Appointment of a suitably qualified and experienced service provider to provide the department of economic development, tourism, and environmental affairs with videography and photography services for a period of seven months

Closing date: 26 October 2026 at 15:00.

Compulsory briefing session: 19 October 2026 at 10:00, at Head office, 270 Jabu Ndlovu Street (141 Boardroom), Pietermaritzburg. Attendance is compulsory; the briefing certificate must be submitted with the bid.

Compulsory briefing session: 19 October 2026 at 10:00, at Head office, 270 Jabu Ndlovu Street (141 Boardroom), Pietermaritzburg. Attendance is compulsory; the briefing certificate must be submitted with the bid.

Bidding procedure enquiries:

• Contact: Admin Office
• Telephone: (033) 264 2731/2864
• Email: [email protected]

Technical enquiries:

• Contact: Mthokozisi Buthelezi
• Telephone: 082 330 9187
• Email: [email protected]

Submission address:

Bid box, ground floor foyer

270 Jabu Ndlovu Street

Pietermaritzburg

Submission method: deposit in the bid box at the ground floor foyer, 270 Jabu Ndlovu Street, Pietermaritzburg.

Closing time: 26 October 2026 at 15:00.

Bidders must sign the official submission register at reception upon delivery; couriers must be informed of this requirement.

Bids must be in a sealed envelope marked with the bid number, closing date, and bidder's name and address.

No bids by post, fax, or electronic means will be accepted if received after closing.

Bids must be submitted on the official forms (not retyped); photocopies are allowed but must bear an original signature.

Each page of the bid must be initialled; alterations must be initialled; correcting fluid and erasable pen are prohibited.

Returnable documents (all must be completed and signed unless marked read-only):

• Part A & B (SBD 1): Invitation to Bid and Terms and Conditions.
• Section E: Declaration that CSD information is correct and up to date.
• Section F (SBD 3.1): Pricing Schedule – firm prices.
• Section G: Quotation Offer.
• Section H (SBD 4): Bidder's Disclosure – declares any state employment or connection to the procuring institution.
• Section I (SBD 6.1): Preference Points Claim Form – claims specific goals points.
• Section K: Official Briefing Session Certificate – proof of attendance at the compulsory briefing.
• Section N: Authority to Sign a Bid – proof of authority (e.g., company resolution).
• Annexure A: Terms of Reference.
• Annexure C: CV Format.
• Annexure D: Statement of Exclusivity and Availability.
• Section J (Questionnaire Replies) and Section O (Schedule Variations) only if applicable.

Disqualification risks:

• Any compulsory document missing or unsigned.
• Late submission, regardless of reason.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Failure to register on the CSD by closing time.

Evaluation in four stages:

1. Administrative compliance – all compulsory documents must be submitted and completed; failure renders the quotation invalid.
2. Functionality – minimum qualifying score of 60% to proceed.
3. Preferential points – 80/20 system: price (80 points) and specific goals (20 points).
4. Price negotiation – the department may negotiate price with the recommended bidder.

Specific goals (20 points):

• HDI Africans: 10 points – proof: completed ownership demographic form, CIPC certificate, and SBD 6.1.
• Youth: 5 points – proof: ownership demographic form, CIPC certificate, copy of identity document, and SBD 6.1.
• SMMEs/Cooperatives: 5 points – proof: ownership demographic form, financial statements or incorporation agreement, and SBD 6.1.

Failure to submit proof for specific goals results in no points for those goals.

The department requires videography and photography services for a period of seven months. The scope includes capturing events, producing video and photographic content, and delivering edited material as specified in the Terms of Reference (Annexure A). Bidders must provide a detailed proposal covering methodology, personnel, and equipment. The contract period is seven months from signing of the Service Level Agreement.

Pricing must be firm (no price adjustments for exchange rates or other variations).

Offer must remain valid for 60 days from the closing date.

Bidders must provide a ceiling price for the total project, including all applicable taxes.

Provide hourly rates for each person involved, cost per phase, and estimated man-days.

Travel expenses: only actual costs are recoverable; proof must accompany certified invoices.

Indicate the period required for commencement after acceptance and estimated man-days for completion.

Payment terms: invoices paid within 30 days of submission, in Rand.

No bid security, bonds, or guarantees are specified.

CSD registration: bidders must be registered on the Central Suppliers Database (CSD) at closing time; failure results in disqualification. Submit the declaration that CSD information is correct and up to date (Section E).

Tax compliance: bidders must be tax compliant and provide a SARS Tax Compliance Status PIN, or a printed TCS certificate, or a CSD number if no PIN is available. Consortia, joint ventures, and subcontractors must each provide separate TCS/PIN/CSD numbers.

State employment: no bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

B-BBEE: preference points claimed under the 80/20 system for specific goals (HDI Africans, Youth, SMMEs/Cooperatives). Proof required as listed in evaluation criteria.

No CIDB grading required (not construction).

Local content: not specified.