Please refer to Table (b) Annexure 1 of this

document for the format in which the required information

must be provided.

• CVs of the key personnel; and the CVs must clearly

highlight qualifications, areas of experience/ competence

relevant to the tasks and objectives of this project as

outlined above.

Section 4: annexures

Annexure 1: response format for section 2

Bidder’s Experience and the proposed Project Team

Table (a) Details of the bidder's experience in supplying, installing, programming and integrating the proposed Audio-Visual Smart Solution

(please refer to Section 2 par 5.2.1):

Client’ Name Project description (Start and End Project Cost responsibilities in terms of telephone contact of

Dates) programming and integrating the client

proposed AV solution

Table (b) Details of the key personnel of the bidders’ proposed team: (please refer to par 5.2.2 of Section 2 of this RFP document):

Section 3: cost proposal

Section 3: cost proposal

1. NOTE: All prices must be VAT inclusive (where applicable) and must be quoted in

South African Rand (ZAR).

2. Are the rates quoted firm for the full period of the contract? YES NO

Important: If not firm for the full period, provide details of the basis on which price adjustments

shall be applied e.g., CPI etc.

3. All additional costs associated the bidder’s offer must be clearly specified and included in

the Total Bid Price.

4. Is the proposed bid price linked to the exchange rate? Yes No

rates as set out in the National Treasury Instruction /2017:

Cost Containment Measures which took effect from 01 January 2014,

where relevant.

of the referenced National Treasury Instruction: Cost Containment

Measures. The “Guide on Hourly Fee Rates for Consultants” as issued

by the Department of Public Service and Administration (DPSA); or

Brand (VAT Excl.)

Taylorleds AR2.5pro cabinet incl PS &

Recieving Card + 2 GOB modules (Free 5

Spare) or equivalent

Cables and Connectors 1

Auditorium Taylorleds comfort Display - ARPro 1.8 3.20m x 1.92m - 1720 x 1024px (Dual Display Pricing) -

Taylorleds AR1.8pro cabinet incl PS &

Receiving Card + 2 modules or 80

equivalent

Novastar VX600Pro LED Controller or

equivalent

Taylorleds ARpro_Frame_640x480mm or

equivalent

Taylorleds AR1 8pro cabinet incl PSU &

Receiving Card + 2 modules 6

(Recommended Spare) or equivalent

Taylorleds AR1 8pro cabinet incl PSU &

Receiving Card + 2 modules (Free Spare) 4

or equivalent

Cables and Connectors 1

Taylorleds Displays for Training Room 1 and 4 adjacent to Main Auditorium - ARPro 1.8 3.84m x 2.4m - 2064

x 1290px (Dual Display Pricing) - Panels and frames in Landscape

Taylorleds AR1.8pro cabinet incl PS &

Receiving Card + 2 modules or 120

equivalent

Novastar VX600Pro LED Controller or

equivalent

Taylorleds ARpro_Frame_640x480mm or

equivalent

Taylorleds AR1 8pro cabinet incl PSU &

Receiving Card + 2 modules 6

(Recommended Spare) or equivalent

Taylorleds AR1 8pro cabinet incl PSU &

Receiving Card + 2 modules (Free Spare) 4

or equivalent

Cables and Connectors 1

Auditorium Lobby: AV Overflow from Main Auditorium

Extron NAV SD 121 1G Pro AV over IP

Compact Scaling Decoder – HDMI or 1

equivalent

Extron SM 3 - SpeedMount Compact FullRange Surface Mount Speakers, Pair – 2

Tax compliance requirements 31

Tax Compliance Requirements (duly completed and signed)

tax compliance status and any other relevant checks conducted on CSD

Tax Compliance Requirements

Central Supplier Database (CSD) to access key information

Central supplier database (csd) information

Central Supplier Database (CSD) of National Treasury are

2 Qualifications and Skills of Key Personnel 15

B-BBEE Details: (80/20 system)

Black ownership 2 10

30% Black women ownership 5

Any % of ownership by Black Designated Groups3 2

Reconstruction Development Programme Objective:

Promotion of SMMEs (Entities that are EME or QSE)

Total points 20

2Black ownership: 100% black owned entities will score the full 10 points (if 80/20 system), and

between 51% - 99.99% black owned entities will score 4 points (if 80/20 system).

3Black Designated Groups has the meaning assigned to it in the codes of good practice issued in

terms of section 9(1) of the Broad-Based Black Economic Act as amended.

Note: Only enterprises with direct Black shareholding that fall under the four categories below be

considered for allocation of points on Specific Goal:

• Exercisable voting rights in the hands of Black people
• Exercisable voting rights in the hands of Black women
• Exercisable voting rights in the hands of Black Designated Groups
• Employee Share Ownership Programmes (“ESOPs”) with direct shareholding and

exercisable voting rights in the hands of Black People, Black woman, and Black

Designated Groups

12.4. Phase 4: Objective Criteria

This contract will be awarded to the bidder scoring the highest points unless an objective

criterion justifies the award of the tender to a bidder other than the highest scoring bidder.

