Sponsorship acquisition & management services for saftas and nfvf projects (3-Year panel appointment)

Closing date: 30 June 2026 at 11:00. Bid validity period: 120 days from closing date.

All enquiries and submissions: Email [email protected]. Technical/bidding procedure queries: National Film and Video Foundation, Tel: 011 483 0880.

Submit bids via email to [email protected] by 30 June 2026 at 11:00. Late submissions are not accepted. Use official forms (do not re-type). Mandatory documents: SBD 1 (signed), SBD 2 (original, valid Tax Clearance Certificate), SBD 3.3 (completed Pricing Schedule), SBD 4 (signed Declaration of Interest), SBD 6.1 (completed and signed Preference Points form), SBD 7.1 (completed and signed Contract Form), SBD 8 (completed and signed Declaration of Past SCM Practices), SBD 9 (completed and signed Certificate of Independent Bid Determination), CSD registration proof, company profile, VAT certificate (if applicable), B-BBEE certificate or sworn affidavit, certified copies of company registration documents (CM1, CK1, CM9, CM22, CM29, CK2), and certified copies of identity documents for all shareholders/members. All certified documents must be original and no older than 3 months. Bind documents securely (lever arch file recommended). No tippex allowed; changes must be scratched out and initialed. Failure to submit any mandatory document may result in disqualification.

CONDITIONS FOR COMPLETING BID DOCUMENTS (FAILURE TO COMPLY/SUBMIT ANY OF THE DOCUMENTS STATED BELOW, WILL RESULT IN DISQUALIFICATION) Submitted? Document Comments (Yes / No) SBD 1 (Invitation to bid) Make sure it is signed SBD 2 (Tax Clearance Certificate or Certificate must be original and valid Pin) SBD 3.3 (Pricing Schedule) Make sure it is fully completed SBD 4 (Declaration of interest) Make sure it is fully signed SBD 6.1 (Preference points on Make sure it is fully completed and signed specific goals) SBD 7.1 (Contract Form) Make sure it is fully completed and signed SBD 8 (Declaration of Bidder’s past supply chain management Make sure it is fully completed and signed practices) SBD 9 (Certificate of Independent Make sure it is fully completed and signed Bid Determination) CSD Registration Proof of CSD registration Detailed company profile indicating business Company Profile services Total Bid Price for the duration of the Bidders to complete price schedule or project. provide a separate financial proposal. In your price proposal show the VAT amount, deductibles, miscellaneous costs, and related ADDITIONAL RETURNABLE DOCUMENTS 1. certificate of registration, Copies of Originals of Company 2. change of name certificate (if applicable) Registration Documentation 3. register of directors, and most current registered business address NB: Certification stamp must be (Company Registration: CM1 and CK1, original and no more than 3 months Change of Name Certificate:CM9, Latest old as at date of closing of tender Registered address: CM22, Most current register of directors CM29 and CK2) Vat Registration Certificate If applicable B-BBEE Certificate & BBBEE Valid certified copies must be submitted Statement or Sworn Affidavit Certified copies of identity documents For all current shareholders / members

Evaluation occurs in three stages: Stage 1 (Administrative Compliance): Bidders must submit all mandatory documents. Missing documents may lead to disqualification at the Bid Evaluation Committee’s discretion. Stage 2 (Functionality Evaluation): Bidders scoring ≥70 points proceed. Criteria: Reference letters (20 points: 0=none, 5=1-2, 10=3-4, 15=5, 20=5+; must be on client letterhead, signed, <5 years old). Sponsorship strategy (40 points: approach to identifying prospects (0-5), tiered pitch with event elements, sponsor tiers, rights, cost-benefit analysis (0-15), project plan with timeline (0-15), resources allocated (0-5)). Samples of sponsorship packages (30 points: strategic approach (0-10), tiers and rights (0-10), outcome per proposal (0-10)). Project Leader experience (10 points: 1-2 years=2, 3-4=5, 5-6=7, 7+=10; CV required). Stage 3 (Price and Specific Goals): 80/20 system. Price (80 points: Ps = 80(1 - (Pt - Pmin)/Pmin)). Specific Goals (20 points: SMME EME/QSE=5, Black-owned ≥50%=4, Youth-owned=3, Women-owned ≥50%=5, Disability-owned=3). Highest total points win. Ties broken by Specific Goals points, then functionality score, then drawing of lots. B-BBEE: Submit valid certificate (SANAS/IRBA-accredited) or sworn affidavit (EMEs). Joint ventures must submit each party’s B-BBEE status and consolidated scorecard if unincorporated. Sub-contracting >25% to lower B-BBEE entities disqualifies unless sub-contractor is a capable EME.

Scope: Appoint a panel of up to 5 service providers for sponsorship acquisition and management for SAFTAs and other NFVF projects over 3 years. Deliverables: Develop sponsorship packages, source and secure sponsors (minimum R2M per agency, excluding in-kind), develop/manage sponsor contracts, manage sponsors pre/during/post-event, and provide continuous reporting. Requirements: Attend NFVF briefing, create pitch decks, review existing packages, add value/pricing structures, align sponsors with SAFTAs brand, update sponsor database, facilitate contract signing, manage sponsor participation, and provide status reports (companies approached/month, meetings/week, sponsorship matrix, income vs. targets) and a close-out report. Payment: Commission-based (10% for R200K–R2M, 15% for R2.1M–R5M, 20% for R5.1M+). Monthly fee of R30,000 for logistical expenses (justified by log-book, receipts).

