{"closingDate":"21 October 2026","closingTime":"12H00 PM","briefingSession":"{"date":"21 October 2026","time":"12H00 PM","venue":"MICROSOFT TEAMS","is_compulsory":true}"}

A non-compulsory briefing session will be held on 05 October 2026 at 12h00 PM via Microsoft Teams.

{"name":"Vhukhudo Letshokota","email":"[email protected]","phone":null,"department":"Supply Chain Management","address":"RDING THE BIDDING PROCEDURE MAY BE DIRECTED TO"}

Returnable Documents: 3.4.1 A Copy of the Trust, Consortium or Joint Venture agreement duly signed must be attached.

Mandatory documents required for this bid: Full Technical Proposal with supporting documents (Hard Copy mandatory, USB with replica non-mandatory), completed and signed Invitation to Bid (SBD1), Pricing Schedule (Firm Pricing) SBD 3.3, Bidders Disclosure (SBD 4) original completed and signed, Preference Point Claim form (SBD 6.1) original completed and signed, copy of full Company Registration documents, copies of South African IDs for Directors, Company Profile, and Joint Venture/Consortium agreement/Trust Deed (if applicable) with certified copies of shareholders certificates, Company Registration documents, and ID documents of Directors or Members.

1.1 The Gauteng Provincial Legislature is the legislative authority of the Gauteng Province

established in terms of the Constitution of the Republic of South Africa. The Legislature is

responsible for law-making, public participation, oversight over the Provincial Executive and

ensuring accountability within the provincial government.

1.2 The GPL seeks to appoint a suitable and competent service provider to upgrade the current

ICT infrastructure and decommission and replace touch screen Personal Computers (PCs)

with up-to-date technology in the GPL Chamber. The Chamber of the Gauteng Provincial

Legislature is the heart of law-making and oversight in Gauteng. The current PC’s were last

upgraded in 2013 and have been obsolete since 2018, when they were due for replacement.

The equipment now has limited to no support, and spare parts are either unavailable or

increasingly difficult to source, making maintenance and repairs impractical. This equipment

will be used to support the Members and support staff of the Legislature during House Sittings.

The successful service provider is to consider trends in the industry to propose the best

possible solution to meet the requirements as stated in this document.

2.1 The purpose of this Terms of Reference is to invite suitably qualified and experienced service

providers to submit proposals for decommissioning the current Chamber PC’s and related

infrastructure and replace the touch screen PCs with up-to-date technology in the GPL

Chamber.

3. Objectives

3.1 The objectives of this assignment are to:

3.1.1 Replace the PC’s and related infrastructure in the Chamber, which would improve efficiency

and support during House Sittings.

3.1.2 Ensure value for money and compliance with the GPL SCM Policy.

3.1.3 Appoint a competent service provider capable of delivering the required outputs.

4.1 The successful service provider will be required to perform, but not be limited to, the

following:

4.1.1 Removal of existing equipment

All 130 redundant PC’s and related hardware need to be removed from the chamber and

control room. The removed equipment must be stored at an identified location in the GPL

precinct, to allow Asset Management to dispose of redundant equipment.

of 29

4.1.2 Installation of new tablet PC’s in the chamber and related areas

These units should have the following minimum specifications and should preferably be

Mimo MCT series or equivalent:

a) 64-bit CPU capable of decoding h.264 video

b) 4gb RAM

c) 16gb flash storage

d) 1Gbps Ethernet port with POE capability

e) VESA mount (100mm x 100mm)

f) 2 x USB-A ports

g) Multipoint Capacitive touch screen

h) 16:9 Aspect ratio with 1920x1080 resolution

i) 300 cd/m2 brightness

j) Dedicated power supply

k) 3-year warranty

4.1.2.1 103 x 13" Tablet PC's, mounted to existing metal brackets (100mmx100mm VESA),

allocated as follows:

a) 90 x Members positions

b) 6 x Service Officer positions

c) 2 x Sergeant-at-Arms positions

d) 5 x Spare units

4.1.2.2 10 x 15.6" Tablet PC's with stands, allocated as follows:

a) 4 x Procedural Table Staff positions

b) 2 x Presiding Officer positions

c) 1 x Hansard Recording position

d) 1 x Interpreter Supervisor position

e) 2 x Spare units

4.1.2.3 27 x 13" Tablet PC's with stands, allocated as follows:

a) 24 x Interpreter positions across 12 booths

b) 3 x spare units

4.1.2.4 Network and Cabling

a) Rewiring of 24 network points with CAT6 cabling from the interpretation booths to the

switch in the rack to support 1Gbps network speed. (Around 500m required)

b) Ensure all points in the Chamber are running at 1Gbps.

c) All cabling and patch leads to be provided (Ethernet, Power cables, etc.)

d) Configuration of existing servers to support the new infrastructure and control solution.

4.1.2.5 Control Solution

A fully licensed software solution is required, which must have the following functionality:

a) Power control of all touch screen PC’s from the control room, i.e. wake up, restart and

shutdown all PC’s.

b) Remote access to all touch screen PC’s from the control room

c) Deployment of software to all PC’s from the control room.

of 29

d) Deployment of updates and security patches to all PC’s from the control room.

