Hatfield Campus-senate Hall Renovation- Paperless Conferencing and Audio-visual Systems Direct Contract

RFT-202512-00516

2025-12-12 10:00:00

Tender Closed on: 2025-12-18 12:00

University of Pretoria

Audio Visual and Photographic Equipment, Supply and Installation of Machinery and Equipment, Video Conferencing Equipment Supply, Installation and Maintenance

Gauteng, Pretoria

University of Pretoria

University of Pretoria Tenders

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This Tender is for the Electronic Paperless Conferencing and Audio-Visual systems for the Senate Hall. This Contract will run concurrently and be integrated into the project with several Contractors. This Contract will operate on site under the control and management of the Main Contractor. The Project works will be implemented through the application of several contracts: 1.1 Principal Contract for the Building works and overall coordination, administration and control on site, including Occupational Health and Safety requirements 1.2 Sub-contractors (selected) for various specialist trades. This will include Alarms, Access control, CCTV, Smoke detection and network infrastructure. 1.3 Direct contract (This contract) with the University for the supply, delivery, installation and commissioning of the Digital Conferencing and Audio-Visual systems for the Senate Hall. All contract warranties and guarantees will be directly ceded to the University, and the maintenance and operational support requirements will be provided. 1.4 Direct contract items through the University's term contract system. This will include the supply and delivery of networking equipment and WiFi equipment. See attached document for full details. Important Information: UP can only access tender submissions after the closing date and time has passed. Please take load shedding and site congestion into account and plan accordingly. If you need assistance with registration or online submission, contact [email protected] for assistance. No e-mail submissions are accepted-only online submissions will be accepted.
Process No. RFT-202512-00516
Type RFT (Request For Tender)
Country South African
Submission Online
Compulsory Information Session (Only suitably qualified representatives to attend the Compulsory Site Briefing) Date 12 December Time 10h00 Venue University of Pretoria, Hatfield Campus, Administration building, building no 4005, Lynnwood Road. Ground floor - Senate hall Bidders to present identification at the gate (allow min. 30 minutes for registration) An attendance register will be signed and considered as the mandatory document used to verify that the bidder attended the session. The attendance register shall be closed 10 minutes after the time indicated above. Late arrivals of bidders shall be disqualified from the tender evaluation process. Prospective bidders must read the bid specification document and bring a copy to the information session. Please print the tender document and bring it, along with your ID/Driver’s License, to gain access at the Security gate.

Tender Summary

Objectives

The primary objective of this tender is to procure services for the renovation of the Senate Hall at Hatfield Campus, focusing on the implementation of paperless conferencing and audio-visual (AV) systems. The project aims to modernize and enhance the technological infrastructure of lecture halls to support effective teaching and learning, ensuring compliance with current standards and improving overall conference and presentation capabilities.

Scope

The scope of work includes:

  • Modernization and upgrade of IT and AV systems in lecture halls.
  • Refurbishment of the Senate Hall AV / Conferencing system.
  • Support for effective teaching, learning, and conferencing activities.
  • Addressing electrical hazards, safety, and environmental considerations during installation and refurbishment.

The project involves activities such as site establishment, transportation, installation of AV and IT equipment, electrical work, scaffolding, safety management, and ecological considerations related to construction activities.

Technical Requirements

The technical requirements encompass:

  • Upgrading AV and IT infrastructure to support paperless conferencing.
  • Installation of audio-visual systems compliant with current standards.
  • Electrical wiring, testing, and safety measures to prevent hazards such as electrocution and fire.
  • Proper scaffolding, formwork, and lifting equipment to ensure safety during construction.
  • Implementation of fire safety systems, including fire fighting equipment, signage, and emergency procedures.
  • Environmental management to minimize dust, noise, and ecological disturbance.
  • Traffic and site access management to prevent accidents and unauthorized access.
  • Risk mitigation measures for hazards like electrical faults, working at heights, confined spaces, and ecological disturbances.

Skills Requirements

The tender requires contractors and personnel with the following skills and competencies:

  • Experience in AV and IT system installation and refurbishment.
  • Qualified electrical engineers and technicians for wiring, testing, and safety compliance.
  • Skilled scaffolding and formwork workers trained in safe erection and dismantling procedures.
  • Certified safety officers to oversee health, safety, and environmental protocols.
  • Trained personnel for working at heights, confined spaces, and handling hazardous materials.
  • Emergency response and fire safety management skills.
  • Environmental management expertise to mitigate ecological impacts.
  • Traffic management and site access control skills.
  • Effective communication and coordination skills among multidisciplinary teams.
This summary is AI generated. Download the tender documents for all the information.

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