Supply and delivery of digital cameras and associated equipment – government tender in eastern cape

Closing date: 20 August 2026, closing time 12:00 (Noon). Briefing session: None. Hard copy bid documents available from 14 August 2026 from JGDM SCM offices upon payment of R200.00 non-refundable fee. Bids opened in public after closing time. Bids valid for 120 days after closing date.

Briefing session: None.

Technical enquiries: Ms N Mgojo (Manager Communications, Marketing, Public Relations & Customer Care), email [email protected], Tel: 045 979 3124. Evaluation criteria enquiries: Mr T. Maseko (Manager Supply Chain Management), email [email protected], Tel: 045 979 3160. Office hours 08H00-16H00, Monday to Friday. Submission address: Tender Box outside Main Building, Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Ekhephini (Barkly East), 9786. Municipality tel: 045 979 3000, fax: 045 971 0251.

Submission method: sealed envelope clearly marked "ONCE OFF SUPPLY & DELIVERY OF A DIGITAL CAMERA AND ASSOCIATED EQUIPMENT: JGDM2026/27-RFQ-02", with an accompanying electronic submission on a USB flash drive clearly marked with the tender number, deposited in the Tender Box outside the Main Building, Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Ekhephini (Barkly East), before 12:00 (Noon) on 20 August 2026. Bids may be deposited by the bidder's representative or courier; no municipal official will deposit bids. Faxed or e-mailed bids will not be accepted. Bids must be submitted on original bid documents, remain intact, be completed in black ink, and all pages signed where necessary. Use of Tippex or erasable ink renders the bid non-responsive. Additional annexures are accepted only if cross-referenced and signed. The bid must be submitted in a ring binder. Returnable forms and documents: SBD 4 (Declaration of Interest), company composition form (Annexure E), proof of company registration, reference assessment forms from listed references, proof of purchase of bid document (if hard copy purchased), SARS PIN and Tax Reference Number on cover page, and for specific goals claims, evidence as required (ID documents, CSD form, company registration documents, proof of office address). Joint ventures/consortiums must provide signed agreements and all returnable documents for each partner. Bids which are late, incomplete, unsigned, or submitted by facsimile or electronically will not be accepted. Failure to complete and submit ALL required information will result in the bid being deemed non-responsive. Bids must remain valid for 120 days after closing date. The municipality does not bind itself to accept the lowest or any bid and may award to more than one bidder. No bids from persons in the service of the state will be considered. The municipality reserves the right to negotiate price with the successful bidder. The municipality reserves the right to extend the tender period and/or alter conditions of tender.

Evaluation under the 80/20 Preference Point System per the Preferential Procurement Policy Framework Act (Act No. 5 of 2000) and 2022 Regulations, and the Joe Gqabi District Municipality SCM Policy. Price: 80 points. Specific Goals: 20 points. Specific goals points (evidence required to claim): 51% owned by Black Directors - 4 points (attach ID documents, CSD form, company registration documents); 51% owned by Women - 2 points; 51% owned by Youth - 2 points; 51% owned by Disabled - 2 points; Locality within JGDM boundaries - 10 points; within Eastern Cape but outside JGDM - 5 points; outside Eastern Cape - 0 points (locality evidence: municipal account not older than 90 days, municipal clearance certificate, lease agreement, or proof of address and affidavit from village residents; CSD address deemed bidder's address). Failure to submit evidence results in no points for that goal. Bids also undergo a completeness check and compliance with tender conditions; failure renders the bid non-responsive. Bidders must be registered on the Central Supplier Database (CSD). No bids from persons in the service of the state will be considered.