4.1.3 Installation of PC’s in the Control Room

4.1.3.1 1 x Monitoring, control and backup PC

a) Graphics Card: Nvidia RTX 4060 8GB or equivalent

b) CPU: AMD Ryzen 7 5800X or equivalent

c) CPU Cooler: Dual 120mm Fan Air Cooler

d) Motherboard: AMD X570 chipset motherboard or equivalent

e) RAM: 32GB DDR4-3200 (2 x 16GB) or equivalent

f) Storage 1: 1TB NVMe PCIe 4.0

g) Storage 2: 2 x 16TB 7200rpm HDD

h) Power Supply: 750w 80+ Gold PSU

i) Case: 19" 4u rack mounted pc case capable of housing all components with adequate

ventilation

j) Operating System: Windows 11 Pro licensed

k) Mouse and keyboard: Wired USB mouse and keyboard combo

l) Monitor: 24” 1080p touch screen monitor

4.1.3.2 x Small Form Factor NUC 14 Pro PCs for Audio DSP and Remote Control

a) Intel Core Ultra 5 125H with onboard Graphics

b) 16GB DDR5 RAM

c) 512GB PCIe G4x4 NVMe SSD

d) RJ45 Gigabit Ethernet port

e) 4 x USB 3 Ports

f) 2 x HDMI Ports

g) Windows 11 Pro Fully Licensed

h) Dedicated Power Supply

4.1.4 Warranty and Support

4.1.4.1 3-year support, including telephonic and on-site support, as well as spare holding. Loan

equipment should also be available to avoid excessive down time. A detailed support

proposal should be included as part of the submission.

4.1.4.2 3-year warranty on all equipment

4.1.4.3 User training and documentation for AV staff – Digital and physical training manuals and

system diagrams to be provided.

4.2 Any other related activities necessary to achieve the objectives of the assignment.

5. Deliverables

5.1 The service provider must deliver the following outputs:

5.1.1 Decommissioning of existing infrastructure

5.1.2 Installation of new PC’s and related infrastructure

5.1.3 Commissioning, training and handover

5.1.4 Final report / product approved by the institution.

6. Duration and timeframes

6.1 Installation Phase: The duration of the assignment will be 4 calendar months from the date of

appointment and be completed no later than 20 February 2027.

of 29

6.2 Support Phase: a 3-year period, starting on the date of completion of the handover of the

project installation.

7. Reporting and governance

7.1 The service provider will report to AV Supervisor in the ICT unit.

7.2 Progress reports must be submitted monthly from the date of award, and then weekly from the

installation start date until completion.

7.3 All deliverables are subject to review and approval by the institution.

8. Competency and experience requirements

8.1 Service providers must demonstrate:

9.1.1 A minimum of three (3) ICT enterprise installation projects successfully completed in similar

environments.

9.1.1 The bidder must assign a project manager who is appropriately experienced and has lead

teams working on at least three (3) similar projects.

against predetermined technical criteria and weightings. This may include:

9.3.1.1 Relevant experience and record of accomplishment

9.3.1.2 Technical approach and methodology

9.3.1.3 Qualifications and experience of key personnel

9.3.1.4 Capacity and resources to deliver the project.

of 29

9.3.2 Only bidders who achieve the minimum qualifying threshold for functionality will proceed to

the next phase

of 29

its proposed approach for implementing the Chamber

of 29

possible solution to meet the requirements as stated in this document.

2. Purpose

2.1 The purpose of this Terms of Reference is to invite suitably qualified and experienced service

providers to submit proposals for decommissioning the current Chamber PC’s and related

infrastructure and replace the touch screen PCs with up-to-date technology in the GPL

8.1 Service providers must demonstrate:

9.1.1 A minimum of three (3) ICT enterprise installation projects successfully completed in similar

environments.

9.1.1 The bidder must assign a project manager who is appropriately experienced and has lead

teams working on at least three (3) similar projects.

9. Evaluation criteria

9.1 Proposals will be evaluated in accordance with the 80/20 preference point system,

based on:

9.1.1 Functionality / Technical evaluation

9.1.2 Price and Specific Goals

9.2 The GPL needs to be satisfied, in all respects, that the service provider selected has the

necessary resources, qualifications, experience, and technical ability to successfully execute

the project. All proposals received will be evaluated in a fair, transparent, competitive, and

cost-effective manner, in accordance with the prescribed evaluation criteria and approved

evaluation process. The 80/20 Preference Point System will be applied to evaluate the

received proposals. The evaluation process shall be conducted in the following sequential

phases:

9.2.1 Phase 1: Administrative Compliance (Pre-qualification)

statutory requirements, including but not limited to:

9.2.1.1 Signed and completed bid documents.

9.2.1.2 Company registration documents

9.2.1.3 Any other mandatory documentation specified in the bid (e.g., affiliation

certificates, qualifications, etc.)

9.3 Failure to comply with mandatory requirements may result in disqualification and the proposal

will not proceed to the next phase.

9.3.1 Phase 2: Functionality / Technical Evaluation

1 Proven Track record Less than 3 signed reference letters submitted 0 20

A minimum of three (3) ICT enterprise installation projects

successfully completed. 3 signed reference letters with required details

completion certificates for similar projects. Only evidence 4 to 6 signed reference letters with required 4

submitted with the bid will be evaluated. details

A minimum of 3 reference letters for similar projects

signed by the referee with contact details, 7 or more signed reference letters with required 5

description/details of the project implemented, and details

period of the contract must be submitted.

