Investment promotion and tourism marketing video, USB package and a4 brochure for buffalo city

Closing date: 9 November 2026 at 12:00.

No briefing or site visit is stated.

Enquiries

• Name: Z. Madabane
• Email: [email protected]

Submission address:

69 Frere Road

Vincent

East London

(corner of Frere Road and Windsor Road, use entrance at Windsor Road), 5201

Submission method: hard copy, sealed envelope, deposited in the quotations box at BCMDA offices.

Submission address: 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use entrance at Windsor Road), 5201.

Envelope must be clearly marked: NOTICE : DEVELOPMENT OF HIGH-QUALITY INVESTMENT PROMOTION AND TOURISM DEVELOPMENT MARKETING VIDEO, USB PACKAGE AND A4 PROMOTIONAL BROCHURE/CATALOGUE FOR BUFFALO CITY.

Closing time: 12:00 on 9 November 2026.

Quotations received after the closing time will not be considered.

Emailed quotations and faxed submissions will not be accepted.

Use of Tippex or erasable ink will render the quotation non-responsive.

Quotations must be completed in full and signed; unsigned quotations will not be accepted.

Quotations remain valid for 90 days after the closing date.

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

• MBD 4 (Declaration of Interest): discloses any connection between the bidder or its directors and persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims preference points for specific goals; must include supporting proof.
• MBD 7.1 (Contract Form – Offer): formal offer, binding for the validity period.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Declaration of Bidder: standard bidder declaration.
• Proof of CSD registration (summary report or CSD number).
• Proof that the company and its directors are not in arrears with municipal accounts for more than 3 months (municipal account statements, debt clearance certificate, or signed lease agreement with lessor confirmation).
• Proof of claims for specific goals as required by MBD 6.1.

Evaluation in three stages: compliance, functionality, then 80/20 preference points.

Compliance evaluation: all returnable documents must be submitted; failure results in non-responsiveness and disqualification.

Functionality minimum qualifying score: 70/100.

• Experience of bidder (50 points): evidence of relevant track record in the last 5 years. Points: 1 project = 10, 2 = 20, 3 = 30, 4 = 40, 5 or more = 50. Proof must be reference letters from current/previous clients. Appointment letters, purchase orders or invoices are not accepted as proof.
• Key personnel (50 points): experience of Project Manager/Team Leader/Technician. Points: 1–2 years = 20, 3–4 years = 30, 5 years and above = 50. Submit 1 CV demonstrating years of experience.

Preference points (80/20 system, PPPFA):

• Price: 80 points maximum.
• Specific goals: 20 points maximum.

Specific goals points are claimed via MBD 6.1, with supporting proof:

• B-BBEE Level 1 status: 10 points (submit B-BBEE certificate confirming level one).
• Enterprise located within BCMM municipal area: 1 point (submit municipal account proof).
• Enterprise owned by majority black women: 4 points (submit detailed CSD report or B-BBEE certificate).
• Enterprise owned by majority black youth: 4 points (submit detailed CSD report or B-BBEE certificate).
• Enterprise owned by majority disabled persons: 1 point (submit proof from registered medical practitioner, SARS exemption ITR-DD, or detailed CSD report).

The service provider is appointed for end-to-end development and production of an investment promotion and tourism marketing package for Buffalo City.

Deliverables:

• Main promotional video approximately 8–12 minutes, split into stand-alone investment and tourism videos.
• Short digital cut approximately 60–120 seconds for web, social media and digital marketing.
• 150 branded USB flash drives, minimum 16 GB capacity, branded with BCMDA corporate identity, containing the final video, tested and individually packaged.
• QR codes incorporated into brochure and promotional materials linking to BCMDA digital platforms.
• A4 full-colour brochure/catalogue, 8–16 pages, print-ready and supplied in editable and print-ready digital formats.
• 50 printed full-colour A4 copies with high-quality paper, binding and finishing.
• Final handover package including master video, web-optimised version, short version, final audio, brochure PDF and editable files, photographs, graphics, scripts and licensing documentation.

Video structure: 7 segments covering introduction, current status, why Buffalo City, investment opportunities, tourism opportunities, future plans, and call to action.

Content requirements: professional cinematography, aerial/drone footage where permitted, interviews, motion graphics, infographics, maps, branding, music, voice-over, subtitles/captions.

Voice-over: professional script, talent, recording, mixing; BCMDA approval of script before recording.

Interviews: with BCMDA representatives, municipal reps, tourism stakeholders, investors, development partners; approvals and releases required.

Photography/videography: cityscapes, beaches, heritage sites, industrial areas, business districts, infrastructure, events, sport facilities, cultural activities, communities.