Service providers must: Develop sponsorship packages (review existing, add value/pricing, engage NFVF on pitches). Source and secure sponsors (review budget, align brands, update NFVF database). Develop/manage contracts (facilitate signing, manage sponsor participation/benefits). Manage sponsors pre/during/post-event (on-site with NFVF). Report continuously: monthly companies approached, weekly meetings, sponsorship matrix, income vs. targets, and close-out report. Minimum sponsorship: R2M per agency (excluding in-kind). Weekly performance reviews required.

Bidder qualifications: Registered legal entity (company, CC, partnership, etc.). Valid Tax Clearance Certificate (original, no copies). CSD registration. No conflicts of interest; declare state employment or relationships with NFVF. Not listed as tender defaulter/restricted supplier. Project Leader: CV required; points for experience (1-2 years=2, 3-4=5, 5-6=7, 7+=10). Joint ventures: Each party must submit CSD, tax clearance, B-BBEE, and incorporation documents; provide written agreement and member resolutions.

Submit SBD 3.3 (Pricing Schedule) fully completed. Include: Ceiling price (all taxes: VAT, PAYE, income tax, UIF, skills levy). Persons involved (positions, hourly/daily rates). Phases (cost per phase, man-days). Travel expenses (rate/km, airfare class, etc.). Other expenses (accommodation, telephone, reproduction; specify details). Total bid price. Period for project commencement post-award. Estimated man-days. Firm rates? If not, specify adjustment basis (e.g., CPI). Certified invoices and proof required for all expenses.

Pricing: Submit ceiling price for total project duration (all taxes included). Breakdown required: persons involved (hourly/daily rates), phases (cost per phase, man-days), travel expenses (rate/km, airfare class, etc.), and other expenses (accommodation, telephone, reproduction). Only actual costs recoverable; certified invoices and proof required. VAT, PAYE, income tax, UIF, and skills levy included. Rates must be firm or specify adjustment basis (e.g., CPI). Payment terms: Commission on sponsorship raised + conditional monthly fee.

Mandatory: Registered legal entity in South Africa. Valid original Tax Clearance Certificate (SARS; 1-year validity; no copies). CSD registration (verify tax compliance via CSD). Standard Bidding Documents (SBD 1–9) completed and signed. Company registration documents (certified copies: CM1, CK1, CM9, CM22, CM29, CK2). VAT certificate (if applicable). B-BBEE certificate (SANAS/IRBA-accredited) or sworn affidavit (EMEs). Certified ID copies of all shareholders/members. No conflicts of interest (declare relationships with NFVF/state employees). Not listed in Register for Tender Defaulters or Restricted Suppliers. Joint ventures: Each party must submit CSD, tax clearance, B-BBEE, and incorporation documents; provide written agreement and member resolutions. Sub-contracting >25% to lower B-BBEE entities disqualifies unless sub-contractor is a capable EME.

Preference Points (80/20 system): Price=80 points, Specific Goals=20 points. Specific Goals points: SMME (EME/QSE)=5, Black-owned ≥50%=4, Youth-owned=3, Women-owned ≥50%=5, Disability-owned=3. Bidders must submit: Valid B-BBEE certificate (SANAS/IRBA-accredited) or sworn affidavit (EMEs). Joint ventures: Legal entity submits B-BBEE certificate; unincorporated entities submit consolidated scorecard per bid. Sub-contracting >25% to lower B-BBEE entities disqualifies unless sub-contractor is a capable EME. Tertiary institutions/public entities: Submit specialized B-BBEE scorecard certificates.

General Conditions: Bid is subject to General Conditions of Contract (GCC) and any special conditions. Proprietary information must be kept confidential; no disclosure to third parties without NFVF’s written consent. All documentation must be in English. Bidders must verify page numbers; NFVF accepts no liability for missing/duplicated pages. Validity period: 120 days from closing date. NFVF reserves rights to: amend bid conditions/validity/specifications, extend closing date, reject any bid (even lowest), award to empowerment companies or joint ventures, award in part/whole without reasons, and conduct site visits. Sub-contracting: >25% to lower B-BBEE entities disqualifies unless sub-contractor is a capable EME. Contract duration: 3 years.

Mandatory submission rules: Use official forms (no re-typing). All changes must be scratched out and initialed (no tippex). Certified documents must be original and <6 months old. Bind documents securely (lever arch file recommended). NFVF not liable for lost documents. Failure to submit mandatory documents may result in disqualification. All communication must be in writing to [email protected]. No contact with other NFVF employees during bid process; attempts to influence evaluation may lead to rejection.

RFP SUBMISSION REQUIREMENTS: SUBMISSIONS MUST BE EMAILED TO [email protected]