2. Project Manager The bidder submitted a CV demonstrating that 0 20

the proposed Project Manager has experience in

The bidder must assign a project manager who is less than three (3) similar projects.

appropriately experienced and has lead teams working on The bidder submitted a CV demonstrating that 3

at least three (3) similar ICT installation projects. the proposed Project Manager has experience in

three (3) similar projects.

of 29

As evidence of experience, the bidder must provide the The bidder submitted a CV demonstrating that 4

following: copy of Project Manager CV, company portfolio the proposed Project Manager has experience in

of similar projects where the assigned project manager was four (4) similar projects

a project lead or a member

The bidder submitted a CV demonstrating that 5

the proposed Project Manager has experience in

five (5) similar projects

3 Compliance with specifications 100% compliance to technical specification with 5 40

Bidder should comply 100% with the technical itemised costing, brand names and model

specifications in the scope of work section of this document numbers. Product datasheets submitted. All

(Section 4). The quotation should be clear, itemised, with items in Annexure A are included in the quotation.

as much detail as possible. Brand names and model

numbers should be specified where possible. Product

datasheets to be submitted. Please use the checklist in

12.1 The Gauteng Provincial Legislature (GPL) reserves the right to appoint one or more service

providers, to not make any appointment, or to establish a panel of service providers instead

of appointing a single service provider.

12.2 The GPL is not bound to accept the lowest-priced bid or any bid received.

12.3 Late submissions will not be accepted and will automatically be disqualified from further

consideration.

12.4 The GPL reserves the right to verify all information provided by bidders, including references,

and past experience.

12.5 Any false, inaccurate, or misleading information provided by a bidder may result in immediate

disqualification and may lead to further action in accordance with applicable legislation.

12.6 Bidders must comply with all applicable legislation, regulations, and policies, including Supply

Chain Management (SCM), CIPC and SARS requirements.

12.7 All costs incurred by bidders in the preparation and submission of proposals will be for the

bidder’s own account, and the GPL will not be held liable for any such costs.

12.8 The GPL reserves the right to cancel this bid process at any stage, should it be deemed

necessary and in the best interest of the institution.

13.1 Bidders may submit a duly signed proposal in both hard copy and electronic format (on USB).

13.2 All Standard Bidding Documents (SBD Forms) must be fully completed, signed, and

submitted as part of the bid. Failure to submit a completed and duly signed SBD 3 will

automatically disqualify a bidder.

13.3 Copies of company registration documents must be provided with ID copies for all Directors

or Directors or a holding company.

13.4 Bidders must submit proof of relevant experience, including reference letters and details of

similar projects undertaken.

13.5 Late submissions will not be accepted and will be automatically disqualified.

of 29

13.6 Bids must be submitted in a sealed envelopes clearly marked with the bid description and

reference number.

13.7 Failure to submit all required documentation may result in disqualification.

of 29

ANNEXURE A: Checklist for Compliance to Technical Specification

2. Work Breakdown Structure (WBS).

The bidder submits a draft project plan that 4 3. Implementation schedule with milestones and

adequately addresses the first eight (1-8) dependencies.

requirements. 4. Resource allocation and key project personnel.

The bidder submits a draft project plan that 5 5. Procurement, delivery, installation, testing,

adequately addresses all ten (1-10) of the commissioning and handover activities.

requirements. 6. Project close-out activities.

documents

1.1 Hard Copy (Mandatory)

1.2 USB with information replica of the bid

proposal? Non-mandatory

2. Invitation to bid (SBD1): completed and signed Yes

3. Pricing Schedule (Firm Pricing) SBD 3.3 Yes

4. Bidders Disclosure (SBD 4) Original completed Yes

and signed.

5. Preference Point Claim form (SBD 6.1) Original Yes

completed and signed.

6. Copy of full Company Registration documents? Yes

7. Copies of South African IDs’ for Directors? Yes

3.2.5 Bid documents may be couriered by a registered mail and deposited in the tender box

situated at the address as stipulated on the cover page of this document between 08:00am

to 17:00pm, Monday to Sunday (including Public Holidays). Bidders must allow sufficient time

to access the tender box in the GPL through the visitor’s entrance and other security

checkpoints.

3.2.6 Pricing Structure

a) Bidders are requested to indicate their price in all elements listed on the pricing schedule.

b) Pricing on the pricing schedule is for comparative purposes.

c) Prices must remain fixed for the duration of the contract

d) The total costs must be inclusive of all costs such as delivery, labour rates, Transfer of

skills etc.

3.3 Bid validity period

3.3.1 This bid and all proposals (costs included) shall remain binding and valid for a period of 120

days calculated from the closing date of the Bid. The GPL reserves the right to notify bidders

in writing to extend the above validity period if deemed necessary and in the interest of the

Name & surname: ______________________designation/rank: __________________

Persal/employee no/service number: ___________________

PLACE and DATE: _________________________

of 29

Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices

Subject to rates of exchange variations) will not be considered

Prices must be quoted in South African Rand (ZAR) and be VAT inclusive/exclusive. Payment will be made upon satisfactory delivery of agreed milestones. No advance payments will be made unless specified. Firm prices only – non-firm prices (including prices subject to rate exchange variations) will not be considered.

These are documents required for this bidding. Should the bidder fail to submit the following documents, the bid may be disqualified: Item Description Mandatory Submitted Yes No

Full Technical Proposal with supporting Yes documents 1.1 Hard Copy (Mandatory) 1.2 USB with information replica of the bid proposal? Non-mandatory

Invitation to bid (SBD1): completed and signed Yes

Pricing Schedule (Firm Pricing) SBD 3.3 Yes

Bidders Disclosure (SBD 4) Original completed Yes and signed.

Preference Point Claim form (SBD 6.1) Original Yes completed and signed.

