Video Equipment Repair & Maintenance Coordination NEW

The South African State Theatre (SAST), a Schedule 3A public entity under the National Department of Sport, Arts and Culture and governed by the Public Finance Management Act, is inviting quotations for the appointment of a suitably qualified and authorised service provider to coordinate and manage the technical service and repairs of specialised video equipment. The requirement covers equipment that falls under sole distributorship within the Republic of South Africa and is needed to keep the theatre's production and broadcast capabilities operational. The appointment is for a period of 24 months and includes both planned maintenance and emergency repair interventions, delivered on an as-and-when-required basis.

The equipment covered by this tender includes Sony FX3 and FX6 cameras and Sony lenses, SDI cabling, professional tripods (fluid head systems and heavy-duty stands), Godox lighting systems (including LED panels, COB lights and accessories), and Blackmagic ATEM Mini units in all variants, including Pro and Extreme models. The successful bidder will be responsible for coordinating servicing and repairs, managing parts sourcing and replacement where required, and providing quotations for any parts or repairs before work proceeds. Pricing must be submitted on the prescribed pricing table, covering a call-out fee per call, labour and service fees per hour, travel per trip, and VAT at 15%. Bidders must also submit an official quotation on company letterhead. Prices should remain valid for at least 120 days after the closing date.

The bid is evaluated in four phases: SCM administrative compliance, mandatory requirements, technical specification compliance, and then price and specific goals. Mandatory compliance requires valid CSD registration, a SARS tax compliance PIN, CIPC company documents, a signed SBD 4 declaration, a POPIA consent form, initialled General Conditions of Contract, and a company profile or sample reports demonstrating a proven track record in servicing and repairing similar equipment. Technical specifications must be provided for each item offered. The award uses the 80/20 preference point system, with 80 points for price and 20 points for specific goals (B-BBEE ownership and status), which must be supported by valid certificates or sworn affidavits. Bidders should note that the mandatory experience requirement in the document refers to musical instruments or similar services, so they should seek clarification on the exact expected track record. Submissions must be emailed to RFQ@statetheatre.co.za by the closing date of 2 November 2026 at 11:00, with the RFQ number in the subject line. Clarification questions must be submitted at least two days before closing.