Drone/aerial filming: licensed operators, required permissions, aviation compliance, insurance.

Post-production: editing, colour correction/grading, sound editing/mixing, graphics, animation, titles, branding, final mastering to broadcast/digital standards.

Copyright: all third-party materials must be licensed; documentary evidence of licensing provided on request.

Format: MP4, H.264/H.265, 1080p minimum; web-optimised and high-quality master versions.

Language: English primary.

Intellectual property: upon full payment, all commissioned materials become property of BCMDA; all source files handed over.

Approval stages: 8 stages from concept to final quality assurance; at least two rounds of consolidated revisions included in price.

Target audience: investors, tourists, government, institutions.

Branding: comply with BCMDA corporate identity and Buffalo City branding; no alteration without written approval.

Project management: dedicated Project Manager/Account Manager as principal contact.

Confidentiality: all non-public information treated as confidential; no public release without BCMDA approval.

Expected outcome: professional, reusable investment and tourism marketing package to attract investors, promote tourism, support trade missions and digital campaigns.

Project period: 8–12 weeks preferred, with detailed programme including phases (inception, research, concept, filming, post-production, brochure design, printing, USB production, QA and handover).

Inception phase: attend inception meeting, review BCMDA and Buffalo City strategic documents, review investment/tourism/economic/spatial data, develop project implementation plan, identify content needs, stakeholders, interviewees, production schedule, filming locations, creative treatment and visual style.

Submit inception report/production plan for approval before production.

Research content to ensure accuracy; verify all figures and claims with BCMDA.

Provide regular progress updates: inception meeting, weekly updates during active production, production update, rough-cut presentation, brochure design presentation.

Final handover meeting and comprehensive digital handover package.

Bidder experience (50 points): relevant track record in printing solution provision over last 5 years; points per number of projects (1–5+), proof via reference letters only.

Key personnel (50 points): Project Manager/Team Leader/Technician experience; points for 1–2 years, 3–4 years, 5+ years; submit 1 CV showing years of experience.

Approval stages: concept, content/script, production, rough cut, final video, brochure draft, final brochure, final QA.

All USBs and printed brochures checked before delivery.

At least two rounds of consolidated revisions included in price.

Final production must meet professional broadcast/digital marketing standards.

Project manager responsible for quality control.

Final QA report and handover meeting required.

Pricing schedule to be completed with unit costs and totals for 10 line items, from project management through to final handover package.

All prices inclusive of all costs; show total excl. VAT, VAT at 15%, and total incl. VAT.

At least two rounds of revisions included in price.

Specify paper weight, finish, binding method and print specifications in quotation.

USB capacity minimum 16 GB recommended, final determined by file package.

Pricing must be inclusive of all costs necessary to deliver the outputs.

All prices inclusive of VAT where applicable.

Pricing schedule must be completed with unit costs and total amounts for 10 items: project management, research/concept, script/interview filming, video production/filming, editing/post-production, main and short videos, brochure design, brochure printing, USB flash drives, and digital handover package.

Total estimated cost must be shown excl. VAT, VAT at 15%, and total incl. VAT.

At least two rounds of consolidated revisions must be included in the quoted price.

Payment: acceptance form (MBD 7.1) states payment within 30 days after receipt of invoice accompanied by delivery note.

CSD registration: mandatory, proof via summary report or CSD number.

MBD forms: MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9 and Declaration of Bidder must be completed.

Municipal arrears: company and its directors must not be in arrears with municipal accounts for more than 3 months; proof required as account statements, debt clearance certificate, or lease agreement with lessor confirmation.

B-BBEE: specific goals points claimable with proof (certificates or affidavits). Level 1 status earns 10 points.

No bids from persons in the service of the state as defined in the Local Government Municipal Finance Management Act.

Quotation validity: 90 days.

No mandatory tax clearance certificate or CIDB grading stated.

Appropriate health and safety measures must be observed during filming.

All personnel must be appropriately qualified.

Filming must be lawful and safe.

Drone operations: public safety, required permissions, insurance coverage.

General Conditions of Contract apply.

A Service Level Agreement (SLA) will be signed on acceptance of the offer.

Payment within 30 days after invoice and delivery note.

Quotations valid for 90 days after closing date.

Acceptance of offer: the client's acceptance form (MBD 7.1 Part II) confirms contract.

No specific termination or penalty clauses stated.

Functionality minimum 70/100 to qualify for price evaluation.

Functionality split: experience 50 points, key personnel 50 points.

Price 80 points, specific goals 20 points.

Preference points only for specific goals listed in MBD 6.1; failure to submit proof means no points claimed.