Copy of full Company Registration documents? Yes

Copies of South African IDs’ for Directors? Yes

Company Profile Yes

Joint Venture / Consortium agreement / Trust Yes Deed (if applicable)

Did you submit all documents for all parties of the Joint Venture/Consortium/Trust Deed? All documents listed below

Certified copies of shareholders

Certified copy of Company Registration documents

Certified copy of ID documents of the Directors or Members Service Provider’s Name: ....................................................... Completed by: ........................................................................ Signature: .............................................................................. of 29 SECTION 2 INVITATION TO BID (SBD 1) YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE GAUTENG PROVINCIAL LEGISLATURE (GPL) BID NUMBER: GPL007/2027 CLOSING 21 OCTOBER 2026 CLOSING DATE: TIME:11H00 DESCRIPTION APPOINTMENT OF A SERVICE PROVIDER TO REPLACE AND SUPPORT THE CHAMBER PC’S AND RELATED INFRASTRUCTURE FOR THE GPL FOR A PERIOD OF THREE YEARS. SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS CELLPHONE NO.TELEPHONE NO. VAT REGISTRATIONEMAIL ADDRESS NUMBER COMPLIANCE MAAA- TAX PINSTATUS ARE YOU THE ACCREDITED REPRESENTATIVE IN ARE YOU A FOREIGN BASED SUPPLIER SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS FOR THE GOODS/SERVICES /WORKS OFFERED? SUBMIT PROOF IF YES OFFERED? SUBMIT PROOF IF YES YES NO YES NO QUESTIONNAIRE FOR FOREIGN BIDDERS IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT, REGISTER AS PER 2.3 BELOW. YES NO IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? DOES THE ENTITY HAVE A BRANCH IN THE RSA? QUESTIONNAIRE FOR FOREIGN BIDDERS IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT, REGISTER AS PER 2.3 BELOW. YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? of 29 TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided – (not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, and the preferential procurement regulations, 2022, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The gpl will not award contracts to provide goods and/or services to a member of gpl or cabinet, a member of a provincial legislature or member of a provincial executive council, a municipal councillor, 1.5. Bids will not be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members persons in the service of the state whose participation in bidding for the contract may result in a conflict of interest, or organ of state in which any of the mentioned persons is a director or has controlling or other substantial interest.

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE GPL TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.3 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................. DATE:.................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... of 29 SECTION 3 NOTICE & INSTRUCTIONS TO BIDDERS 3.1 DOCUMENTS 3.1.1. The bidder must specify the name, position, address and contact details (email address and telephone number) of the person responsible for leading the bid process and to whom all correspondence relating to the bid should be directed. 3.1.2. The bid submission must be signed by a duly authorised representative of the bidder who has the authority to enter into legally binding contracts on behalf of the bidder. Proof of authority must be submitted e.g. company resolution. 3.1.3. If any part of this bid is not duly filled in and signed, it may invalidate the bid. 3.1.4. Where alterations have been made to any part of the bid, the bidder must sign next to the corrections made (Correction ink/Tippex is not allowed). 3.1.5. The bidder must initial all the pages of this bid to acknowledge acceptance of understanding. The signed bid document must be returned with the proposal. 3.2 SUBMISSION OF BID PROPOSAL 3.2.1 This bid must be submitted in accordance with the format, times and place as prescribed in the bid document. 3.2.2 This Bid document, proposal and all other relevant documentation requested must be submitted in one sealed envelope or sealed box. For Financial proposal and any other document where bidders’ costs are displayed or referenced, please place this in a separate envelope. 3.2.3 Bids must be clearly marked on the front as follows: Bid No: GPL007/2027 3.2.4 Bids must be clearly marked on the back as follows: Bidders Name & Bidders Address Bidders Contact Numbers 3.2.5 Bid documents may be couriered by a registered mail and deposited in the tender box situated at the address as stipulated on the cover page of this document between 08:00am to 17:00pm, Monday to Sunday (including Public Holidays). Bidders must allow sufficient time to access the tender box in the GPL through the visitor’s entrance and other security checkpoints. 3.2.6 Pricing Structure

Bidders are requested to indicate their price in all elements listed on the pricing schedule.

Pricing on the pricing schedule is for comparative purposes.

