Request for proposal (RFP) for uninstalling, supply, delivery, installation, programming and integration of video conference system

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12. Evaluation criteria and weightings 8
13. Technical evaluation criteria 17

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

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

• Resolution: 4K (3,840 x 2,160).
• HDMI Ports: 3.
• USB Ports: 1 x USB-A.
• Product Type: LED Display.
• Screen Size: 75 inches.
• Refresh Rate: 50Hz.

Video:

• Picture Engine: Crystal Processor 4K.
• HDR (High Dynamic Rang).
• HDR 10+: Support.
• Contrast: Mega Contrast.
• Micro Dimming: Ultra High Definition (UHD) Dimming.
• Contrast Enhancer: Yes.
• Motion Technology: Motion Xcelerator.
• Artificial Intelligence (AI) Upscale: 4K Upscaling.
• Filmmaker Mode (FMM): Yes.

Audio:

• Adaptive Sound: Yes.
• Object Tracking Sound (OTS): OTS Lite.
• Q-Symphony: Yes.
• Sound Output (RMS): 20W.
• Speaker Type: 2CH.
• Multiroom Link: No.

Smart Service:

• Adaptive Sound: Yes.
• Object Tracking Sound (OTS): OTS Lite.
• Q-Symphony: Yes.
• Sound Output (RMS): 20W.
• Speaker Type: 2CH.
• Multiroom Link: No.

Support:

Standard 24 months device warranty.

3.6. Ad-hoc Technical Support for the duration of OEM Warranty for three (3) years period

The support offered must meet the following requirements:

• Reactive support Working Hours (08:00 - 17:00).
• Reactive support After-hours, Weekends and Public Holidays

3.7. Training and Documentation

The bidder must provide product training to four (4) IDC staff members, encompassing

system features and operational procedures. Upon completion the bidder must provide as-

built documentation detailing product warranty, delivery notes with serial numbers and all

relevant documentation.

Note: The Video Conference assets are to be registered under IDC ownership, rather

than with the appointed service provider.

4. Project timelines

The appointed service provider(s) will be required to uninstall, supply, delivery, install

and programme (Uninstalling, Installation, Programming and Integration will be for

the Executive Boardroom - Large Size Hybrid Meeting Room only. The IDC will

install, programme and integrate the rest of the Video Conference Systems) the

new equipment within two (2) months of the award and provide support for a period of

three (3) years.

5. Technical evaluation criteria

5.1. Technical Requirements

The service provider must indicate their compliance/ non-compliance to the following

requirements and to substantiate as required. The bidder must respond in the format

below, where additional information is provided/ attached somewhere else; such

information must be clearly referenced.

Partially

5.1.1 Bidder’s relevant experience comply not comply

Comply

The bidder must have relevant experience in installing, programming

and integration of a video conference system, as well as technical

support as specified in this document.

The bidder must provide three (3) relevant contactable references

where they have installed, programmed and integrated the

technologies that are currently existing at the IDC as detailed in the

scope of work, as well as technical support in the past 5 (five) years

Refer to Table (a) Annexure 1 of this document for the response format

provided.

Substantiate / Comments

Partially not

5.1.2 Functional requirements comply subtantiation

Comply comply

The meeting rooms video conference system should have the functional requirements as per scope of work:

Small Meeting Rooms (5-8 Seater) and Medium Meeting Rooms (9-15 Seater):

All-in-one video conferencing bar

Integrated microphone and speaker

One-touch meeting join

Microsoft Teams Room certified

Simple plug-and-play operation

Executive Boardroom (Horseshoe Seater):

Multiple Pan Tilt Zoom (PTZ) cameras

AI-powered speaker tracking

Advanced room automation

Integrated room control platform

Video recording and webcast capability via MS

Teams

Microsoft Teams Front Row functionality

Note: Bidder must indicate how the above will be achieved, either by screenshot or by supporting documentation.

Partially not

5.1.3 Technical requirements comply subtantiation

Comply comply

The meeting rooms video conference system should have the technical requirements as per scope of work:

Video:

4K resolution

Automatic framing, speaker tracking, Smart gathering

and Intelligent focus

Low-light optimization

Minimum 1080p conferencing quality

Automatic privacy shutter

Audio:

Noise suppression

Acoustic echo cancellation

Beamforming microphone technology

Professional digital signal processing

Collaboration:

HDMI connectivity

Microsoft Teams Rooms compatibility

Calendar integration

One-touch join functionality

Management:

Centralized monitoring and management

Remote diagnostics

Firmware update capability

Device health monitoring

Remote management and room control

Note: Bidder must indicate how the above will be achieved, either by screenshot or by supporting documentation.

