Photography & videography services for in_herit festival – iziko museums tender in western cape

Closing date and time: 11 September 2026 at 11:00 am. Advert date: 03 September 2026. Event dates: Arab Priest exhibition opening on 23 September 2026; Heritage Day (in_herit festival) on 24 September 2026. No briefing or site visit is stated.

Submission emails: [email protected]; [email protected]; [email protected]; [email protected]. Technical enquiries: Nigel Pamlin ([email protected]) and Gouwa Julies ([email protected]). Attention: Wendy Britz. Physical address: Iziko South African Museum, 25 Queen Victoria Street, Cape Town, 8001.

Quotations and accompanying documentation must be emailed to [email protected], [email protected], [email protected] and [email protected]. The onus is on the bidder to ensure complete email documents are received by Iziko by the closing date and time. Any alterations to the tender document other than filling in the bidder's details and tender price will automatically disqualify the bidder. Returnable documents: signed RFQ document; SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) included in the RFQ; CSD report not older than the advert date with supplier number and company details; tax status verification pin with tax registration number; detailed pricing structure on company letterhead; valid B-BBEE certificate or sworn affidavit. Failure to supply any of the administrative documents may lead to the quote not being considered. Bids received after the closing date and time, or from suppliers not registered on the CSD or with non-compliant tax status, may be disqualified.

Administrative documents required: 1. Tax compliant Central Supplier Database Report not older than advert date (with supplier number and company details from www.csd.gov.za) and Tax Status Verification Pin together with tax registration number; 2. Detailed pricing structure on company letterhead: cost schedule detailing full cost breakdown, inclusive of VAT, any disbursement, escalations if applicable; 3. Valid B-BBEE Certificate or Sworn Affidavit to determine service provider's status level; 4. Signed Request for Quotation (RFQ) Document; 5. SBD 4 and SBD 6.1 documentation included in this RFQ. Note: Failure to supply any of the administrative documents stipulated may lead to the quote not being considered.

The 80/20 preference point system applies. Price is allocated 80 points; specific goals are allocated 20 points. Specific goals are based on black ownership: 50% or more black ownership = 20 points; less than 50% = 10 points; 0% = 0 points. Proof required: B-BBEE certificate, company registration certification, identification documentation, CSD report. Failure to submit proof to claim specific goals means no preference points are claimed. The total evaluated bid price is used to calculate price points; only amounts captured on the pricing schedule table will be considered. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.

Scope: media production services for the Arab Priest exhibition opening (23 September 2026) and the in_herit festival on Heritage Day (24 September 2026). Event 1 – Photography (Arab Priest exhibition opening): one experienced photographer to document guests arriving, speeches, guests engaging with artwork, group portraits of VIPs, and photographs of the artwork and exhibition space. Time: 17:00–21:00. Outputs: 300dpi edited JPEGs via Google Drive or Dropbox, turnaround 3 business days. Event 2 – Videography and Photography (Heritage Day): Videography: one videographer to capture 4K drone exterior footage of ISAM/ISANG/ISL, 4K event videography walking through the three spaces, variety of angles with branding visible, inclusive of all ages, races and genders; handheld footage shot with a gimbal. Outputs: one 2–4 minute highlight video in 4K (16:9 and 9:16 aspect ratios), high energy, with drone and handheld footage, upbeat backing track, professional transitions, text and graphics, Iziko branding at the end; plus 3 site-specific 90-second museum visit experience videos (no identifiable individuals) for social media, web and advertising. Turnaround for edit: 5 business days; opportunity for input before finalisation. Call time: 8am–5pm. Photography: 4 photographers with premium equipment (25 megapixels and above) to document events at main sites; high resolution, variety of shots, inclusive. Outputs: 300dpi JPEGs via Google Drive, turnaround 2 business days. Call time: 8am–5pm. Selfie stations: 4 stations, each big enough for 1–3 people, with own flash system, printing postcard-size images; Iziko designs the branding template. 360 Photobooth activations: 2x 360 photobooths (one at Iziko South African Museum, one at Iziko South African National Gallery) and 1x roaming mobile photobooth at Iziko South African Museum; time 10:00–15:00, set-up before 10:00, strike after 15:00; includes event day onsite coordination, unlimited instant jumbo photo prints, social media sharing, customised branded prints, professional photo booth assistant, digital copies of all event photos, installation and dismantling of equipment. Sites: Iziko South African Museum (25 Queen Victoria Street, Gardens, Cape Town 8001); Iziko South African National Gallery (Government Lane, Cape Town 8001); Iziko Slave Lodge (Corner Adderley Street and Wale Street, Cape Town 8000).