Prices must remain fixed for the duration of the contract

The total costs must be inclusive of all costs such as delivery, labour rates, Transfer of skills etc. 3.3 BID VALIDITY PERIOD 3.3.1 This bid and all proposals (costs included) shall remain binding and valid for a period of 120 days calculated from the closing date of the Bid. The GPL reserves the right to notify bidders in writing to extend the above validity period if deemed necessary and in the interest of the GPL. of 29 3.4 JOINT VENTURES OR CONSORTIUM 3.4.1 A Copy of the Trust, Consortium or Joint Venture agreement duly signed must be attached. 3.4.2 A trust, consortium or joint venture will qualify for points for specific goals in accordance with the applicable Preferential Procurement Policy, provided that the entity submits the required consolidated documentation for purposes of evaluation and scoring of the specific goals. 3.5 DISCOUNTS 3.5.1 When calculating comparative prices, the GPL will consider any discounts which have been offered unconditionally. A discount which has been offered conditionally will be implemented when payment is effected despite not being considered for evaluation purposes. 3.6 GENERAL CONDITIONS 3.6.1 The GPL may request bidders to provide additional information with regards to the bid proposal at any given stage during the evaluation process. 3.6.2 All proposals in response to this bid, whether successful or unsuccessful, will become the property of the GPL. 3.6.3 Any costs incurred by the bidders in preparing and submitting their response will be the sole responsibility of the bidder. 3.6.4 The GPL reserves the right to invite short-listed bidders to make a presentation to GPL’s bids evaluation committee to further clarity or substantiate their submissions. 3.6.5 The GPL reserves the right, for purposes of promoting the values of competitiveness and fairness, not to award the bid to the highest scoring bidder if such bidder has been awarded a bid by GPL or has performed services for GPL during the last 12 months prior to the closing date of the bid. 3.6.6 The GPL reserves the right to re-appoint or extend the service of the service provider where there is a natural continuation of assignments. 3.6.7 The successful bidder/s will enter into a stipulated contract with GPL for the provision of the required service. 3.6.8 The successful bidders, their employees and their sub-contractors must comply with GPL security clearance requirements. 3.6.9 The successful bidders must be willing to sign confidentiality or non-disclosure agreement. 3.6.10 In the event where the order was wrongly printed, the service provider must be able to exchange goods or cancel the order as per the GPL’s request. 3.6.11 The GPL may, at its discretion, require the removal and replacement of any of the bidder’s personnel who do not perform adequately from its premises. 3.7 CENTRAL SUPPLIER DATABASE REQUIREMENTS 3.7.1 Bidders should register on the Central Supplier Database (CSD) to upload information namely, (Business Registration/Directorship/Membership/Identity Numbers/B-BBEE Information and Banking Information for verification purposes) 3.8 AWARD OF BID 3.8.1 The award of this bid by the Secretary to the GPL shall constitute a binding contract, and such award shall be confirmed by means of an appointment/award letter. The successful bidder must in return provide a written response on their letterhead of the acceptance of the award. of 29 3.9 SUBCONTRACTING 3.9.1 The bidder awarded a contract may only enter into a subcontracting arrangement with the approval of the GPL. The bidder may not subcontract more than 25% of the total contract deliverables. 3.9.2 A bidder awarded a contract in relation to a designated sector, may not subcontract such that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold. 3.10 FRONTING 3.10.1 The GPL supports the spirit of broad based black economic empowerment and recognizes that real empowerment can only be achieved through individuals and businesses conducting themselves in accordance with the Constitution and in an honest, fair, equitable, transparent and legally compliant manner. Against this background the GPL condemns any form of fronting. 3.10.2 The GPL, in ensuring that bidders conduct themselves in an honest manner will, as part of the bid evaluation processes, conduct or initiate the necessary enquiries/investigations to determine the accuracy of the representation made in bid documents. 3.10.3 Should any of the fronting indicators as contained in the Guidelines on Complex Structures and Transactions and Fronting, issued by the Department of Trade, Industry and Competition (the dtic), be established during such enquiry / investigation, the onus will be on the bidder / contractor to prove that fronting does not exist. Failure to do so within a period of 14 days from date of notification may invalidate the bid/contract and may also result in the restriction of the bidder /contractor to conduct business with the public sector for a period not exceeding ten years, in addition to any other remedies the GPL may have against the bidder / contractor concerned. 3.11 SECURITY AND OCCUPANCY 3.11.1 Where applicable, All the areas covered by this contract fall within areas defined in the relevant Security and Access Acts as “Restricted Areas” and all of the provisions of these Acts will apply to this contract. 3.11.2 Where applicable, all buildings involved in this contract are subject to stringent access control for all personnel and for materials delivered to and removed from the site. 3.11.3 If any person is rejected for security reasons, a bidder will be required to replace them on their list. If the Bidder is ultimately unable to offer personnel with satisfactory security clearance, his Bid may be rejected on such grounds. 3.11.4 Any person rejected by the SAPS for failing to meet the security requirements, inclusive of security clearance, wandering away from an escort or from the immediate contract area, or any misconduct on the site will immediately, without any recourse by the Contractor, be removed from site and refused re-entry to site. This refusal to site shall be in addition to any legal action the SAPS may institute. 3.11.5 Following the formal acceptance of the Bid, the successful bidder shall be required to submit the requested information and/or documentation to the GPL within forty-eight (48) hours of being requested to do so

Full names of each of the persons intended to be utilised on site, including supervisory staff.

Position in firm plus service to be performed. of 29

A copy of the Identification Document (ID), certified as a true copy of the original by the South African Police Service (SAPS). The certified copy submitted must be the original certified document and not a photocopy or scanned copy thereof.

Business address. 3.11.6 Bidders are recommended to have such documentation, both for their own staff and for their Sub-contractors, if applicable, available prior to the closing date of Bids so as to minimise delays in security clearance of personnel once the Bid is awarded. 3.11.7 Any time lost due to delays in submitting the called for list of personnel required entering site, the rejection of personnel on the list, or the subsequent removal and banning from site of personnel will not be accepted as motivation for extension of the contract period. 3.11.8 Such clearance shall remain valid for a period not exceeding 12 months and shall only apply for one project at a time. 3.12 SAFEGUARDING OF DOCUMENTS 3.12.1 All documents will be individually numbered on issue and records kept as to what documents have been issued to whom. 3.12.2 All documents issued to sub-contractors or suppliers must be signed for, and such sub- contractors and suppliers must also accept responsibility for the safeguarding of such documents while they are in their possession. 3.12.3 All documentation shall be strictly handled as set out in the SSA Minimum Information Security Standards (MISS), a copy of which shall be provided to the successful contractor at the time of site hand over. 3.12.4 It will be the main contractor's responsibility to familiarise themselves with the MISS document and make sure his personnel and sub-contractors are advised accordingly. 3.13 BID CANCELLATION 3.13.1 The GPL may amend or cancel this Bid before the award should it deem it necessary but not limited to

due to changed circumstances there is no longer need for the goods and services specified in the invitation.

funds are no longer available to cover the total envisaged expenditure

no acceptable bid is received; or

there is a material irregularity in the bidding process

there is material change of scope after the tender has closed. 3.14 DELIVERY ADHERENCE 3.14.1 Delivery of services must be made in accordance with the instructions appearing on the official Purchase Order issued by GPL and/or Contract/SLA of 29 SECTION 4 BID DECLARATION

IF THE BIDDER IS IN PARTNERSHIP / JOINT VENTURE / CONSORTIUM. We the undersigned partners / joint ventures / consortium, tendering as .............................................................hereby authorize ....................................to sign this Bid as well as any contract resulting from this Bid and any other documents correspondence in connection with this Bid and/or contract on our behalf. FULL NAMES ................................ CAPACITY .......................................... SIGNATURE ............................................................ NB: Please note that all partners of the JV must be compliant, and a JV Agreement must be signed and submitted.

