Objectives

The primary objective is to appoint a suitably qualified service provider to supply, deliver, install, test, and commission a complete fixed audio-visual system for the Newton Community Hall. The system must reliably support community meetings, public engagements, presentations, workshops, and municipal outreach activities by delivering clear speech intelligibility, even sound distribution, operational durability, and straightforward usability.

Scope of Work

• Supply, delivery, installation, testing, and commissioning of a fixed audio sound system, including loudspeakers, digital/zone mixer, amplification equipment, wireless handheld microphones, and a podium/gooseneck microphone.
• Provision of a projector with integrated wireless projection capabilities and a professionally mounted projection screen (nominally 150” to 180” diagonal).
• Supply of all necessary accessories, cabling, mounting hardware, and power backup compatibility components.
• Conduct a compulsory site clarification session to assess ambient lighting, acoustics, and throw distances prior to final pricing.
• Deliver system signal-flow diagrams at the quotation stage and detailed as-built technical drawings upon project completion.
• Provide basic user training to designated municipal staff on operating both wired HDMI and built-in wireless projection modes.
• Maintain a minimum 12-month comprehensive warranty and provide local technical support with a 24–48 hour on-site response time for major system failures.

Technical Requirements

• Audio System: Must uniformly cover approximately 435 m² with SPL variation within ±3 dB, ensure zero audible feedback at reference volumes, and integrate effectively with the hall’s existing acoustics. A digital or zone mixer with DSP functionality is required, though an integrated amplifier/mixer/DSP unit is acceptable. The system must be configurable for UPS/inverter backup during loadshedding and fully comply with South African radio frequency regulations.
• Projector & Screen: Must feature a manufacturer-approved dedicated wireless LAN module supporting cross-platform casting (Windows, macOS, iOS, Android) via native protocols such as Miracast or AirPlay. Synchronized audio during wireless presentations is mandatory. The screen must be securely mounted and sized between 150” and 180” diagonally.
• Installation & Commissioning: Requires professional site execution, secure and tidy equipment mounting, full system validation (including SPL measurements, projector focus/geometry alignment, and cross-device wireless projection testing), and submission of all compliance documentation.
• Documentation & Compliance: Bidders must submit detailed technical specifications, datasheets highlighting wireless features, and a minimum of three reference letters for similar AV installations. All equipment must meet municipal safety, performance, and environmental standards.

Skills & Experience Requirements

• Proven track record in designing, installing, and commissioning commercial or municipal-grade audio-visual systems, supported by verifiable reference letters.
• Technical competence in acoustic assessment, lighting analysis, system integration, and wireless network configuration for AV equipment.
• Ability to produce accurate signal-flow diagrams, as-built technical drawings, and effective user training materials.
• Familiarity with South African municipal procurement processes, tax compliance verification, and insurance requirements (Public Liability and Installation All-Risk).

Unusual or Complicated Terms & Conditions

• 80/20 Preference Point System: Tender evaluation allocates 80 points to price and 20 points to specific goals. Specific goals grant points based on B-BBEE status level and geographic location within the Eastern Cape/Kouga Municipality boundaries. Points are only awarded if valid B-BBEE certificates/affidavits and municipal billing clearance proofs are submitted alongside the bid.
• Dual Submission Mandate: Bidders must submit both an original hard copy and an identical electronic copy (on USB, SD card, or CD). The electronic file must exactly mirror the hard copy; any discrepancy or missing medium renders the bid non-responsive.
• Compulsory Site Inspection: Attendance at a scheduled site clarification session is mandatory. Late arrivals are excluded, and all pricing must accurately reflect actual ambient light, acoustic, and spatial conditions observed during the visit.
• Municipal Billing Clearance: Bidders must prove they are not in arrears on municipal accounts for more than one month. This applies to the bidding entity and its directors/partners, serving as both an eligibility criterion and a scoring factor under specific goals.