Video Conferencing & AV Solution for SAPS Auditorium Tender

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Description

Appointment of a Service Provider to Provide a New Integrated Video Conferencing and Audio-Visual Solution for SAPS UBUNYE Auditorium

What this tender is about

The State Information Technology Agency (SITA) is seeking a service provider to supply, install, configure, test, and commission a new integrated video conferencing and audio-visual solution for the SAPS Ubunye Auditorium in Parktown, Johannesburg. The existing audio-visual conferencing technology infrastructure has reached end-of-life and requires an upgrade to meet modern demands for high-level meetings. The scope includes cameras, audio systems, display systems, network infrastructure, and control systems. Bidders must attend a compulsory briefing session on 5 November 2026. Submissions are to be made electronically via the SITA-Supplier Oracle ERP portal by 11:00 on 19 November 2026. All bids will be evaluated in four stages: Administrative Responsiveness, Technical Mandatory Requirements, Special Conditions of Contract, and Costing and Preference Points.

Scope of work

• Supply, install, configure, test, and commission a complete Audio Visual (AV) solution for the Ubunye conference room.(RFB 3301-2026 - Final Bid Spec.doc..., section Scope of Work)
• Upgrade existing AVCT infrastructure to meet current demands for high-level executive meetings, including video and audio-conferencing, presentation, and recording capabilities.(RFB 3301-2026 - Final Bid Spec.doc..., section Background)
• Provide a new integrated video conferencing and audio-visual solution for the SAPS Ubunye Auditorium.(RFB 3301-2026 - Standard Bidding D..., section Invitation to Bid (SBD 1))

Important requirements

• Bidders must attend a compulsory briefing session on 5 November 2026 at 10:00 at 16 Empire Rd, Parktown, Johannesburg. Failure to attend will result in disqualification.(RFB 3301-2026 - Final Bid Spec.doc..., section Attendance of briefing session)
• Bidders must be registered on National Treasury’s Central Supplier Database (CSD).(RFB 3301-2026 - Final Bid Spec.doc..., section Registered Supplier)
• The pricing schedule must be submitted separately from the technical response.(RFB 3301-2026 - Final Price respon..., sheet PRICING SCHEDULE)
• Unit and Line prices in the pricing schedule must be VAT EXCLUSIVE and in South African Rand (ZAR).(RFB 3301-2026 - Final Price respon..., sheet PRICING SCHEDULE)
• Prices must include all costs to deliver the goods or render the service, including taxes, duties, logistics, storage, labour, overtime, and travel.(RFB 3301-2026 - Final Price respon..., sheet PRICING SCHEDULE)
• Bidders must be an Original Equipment Manufacturer (OEM) or an accredited Partner/Reseller/Distributor of the OEM for the proposed solution, providing valid documentation.(RFB 3301-2026 - Final Bid Spec.doc..., section Technical mandatory requirements (Stage 2))
• Bidders must have provided, installed, and supported a Video conferencing and Audio-Visual solution for at least two customers in the past five years, providing reference details.(RFB 3301-2026 - Final Bid Spec.doc..., section Technical mandatory requirements (Stage 2))
• Bidders must accept all Special Conditions of Contract by completing and signing the declaration of Acceptance.(RFB 3301-2026 - Final Bid Spec.doc..., section Technical mandatory requirements (Stage 2))
• The solution must integrate with the existing Huawei VC system.(RFB 3301-2026 - Final Bid Spec.doc..., section High level Scope of Work for Auditorium)
• The solution must be compatible with various video conferencing platforms like Zoom, Microsoft Teams, or Cisco Webex.(RFB 3301-2026 - Final Bid Spec.doc..., section High level Scope of Work for Auditorium)
• The bidder must provide comprehensive training sessions for technical staff on system operation and troubleshooting.(RFB 3301-2026 - Final Bid Spec.doc..., section Training)
• The bidder must comply with ISO/IEC General Quality Standards, ISO27001, POPIA, and General Quality Standards, ISO 9001.(RFB 3301-2026 - Final Bid Spec.doc..., section Regulatory, Quality and Standards)

How to submit

• Bids must be submitted electronically via the SITA-Supplier Oracle ERP portal at www.suppliers.sita.co.za before the closing date and time.(RFB 3301-2026 - Standard Bidding D..., section Bid Submission Instructions)
• The closing date and time for bid submissions is 19 November 2026 at 11:00 South African time.(RFB 3301-2026 - Standard Bidding D..., section Invitation to Bid (SBD 1))

What is in the documents

• RFB 3301-2026 - Final Price response.xlsx

  This document contains the pricing schedule for the bid, including instructions for bidders on how to complete the schedule, currency exchange rates, and detailed line items for goods and services required for the video conferencing and audio-visual solution.

• RFB 3301-2026 - Final Bid Spec.docx

  This document outlines the technical specifications, evaluation stages, mandatory requirements, and special conditions of contract for the appointment of a service provider for the integrated video conferencing and audio-visual solution.

• RFB 3301-2026 - Standard Bidding Document for RFB 3301 2026.docx

  This is the standard bidding document containing invitation details, bid submission requirements and instructions, terms and conditions, disclosure forms, preferential procurement forms, and general conditions of contract.

Tender documents (5)

• PDFRFB 3301-2026 Invitation Letter.pdf
• PDFRFB 3301-2026 - Fraud awareness_notice to all bidders_June 2026 Signed.pdf
• XLSRFB 3301-2026 - Final Price response.xlsx
• DOCRFB 3301-2026 - Final Bid Spec.docx
• DOCRFB 3301-2026 - Standard Bidding Document for RFB 3301 2026.docx

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