Points Allocation: 3 points

B-BBEE Details: bidders must be willing to sign confidentiality or non-disclosure agreement.

3.6.10 In the event where the order was wrongly printed, the service provider must be able to

exchange goods or cancel the order as per the GPL’s request.

3.6.11 The GPL may, at its discretion, require the removal and replacement of any of the bidder’s

personnel who do not perform adequately from its premises.

3.7 Central supplier database requirements

3.7.1 Bidders should register on the Central Supplier Database (CSD) to upload information namely,

(Business Registration/Directorship/Membership/Identity Numbers/B-BBEE Information and

Banking Information for verification purposes)

3.8 Award of bid

3.8.1 The award of this bid by the Secretary to the GPL shall constitute a binding contract, and such

award shall be confirmed by means of an appointment/award letter. The successful bidder

must in return provide a written response on their letterhead of the acceptance of the award.

of 29

3.9 Subcontracting

3.9.1 The bidder awarded a contract may only enter into a subcontracting arrangement with the

approval of the GPL. The bidder may not subcontract more than 25% of the total contract

deliverables.

3.9.2 A bidder awarded a contract in relation to a designated sector, may not subcontract such that

the local production and content of the overall value of the contract is reduced to below the

stipulated minimum threshold.

3.10 Fronting

3.10.1 The GPL supports the spirit of broad based black economic empowerment and recognizes

that real empowerment can only be achieved through individuals and businesses conducting

themselves in accordance with the Constitution and in an honest, fair, equitable, transparent

and legally compliant manner. Against this background the GPL condemns any fo

3.1 Documents

3.1.1. The bidder must specify the name, position, address and contact details (email address and

telephone number) of the person responsible for leading the bid process and to whom all

correspondence relating to the bid should be directed.

3.1.2. The bid submission must be signed by a duly authorised representative of the bidder who

has the authority to enter into legally binding contracts on behalf of the bidder. Proof of

authority must be submitted e.g. company resolution.

3.1.3. If any part of this bid is not duly filled in and signed, it may invalidate the bid.

3.1.4. Where alterations have been made to any part of the bid, the bidder must sign next to the

corrections made (Correction ink/Tippex is not allowed).

3.1.5. The bidder must initial all the pages of this bid to acknowledge acceptance of understanding.

delays in security clearance of personnel once the Bid is awarded.

3.11.7 Any time lost due to delays in submitting the called for list of personnel required entering site,

the rejection of personnel on the list, or the subsequent removal and banning from site of

personnel will not be accepted as motivation for extension of the contract period.

3.11.8 Such clearance shall remain valid for a period not exceeding 12 months and shall only apply

for one project at a time.

3.12 Safeguarding of documents

3.12.1 All documents will be individually numbered on issue and records kept as to what documents

have been issued to whom.

3.12.2 All documents issued to sub-contractors or suppliers must be signed for, and such sub-

contractors and suppliers must also accept responsibility for the safeguarding of such

documents while they are in their possession.

3.12.3 All documentation shall be strictly handled as set out in the SSA Minimum Information

Security Standards (MISS), a copy of which shall be provided to the successful contractor at

the time of site hand over.

3.12.4 It will be the main contractor's responsibility to familiarise themselves with the MISS

document and make sure his personnel and sub-contractors are advised accordingly.

3.13 Bid cancellation

3.13.1 The GPL may amend or cancel this Bid before the award should it deem it necessary but not

limited to:

a) due to changed circumstances there is no longer need for the goods and services

specified in the invitation.

b) funds are no longer available to cover the total envisaged expenditure

c) no acceptable bid is received; or

d) there is a material irregularity in the bidding process

e) there is material change of scope after the tender has closed.

3.14 Delivery adherence

3.14.1 Delivery of services must be made in accordance with the instructions appearing on the

official Purchase Order issued by GPL and/or Contract/SLA

of 29

Section 4

1. The information furnished is true and correct.
2. In the event of a contract being awarded as a result of points claimed, the contractor may be

required to furnish documentary proof to the satisfaction of GPL that the claims are correct.

3. If the claims are found to be incorrect, GPL may, in addition to any other remedy it may have –:

a) recover all costs, losses or damages it has incurred or suffered as a result of that person’s

conduct.

b) cancel the contract and claim any damages which it has suffered as a result of having to

make less favourable arrangements due to such cancellation.

4. Impose a financial penalty more severe than the theoretical financial preference associated with

the claim which was made in the Bid.

of 29

5. I hereby undertake to render services described in the attached Bidding documents to GPL in

accordance with the requirements and task directives / proposals specifications stipulated in this

document, that he/she does not have any objection to taking the oath, and that he/she considers it

to be binding on his/her conscience, and which was sworn to and signed before me at

____________________ on this the ________ day of _____________ 2026, and that the

administering oath complied with the regulations contained in Government Gazette No. R July 1972, as amended.

________________ (Sign – SERVICE PROVIDER)

________________________________ (Name – SERVICE PROVIDER)

Pc’s and related infrastructure for the gpl for a period of three years.

