Studio equipment supply and installation for communications unit and mec office (KZN public works)

Closing date: 02 September 2026. Closing time: 11h00. No compulsory briefing session or site inspection indicated (Section D marked 'Not Applicable'). No clarification deadline stated.

SCM / bidding procedure enquiries: Lindiwe Ngcobo, Tel: 033 355 5440, Email: [email protected]. Technical enquiries: Sibongile Dlangalala, Tel: 082 314 9402, Email: [email protected]. Bid documents download: www.kznworks.gov.za. Submission address: Bid Box, 191 Prince Alfred Street, Pietermaritzburg 3200 (Oliver Tambo House, Department of Public Works KZN Head Office).

Submission method: Physical deposit in the bid box at 191 Prince Alfred Street, Pietermaritzburg 3200 (Oliver Tambo House, Department of Public Works KZN Head Office). No electronic, fax, or postal submissions accepted. Each bid must be in a separate sealed envelope marked with the bidder's name and address, bid number ZNQ 50/26/27, and closing date. Bids received after 11h00 on 02 September 2026 will not be considered. All forms must be completed on the original documents (photocopies allowed but original signature required on each page). Bidder must initial every page. Mandatory returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7 (Contract Form), Authority to Sign / Board Resolution (Section K), Declaration that CSD Information is Correct (Section C). Also required: valid CSD registration (MAAA number), SARS Tax Compliance Status PIN or printed TCS certificate, B-BBEE sworn affidavit (EME/QSE) or SANAS-accredited verification certificate, three reference letters for similar projects of similar value. Failure to submit any mandatory document or to sign/initial as required leads to immediate disqualification.

Mandatory returnable documents:

• SBD 1 (Invitation to Bid) – completed and signed.
• SBD 3.1 (Pricing Schedule – Firm Prices) – completed, signed, VAT inclusive.
• SBD 4 (Bidder's Disclosure) – completed and signed.
• SBD 6.1 (Preference Points Claim Form) – completed and signed with supporting affidavit.
• SBD 7 (Contract Form) – for successful bidder.
• Authority to Sign / Board Resolution (Section K) – proof of signatory authority.
• Declaration that CSD Information is Correct (Section C) – signed.
• Valid CSD registration (MAAA number).
• SARS Tax Compliance Status PIN or printed TCS certificate (or CSD number if no PIN).
• B-BBEE Status Level Verification Certificate or Sworn Affidavit (EME/QSE).
• Three reference letters for similar projects of similar value.

All forms must be on original documents (photocopies allowed with original signatures). Bidder must initial every page.

Three-phase evaluation. Phase 1 – Administrative compliance: correctness of bid documents, CSD registration, tax compliance. Failure = immediate disqualification. Phase 2 – Mandatory requirements: submission of three reference letters for similar projects of similar value. Phase 3 – Specific goals under 80/20 preference point system: Price 80 points, Specific Goals 20 points. Specific goal: Ownership by Black People 100%, Military Veterans – 20 points. Documentary proof: Sworn Affidavit signed and dated by Commissioner of Oaths. Price points calculated using formula Ps = 80(1 – (Pt – Pmin)/Pmin) where Pt is tender price and Pmin is lowest acceptable tender. Bidders must complete SBD 6.1 to claim points; failure to submit required proof means points for specific goals are not claimed. No minimum functionality/quality threshold stated.

Supply, delivery, installation, and commissioning of studio equipment for the Communications Unit and Office of the MEC Studio at Mayville. Detailed bill of quantities (SBD 3.1 – Firm Prices):

• Cameras with lens bundle (equivalent to Nikon Z6III high-res mirrorless: 24.5MP stacked CMOS, 6K 60p N-RAW, 4K 120p, 20 fps raw, 493-point AF, 24-70mm f/4 S lens) – Qty 3
• Tripods (best fluid head compatible with above camera) – Qty 3
• Memory cards 256GB – Qty 3
• Camera battery chargers (MH-25A for EN-EL15 series, ~2h35min charge, LED indicator) – Qty 4
• Camera bags (Classic Shooter 18L backpack, holds 2 cameras, 4 lenses, 14" laptop, tripod, waterproof, rain cover) – Qty 4
• Teleprompter 14"/36cm with 1/4" mount and remote (Model X12, aluminium alloy, 75% beamsplitter transmission, up to 22cm device width, iOS 11+/Android 6+ app) – Qty 2
• Gimbal phone stabilizer (equivalent to DJI Osmo Mobile 8: native tracking, 360° pan, direct phone connection, built-in extension rod/tripod, 10-hour battery, 3-axis stabilisation) – Qty 2
• 11-in-1 Multi-port Hub Adaptor (USB-C PD 100W, 3×USB-A, USB-C data, HDMI, VGA, RJ45, SD, micro-SD, 3.5mm audio) – Qty 3
• Softbox Lighting Modifier with stand (70x100cm, Phottix speed ring, rectangular, white baffle, two diffusers, silver fabric, black backing) – Qty 1
• Acoustic panels and bass traps with installation for 5m x 4m room at MEC's Office, Mayville – Qty 1
• Departmental logo sign and installation in Mayville studio (1.5m x 500mm) – Qty 1
• Coffee table (50cm W x 40cm D x 60cm H, round, solid wood) – Qty 1

Service provider must ensure studio is fully calibrated and functional after installation.

