Provision of professional live streaming and audio-visual services for 4ir event

• Closing Date: 09 July 2026
• Closing Time: 11:00
• Event Date: 16 July 2026

• SCM Department: Barryline Botha (044 884 0359, [email protected])
• Marketing and Communication: Marnus de Klerk (044 884 0359, [email protected])
• Submission Email: [email protected]

• Deadline: Submit by 09 July 2026 at 11:00. Late bids will not be accepted.
• Submission Method: Bids may be deposited in the bid box at South Cape TVET College Central Office Building, Ground Floor, 125 Mitchell Street, George, or emailed to [email protected].
• Documentation: Use official provided forms; do not re-type them. Ensure all SBD forms, price schedules, and checklist items are completed.
• Validity: Bids must remain valid for 60 days from the date of submission.
• Consortiums: If bidding as a consortium, all companies must submit separate documentation.
• Disqualification Risk: Failure to include all required documents may result in disqualification for non-compliance.

Copy of valid Tax pin certificate.

Latest Municipal Account or Valid Lease agreement

Copy of your CIPRO company registration documents listing all members with percentages, in case of a CC.

Copies of all share certificates (i.e. copy with original stamp), in case of a company.

Shareholding breakdown per race, gender and percentage shareholding with shareholders of the bidding company who are not individuals.

Declaration of interest

BEE rating certificate issued by a SANAS Accredited BEE verification agency

Completed Bid Conditions

Completed Due Diligence (SBD forms)

Completed Price Schedule with detailed breakdown

• System: The tender is subject to the Preferential Procurement Policy Framework Act. The specific system (80/20 or 90/10) will be determined based on the lowest/highest acceptable tender received.
• Scoring Components: Points are awarded for Price and Specific Goals.
• Specific Goals: Points may be allocated for regional preference (e.g., Garden Route area: 10 points; Western Cape area: 5 points; Outside Western Cape: 0 points).
• B-BBEE: Bidders must submit a SANAS accredited B-BBEE verification certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.

• Scope: Professional livestreaming and audio-visual services for an event at the 4IR Building, Mossel Bay Campus.
• Livestreaming: Simultaneous dual-platform streaming (Facebook Live crossposted to South Cape TVET College, DHET, merSETA, and ETDP SETA; and Microsoft Teams).
• Video Equipment: 3x professional 1080p cameras, 1x broadcast-grade 4-input video switcher, 1x hardware encoder/streaming workstation with local recording, and full cabling/signal management.
• Roaming Camera: Provision of a roaming camera to capture 4IR Labs and CoS Centre (separate from the main tent).
• Audience Displays: 2x 75" or 85" professional displays on heavy-duty floor stands with live feed routing.
• Audio: Dedicated audio ingest from venue PA or compact mixer/interface; support for multiple presenter microphones; embedded program audio for livestream/recording.
• Lighting: 1x LED event lighting kit (key, fill, backlight) for small stage coverage.
• Connectivity: Provider-supplied bonded 4G/5G router configured for resilient 1080p streaming with monitored bandwidth.
• Technical Crew: 1x Audio-Visual Technician/Livestream Engineer and 2x Professional Camera Operators.
• Quality Assurance: High-definition video transmission and stable network uptime required. Full system integration, testing, and calibration must be completed prior to the event.

• Variation orders: For changes not exceeding 15% of the original contract value, the contractor may be instructed to deliver as such. For measurable quantities, unit price reductions may be requested without escalation.

• Requires a professional-grade media setup to maintain high production values.
• Must provide qualified personnel: 1x Audio-Visual Technician/Livestream Engineer and 2x Professional Camera Operators.
• No specific prior experience/qualifications are detailed beyond the requirement for professional capability.

• Pre-bidding testing is at the bidder's expense.
• The purchaser reserves the right to inspect, test, or analyse goods/services at any stage; supplier premises must be accessible at reasonable hours.
• If inspections are required but not specified, the purchaser pays if compliant; otherwise, the supplier bears the cost.
• Non-compliant goods/services may be rejected and must be removed/replaced by the supplier at their own cost and risk.
• For livestreaming, the supplier must ensure high-definition transmission and stable network uptime.

