Repair and maintenance of stage machinery, plc control systems and operating software support — 36 months

Procurement / SCM enquiries:

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

Technical enquiries: same as above

Submission address (email): [email protected]

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

Information Officer (POPIA):

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

Deputy Information Officer:

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

Submission method: email only

Submission email: [email protected]

Email subject line: must clearly indicate RFQ number SAST/RFQ/2026-2027/560

Closing date and time: 02 November 2026 at 11:00

Late submissions: not accepted under any circumstances

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

• SBD 1 (Invitation to Bid): completed and signed as offer cover page
• SBD 4 (Bidder's Disclosure): declares state employment, relationships with procuring institution, and interests in other enterprises; false declaration disqualifies bid
• SBD 6.1 (Preference Points Claim Form): completed and signed only if claiming specific-goal points
• SAST POPIA Consent Form: completed and signed
• General Conditions of Contract (GCC): initialled on each page

Mandatory supporting documents:

• Proof of CSD registration with MAAA number
• CIPC company registration documents (CK document)
• Certified ID copies of all directors listed on CIPC registration
• Valid SARS tax compliance status PIN or printed TCS certificate
• B-BBEE certificate or sworn affidavit (required only if claiming preference points)
• Certified share certificate
• Valid Compensation Fund / COIDA Letter of Good Standing
• Two or more contactable reference letters not older than 5 years for similar work; each on client letterhead, dated, signed, and stating scope of work (completion certificates not accepted)
• CVs and certified qualifications of key personnel: Stage Machinery Engineer/Technician and PLC/Automation/Controls Engineer/Technician, each with minimum 3 years relevant experience in stage/theatre machinery, lifting/automation, PLC or equivalent industrial automation

Disqualification risks:

• Any returnable form unsigned or omitted
• Submission after closing time
• Failure to meet all mandatory requirements in Phase 2
• Inconsistent information between declarations and evidence (results in 0 points for applicable goals)
• Bids from persons in service of the state, or companies/close corporations with directors/members in state service

Evaluation follows four sequential phases; bidders must pass each phase to proceed:

Phase 1 – SCM Administrative Compliance: verification of completeness and correctness of all returnable forms and supporting documents listed above. SAST may accept or reject based on completeness.

Phase 2 – Mandatory Requirements (all must be met; failure disqualifies):

1. Two or more reference letters (requirements as above)
2. Valid COIDA Letter of Good Standing
3. CVs and qualifications of two key personnel categories, each with minimum 3 years relevant experience

Phase 3 – Technical Specification Compliance: bidder's offer verified against the scope in paragraph 4.1; technical specifications of proposed solution must be submitted with bid. Non-compliance disqualifies from Phase 4.

Phase 4 – Price and Specific Goals (80/20 preference point system):

Price: 80 points (lowest acceptable price scores highest)

Specific Goals: 20 points allocated as follows:

• Exempted Micro Enterprise / Qualifying Small Enterprise: 4 points
• Minimum 25% Black ownership: 4 points
• Minimum 100% Female ownership: 4 points
• Minimum 100% Black Youth ownership: 4 points
• Minimum 25% People Living with Disabilities ownership: 4 points

Points claimed only awarded if supporting documents (B-BBEE certificate, sworn affidavit, share certificates) are provided. Ownership points awarded pro-rata.

Total: 100 points. Award to highest-scoring bidder subject to PPPFA section 2(1)(f).

No minimum qualifying score stated; highest points wins.

Scope: Repair and maintenance of upper stage machinery, lower stage machinery, PLC control systems, and operating software support for 36 months at South African State Theatre (SAST), Pretoria.