Mandatory: three reference letters for similar projects of similar value, submitted with the quotation. No minimum years of experience, key personnel CVs, or professional registrations specified.

No explicit quality management standards, QA/QC requirements, or certifications (e.g. ISO 9001) stated in the extracted sections. The requirement that the studio be 'fully calibrated and functional' implies a functional acceptance test, but no detailed quality plan or inspection regime is specified.

SBD 3.1 – Firm Prices (applicable). SBD 3.2 – Non-Firm Prices (not applicable). SBD 3.3 – Professional Services (not applicable). Bill of quantities as listed in technicalSpecifications. All prices firm, VAT inclusive at 15%. Offer valid 90 days from closing date. Grand total in RSA currency with all applicable taxes included. No price adjustment formula applies (firm prices only).

Pricing schedule: SBD 3.1 – Firm Prices only (non-firm and professional services schedules marked not applicable). All prices must include VAT at 15%. Offer validity: 90 days from closing date. No bid bond, performance guarantee, or advance payment terms stated. No financial capacity or turnover threshold specified. Payment terms not detailed in the extracted sections.

Mandatory compliance documents:

• CSD registration (MAAA number) – supplier must be registered at closing time; failure = disqualification.
• SARS Tax Compliance Status PIN (via e-filing) or printed TCS certificate; if no PIN, CSD number must be provided. Each party in a consortium/joint venture/sub-contractor must submit separate TCS/PIN/CSD.
• B-BBEE Status Level Verification Certificate (SANAS-accredited) or Sworn Affidavit (for EMEs/QSEs) – required to claim preference points.
• SBD 1 (Invitation to Bid) – completed and signed.
• SBD 3.1 (Pricing Schedule – Firm Prices) – completed, signed, VAT inclusive.
• SBD 4 (Bidder's Disclosure) – completed and signed.
• SBD 6.1 (Preference Points Claim Form) – completed and signed with supporting affidavit.
• SBD 7 (Contract Form) – to be signed by successful bidder.
• Authority to Sign / Board Resolution (Section K) – proof of signatory authority.
• Declaration that CSD Information is Correct (Section C) – signed.
• Three reference letters for similar projects of similar value.
• No person in service of the state, or company/close corporation with directors/members in service of the state, may bid.
• Foreign suppliers must complete the questionnaire in SBD 1; if not resident, no branch, no permanent establishment, no RSA income, and not liable for RSA tax, then TCS PIN not required.

B-BBEE Status Level Verification Certificate (SANAS-accredited) or Sworn Affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. Specific goal: Ownership by Black People 100%, Military Veterans – 20 points. Documentary proof: Sworn Affidavit signed and dated by Commissioner of Oaths. EME/QSE affidavit templates included in the tender pack (12-month validity). Points claimed via SBD 6.1.

No occupational health and safety (OHS) requirements, safety plans, or HSE compliance obligations stated in the extracted sections. The document contains a general scam warning from the department but no bidder HSE obligations.

Contract form: SBD 7 (Purchase of Goods/Works) – to be completed in duplicate by successful bidder and purchaser, both signed in original. General Conditions of Contract (GCC) apply (Section I, pages 33-40). Special Conditions of Contract (Section J, page 41) – content not extracted. Offer validity 90 days from closing date. Delivery/installation at MEC's Office, Mayville, and Communications Unit. Service provider must ensure studio is fully calibrated and functional. No liquidated damages, retention, or penalty clauses detailed in extracted text. No contract duration or termination provisions stated.

Phase 1 – Administrative compliance: correct bid documents, CSD registration, tax compliance. Phase 2 – Mandatory: three reference letters for similar projects of similar value. Phase 3 – Specific goals: 80/20 preference points (Price 80, Specific Goals 20). Specific goal: 100% Black Ownership / Military Veterans (20 points) with Sworn Affidavit proof. All returnable forms (SBD 1, 3.1, 4, 6.1, 7, Authority to Sign, CSD Declaration) must be completed, signed, and submitted. No person in service of the state may bid.

Evaluation follows three phases: (1) Administrative compliance – CSD registration, tax compliance, document correctness; (2) Mandatory requirements – three reference letters for similar projects of similar value; (3) 80/20 preference point system – Price 80 points (formula Ps = 80(1 – (Pt – Pmin)/Pmin)), Specific Goals 20 points for 100% Black Ownership / Military Veterans (Sworn Affidavit required). No minimum functionality score or threshold stated. Failure to submit proof for specific goals = points not claimed.