Event management and guest liaison services for the 19th saftas

service provider will be required to assist the NFVF’s internal events team and provide event management, public ticket sales and guest liaison services for all events related to the 19th Annual South African Film and Television Awards (SAFTAs19). This includes the planning, coordinating, and managing all guest related logistics and communication of the following events:

19 awards ceremonies (Craft Awards, 13 – 14 March 2026 and the Live broadcast show in March 2026.) pre-event planning, communicating event details, such as venue, date, time, dress code, and itinerary, handling special requests and accommodations (e.g., dietary restrictions, accessibility needs).

other SAFTAs 19 related event(s).

implementation includes: Event administration and management including:

and distribution of non-transferrable email invitations for all events in line with the SAFTAs 19 theme (which will be communicated to the appointed company)

up ticketing sales with relevant platforms

the sale of 400 tickets for the main show only

of email, SMS and WhatsApp reminders

telephonic, email and WhatsApp responses

of email, SMS and WhatsApp confirmations

of non-transferrable email, SMS and WhatsApp aide memoires

final guest lists to venues/caterers

of thank you emails after each event

up calls to guests who have not yet responded

seat numbering based on seating plan from appointed production company

bands for the awards for the production crew, internal staff, stakeholders and media accreditation with lanyards

plan and layout for all events based on the number of RSVPs

of guest access for each event (provide different coloured wrist bands); and

with venue on matters relating to menu, venue spaces to host events and seating. Event Online Registration and RSVP System:

up and formatting HTML invitations as well as email confirmation with the same look and feel as the invitation

customised registration page and templates for the event

up of system templates for registration, confirmations and reminders

additional log-ins for NFVF contact persons; and

system that is easy to navigate and updated reports for each event are extracted regularly.

service providers are required to submit a link to their existing RSVP management system for demo purposes. It is expected that service providers submit presentations at their own risk. All work done prior to official appointment is at no charge to the NFVF or the SAFTAs.

system should have a risk mitigation component that prevents the duplication of accreditation for media, guests, talent, NFVF Staff, Production Company Staff and VIP’s (Government and Private Sector Officials). Below is the summary of services required: On-Site Services

guests upon arrival and assisting with registration.

numbering print out and placement inside venue based on seating plan provided. • Providing information and directions within the venue.

transportation and parking arrangements.

any issues or concerns that arise during the event. Post-Event Follow-Up

guests for their attendance.

any post-event concerns or inquiries. Roles and Responsibilities

all team members are trained and informed.

escalated issues and special requests.

up and management of ticketing facilities and sales for 400 public guests Guest Liaison Officers

information and assistance as needed.

the comfort and satisfaction of guests throughout the event. Communication Plan

a clear communication channel between the guest liaison team and event organizers.

a centralized system for managing guest information and requests.

update guests on event details and any changes. Performance Metrics

satisfaction surveys and feedback

and effectiveness of responses to guest inquiries

and resolution of guest issues or complaints.

a post-event review to assess the effectiveness of guest liaison services.

areas for improvement and implement changes for future events. Confidentiality and Professionalism

confidentiality of guest information.

to professional standards in all interactions with guests.

Criteria The successful service provider will be commissioned based on the following:

of awards and/or related events management functions

experience in guest liaison for large scale award ceremonies

of the proposal (planning, implementation and overall management of the event)

CRITERIA Bidders will be evaluated in three (03) stages: ➢ Stage 1: Administrative Compliance ➢ Stage 2: Functionality Evaluation ➢ Stage 3: Price and Specific Goals Evaluation 8.1. Stage 1: Administrative Compliance At this stage, bidders will be assessed on whether they have provided all mandatory documents. It is the discretion of the BEC to decide on the disqualification of bidders who do not submit all required documents. Bidders are required to submit the following mandatory documents:

of registration with the Central Supplier Database by submitting the CSD report. In the case of a Joint Venture, each party must provide evidence of registration with CSD, and their tax compliance status will be verified through the CSD. Bidders' tax status must be in order in line with Treasury Regulations and must reflect n CSD.

were completed and signed Standard Bidding Documents attached to the bid. In the case of a Joint Venture, a written agreement between the parties must set out the roles and responsibilities of each member.

the case of a Joint Venture submitting a tender, including a resolution of each company of the Joint Venture together with a resolution by its members authorizing a member of the Joint Venture to sign the documents on behalf of the Joint Venture.

