Objectives

The primary objective is to engage a qualified supplier to provide professional sound equipment hire and technical support for an orchestra gala concert hosted by Artscape, ensuring high-fidelity audio reproduction and seamless live sound management.

Scope

• Event Timeline: Move-in and setup on 4 November 2026 at 10:00; performance on 8 November 2026 at 17:00; dismantling and strike immediately after the event.
• Delivery Point: D.F. Malan Street, Foreshore, Cape Town.
• Readiness Deadline: All equipment must be delivered and prepared for stage setup by 09:00 on 4 November 2026.
• Service Coverage: Includes transportation, stage plotting, cabling, system testing, live monitoring support during the concert, and post-event load-out.

Technical Requirements

The supplier must furnish a complete professional audio package tailored for symphonic instrumentation. Specified brand names are illustrative; functionally equivalent models from recognised manufacturers are permitted.

• Microphones: 22× clip-on microphones (strings), 5× clip-on microphones (brass), 2× double bass pickups/mics, 8× small-diaphragm condensers (SE7), 8× boundary/pencil condensers (Shure KSM 109), 8× condensers (Rode M5), 2× large-diaphragm condensers (Lewitt), 1× drum mic, 2× grand piano mics (Neumann), 2× harp/piano mics (Scherler), 1× electric/acoustic guitar mic (Sennheiser).
• Signal & Wireless: 8× direct injection (DI) boxes, 30× wireless headset microphone systems with transmitters and receiver racks.
• Cabling & Rigging: 100× XLR cables, 2× 12-channel multi-core snake cables, 8× tall boom stands, 10× round-base stands, 10× short-boom stands, 4× stereo microphone bars.
• Personnel: Two sound assistants required for equipment handling, stage mic placement, patching, and strike.

Skills Requirements

Although not exhaustively itemised, the scope demands demonstrated competence in orchestral sound reinforcement. Suppliers must prove capability in:

• Acoustic planning and stage plotting for large ensemble configurations.
• Professional cable routing, impedance matching, and signal flow optimisation.
• Rapid, safe load-in/load-out execution within strict venue windows.
• Real-time system troubleshooting and level management during live performances.

Key Terms & Compliance Notes

This procurement adheres to South African public sector regulations. Bidders must submit mandatory compliance declarations covering bidder disclosure, past supply chain conduct, and independent bid determination to certify the absence of collusive practices. Evaluation applies an 80/20 preference point system: 80 points are allocated to competitive pricing (calculated against the lowest responsive quotation using a standard comparative formula), while 20 points are awarded based on Broad-Based Black Economic Empowerment (B-BBEE) status levels. Additionally, suppliers may be required to complete a local content declaration, calculating the proportion of locally manufactured goods versus imported components according to national technical standards. All quotations must include VAT, remain valid for the stipulated period, and comply with the Government Procurement General Conditions of Contract.