5.1.4 Bidder’s proposed video conferece system partially not comply

Hardware warranty reference pack comply comply

The bidder must provide a detailed video conference system,

hardware warranty reference pack, which is to include the

Manufacturer, Equipment, Warranty period, Parts & Labour. The pack

must clearly indicate the warranty periods that come standard with

the equipment.

Over and above the submitting the pack the bidder must provide

details in Table (b) Annexure 1 of this document for the response

format provided.

Substantiate / Comments

Partially not

5.1.5 Training and documentation comply

Comply comply

The bidder must provide both user and administrative training to four

(4) IDC staff members.

The training must incorporate a comprehensive skills transfer plan,

consisting of a structured programme designed to equip IDC

employees with proficiency in the following areas:

User operational training

Basic operational training

System management

Microsoft Teams Room troubleshooting

System configuration, backup and log management

Firmware and software updates

Remote management, monitoring and room control

Note: Bidders must provide a training, and formal skills transfer

plan detailing methods of achieving competency on the areas

listed above.

Substantiate / Comments

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

If yes, the bidder must indicate CLEARLY which portion of the bid price is linked to the

exchange rate:

5. Payments will be linked to specified deliverables after such Comply Not

deliverables have been approved by the IDC. Payments will be made Comply

within 30 days from date of invoice.

6. Costing model

Table A: Uninstallation Of Legacy Video Conferencing System in Executive

Boardroom Large Size Hybrid Meeting Room.

Total Cost (Excl.

Number of Activities/Deliverables Resource(s) Rate per Hour Vat)

Hours

Uninstalling of legacy video

conferencing system

Disbursements

Sub-Total (A) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (A) (VAT Incl.)

Table B: Video Conference System: IDC 1- Kindoc

Proposed Total Cost

Descriptions Quantity Unit Price

Brand (VAT Excl.)

A108 -Medium Size Hybrid Meeting Room: 10-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

A109 - Medium Size Hybrid Meeting Room: 10-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

Executive Boardroom - Large Size Hybrid Meeting Room: 22-U-Shape Boardroom

Seater

MaxHub UC P30 PTZ Tracking Camera

4K Dual Eye or equivalent

AC-EXUSB-2, USB 2.0 Extender Kit

(HDBaseT) w/PoE and 4 Port Device Rx - 2

Low Profile Design or equivalent

MaxHub XCore Kit Pro Native Microsoft

Teams Rooms system BaseKit or 1

equivalent

MaxHub WT13M USB Type-C Wireless

sharing dongle or equivalent

Inogeni Camera mixer SHARE2U - Mix 2

USB Cameras to USB or equivalent

C301- Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

D301 - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

C201 - Medium Size Hybrid Meeting Room: 16-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

Proposed Total Cost

Descriptions Quantity Unit Price

Brand (VAT Excl.)

D201 - Medium Size Hybrid Meeting Room: 16-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

D101 - Medium Size Hybrid Meeting Room: 16-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

E101 - Medium Size Hybrid Meeting Room: 16-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

E201 - Medium Size Hybrid Meeting Room: 16-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

E301 - Medium Size Hybrid Meeting Room: 16-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

B103 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

B202 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

C101 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

C202 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

C302 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

D102 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

D202 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

D302 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

E102 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

Proposed Total Cost

Descriptions Quantity Unit Price

Brand (VAT Excl.)

E202 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

E302 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBar50 Kit Quad-camera bar with

integrated speakers and microphones or 1

equivalent

Delivery

Sub-Total (B) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (B) (VAT Incl.)

Table C: Video Conference System: IDC 2 – Dymson

Proposed Unit Price (VAT Total Cost

Descriptions Quantity

Brand Excl.) (VAT Excl.)

F101 – Large Size Hybrid Meeting Room: 19-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

F202 - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

F302 - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

F103 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

F201 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones

or equivalent

F301 – Small Hybrid Meeting Room: 5-8 Seater

MaxHub XBarV50 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

Delivery

Sub-Total (C) (VAT Excl.)

VAT at 15% (if applicable

Total Bid Price (C) (VAT Incl.)

Table D: Video Conference System: IDC Regional Offices (including delivery as per the

following link https://www.idc.co.za/contact-us/)

Proposed Unit Price (VAT Total Cost

Descriptions Quantity

Brand Excl.) (VAT Excl.)

Cape Town- Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Gqeberha - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables and Connectors 1

KuGompo City - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Bloemfontein - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Mbombela - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables

Emalahleni - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Durban - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Polokwane - Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Kimberly – Medium Size Hybrid Meeting Room: 14-Seater

Proposed Unit Price (VAT Total Cost

Descriptions Quantity

Brand Excl.) (VAT Excl.)

