Supply and installation of audio visual equipment and UPS systems – archie gumede conference centre, ethekwini (znqp 01/10/2026)

Closing date: 05 November 2026 at 11:00.

Briefing session: non-compulsory; no date or venue stated (section indicates N/A).

Site inspection: not applicable.

Offer validity: 90 days from the closing date.

Bidding procedure enquiries:

• Contact: Mrs. Thobeka Mcanyana (Supply Chain Management)
• Email: [email protected]
• Telephone: 066 535 7932

Technical enquiries:

• Contact: Mr. Lesego Moruane (Information Technology)
• Email: [email protected]
• Telephone: 087 761 7100

Submission address:

Department of Public Works: EThekwini Region

455A King Cetshwayo Highway

Mayville, 4031

Tender documents downloadable from www.kznworks.gov.za.

Submission method: sealed envelope deposited in the bid box at the Department of Public Works, EThekwini Region, 455A King Cetshwayo Highway, Mayville, 4031.

Submission address: 455A King Cetshwayo Highway, Mayville, 4031.

Closing time: 05 November 2026 at 11:00.

Late, telegraphic, telephonic, telex, facsimile or email bids will not be accepted.

Bids must be submitted on the official forms (not retyped or redrafted); photocopies are allowed but must carry original signatures.

Each bid must be in a separate sealed envelope marked with the bidder's name, address, bid number and closing date.

Bidders must initial every page of the bid document.

Use of correcting fluid is prohibited; any alteration must be initialled.

Bids must not be included in packages containing samples.

Returnable forms to be completed, signed and submitted:

• SBD 1 (Invitation to Bid) with bidder and contact details, signed as cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices) with the firm, VAT-inclusive bid price.
• SBD 4 (Bidder's Disclosure): declares any state employment, relationships with the procuring institution, and interest in related enterprises; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals; proof must accompany the claim.
• SBD 7.1 (Contract Form): to be signed by the successful bidder.
• Section C (CSD Declaration): certifies that CSD information is correct and up to date.
• Section D (Briefing/Site Inspection Certificate): to be completed if the site is visited.
• Section K (Authority to Sign): authorises the signatory to bind the bidder.

Proof of authority (e.g. company resolution) must be submitted.

Proof of tax compliance (SARS PIN or TCS certificate) and CSD registration number required.

Mandatory documents (Phase 2): certificates of qualification in sound engineering, three letters of award or purchase orders for similar services not older than 5 years, and a letter confirming a three-year warranty for the equipment.

Disqualification risks:

• Any mandatory form omitted or unsigned.
• Failure to register on CSD by closing time.
• Incomplete, late, or improperly addressed bids.
• Listing on the Register for Tender Defaulters or List of Restricted Suppliers.

Evaluation is in phases:

Phase 1 – Administrative compliance: correctness of bid documents and compliance with bid regulations (CSD registration).

Phase 2 – Mandatory requirements: submission of sound engineering qualification certificates, three letters of award or purchase orders (not older than 5 years), and a warranty letter confirming three-year equipment warranty. Failure leads to disqualification.

Phase 3 – Specific goals (preference points):

• Price: 80 points maximum.
• Specific goals: 20 points maximum.

Specific goal: Promotion of enterprises located in the eThekwini municipal area – 20 points.

Documentary proof required to claim these points:

• Municipal account depicting physical address of the business (not older than 3 months), OR
• Lease agreement from the Tribal Council.
• Original or certified copy of a letter from the Ward Councillor.

Preference point system: 80/20 (bid value likely up to R50 million).

If no proof is submitted for specific goals, preference points are not claimed.

The department reserves the right not to award the lowest bidder.

Scope: supply and installation of audio visual equipment for the Archie Gumede Conference Centre, eThekwini Region, Department of Public Works and Infrastructure, 455 King Cetshwayo Highway, Mayville, 4001.

The tender also mentions supply and installation of 3 UPS systems and installation of an existing UPS for the main server.

Equipment list (with quantities):

• 15 x HDMIE_2 PPM 2.0m HDMI 4K V2.0 (4K @ 60Hz, 18Gbps) Male to Male Slimline Cable (4.0mm OD) with Ethernet, 1-year warranty
• 12 x 15m Cat6 Cable made up
• 4 x LENKENG 40M HDMI Extender over Cat6
• 2 x HDMI 2-way Splitter
• 15 x 2-Pin Plugs
• 5 x 10m XLR-XLR Cable
• 1 x LENKENG 120M HDMI Ext TX/RX over Cat6 + Loop-out
• 11 x LENKENG 120M HDMI Extender Receiver (Receiver only)
• 1 x TP-Link 16-Port Gigabit Rackmount Smart Switch
• 1 x 305m Cat6 Box Copper Network Cable Grey - LSZH
• 1 x Proskit Cat6 Shielded EZCon Pass Through
• 30 x RJ45 Boot Grey
• 1 x Denon DENP-DN 312X 12-Channel Line Mixer
• Installation including consumables and commissioning services.

Delivery required within 2 weeks of receiving a purchase order.

All delivery costs must be included in the bid price.

Equipment must carry a three-year warranty (letter confirming this is mandatory).

Pricing is on SBD 3.1 firm price schedule. Only firm prices accepted.

Bid price must include VAT at 15% and all applicable taxes.

Offer valid for 90 days.

The pricing schedule lists 14 items (accessories, audio, installation) with quantities.

All delivery costs must be included in the bid price.

Delivery within 2 weeks of purchase order.

Pricing must be on the SBD 3.1 firm price schedule – only firm prices accepted; prices subject to rate of exchange variations are not considered.

Bid price must include VAT (15%) and all applicable taxes.

Price must include all delivery costs.

Offer must remain valid for 90 days from the closing date.

The pricing schedule (SBD 3.1) lists items with quantities; bidders complete unit and total prices.

The SBD 3.2 (non-firm) and SBD 3.3 (professional services) schedules are marked not applicable.

No bid security, guarantee, retention, or financial capacity thresholds are stated in the document.

CSD registration: mandatory – if not registered at closing time, bid is disqualified. CSD number must be provided.

Tax compliance: bidder must submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate; alternatively a CSD number. For consortia/JVs/subcontractors, each party must submit separate TCS/CSD.

No bids from persons in the service of the state, companies with directors in state service, or close corporations with such members.

B-BBEE: a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

Mandatory qualification certificates: certificates of qualification in sound engineering.

Mandatory experience: three letters of award or purchase orders for similar services, not older than 5 years.

Mandatory warranty: letter confirming a three-year warranty for the equipment.

Proof of eThekwini location (for specific goal points): municipal account, tribal council lease, or ward councillor letter.

Declaration of Interest (SBD 4) and Declaration of Independent Bid Determination (part of SBD 4) are required; false declarations lead to disqualification.

Contract will be subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC), and any special conditions.

The successful bidder must sign a written contract form (SBD 7.1).

False information regarding CSD or preference claims may lead to cancellation of the bid or contract, damages, or restriction from doing business with the state for up to 10 years.

Bids that are collusive or involve price disclosure to competitors may be reported to the Competition Commission, the NPA, and may attract penalties.

Delivery required within 2 weeks of purchase order.

Evaluation in three phases: administrative compliance, mandatory requirements (disqualifying if not met), then specific goals (preference points).

80/20 preference point system: maximum 80 points for price, 20 for specific goals.

Specific goal: 20 points for enterprises located in eThekwini municipal area.

The department reserves the right not to award the lowest bidder.