1. Background

1.1 The Gauteng Provincial Legislature is the legislative authority of the Gauteng Province

established in terms of the Constitution of the Republic of South Africa. The Legislature is

responsible for law-making, public participation, oversight over the Provincial Executive and

ensuring accountability within the provincial government.

1.2 The GPL seeks to appoint a suitable and competent service provider to upgrade the current

ICT infrastructure and decommission and replace touch screen Personal Computers (PCs)

with up-to-date technology in the GPL Chamber. The Chamber of the Gauteng Provincial

Legislature is the heart of law-making and oversight in Gauteng. The current PC’s were last

upgraded in 2013 and have been obsolete since 2018, when they were due for replacement.

of 29

3.4 Joint ventures or consortium

3.4.1 A Copy of the Trust, Consortium or Joint Venture agreement duly signed must be attached.

3.4.2 A trust, consortium or joint venture will qualify for points for specific goals in accordance with

the applicable Preferential Procurement Policy, provided that the entity submits the required

consolidated documentation for purposes of evaluation and scoring of the specific goals.

3.5 Discounts

3.5.1 When calculating comparative prices, the GPL will consider any discounts which have been

offered unconditionally. A discount which has been offered conditionally will be implemented

when payment is effected despite not being considered for evaluation purposes.

3.6 General conditions

3.6.1 The GPL may request bidders to provide additional information with regards to the bid

proposal at any given stage during the evaluation process.

3.6.2 All proposals in response to this bid, whether successful or unsuccessful, will become the

property of the GPL.

3.6.3 Any costs incurred by the bidders in preparing and submitting their response will be the sole

responsibility of the bidder.

3.6.4 The GPL reserves the right to invite short-listed bidders to make a presentation to GPL’s bids

evaluation committee to further clarity or substantiate their submissions.

3.6.5 The GPL reserves the right, for purposes of promoting the values of competitiveness and

fairness, not to award the bid to the highest scoring bidder if such bidder has been awarded

a bid by GPL or has performed services for GPL during the last 12 months prior to the closing

date of the bid.

3.6.6 The GPL reserves the right to re-appoint or extend the service of the service provider where

there is a natural continuation of assignments.

3.6.7 The successful bidder/s will enter into a stipulated contract with GPL for the provision of the

required service.

3.6.8 The successful bidders, their employees and their sub-contractors must comply with GPL

security clearance requirements.

3.6.9 The successful bidders must be willing to sign confidentiality or non-disclosure agreement.

3.6.10 In the event where the order was wrongly printed, the service provider must be able to

exchange goods or cancel the order as per the GPL’s request.

3.6.11 The GPL may, at its discretion, require the removal and replacement of any of the bidder’s

personnel who do not perform adequately from its premises.

3.7 Central supplier database requirements

3.7.1 Bidders should register on the Central Supplier Database (CSD) to upload information namely,

(Business Registration/Directorship/Membership/Identity Numbers/B-BBEE Information and

Banking Information for verification purposes)

3.8 Award of bid

3.8.1 The award of this bid by the Secretary to the GPL shall constitute a binding contract, and such

award shall be confirmed by means of an appointment/award letter. The successful bidder

must in return provide a written response on their letterhead of the acceptance of the award.

of 29

3.9 Subcontracting

3.9.1 The bidder awarded a contract may only enter into a subcontracting arrangement with the

approval of the GPL. The bidder may not subcontract more than 25% of the total contract

deliverables.

3.9.2 A bidder awarded a contract in relation to a designated sector, may not subcontract such that

the local production and content of the overall value of the contract is reduced to below the

stipulated minimum threshold.

3.10 Fronting

3.10.1 The GPL supports the spirit of broad based black economic empowerment and recognizes

that real empowerment can only be achieved through individuals and businesses conducting

themselves in accordance with the Constitution and in an honest, fair, equitable, transparent

and legally compliant manner. Against this background the GPL condemns any form of

fronting.

3.10.2 The GPL, in ensuring that bidders conduct themselves in an honest manner will, as part of

the bid evaluation processes, conduct or initiate the necessary enquiries/investigations to

determine the accuracy of the representation made in bid documents.

3.10.3 Should any of the fronting indicators as contained in the Guidelines on Complex Structures

and Transactions and Fronting, issued by the Department of Trade, Industry and Competition

(the dtic), be established during such enquiry / investigation, the onus will be on the bidder /

contractor to prove that fronting does not exist. Failure to do so within a period of 14 days

from date of notification may invalidate the bid/contract and may also result in the restriction

of the bidder /contractor to conduct business with the public sector for a period not exceeding

ten years, in addition to any other remedies the GPL may have against the bidder / contractor

concerned.

3.11 Security and occupancy

3.11.1 Where applicable, All the areas covered by this contract fall within areas defined in the

relevant Security and Access Acts as “Restricted Areas” and all of the provisions of these

NO. ** (all applicable taxes included)

• Required by: ........................................

• At: ........................................

.......................................

• Brand and model ........................................

• Country of origin ........................................

• Does the offer comply with the specification(s)? *YES/NO

• If not to specification, indicate deviation(s) ........................................

• Period required for delivery ........................................

*Delivery: Firm/not firm

• Delivery basis ..........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance

fund contributions and skills development levies.

*Delete if not applicable

of 29

Sbd4

Bidder’s disclosure

5.1 Name of company/firm...............................................................................

5.2 Company registration number: .....................................................................

5.3 Type of company/ firm [tick applicable box]

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

5.4 I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the

company/ firm for the preference(s) shown and I acknowledge that:

of 29

i) The information furnished is true and correct.