12.4.1. Objective Criteria are:

The bidder must pose less risk to the IDC. The risk will be assessed in terms of, but not

limited to, the following:

• Reputational Risk: This will be assessed in line with the bidder’s disclosure (Refer to

Annexure 7: Disclosure statement of this document) and the IDC Compliance and

Regulatory Affairs Department (CRAD) screening report.

• Concentration Risk: Over exposure to a single bidder.
• The bidder’s financial capability in relatio

13. PROMOTION OF EMERGING BLACK OWNED SERVICE PROVIDERS It is the IDC’s objective to promote transformation across all industries and/ or sectors of the South African economy and as such, bidders are encouraged to partner with a black owned entity (being 50%+1 black owned and controlled). Such partnership may include the formation of a Joint Venture and/ or subcontracting agreement etc., where a portion of the work under this tender would be undertaken by black owned entities. To give effect to this requirement, bidders are required to submit a partnership / subcontracting proposal detailing the portion of work to be outsourced, level of involvement of the black owned partner and where relevant, submit either a consolidated B-BBEE scorecard or each bidder of the partnership in their individual capacity to submit a BEE certificate or Sworn Affidavit in case of an EME or QSE which will be considered as part of the Specific Goals scoring listed in 12.3.

9.1. By submitting a bid in response to the RFP, the bidder will be taken to offer to render all or

any of the services described in the bid response submitted by it to the IDC on the terms

and conditions and in accordance with the specifications stipulated in this RFP document.

9.2. The bidder shall prepare for a possible presentation should IDC require such and the bidder

will be required to make such presentation within five (5) days from the date the bidder is

notified of the presentation. Such presentation may include a practical demonstration of

products or services as called for in this RFP.

9.3. The bidder agrees that the offer contained in its bid shall remain binding upon him/her and

receptive for acceptance by the IDC during the bid validity period indicated in this RFP and

its acceptance shall be subject to the terms and conditions contained in this RFP document

read with the bid.

9.4. The bidder furthermore confirms that he/she has satisfied himself/herself as to the

correctness and validity of his/her bid response; that the price(s) and rate(s) quoted cover

all the work/item(s) specified in the bid response documents; and that the price(s) and

rate(s) cover all his/her obligations under a resulting contract for the services contemplated

in this RFP; and that he/she accepts that any mistakes regarding price(s) and calculations

will be at his/her risk.

9.5. The successful bidder accepts full responsibility for the proper execution and fulfilment of

all obligations and conditions devolving on him/her under the supply agreement and SLA to

be concluded with IDC, as the principal(s) liable for the due fulfilment of such contract.

9.6. The bidder accepts that all costs incurred in the preparation, presentation and

demonstration of the solution offered by it shall be for the account of the bidder. All

supporting documentation and manuals submitted with its bid will become IDC property

unless otherwise stated by the bidder/s at the time of submission.

The Industrial Development Corporation of South Africa Limited (IDC) operates extensive

conference facilities at its Head Office, which are scheduled for upgrades encompassing

the Townhall Auditorium, four training rooms, and the supply, installation, and integration of

advanced audiovisual systems.

The main auditorium and the four (4) training rooms are integrated, offering seating capacity

for over 750 delegates. The Auditorium’s Audio Visual (AV) system includes four fixed

ceiling-mounted laser data projectors, three motorized screens, two (2) 65-inch wall-

mounted overlay monitors, and two (2) 55-inch stage floor comfort monitors, all connected

to a lectern-mounted American Motors Experimental (AMX) Control Touch Panel. Additional

features consist of rack-mounted audio/video input-output Digital Signal Processing (DSP)

mixer (Brooke Siren Systems - BSS Harman), AV matrix and control processor (AMX), six

handheld microphone receivers (Shure), five amplifiers (Crown), one AV receiver amplifier

(Yamaha), and multiple microphones (Shure). The facility is also equipped with ceiling-

mounted and wall-mounted speakers, including surround sound speakers (JBL), positioned

throughout the Auditorium.

brought onto or used on-site complies with the Occupational Health and Safety Act,

1993 (Act No. ) as well as the Compensation for Occupational Injury and

Disease Act, 1993 (Act No. ). The appointed bidder will be required to

submit a compliant safety file before commencement of work.

Note: The AV-over-IP assets are to be registered under IDC ownership, rather than

with the appointed service provider.

5.1.1. Health and safety comply

and equipment brought onto or used on-site complies with the

Occupational Health and Safety Act, 1993 (Act No. ) as

well as the Compensation for Occupational Injury and Disease

Act, 1993 (Act No. ).

compliant Health and Safety file must be submitted within 7 days

of appointment.

responses being received late. IDC’s platform is configured to receive documents with sizes

up to 50MB.

4.5. The IDC will not be held responsible for any of the following:

4.5.1. bid responses sent to the incorrect platform.

4.5.2. bid responses being inaccessible due to non-standard electronic file formats being

utilised to submit responses by bidders.

4.5.3. any security breaches and unlawful interception of tender / bid responses by third

parties outside the IDC’s IT network domain.

