Communications management services for nfvf – 36-Month tender in gauteng

Closing date: 11 November 2026 at 11:00

Enquiry deadline: 06 November 2026 (Friday)

Bid validity period: 120 days from closing date

Contract period: 36 months

12-month plan period: November 2026 to November 2027

No briefing session or site visit is stated.

Enquiries (all communication must be in writing):

• Email: [email protected]
• Telephone (general): 011 483 0880
• No other NFVF employee may be contacted regarding the bid.

Submission address:

National Film and Video Foundation

87 Central Street

Houghton

Johannesburg

2116

Submission method: physical deposit into the bid box at the National Film and Video Foundation, 87 Central Street, Houghton, Johannesburg, 2116. The bid box is open 24/7. Bids must be delivered before the closing time; late bids will not be considered.

Format: Two-envelope system. Envelope A: technical response. Envelope B: financial proposal. Submit one original and one copy (the copy on a USB) of each envelope, all placed in a sealed outer envelope endorsed with the bid reference number RFT07 2026-2027, the closing date, the company name and the return address. If using a courier, the bid description must be on the delivery note.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed cover page with bidder details.
• SBD 2 (Tax Clearance Certificate): original and valid certificate.
• SBD 3.3 (Pricing Schedule): completed and signed.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• SBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Company profile: structure of the company.
• Total bid price: complete the price schedule or provide a separate financial proposal showing VAT, deductibles, miscellaneous costs and related.
• Certified copies of company registration documents (CM1, CK1, change of name CM9, latest registered address CM22, register of directors CM29 and CK2). Certification stamp must be original and not more than 3 months old at closing.
• Proof of CSD registration.
• VAT registration certificate (if applicable).
• Certified copies of identity documents for all current shareholders/members.
• B-BBEE certificate or sworn affidavit (valid certified copies).

Disqualification risks:

• Any mandatory document not submitted as prescribed.
• Bid documents completed in pencil, with tippex, or re-typed.
• Certified documents older than 6 months.
• Bids received after the closing time, by email, fax, telegram or similar.
• Contacting any NFVF employee other than the designated enquiry contact.
• Attempting to influence bid evaluation or award decisions.

Evaluation is in three stages:

Stage 1 – Administrative Compliance: Bidders must submit all mandatory documents. Failure leads to total disqualification.

Stage 2 – Functionality Evaluation: Minimum threshold of 75 points out of 100. Bidders scoring below 75 are disqualified.

Functionality criteria (100 points total):

• Company experience in internal and external communications (10 points): 1–2 years (3), 3–4 years (6), 5+ years (10).
• Reference letters (10 points): minimum 3 required. Less than 3 = 0, 3 = 4, 4 = 6, 5 = 8, above 5 = 10. Letters must be signed, on client letterhead, include contact details, and be no older than 10 years.
• Approach and methodology (55 points): proposal covering internal communications (0–5), public relations (0–5), media relations (0–5), stakeholder communications (0–5), media analysis & reporting (0–5), social media management (0–7), digital marketing (0–5), design creation (0–5), traffic/brief management (0–5), turnaround time (0–5), specialised knowledge (0–3).
• Project plan (10 points): realistic plan with team, tasks and timelines for 2026–2029.
• Capacity and experience of project leader (15 points): based on CV. Less than 3 years = 0, 3–4 = 5, 5–6 = 10, over 7 = 15.

Stage 3 – Price and specific goals: 80/20 preference point system (80 points price, 20 points specific goals). Price points calculated using the formula Ps = 80(1 − (Pt − Pmin)/Pmin).

Specific goals points (20 points total):

• SMME (EME & QSE): 5 points
• Owned by black people (50% or more): 4 points
• Owned by black youth: 3 points
• Owned by black women (30% or more): 5 points
• Owned by black people with disabilities: 3 points

Tie-breaking: highest specific goals points, then highest functionality score, then drawing of lots.

The National Film and Video Foundation (NFVF) requires a service provider to manage its internal and external communications for 36 months. The provider must develop a comprehensive marketing and communication strategy and plan, manage day-to-day communication needs and reputation management.

Scope of work includes:

• Internal communications: develop internal strategy and plan, identify key channels, design and execute communication platforms.
• Public relations: reputation management strategy, crisis communications strategy, profile NFVF as thought leader, prepare media releases, statements, newsletters, advertorials, opinion pieces and speeches. Manage bulk email/newsletter service for 5000 contacts (e.g., MailChimp). Develop and implement social media strategies, targeted promotion, promote speakers and media opportunities, identify events and conferences, provide media support at onsite events.
• Media relations: media engagement plan, content strategy for digital presence, briefing sessions with spokespersons, inform public about NFVF mission, build content bank, arrange media interviews, facilitate media placement, provide media training for executives, create media tools for SAFTAs.
• Stakeholder communications: monitor public opinion, collaborate with media monitoring company for 24/7 monitoring, prepare monthly communications reports.
• Media analysis & reporting: monitor media output, prepare monthly reports.
• Social media: promote all digital platforms, schedule and update content, use video, grow followings on Facebook, Instagram, LinkedIn, YouTube, Twitter, TikTok, Threads and WhatsApp Channel. Ensure verification and subscription payment for NFVF and SAFTAs accounts. Manage and pay for 250 social media advertisements per platform (TikTok, Instagram, Facebook, X, YouTube, LinkedIn).
• Digital marketing: connect with audiences online, build audience.
• Design creation: maintain consistent brand look, design static and animated collateral, print adverts, stand/pavilion designs for festivals, ensure uniform festival communications, manage logo depiction online.