• All pricing must include VAT and be valid for 90 days.
• Detailed itemisation required for: livestreaming services (cameras, operators, switcher, encoder, cabling), audience screens (displays, routing, signal management), audio capture (ingest, microphone support, output), lighting (kit, accessories), internet infrastructure (bonded router), and technical crew (engineer, camera operators).
• Must include subtotal, VAT, and total amount.

• Pricing: All prices must include VAT and be valid for 90 days.
• Format: Submit a detailed price schedule including subtotal, VAT, and total amount.
• Payment Terms: Invoices must be submitted by the 1st business day of the month for payment by the end of that month (otherwise, by the end of the following month). Payments are made via electronic bank transfer.
• Validity: Bids must be held open for 60 days.
• Variation Orders: Changes up to 15% of the original contract value may be instructed; unit price reductions may be requested for measurable quantities without escalation.
• No penalty interest is permitted on payments.

• Tax: Submit a valid SARS Tax Compliance Status (TCS) PIN or printed certificate. No contract will be awarded if tax matters are not in order.
• B-BBEE: Submit a SANAS accredited verification certificate or a sworn affidavit (for EMEs & QSEs).
• Company Registration: Provide CIPRO/CIPC registration documents and share certificates (if applicable).
• Municipal Compliance: Provide latest municipal account or valid lease agreement. Arrears in municipal rates/taxes will disqualify the bidder.
• CSD: Provide Central Supplier Database (CSD) registration number.
• Declarations: Complete SBD 4 (Interest), SBD 8 (Past SCM practices), and SBD 9 (Independent Bid Determination).
• Restrictions: No bids from persons in the service of the state or those listed on the National Treasury's Database of Restricted Suppliers/Register for Tender Defaulters.

• Bidders must submit a B-BBEE status level verification certificate (SANAS accredited) or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.

• Warranty: Goods must be new, unused, and defect-free. Warranty is valid for 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair/replace defects at no cost.
• Payment: Invoices must include a delivery note. Payments made within 30 days of invoice submission in Rand.
• Variation Orders: Changes up to 15% of contract value may be instructed.
• Subcontracting: Requires prior written consent; subcontracts do not relieve the supplier of liability.
• Penalties: Delays may incur penalties calculated at the current prime interest rate per day of delay.
• Termination: Purchaser may terminate for default, corrupt practices, or insolvency. Termination may lead to a restriction from public sector business for up to 10 years.
• Force Majeure: Supplier is not liable for delays caused by force majeure, provided they notify the purchaser promptly.
• Dispute Resolution: Amicable resolution first, then mediation, then South African courts.
• Liability: Limited to total contract price, except in cases of criminal negligence, wilken misconduct, or infringement.
• Governing Law: South African law; English language.

• Submit the following documents: company registration form (CIPRO), B-BBEE certification, latest municipal account or valid lease agreement, original tax clearance certificate or PIN, and CSD registration number.
• Payment: Submit original, correct, and complete tax invoices by the 1st business day of a month for payment by the end of that month. No penalty interest for non-compliance.
• Payment is via electronic bank transfer at SCC's discretion and subject to SCC's standard special terms and conditions.
• The price declaration form requires the total sum in words and figures, confirmation that the price covers all services with no additional costs, and a 60-day bid validity period.
• Declaration of interest (SBD 4) must be completed, disclosing any employment by the state or relationships with state employees involved in evaluation/adjudication.

• Bids must be delivered by the stipulated time to the correct address; late bids are not accepted.
• All bids must use official provided forms.
• Bidders must ensure tax compliance and provide a SARS TCS PIN or CSD number.
• No bids from persons in the service of the state or companies with directors in the service of the state.

• The bid will be evaluated using a preference points system (80/20 or 90/10), though the specific system is not clearly stated.
• Points are awarded for price and specific goals, with specific goals allocated 10 points out of 100 total.
• Bidders must submit a B-BBEE certificate or affidavit to claim preference points for specific goals.