Copy of Company Registration Documents. In the case of a Joint Venture, all parties must submit certified copies of incorporation documents.

copy of B-BBEE Certificate or sworn affidavit. A Joint Venture will qualify for the B-BBEE status level as a legal entity, provided that the legal entity submits its B-BBEE status level certificate. Failure on the part of the Bidder to comply with the above will be deemed that preference points for B-BBEE status level of contribution are not claimed and will therefore be allocated zero (0). 8.2. Stage 2: Functionality Evaluation Bidders who provided all required administration documents will be evaluated on functionality as per the below evaluation criteria, where a minimum threshold is 70 points. Bidders who scored overall score of 70 points or above will be evaluated on the nest stage of evaluation and bidders who score below 70 points will be disqualified from the evaluation process. 8.3. Stage 3: Price and Specific Goals Bidders who scored overall score of 70 points and above will be evaluated on 80/20 preference points system, where 80 points are for price and 20 points for Specific goals. 80/20  Pt − P min  Ps = 80 1 −   P min  Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid FUNCTIONALITY CRITERIA Sub-criteria Weight Company Experience on similar project: 20 points Proven experience, skills and ability of the service provider to deliver guest liaison and event management services for large scale events or award ceremonies.

years and above (20 points) Bidders to provide a list of completed similar projects with contact name, number and company name. Approach and Methodology: 30 points Detailed methodology and approach on how the project will be executed. The bidder must demonstrate the approach, methodology and plan (including a detailed phased in implementation plan). ➢ Methodology with clear activities, realistic time frames, key tasks, sub tasks, distribution of resources and reporting structure = 30 points ➢ Methodology with clear activities, realistic time frames, key tasks, sub tasks and resources = 20 points ➢ Methodology with clear activities, realistic time frames, key tasks and sub tasks = 10 points ➢ Methodology with clear activities, realistic time frames and key tasks = 5 points ➢ Project plan with activities only = 3 points ➢ No Project Plan with tasks = 0 points Communication Plan and Management of event risks: 10 points Detailed communication plan on how the service provider will ensure smooth running of the event and measures that will be put in place to mitigate against risks – resources, communication tools, information management, guest experience etc. ➢ Detailed plan that clearly indicates how the event will be run from start to finish = 10 points ➢ Mitigation of risks associated with the event such as unplanned delays, maintaining standards of the event, responses to guest enquiries = 5 points ➢ No clear and communication plan that outlines delivery strategy = 0 points References Letters: 20 points The Bidder must provide a minimum three (03) reference letters from previous clients on their referee’s company letterhead and signed by the client. a) Less than 03 reference letters = 0 points b) 03 to 04 reference letters = 10 points c) 05 reference letters = 15 points d) Above 05 reference letters = 20 points Experience of the Project Leader/Manager 20 points The Bidder must propose a Project Manager with a minimum of three (03) years’ experience in guest liaison service. Detailed CV of the Project Manager must reflect through knowledge, skills and expertise in delivering high volume guest liaison and event management services. A minimum of three (03) years’ relevant experience working in guest liaison must be proven through the provision of the CV, which covers the history of the project manager’s experience to date.

10 years = 20 points 70 points 100 points PART B SBD 3.3 PRICING SCHEDULE (Professional Services) NAME OF BIDDER: ............................................................................................................BID NO.: .......................................... CLOSING TIME 11:00 CLOSING DATE................................. OFFER TO BE VALID FOR ............DAYS FROM THE CLOSING DATE OF BID. ITEM DESCRIPTION BID PRICE IN RSA CURRENCY NO **(ALL APPLICABLE TAXES INCLUDED)

accompanying information must be used for the formulation of proposals.

are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. R.......................................................................

WHO WILL BE INVOLVED IN THE PROJECT AND RATES APPLICABLE (CERTIFIED INVOICES MUST BE RENDERED IN TERMS HEREOF)

AND POSITION HOURLY RATE DAILY RATE

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ACCORDING TO WHICH THE PROJECT WILL BE COMPLETED, COST PER PHASE AND MAN-DAYS TO BE SPENT

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R------------------------------ -------------------------- days 5.1 Travel expenses (specify, for example rate/km and total km, class of airtravel, etc). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT

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”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies. 5.2 Other expenses, for example accommodation (specify, eg. Three star hotel, bed and breakfast, telephone cost, reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness. Proof of the expenses must accompany invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT

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required for commencement with project after acceptance of bid .........................................................................

man-days for completion of project .........................................................................

the rates quoted firm for the full period of contract? *YES/NO

not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index. ......................................................................... ......................................................................... ......................................................................... .........................................................................

IF NOT APPLICABLE] Any enquiries regarding bidding procedures may be directed to the – (NATIONAL FILM AND VIDEO FOUNDATION) Tel: 011 483 0880 Or for technical information – ([email protected]) SBD 4 BIDDER’S DISCLOSURE

OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process.

’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise, employed by the state? YES/NO 2.2 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. 2.3 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.3.1 If so, furnish particulars: ........................................................................................................................ ................................................................................................ 2.4 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.4.1 If so, furnish particulars: ........................................................................................................................... ........................................................................................

specific requirements found