4.5.4. bid responses received late due to any IT network related congestions and/or

technical challenges; and

4.5.5. bid responses with file size limits greater than IDC’s platform capacity of 50MB.

4.6. Only responses received via the specified platform will be considered.

4.7. Where a complete bid response (Inclusive of all relevant Schedules) is not received by the

IDC in its electronic platform https://idcza-

my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgCoBHH7cuZJR62WkbeJeVfO

ARovHzptVlGxQ1o2FiIoi6s by the closing date and time, such a bid response will be

regarded as incomplete and late. Such late and / or incomplete bid will be disqualified. It is

the IDC’s policy not to consider late bids for tender evaluation.

4.8. Amended bids may be sent to the electronic platform https://idcza-

my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgCoBHH7cuZJR62WkbeJeVfO

ARovHzptVlGxQ1o2FiIoi6s marked “Amendment to bid” and should be received by the IDC

before the closing date and time of the bid.

bid.

5.4. The bidder should check the numbers of the pages of its bid to satisfy itself that none are

missing or duplicated. No liability will be accepted by IDC in regard to anything arising from

the fact that pages of a bid are missing or duplicated.

5.5. Bidder’s tax affairs with SARS must be in order (tax compliant status) and bidders must

provide written confirmation to this effect as part of their tender response.

5.6. In the event that the bidding structure is a Prime Contractor with Sub-contractor/(s), then

the Prime Contractor must not hold lower % of the contract value than any of the

subcontractors.

for network integration with compatibility with existing infrastructure.

• Ad- Hoc Technical Support and Warranty (5 Years)

In instances where the manufacturer’s hardware warranty is shorter than the

bidder’s contract period, the bidder is requested to provide extended

warranty for the proposed hardware until the end of the contract.

encompassing system features and operational procedures. Upon completion the

bidder must provide as-built documentation detailing system schematics, product

warranty, delivery notes with serial numbers and all relevant project documentation.

• Health and Safety

5.2.4. Bidder’s proposed av hardware warranty partially not

the warranty periods that come standard with the equipment.

detailing system schematics, product warranty, delivery notes

with serial numbers and all relevant project documentation.

Note: Bidders must provide a training and formal skills

transfer plan detailing methods of achieving competency on

the areas listed above.

Year 4 12

Year 5 12

Sub-Total (D) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (D) (VAT Incl.)

Table E: Extended Warranty

integrating the proposed AV

solution

Table (c): Manufacturer warranty periods and parts / labour / technical-support terms for the hardware on the project BOM, with source references

for verification (please refer to par 5.2.4 of Section 2 of this RFP document):

Manufacturer Equipment Warranty Period Parts & Labour Included (Yes/No)

Annexure 2: acceptance of bid conditions and bidder’s details

1. PROPRIETARY INFORMATION Industrial Development Corporation of SA Ltd (IDC) considers this Request for Proposal (RFP) and all related information, either written or verbal, which is provided to the respondent, to be proprietary to IDC. It shall be kept confidential by the respondent and its officers, employees, agents and representatives. The respondent shall not disclose, publish, or advertise this RFP or related information to any third party without the prior written consent of IDC.

1. SPECIAL INSTRUCTIONS TO BIDDERS 1.1. Should a bidder have reason to believe that the Functional Requirements are not open/fair and/or are written for a particular service provider; the bidder must notify IDC Procurement within five (5) days after publication of the RFP. 1.2. Bidders shall provide full and accurate answers to the questions posed in this RFP document, and, where required explicitly state “Comply/Not Comply” regarding compliance with the requirements. Bidders must substantiate their response to all questions, including full details on how their proposal/solution will address specific functional/ technical requirements; failure to substantiate may lead to the bidder being disqualified. All documents as indicated must be supplied as part of the bid response. 1.3. Failure to comply with Mandatory Requirements may lead to the bidder being disqualified.

12. Evaluation criteria and weightings 8
13. Technical evaluation criteria 14

12.2. Phase 2: Technical/ Functionality Evaluation

disqualified and will not be considered for further evaluation on the Other Functional

Note: The minimum qualifying score for functionality is 70%. All bidders that fail to achieve

the minimum qualifying score on functionality shall not be considered for further

evaluation on Price and Specific Goals.

12.3. Phase 3: Preference Point System

All bids that achieve the minimum qualifying score for Functionality (acceptable bids) will be

evaluated further in terms of the preference point system, as follows

Criteria points

Specific Goals1 20

1Specific Goals for this tender and points that may be claimed are indicated per table below

Specific goals

(80/20 system)

Total points 20

2Black ownership: 100% black owned entities will score the full 10 points (if 80/20 system), and

between 51% - 99.99% black owned entities will score 4 points (if 80/20 system).

is 70%. All bidders that fail to achieve

considered for allocation of points on Specific Goal

This contract will be awarded to the bidder scoring the highest points unless an objective

supplier performance and ensure effective delivery of service, quality and value-add to

scorecard on how their product / service offering is being measured to achieve the