Core preventative maintenance activities (performed at agreed scheduled intervals, not priced separately):

1. Upper and Lower Stage Machinery: inspection, testing, cleaning, lubrication, adjustments, calibration, servicing per OEM recommendations and applicable safety requirements.
2. Associated systems: mechanical, electrical, hydraulic, pneumatic, and safety systems including motors, drives, control panels, sensors, limit switches, emergency-stop circuits, safety interlocks.
3. PLC Control Systems, HMI, operating software, automation systems, communication networks: preventative maintenance, diagnostics, configuration verification, software backup, restoration testing, optimisation.
4. Revolve/turntable system: inspection, servicing, testing, alignment of linear motors, drive assemblies, guide wheels, load-bearing wheels, bogies, rail systems, encoders, position sensors, drive controls, associated PLC-controlled automation.

Deliverables:

• Maintenance/service report after every scheduled service: work performed, defects identified, corrective actions, outstanding risks, recommendations for repairs/replacement.
• Maintenance of system backups, maintenance records, equipment/service history for contract duration.

Corrective maintenance (repairs, part replacements): separate quotes required for each occurrence.

Emergency/after-hours support: call-out fee and hourly labour rates apply.

Remote PLC/software technical support: hourly rate.

Transport/travel: per km rate.

All work to comply with OEM specifications and safety standards.

Pricing format: schedule of rates (not firm fixed price). Bidders complete the provided pricing table with rates excluding VAT:

• B1: Standard call-out / service fee (per call)
• B2: Stage Machinery Technician – labour (per hour)
• B3: Stage Machinery Engineer / Specialist – labour (per hour)
• B4: PLC / Automation / Controls Engineer – labour (per hour)
• B5: PLC diagnostics, software troubleshooting, configuration/reconfiguration, programming, firmware updates, system restoration, technical support (per hour)
• B6: Emergency / after-hours call-out fee (per call)
• B7: Emergency / after-hours technical labour (per hour)
• B8: Remote PLC / software technical support (per hour)
• B9: Transport / travel (per km)
• B10: Other applicable service charge (bidder to specify)
• B11: Overall total amount (rate)

Additional requirements:

• Official quote on company letterhead must accompany priced schedule.
• Rates may not be firm for full 36 months; if not firm, bidder must state adjustment basis (e.g. CPI).
• Parts replacement: separate quote required per occurrence.
• Repairs: separate quote required per occurrence.
• Delivery/travel costs included in total quotation, not evaluated separately.
• Price quoted must remain valid for 120 days after closing date.
• No bid security, performance bond, or retention percentages specified in document.
• Payment terms not detailed; GCC applies unless special conditions override.

Eligibility and mandatory compliance:

• CSD registration: mandatory; MAAA number must be provided. SAST cannot award to unregistered bidders (foreign suppliers with no RSA entity exempt).
• Tax compliance: valid SARS TCS PIN or printed TCS certificate; CSD number acceptable if no PIN. Each consortium/JV party must submit separate proof.
• CIPC company registration: CK document required.
• Certified ID copies of all directors on CIPC registration.
• B-BBEE: certificate (SANAS-accredited) or sworn affidavit (EME ≤ R10m, QSE ≤ R50m) required only to claim specific-goal points. Original or certified copy.
• Certified share certificate.
• COIDA: valid Letter of Good Standing from Compensation Fund or equivalent proof.
• References: two or more contactable reference letters ≤ 5 years old for similar scope; on client letterhead, dated, signed, stating scope. Completion certificates not accepted.
• Key personnel: Stage Machinery Engineer/Technician and PLC/Automation/Controls Engineer/Technician, each with minimum 3 years relevant experience in stage/theatre machinery, lifting/automation, PLC or equivalent industrial automation; CVs and certified qualifications submitted.
• POPIA Consent Form: completed and signed.
• GCC: initialled.
• No bids from state employees, companies with state-employee directors, or close corporations with state-employee members.
• Foreign suppliers: if no branch, permanent establishment, RSA income source, or RSA tax liability, TCS PIN not required but CSD registration still needed.
• All information must be consistent with declarations; inconsistency yields 0 points for relevant goals.