Scope: Once-off supply and delivery of a digital camera, a lens, a portable flash, and a camera stand. Equipment must be new, unused, free from defects, and sourced through authorised distribution channels; no grey imports or refurbished equipment accepted. Camera: Canon EOS 90D or equivalent (equivalence to be proved by bidder). Key specifications: 32.5 megapixels, 22.3 x 14.9mm sensor, DIGIC 8 processor, 45 cross-type AF points, ISO 100-25600 (expandable to 51200), shutter speed 30-1/8000 sec, 4K video, built-in Wi-Fi/Bluetooth, SD/SDHC/SDXC (UHS-II) memory, LP-E6N battery, 120,000 shutter durability, water and dust resistance. Accompanying camera bag to be supplied. Portable Flash: Godox TT685C II or equivalent. Key specifications: Guide Number 60m at ISO 100, 20-200mm coverage, auto zoom head, bounce head -7 to +120°, swivel head 330°, flash duration 1/300 to 1/20000 sec, recycle time approx. 0.1 to 2.6 sec, power range 1/1 to 1/128, wireless operation radio up to 100m or optical pulse up to 15m, 32 wireless channels, 5 wireless groups, powered by 4x AA batteries, weight 405g. Lens: Canon EF 70-300mm f/4-5.6 IS II USM or equivalent. Key specifications: 17/12 lenses/groups, aperture range f/4-32 to f/5.6-45, 9 aperture blades, filter size 67mm, Nano USM motor, 4-stop image stabilization, weight approx. 710g, length 145.5mm. Camera Stand: Neewer TP08 77-inch 2-in-1 Tripod & Monopod or equivalent. Key specifications: load capacity 6kg, aluminium alloy construction, height range 61cm-196cm, folded diameter 11.5cm, weight 1.6kg, 360° panoramic ball head with 90° tilt, 1/4" Arca-type quick release, adjustable leg angles, non-slip rubber feet with weight hook, compatible with DSLR, mirrorless, camcorders, projectors, telescopes, sliders. Delivery: goods must be delivered 3 weeks after order issued, at the Municipality Main Office in Ekhephini. Partial delivery not allowed; all goods delivered at once. Municipality reserves right to inspect items before acceptance. Original manufacturer specifications for the proposed camera must be submitted, and bidders must clearly demonstrate compliance with technical specifications.

Variations: In cases where the estimated value of envisaged changes in purchase does not exceed 15% of the total value of the original contract, the contractor may be instructed to deliver revised quantities. The contractor may be approached to reduce the unit price, and such offers may be accepted provided there is no escalation in price.

Reference assessment: Bidders must send assessment forms to references listed in the Experience of Tenderer schedule. All assessment forms must be attached to the tender submission. Assessment covers turn-around times, quality of feedback, accessibility and availability, reliability, and customer satisfaction, rated 1 (Poor) to 5 (Excellent). The form must be completed by a Director or relevant representative, with company stamp and signature.

Goods must conform to standards in the bidding documents and specifications. The Municipality may inspect, test, or analyse supplies before or after delivery and reject non-compliant supplies; rejected supplies held at provider's cost and risk, and provider must substitute immediately. Pre-bidding testing costs are for the bidder's account. If inspections show compliance, costs are borne by the purchaser; if non-compliance, costs are borne by the provider. The provider must permit the purchaser to inspect the provider's records relating to contract performance and have them audited.

Pricing schedule (rates exclusive of VAT): 1. Camera (with accessories as defined under the specification) - Each; 2. Additional Lens - Each; 3. Portable flash - Each; 4. Camera stand - Each. Sub-total, VAT, and Total to be shown. Rates must be fixed with no escalation, include delivery costs, and total price valid for 120 days. Municipality reserves right to negotiate price with successful bidder.

Pricing schedule (rates exclusive of VAT): 1. Camera (with accessories as defined under the specification) - Each; 2. Additional Lens - Each; 3. Portable flash - Each; 4. Camera stand - Each. Sub-total, VAT, and Total to be shown. Rates must be fixed; no escalation applicable. Rates must include delivery costs. Total price on offer must be valid for 120 days. Municipality reserves the right to negotiate price with the successful bidder. VAT must be included in the bid price but shown separately (for VAT vendors). The successful bidder must submit proof of insurance or valid indemnification within 14 days of acceptance of the bid; failure is a material breach rendering the contract null and void. Performance security may be required within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque, as specified in the Special Conditions of Contract (amount not stated in the document).