The service provider must liaise with Iziko project staff to source, appoint and manage the 360 photobooth activations. On Heritage Day (24 September 2026), the provider must arrange rental and resourcing of 2x 360 photobooths (one at Iziko South African Museum, one at Iziko South African National Gallery) and 1x roaming mobile photobooth at Iziko South African Museum. The provider is responsible for event day onsite coordination, oversight and management implementation, including unlimited instant jumbo photo prints, social media sharing, customised branded prints, a professional photo booth assistant, digital copies of all event photos, and installation and dismantling of equipment. Set-up before 10:00, strike after 15:00.

The tender requires an experienced photographer for the exhibition opening event. No specific qualifications or years of experience are stated.

Pricing schedule items: Event Photographer (exhibition launch event) – qty 1; Photography Outputs; Videographer – qty 1; Videography Outputs; Photographers – qty 4; Photography Outputs; Selfie Stations – qty 4; 360 Photobooth activations (24 September 2026) – qty 2; Total Cost (Excl. VAT); VAT (15%); Total Cost (Incl. VAT). The total evaluated bid price is used for price points under the 80/20 system; only amounts on the table are considered. Bidders must include all costs with VAT or applicable taxes. Iziko may withhold payment until a deliverable is submitted and accepted. Quotations must be valid for 60 days from closing date. No variation after award.

Bidders must quote a fixed, all-inclusive lump sum for the complete assignment, including all disbursements and applicable costs. The total including VAT will be used for price evaluation. Quotations must be valid for 60 days from the closing date. Pricing schedule items: Event Photographer (exhibition launch event) – qty 1; Photography Outputs; Videographer – qty 1; Videography Outputs; Photographers – qty 4; Photography Outputs; Selfie Stations – qty 4; 360 Photobooth activations (24 September 2026) – qty 2; Total Cost (Excl. VAT); VAT (15%); Total Cost (Incl. VAT). Only amounts captured on the pricing schedule table will be considered. Iziko may withhold payment for a deliverable until it is submitted and accepted as complete by the project manager. No variation after award is permitted.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) and submit a CSD report not older than the advert date (03 September 2026) with supplier number and company details. Tax compliance: submit a tax status verification pin together with the tax registration number; non-compliant tax status leads to disqualification. B-BBEE: submit a valid B-BBEE certificate or sworn affidavit to determine status level. SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution; failure to disclose all CSD-registered active companies linked to directors leads to disqualification. SBD 6.1 (Preference Points Claim): claims preference points for specific goals. Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

The proposal and appended documentation form the basis for a formal contract to be negotiated and concluded between Iziko and the preferred service provider. A mere offer and acceptance does not constitute a formal contract. Iziko reserves the right to accept or reject any quotation and to withdraw its decision to seek these services at any time. The lowest or only quotation will not necessarily be accepted. Bidders must declare that they are not on the Register of Tender Defaulters, have no principals convicted of fraud or corruption in the last five years, have no conflict of interest, and that the information in SBD 4 and SBD 6.1 is true and correct. False declarations may lead to contract cancellation and further action.

Formal contract: the proposal and appended documentation form the basis for a formal contract to be negotiated and concluded; a mere offer and acceptance does not constitute a contract. General principles: the lowest or only quotation will not necessarily be accepted; Iziko reserves the right to accept or reject any quotation and to withdraw its decision at any time. Disqualification: bids not filled in correctly or completely, not complying with specifications, delivered after closing date/time, or from suppliers not registered on CSD or with non-compliant tax status may be disqualified. Submission: emailed documents accepted; onus on bidder to ensure complete email received by due date/time; any alterations to the tender document other than filling in bidder's details and price will automatically disqualify.

The 80/20 preference point system applies. Price is allocated 80 points; specific goals are allocated 20 points. Specific goals are based on black ownership as described. Failure to submit proof for specific goals means no preference points are claimed. The total evaluated bid price is used for price points.