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Rustenburg/Brits – Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Mahikeng – Medium Size Hybrid Meeting Room: 14-Seater

MaxHub XBarV70 Kit Quad-camera bar

with integrated speakers and microphones 1

or equivalent

85 inch Smart TV 1

Cables 1

Delivery

Sub-Total (D) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (D) (VAT Incl.)

Table E: Installation, Programming, Integration (Executive Boardroom - Large Size

Hybrid Meeting Room only)

Activities/Deliverables Resource(s) Number of Hours Rate per Hour Total Cost (Excl. Vat)

Installation

Programming

Integration

Disbursement

Sub-Total (E) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (E) (VAT Incl.)

Table F: Ad-hoc Support

For comparison purposes, bidders must provide cost for 36 hours for ad-hoc support for a

period of three (3) years on a pay as you use basis:

Total Cost (VAT

Number of

Activity/ Deliverable Duration Resource(s) Rate per Hour Excl.)

hours

Year 1 12

Reactive support Working

Year 2 12

Hours (08:00 – 17:00)

Year 3 12

Year 1 12

Reactive support After-

hours, Weekends and Year 2 12

Public Holidays

Year 3 12

Sub-Total (F) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (F) (VAT Incl.)

Table G: Extended Warranty – IDC 1: Kindoc

Bidder are requested to provide pricing for extended warranty for Manufacturer, Equipment,

Warranty period, Parts & Labour that does not cover the three (3) year period.

Parts &

Extended

Labour

Manufacturer Equipment Warranty Monthly Fee (Excl. VAT) Annual Fee (Excl. VAT)

Included

Period

(Yes/No)

Table H: Extended Warranty – IDC 2: Dymson

Bidder are requested to provide pricing for extended warranty for Manufacturer, Equipment,

Warranty period, Parts & Labour that does not cover the three (3) year period.

Parts &

Extended

Labour

Manufacturer Equipment Warranty Monthly Fee (Excl. VAT) Annual Fee (Excl. VAT)

Included

Period

(Yes/No)

Table I: Extended Warranty – IDC Regional Offices

Bidder are requested to provide pricing for extended warranty for Manufacturer, Equipment,

Warranty period, Parts & Labour that does not cover the three (3) year period.

Parts &

Extended

Labour

Manufacturer Equipment Warranty Monthly Fee (Excl. VAT) Annual Fee (Excl. VAT)

Included

Period

(Yes/No)

Note: Disbursements and any other (additional) costs must be clearly defined (outlining all assumptions)

and a detailed breakdown thereof must be provided.

The bidder must provide a detailed breakdown of the Disbursements as follows:

Cost Element Cost (VAT Excl.)

Sub-Total Disbursements

Note on pricing:

Disbursements (incidental expenses other than professional fees e.g., travel and

accommodation, printing costs, etc.) must be clearly defined, outlining all assumptions. It

is of utmost importance to submit clear and comprehensive cost proposals to allow the

IDC to fairly compare bid price / cost proposals. If there is no additional fee envisaged for

Disbursements, then the bidder must clearly indicate “No Charge / Free of Charge”. Failure

to clearly indicate this, would result in IDC penalising your bid response by taking the cost

of the highest bidder and adding 50% thereto and apply this rate for purposes of price

comparisons. Bidders are therefore requested to respond clearly and comprehensively

on this aspect of their bid response.

Total Bid Price (VAT Incl.) (Table A+B+C+D+E+F)

7. Summary of the proposal

Description bidder’s proposal

Number of resources (personnel)

Project duration (in hours)

Project duration (in months)

Commencement Date

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 11.3.3 above.
• BEE Status Certification as referenced in 11.3.7 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: Acceptance of Bid Conditions.

➢ Annexure 2: Tax Compliance Requirements.

➢ Annexure 3: Bidder’s Disclosure.

➢ Annexure 4: Shareholders’ Information/ Group Structure.

➢ Annexure 5: Bidders Experience & Project Team.

➢ Annexure 6: BEE Commitment Plan.

➢ Annexure 7: Disclosure Statement.

➢ Annexure 8: Privacy & Protection of Personal Information Act

The Industrial Development Corporation of South Africa Limited (IDC) intends to

standardise meeting room technology to support hybrid collaboration, video

conferencing, content sharing, and seamless user experiences across all of its office

locations, see below IDC offices:

This tender seeks to implement a comprehensive AV-over-IP 4K Video Conferencing

solution that delivers an advanced, future-ready collaboration environment. The

proposed solution must incorporate state-of-the-art Artificial Intelligence (AI)-driven

audio and video conference technologies, high-impact ultra-high definition visuals, and

centralized system control to ensure a fully integrated, immersive, and highly automated

user experience. Core components include AI-powered intelligent framing to ensure that

all participants are consistently and naturally kept in focus without visual distortion,

regardless of seating position or movement within the room.