CSD registration: Bidders must be registered on the Central Supplier Database (CSD); registration online at https://secure.csd.gov.za. SARS: SARS PIN and Tax Reference Number must be declared on the cover page of the bid document. For Trusts, Joint Ventures, or Consortiums, each party must submit a separate Tax Clearance Certificate. Company registration: Proof of company registration and/or legal standing must be submitted, and the company composition form (Annexure E) completed. Declaration of Interest form (SBD 4) must be completed. Joint ventures awarded a contract must be registered as a separate company with the Registrar of Businesses, registered with SARS, and have a separate bank account (applicable after award). No bids from persons in the service of the state will be considered. B-BBEE: Specific goals points (up to 20) are awarded for ownership by Black, Women, Youth, Disabled persons, and locality; evidence required as per evaluation criteria. No separate B-BBEE level requirement stated.

Contract duration: Once off. Validity: 120 days. Delivery: goods must be new, unused, free from defects; delivered 3 weeks after order at Municipality Main Office in Ekhephini; Municipality reserves right to inspect before acceptance; partial delivery not allowed. Warranty: Minimum warranty periods - Camera body 24 months, Portable flash 24 months, Lens 12 months, Tripod/Monopod 12 months, accessories 12 months. Warranty includes repair/replacement at no cost, all labour/parts/transport costs for account of provider, loan unit if repair exceeds 10 business days, extended warranty on replacements (balance of original or 6 months, whichever longer), written warranty documentation, and right to reject defective equipment. Penalty provision: If successful bidder withdraws bid during validity period, advises inability to fulfil contract, fails to fulfil contract, or fails to sign agreement or provide surety, bidder is liable for all expenses incurred by Municipality to advertise for new bids and the difference between original accepted bid price and any less favourable alternative bid price. Insurance: Successful bidder must submit proof of insurance or valid indemnification within 14 days of acceptance; failure renders contract null and void. General Conditions of Contract (GCC) apply, covering definitions, application, standards, use of contract documents, patent rights, performance security, inspections, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, contract amendments, assignment, subcontracts, delays, penalties, termination for default, force majeure, termination for insolvency, settlement of disputes, limitation of liability, governing language, applicable law, notices, taxes and duties, transfer and amendments of contracts.

Special conditions: 6.1 Confirmation that all equipment supplied is new, genuine and sourced through authorised distribution channels. 6.2 No grey imports or refurbished equipment accepted. 6.3 Original manufacturer specifications for proposed camera. 6.4 Must clearly demonstrate compliance with required technical specifications. 6.5 Bid submission must be submitted in a ring binder.

Prerequisites: Proof of company registration and/or legal standing, completed company composition form (Annexure E), completed Declaration of Interest form, bid document completed in black ink, submitted on original bid documents, bid documents must remain intact. Joint ventures must be registered as separate company with Registrar of Businesses, registered with SARS, and have separate bank account (clauses f and h applicable after award).

Evaluation under 80/20 preference point system per PPPFA and JGDM SCM Policy. Price 80 points, Specific Goals 20 points. Specific goals: 1.1 51% owned by Black Directors - 4 points; 1.2 51% owned by Women - 2 points; 1.3 51% owned by Youth - 2 points; 1.4 51% owned by Disabled - 2 points; 2. Locality: within JGDM boundaries - 10 points, within Eastern Cape but outside JGDM - 5 points, outside Eastern Cape - 0 points. Evidence required: Identity documents, CSD form, Company Registration Documents, proof of office address (municipal account not older than 90 days, municipal clearance certificate, lease agreement, or proof of address and affidavit). Failure to submit evidence results in no points awarded. Bids also undergo completeness check and compliance with tender conditions; failure renders bid non-responsive.