Services cover all NFVF key initiatives: funding, training and bursaries, research and policy, SA film industry positioning, local and international film festivals and markets, SAFTAs, global positioning (e.g., Oscars), national cultural/public holidays, special projects (Presidential Employment Stimulus Programme, My Slice of Life, Unsung Heroes), DSAC initiatives (BRICS, Cultural Seasons), and all other NFVF business.

The proposal must include a 12-month plan from November 2026 to November 2027.

Performance evaluations will be conducted bi-annually. NFVF may terminate the contract at any time for non-performance.

The proposal must include a detailed approach and methodology covering the following areas, with the points allocated as shown:

• Internal Communications (0–5)
• Public Relations (0–5)
• Media Relations (0–5)
• Stakeholder Communications (0–5)
• Media Analysis & Reporting (0–5)
• Social Media Management (0–7)
• Digital Marketing Services (0–5)
• Design Creation (0–5)
• Traffic/Brief Management Process (0–5)
• Turn-around Time Capabilities (0–5)
• Specialised Knowledge (0–3)

A realistic project plan with proposed team, tasks and timelines for 2026 to 2029 is required (10 points).

Company experience: Proven experience in internal and external communications. Points based on years in business: 1–2 years (3), 3–4 years (6), 5+ years (10). Company profile must reflect industry experience, years in business and track record.

Reference letters: Minimum 3 required. Points: less than 3 = 0, 3 = 4, 4 = 6, 5 = 8, above 5 = 10. Letters must be signed, on client letterhead, include contact details, and be no older than 10 years.

Project leader: CV required to substantiate years of experience. Points: less than 3 years = 0, 3–4 = 5, 5–6 = 10, over 7 = 15. No proof of experience means no points.

Pricing format: SBD 3.3 Pricing Schedule (Professional Services). Bidders must indicate a ceiling price for the total project, including all applicable taxes, based on estimated time for completion of all phases.

Rates: Provide hourly and daily rates for persons involved in the project. Certified invoices must be rendered in terms of these rates.

Phases: Specify phases, cost per phase, and man-days to be spent.

Expenses: Travel expenses (rate/km, total km, class of air travel) and other expenses (accommodation, telephone, reproduction) are recoverable only at actual cost, with proof accompanying certified invoices.

Validity: Offer must be valid for 120 days from closing date.

Firm pricing: State whether rates are firm for the full contract period. If not, provide the basis for adjustments (e.g., CPI).

No bid security, guarantee, retention or payment terms are stated.

Mandatory compliance documents:

• CSD registration: proof of registration (CSD report). For joint ventures, each party must provide proof.
• Tax clearance: original and valid Tax Clearance Certificate (SBD 2). Certified copies not accepted. For joint ventures, each party must submit a separate certificate.
• B-BBEE: valid B-BBEE certificate or sworn affidavit (for EMEs). Failure to submit means zero specific goals points.
• Company registration: certified copies of CM1, CK1, CM9 (change of name), CM22 (latest registered address), CM29 (register of directors) and CK2. Certification stamp must be original and not more than 3 months old at closing.
• VAT registration certificate (if applicable).
• Certified identity documents for all current shareholders/members.
• Joint ventures: written agreement setting out roles and responsibilities, resolutions of each company authorising a member to sign, and certified incorporation documents for each party.

All certified documents must be within 6 months of closing date. Previously certified copies will not be accepted.

Bid documents must be completed in ink (blue or black), no tippex, changes scratched out and signed. Re-typing of the tender document is not permitted.

Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

Contract duration: 36 months.

Performance evaluations: bi-annual.

Termination: NFVF may terminate the contract at any time if the service provider does not perform according to the agreement. Termination terms will be stipulated in the contract.

NFVF rights:

• May cancel the tender at any time before formal agreement.
• May amend, deviate from, postpone, discontinue or terminate the procurement process without liability.
• May not award to the highest ranked or highest scoring bidder.
• May award to a purely empowerment company or require a joint venture with an empowerment company.
• May award in whole or in part without furnishing reasons.
• May conduct unscheduled or scheduled site visits to verify information.

Confidentiality: All tender information is proprietary to NFVF and must be kept confidential. No disclosure to third parties without written consent.

Enquiries: All communication must be in writing to [email protected]. Bidders may not contact any other NFVF employee. Attempts to influence evaluation may result in rejection.

Language: All documentation must be in English.

Validity: Bids valid for 120 days from closing date.

General Conditions of Contract (GCC) apply.