The City of Cape Town has issued a formal Request for Proposal (101S/2026/27) for the supply, installation, and maintenance of video conferencing and collaboration systems. This strategic 36-month contract aims to enhance the city’s digital infrastructure, ensuring reliable, high-quality communication solutions for council operations, city staff, and public facilities across the Cape Metropolitan Area.
Scope of Services
The appointed service provider will deliver comprehensive, turnkey video conferencing solutions divided into two primary categories:
- Category A: Supply and installation of new video conferencing systems, including core infrastructure, endpoint systems, and all associated audio-visual accessories.
- Category B: Maintenance, repairs, and licensing for existing and out-of-warranty video conferencing systems, ensuring seamless integration with the city’s current Polycom-based environment.
- Provision of professional services, including technical support, operator training, and adherence to strict performance level agreements for system availability and fault resolution.
Mandatory Compliance Requirements
Bidders must submit the following to be considered responsive:
- Completed and signed Form of Offer and Acceptance
- Completed Details of Tenderer, Certificate of Authority, and Joint Venture Agreement (if applicable)
- Declaration of Interest – State Employees
- Conflict of Interest Declaration
- Declaration of Tenderer’s Past Supply Chain Management Practices (MBD 8)
- Authorisation for Deduction of Outstanding Amounts Owed to CCT
- Certificate of Independent Tender Determination
- Valid Tax Compliance Status PIN
- CSD Registration Number
- Proof of OEM/Distributor Accreditation (Schedule F.13A)
- Comprehensive OEM/Accredited Distributor Price Lists and Confirmatory Letters (Schedule F.13C)
- Completed functionality evidence and reference letters (Schedule F.13B)
- Technical data sheets and product specifications (Schedule F.13D)
- Valid B-BBEE Certificate or Sworn Affidavit
Non-Compulsory Briefing Session
While not mandatory, a virtual clarification meeting is highly recommended for prospective bidders to gain a deeper understanding of the project scope and technical specifications. The session is scheduled for Tuesday, 03 November 2026, at 13:00 via Microsoft Teams. Bidders can join using the following link: https://teams.microsoft.com/meet/316076065388614?p=C3FsPhAmKKNAprwn2i
Evaluation Criteria
Proposals will undergo a rigorous multi-stage evaluation process. Bidders must first achieve a minimum functionality threshold based on company experience, technical resources, and proposed methodology. Qualifying bids will then be adjudicated using the applicable preferential procurement point system (80/20 or 90/10), balancing price competitiveness with specific transformation goals.
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Submission Guidelines and Documents
Completed bid documents must be sealed and clearly marked with the tender number (101S/2026/27) and description. Envelopes must be deposited in the designated Tender Box Number 240 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, 8001. The strict closing time is 10:00 on Monday, 30 November 2026. Late, faxed, or emailed submissions will not be accepted. For administrative enquiries, contact SCM.tenders5@capetown.gov.za.
Prospective bidders can access the complete tender documentation free of charge via the official National Treasury eTender portal:
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