Objectives

The primary objective is to procure and deliver professional audio-visual equipment and technical support for a municipal event at the MPC venue. The municipality seeks a reliable, cost-effective solution that ensures seamless sound reproduction, visual broadcasting, and live streaming capabilities, while adhering to public sector procurement regulations that prioritize local economic development and transformation.

Scope

The successful supplier will be responsible for the complete supply, delivery, installation, and post-event removal of all specified sound and stage equipment. The scope encompasses:

• Transportation of all gear to the designated municipal location.
• Complete setup and configuration of audio and visual systems one hour prior to the event.
• Provision of qualified personnel to operate and monitor equipment throughout the event.
• Efficient breakdown and collection of all items upon event completion.

Pricing must be submitted per item, excluding VAT initially, with delivery charges fully incorporated into the unit rates. Quotations must remain valid for a minimum of 90 days following the closing date.

Technical Requirements

• Audio Equipment: Four (4) venue-appropriate speakers, four (4) roaming microphones, three (3) desk microphones, and one (1) audio mixing console.
• Visual Equipment: Four (4) display screens (televisions mounted on stands) sized adequately for the venue’s viewing requirements.
• Streaming Capability: Dedicated inputs and outputs configured to interface with external streaming devices for live broadcasting.
• Operational Standards: All equipment must be fully functional, compatible with standard broadcasting protocols, and ready for immediate deployment. Setup must be finalized sixty minutes before the scheduled start time.

Skills Requirements

• Technical Proficiency: Personnel must demonstrate expertise in operating digital mixers, managing wireless and fixed microphone arrays, and configuring AV distribution systems.
• Streaming Integration: Staff must possess practical experience in establishing and troubleshooting audio/video streaming connections to ensure uninterrupted live broadcasts.
• Professional Conduct: All assigned personnel must maintain a semi-formal appearance (black trousers and white shirts) and exhibit professional behavior throughout the engagement period.
• Logistical Coordination: Demonstrated ability to execute timely delivery, precise technical setup, and rapid dismantling within strict municipal timelines.

Key Terms & Compliance Notes

This tender employs an 80/20 Preferential Procurement System, allocating 80 points to price competitiveness and 20 points to specific socio-economic goals (10 points for Broad-Based Black Economic Empowerment status and 10 points for business locality). To claim locality points, suppliers must submit verifiable proof of their physical business address, such as a current municipal account, a valid lease agreement, or a detailed sworn affidavit from the property owner confirming business occupancy. Incomplete or invalid documentation will result in zero preference points and may invalidate the bid.

Additionally, all tax invoices must strictly comply with Section 20(4) of the VAT Act, including mandatory vendor details, VAT registration numbers, and accurate transaction descriptions. Non-compliance will delay or prevent payment processing. The municipality reserves the right to accept partial quotes, does not guarantee award to the lowest bidder, and requires all submissions to be clearly marked with the quotation number and delivered physically before the deadline.