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process.

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct.

(c) cancel the contract and claim any damages which it has suffered as a result of having

to make less favourable arrangements due to such cancellation.

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years, after

the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

of 29

Terms of reference section 5

a) 64-bit CPU capable of decoding h.264 video

b) 4gb RAM

c) 16gb flash storage

d) 1Gbps Ethernet port with POE capability

e) VESA mount (100mm x 100mm)

f) 2 x USB-A ports

g) Multipoint Capacitive touch screen

h) 16:9 Aspect ratio with 1920x1080 resolution

i) 300 cd/m2 brightness

j) Dedicated power supply

k) 3-year warranty

4.1.2.1 103 x 13" Tablet PC's, mounted to existing metal brackets (100mmx100mm VESA),

allocated as follows:

a) 90 x Members positions

b) 6 x Service Officer positions

c) 2 x Sergeant-at-Arms positions

d) 5 x Spare units

4.1.2.2 10 x 15.6" Tablet PC's with stands, allocated as follows:

a) 4 x Procedural Table Staff positions

b) 2 x Presiding Officer positions

c) 1 x Hansard Recording position

d) 1 x Interpreter Supervisor position

e) 2 x Spare units

4.1.2.3 27 x 13" Tablet PC's with stands, allocated as follows:

a) 24 x Interpreter positions across 12 booths

b) 3 x spare units

4.1.2.4 Network and Cabling

a) Rewiring of 24 network points with CAT6 cabling from the interpretation booths to the

switch in the rack to support 1Gbps network speed. (Around 500m required)

b) Ensure all points in the Chamber are running at 1Gbps.

c) All cabling and patch leads to be provided (Ethernet, Power cables, etc.)

d) Configuration of existing servers to support the new infrastructure and control solution.

4.1.2.5 Control Solution

a) Power control of all touch screen PC’s from the control room, i.e. wake up, restart and

shutdown all PC’s.

b) Remote access to all touch screen PC’s from the control room

c) Deployment of software to all PC’s from the control room.

of 29

d) Deployment of updates and security patches to all PC’s from the control room.

4.1.3 Installation of PC’s in the Control Room

4.1.3.1 1 x Monitoring, control and backup PC

a) Graphics Card: Nvidia RTX 4060 8GB or equivalent

b) CPU: AMD Ryzen 7 5800X or equivalent

c) CPU Cooler: Dual 120mm Fan Air Cooler

d) Motherboard: AMD X570 chipset motherboard or equivalent

e) RAM: 32GB DDR4-3200 (2 x 16GB) or equivalent

f) Storage 1: 1TB NVMe PCIe 4.0

g) Storage 2: 2 x 16TB 7200rpm HDD

h) Power Supply: 750w 80+ Gold PSU

i) Case: 19" 4u rack mounted pc case capable of housing all components with adequate

ventilation

j) Operating System: Windows 11 Pro licensed

k) Mouse and keyboard: Wired USB mouse and keyboard combo

l) Monitor: 24” 1080p touch screen monitor

4.1.3.2 x Small Form Factor NUC 14 Pro PCs for Audio DSP and Remote Control

a) Intel Core Ultra 5 125H with onboard Graphics

b) 16GB DDR5 RAM

c) 512GB PCIe G4x4 NVMe SSD

d) RJ45 Gigabit Ethernet port

e) 4 x USB 3 Ports

f) 2 x HDMI Ports

g) Windows 11 Pro Fully Licensed

h) Dedicated Power Supply

4.1.4 Warranty and Support

4.1.4.1 3-year support, including telephonic and on-site support, as well as spare holding. Loan

equipment should also be available to avoid excessive down time. A detailed support

proposal should be included as part of the submission.

4.1.4.2 3-year warranty on all equipment

4.1.4.3 User training and documentation for AV staff – Digital and physical training manuals and

system diagrams to be provided.

4.2 Any other related activities necessary to achieve the objectives of the assignment.

detailed support proposal should be included as part of the submission.

3-year warranty on all equipment

User training and documentation for AV staff – Digital and physical training

manuals and system diagrams to be provided.

The GPL reserves the right to cancel the bid if circumstances change, funds are unavailable, no acceptable bid is received, or there is a material irregularity. The GPL may request presentations from short-listed bidders. The GPL may not award to the highest scoring bidder if they have been awarded a bid or performed services for GPL in the last 12 months. The GPL may re-appoint or extend the service provider for natural continuation. The successful bidder must comply with security clearance requirements and sign confidentiality agreements. The GPL may require removal and replacement of inadequate personnel.

Bidders must comply with tax obligations and submit their SARS Tax Compliance Status PIN or CSD number. Bids will not be considered from persons in the service of the state or entities with directors who are state employees where conflict of interest may arise. Bidders must register on the Central Supplier Database (CSD). The bid must remain valid for 120 days from closing date. Joint ventures/consortia must submit a signed agreement. Subcontracting is limited to 25% of total contract deliverables without GPL approval. Bidders must comply with GPL security clearance requirements and sign confidentiality/non-disclosure agreements.

Phase 1: Functionality – scored out of 100; minimum 70 points to qualify for Phase 3. Phase 3: Price and Specific Goals (80/20) – 80 points for price, 20 points for specific goals. Functionality subcriteria: relevant experience and record of accomplishment, technical approach and methodology, qualifications and experience of key personnel, capacity and resources to deliver the project. Only evidence 4 to 6 signed reference letters submitted with the bid will be evaluated. The project plan must address the first six requirements (3 points). Brand names and model numbers should be specified where possible.