5.1.1 Bidder’s relevant experience comply not comply

Tax compliance requirements 37

tax compliance status and any other relevant checks conducted on CSD

Tax Compliance Requirements

Central Supplier Database (CSD) to access key information

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).

• Concentration Risk: Over exposure to a single bidder.
• The bidder’s financial capability in relation to the execution of the contract.
• The bidder’s past performance in IDC contract

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.

120 days from the closing date and time

Compulsory Site Visit Date, 16 September 2026 @ 19 Fredman Drive, Sandown,

Venue and Time Sandton @ 09:30 am

Responses to this RFP should https://idczaONLY be forwarded to: my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgDP

mp4sWzYiQKcpIGfAc3eiARDaEZ-cFlArBnneSxIPhcY

4.1. Bid responses must be submitted in electronic format only and must be e-mailed to the

dedicated e-mail address as provided herein.

4.2. Bid responses should be in generally acceptable / standard electronic file format/s (i.e.,

Microsoft suite of products or pdf) to enable access thereto by the IDC for purposes of

evaluating responses received. Where documents are presented in a format which cannot

be accessed by the IDC through generally acceptable formats, such bid response will be

disqualified.

4.3. The closing date for the submission of bids is 01 October 2026 not later than 11h00 AM

(before midday). No late bids will be considered. Bids must only be sent to https://idcza-

my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgDPmp4sWzYiQKcpIGfAc3eiA

herein will be disqualified and will not be considered for evaluation. It is the bidder’s

responsibility to ensure that the bid is sent to the correct email address and that this is

received by the IDC before the closing date and time in IDC’s dedicated tender platform

https://idczamy.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgDPmp4sWzYiQK

cpIGfAc3eiARDaEZ-cFlArBnneSxIPhcY.

4.4. Bidders are advised to submit / send its bid responses at least 30 minutes before the 11h00

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/IgDPmp4sWzYiQKcpIGfAc3eiARD

aEZ-cFlArBnneSxIPhcY marked “Amendment to bid” and should be received by the IDC

before the closing date and time of the bid.

responses being received late. IDC’s platform is configured to receive e-mails 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 email address;

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 e-mail receipt capacity of 50MB.

4.6. Only responses received via the specified email address 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/IgDPmp4sWzYiQKcpIGfAc3eiA

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 hold the highest percentage allocation in terms of the value of

the contract.

1 Bidder’s Relevant Experience 40

2 Functional Requirement 15

3 Technical Requirement 15

4 Bidder’s Proposed Video Conference Warranty Reference

Pack

5 Training and Documentation 15

Total 100

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:

enable streamlined wireless presentation and content sharing, simplifying the user

experience while maintaining robust performance and reliability. The video collaboration

hardware must be fully compatible with leading collaboration platforms, including but not

limited to Zoom, Tencent Meeting, GoToMeeting, Microsoft Teams, BlueJeans,

Standard 24 months device warranty.

3.6. Ad-hoc Technical Support for the duration of OEM Warranty for three (3) years period

• Reactive support Working Hours (08:00 - 17:00).
• Reactive support After-hours, Weekends and Public Holidays

3.7. Training and Documentation

The bidder must provide product training to four (4) IDC staff members, encompassing

system features and operational procedures. Upon completion the bidder must provide as-

built documentation detailing product warranty, delivery notes with serial numbers and all

relevant documentation.

Note: The Video Conference assets are to be registered under IDC ownership, rather

than with the appointed service provider.

hardware warranty reference pack, which is to include the

must clearly indicate the warranty periods that come standard with

the equipment.

Year 3 12

Sub-Total (F) (VAT Excl.)

VAT at 15% (if applicable)

Total Bid Price (F) (VAT Incl.)

Table G: Extended Warranty – IDC 1: Kindoc

Warranty period, Parts & Labour that does not cover the three (3) year period.

Manufacturer Equipment Warranty Monthly Fee (Excl. VAT) Annual Fee (Excl. VAT)

(Yes/No)

Table H: Extended Warranty – IDC 2: Dymson

Warranty period, Parts & Labour that does not cover the three (3) year period.

Manufacturer Equipment Warranty Monthly Fee (Excl. VAT) Annual Fee (Excl. VAT)

(Yes/No)

Table I: Extended Warranty – IDC Regional Offices

Warranty period, Parts & Labour that does not cover the three (3) year period.

Manufacturer Equipment Warranty Monthly Fee (Excl. VAT) Annual Fee (Excl. VAT)