Production of documentary and videography services for mbombela’s state of the city address (soca) 2026

Closing date: 18 June 2026 at 11:00. No briefing session will be conducted.

Bid enquiries: Christopher Nkambule, Supply Chain Management, Phone: 013 759 2358, Email: [email protected]. Technical enquiries: Bongi Dlamini, Strategic Communication, Phone: 013 759 9172, Email: [email protected]. Employer: City Manager, Mr W. Khumalo, City of Mbombela, PO Box 45, Mbombela, 1200.

Submit bids in a sealed envelope to the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 18 June 2026. Late, faxed, emailed, or telegrammed bids will not be accepted. Use only the official bid forms provided—do not re-type. Bids must be fully priced, signed, and completed in non-erasable black ink. Corrections must be initialled and dated; correction fluid, pencil, or erasable ink is prohibited. The MBD 1 form is the Form of Offer and must be fully completed and signed. Bids not properly signed or missing mandatory documents will be rejected. Proof of posting is not accepted as proof of delivery. Bids will be opened in public immediately after the closing time. All information will be handled per POPIA. No briefing session will be held.

Scope: End-to-end production of a documentary and videography services for the City of Mbombela State of the City Address (SOCA). Deliverables include: 1 main overview video (~60 minutes), 20 individual project profile videos (~60 minutes each), short clips (30-60 seconds) for social media, and 1 video montage for SOCA (delivery within 2 weeks of project start). Technical requirements: All footage must be in Full HD (1920x1080, 16:9 aspect ratio, 25/30fps). Audio must be clean, professionally recorded, and mixed. Videos must meet broadcast quality standards. All productions must incorporate official City branding (logos, fonts, colours). Raw footage and project files must be delivered on a new external HDD. PA system setup required for Civic Centre Amphitheatre, Theatre, and Council Chambers with simultaneous audio distribution. Subtitling in local languages may be required for inclusivity. Target audience includes residents, businesses, investors, and government entities.

The service provider must manage the full production lifecycle: pre-production (concept development, scriptwriting, storyboarding, location scouting), production (professional videography, lighting, audio, directing), and post-production (editing, graphics, animation, music, sound design, colour correction, subtitling). A structured review process is required for feedback from Municipal officials. The provider must also supply, install, and operate PA systems for the Civic Centre Amphitheatre, Theatre, and Council Chambers, ensuring simultaneous audio distribution to all three locations.

Required: Proven track record with a strong portfolio of high-quality video productions, preferably in public sector communication, corporate storytelling, or social impact projects. Prior experience with South African government entities, NGOs, or public sector organizations is highly desirable. Technical capacity: access to professional-grade equipment (HD/4K cameras, lighting, audio gear, editing software) and a skilled team (videographers, editors, sound technicians, scriptwriters). Ethical considerations: commitment to informed consent and respectful representation, especially for community members or vulnerable individuals. At least 1 key personnel must hold a National Certificate in film/TV/video production (or equivalent); higher qualifications (NQF 6+) are advantageous.

Pricing must be firm and fixed in ZAR, inclusive of VAT (shown separately). The pricing schedule must cover: concept/scripting/storyboarding (20 projects), filming (crew, equipment, travel, accommodation for 20 projects), PA systems (3 sets), post-production (editing, graphics, animation, music, voice-over, subtitling for 20 projects), final output delivery (1 main video, 20 project videos, 5 short clips, 1 montage), and external HDD with raw footage and project files. Only firm prices are accepted; non-firm prices will be rejected. Separate pricing schedules are required if different delivery points affect pricing.

Pricing must be in ZAR, firm, and fixed for the contract duration. All prices must include VAT, which must be shown as a separate lump sum. Only firm prices are accepted; non-firm prices (e.g., subject to exchange rate variations) will be rejected. Pricing must cover all costs, including delivery, taxes, duties, and levies. No additional claims for taxes or duties will be entertained. Pricing schedule must be completed as per the official form. Payment terms and bonds/guarantees are not specified in the document.

Mandatory documents: Valid Tax Compliance Status (TCS) PIN or CSD number (CSD report must be full, not summary, and not older than 30 days). Proof of company registration (CIPC certificate). Certified copies of directors' ID documents (not older than 3 months). Full CSD registration report. Company profile and organogram. Implementation plan with key phases and timeline. Reference letters: 3 certified copies (2 from public sector: 1 national, 1 provincial; 1 from private sector), all <3 years old. At least 1 key personnel with National Certificate in film/TV/video production (or equivalent); higher qualifications (NQF 6+) are advantageous. Municipal compliance: Valid municipal rates/taxes statements for business and all directors, or proof of residence from tribal authority, or lease agreement + lessor’s municipal rates/taxes statement. All municipal accounts must not be in arrears for >90 days. CSD address must match company registration address. B-BBEE: Valid certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points. All certified copies must be original and <3 months old. Joint ventures/consortia: Each party must submit separate required documents. Foreign suppliers must complete pre-award questionnaire. Failure to comply with any mandatory requirement results in immediate disqualification.

The successful bidder must sign a written contract form (MBD7). The contract duration is not explicitly stated but aligns with the project timeline (indicative 5 days from award to SOCA event completion). The City reserves the right to terminate the contract if the bidder fails to perform, with the bidder liable for additional costs incurred. No cession or assignment of rights is permitted without prior written consent. The tender remains valid for 30 days from the closing date. Amendments to tender documents may be issued as Notices to Bidders. All prices are firm and fixed. Deliverables must meet the specified timelines; late delivery is not accepted.

Evaluation is based on an 80/20 preference point system: 80 points for price, 20 points for B-BBEE specific goals. Functionality is not applicable. Bids must meet all mandatory requirements to qualify. Preference points for B-BBEE require a valid certificate or sworn affidavit (EMEs/QSEs). The City reserves the right to cancel the tender process at any stage.