Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver audio and visual services for Stellenbosch Municipality during its IDP public participation processes. This includes providing technical support, equipment, and setup for various engagement venues to facilitate effective public participation and stakeholder engagement.

Scope

The scope of work encompasses:

• Supply and setup of audio and visual equipment at designated venues for IDP public participation events scheduled between September 2026 and April 2027.
• Provision of generators, extension leads, plugs, and LED lighting for venues.
• Recording of engagements, with delivery of recordings within two working days post-event.
• Supply of backup generators, technical support, and all necessary cabling and tools.
• Specific venues include community halls, schools, town halls, and other designated locations across Stellenbosch.

The service provider must also demonstrate previous experience with similar projects and provide proof of completed work.

Technical Requirements

• Supply and setup of equipment including:
  • Public address systems and mixers
  • Microphones (minimum of 5 per venue)
  • Projectors and portable projector screens
  • Laptops for presentations
  • Voice recording equipment (minimum of 14 units per venue)
  • Extension leads, plugs, and cabling
• Provision of single-phase inverter generators with a minimum output of 6.5kW, silent type (63DB or lower), including fuel and backup arrangements.
• Supply of at least 8 free-standing LED lights (700 lumens or more) with stands per venue.
• Ensure setup is done at an agreed time, with adherence to health and safety regulations, including OHS and SABS standards.
• Recordings of engagements must be delivered within two working days after each event.
• Equipment must be compatible with venue power supplies and capable of supporting all devices simultaneously.

Skills Requirements

• Minimum of three years of proven experience in the audio-visual industry.
• Ability to supply, install, and operate audio-visual equipment at multiple venues.
• Demonstrated capacity to provide technical support during live events.
• Experience in managing backup power solutions and troubleshooting technical issues on-site.
• Provision of a portfolio of at least two similar projects completed within the past three years, including references and proof of successful delivery.
• Knowledge of health and safety standards relevant to temporary electrical and audio-visual setups.