Procurement for professional photographic services

{"name":null,"email":"[email protected]","phone":"072 693 0381","department":"would like to procure Professional Photographic Services.","address":null}

The evaluation will be carried out in three Phases:

• Phase 1: Mandatory Requirements (At Closing Stage)

• Phase2: Price and Specific Goals

• Phase 3: Mandatory Requirements (At Award Stage)

1. Mandatory Requirement (At RFQ Closing Date)

I. Service providers who fail to quote fully or according to the specification and scope

of work will be disqualified.

II. Quotation submitted after the closing date and time will not be considered for

evaluation.

III. Quotations that are not sent through the procurement central email will not be

considered for evaluation.

IV. Submit previous work samples via email.

V. Submit at least two (2) reference / recommendation letters (the letters must not be

linked or conflicted with the bidding company) from clients where photographic

services were provided. The letters must be under the letter heads of previous clients,

have contact person & contact details and be signed.

VI. Submit ID copies of the owners/directors of the bidding company as reflected on

official registration documents e.g. CIPC, CSD Report or BBBEE Certificate /

Affidavit.

Failure to comply with the above mandatory requirements will disqualify your

quotation.

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NB: Please ensure quotation proposal complies as follows:

Please mark under Yes/No to

Mandatory Requirements ensure compliance with the

Description RFQ

Yes No

Have you quoted fully or according to

the price table and scope of work?

Has the quotation been sent before the

closing date of the RFQ and to the

correct email address?

Has the previous work samples been

submitted?

Is a minimum of 2 references /

recommendations letters where

photographic services were provided

submitted?

Are iD copies of the owners / directors

of the bidding company submitted?

2. Price and Specific Goals Evaluation

I. The 80/20 preference point system will be applied to evaluate received quotations

that complies with all mandatory requirements at the closing date and time of the

RFQ in line with the Preferential Procurement Regulations, 2022.

II. Price will be evaluated on 80 points, and 20 points will be allocated to specific goals

as illustrated on SBD 6.

3. Mandatory Requirements (at Award Stage)

I. Non tax compliant Bidders will not be awarded the RFQ.

II. Bidders listed in the Register of Restricted Suppliers or in the Tender Defaulters

Register from National Treasury will be disqualified.

Failure to comply with the above mandatory requirements will disqualify your

quotation.

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NB: Please ensure quotation proposal complies as follows:

Please mark under

Yes/No to ensure

Mandatory Requirements Description compliance with the

RFQ

Yes No

Are your tax matters in order or compliant?

Is your business listed on the Register of Restricted

Suppliers or on the Tender’s Defaulters Register?

For any clarification

regarding this matter, please contact Moses Shandukani at the email address:

[email protected] or Manqoba Simelane on 072 693 0381.

Email the quotation to: [email protected]

Important:

1. Please take note of the different email addresses for clarifications and for submission

of your quote. Only quotes submitted to [email protected] will be

considered for further evaluation.

2. Quotes must be emailed to: [email protected] before the closing deadline.

Any quotation received after the deadline will not be considered.

3. Orders above R 30 000 will be evaluated according to the 80/20 preference point

system and a functionality scorecard, where functionality is applicable.

4. Please indicate if you are ISO 9001:2015 certified Quality Management System.

5. Attach a valid BBBEE certificate or affidavit, if applicable.

6. Complete all SBD forms and send back together with your quotation (SBD 4&6.1)

7. The successful bidder must be registered on the Central Supplier Database except for

foreign bidders with no local registered entity.

8. The mailbox capacity per email is 10MB. A bidder may send as many emails as

necessary to accommodate all files. All emails must be received before the deadline.

9. The RFQ is subject to the General Conditions of Contract from National Treasury, refer

to:

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http://ocpo.treasury.gov.za/Resource_Centre/Legislation/General%20Conditions%20of

%20Contr act-%20Inclusion%20of%20par%2034%20CIBD.pdf

Required by: The National Radioactive Waste

Disposal Institute

Delivery address

3rd Floor, Building X,NECSA Offices

Elias Motswaledi street Ext

R104 Phelindaba,

0240

Province: Northwest

Expected Delivery Date, (to be completed by the Supplier)

(Only a firm delivery date will be accepted

Sbd 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics as

enshrined in the Constitution of the Republic of South Africa and further expressed in

various pieces of legislation, it is required for the bidder to make this declaration in

respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of

Restricted Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest1 in the enterprise, employed by the state?

Yes/no

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable,

state employee numbers of sole proprietor/ directors / trustees / shareholders /

members/ partners or any person having a controlling interest in the enterprise, in table

below.

Full Name Identity Number Name of State

institution

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1 the power, by one person or a group of persons holding the majority of the equity of an

enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct

the course and decisions of the enterprise.

2.2 Do you, or any person connected with the bidder, have a relationship with any person

who is employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

.....................................................................

...........................

.....................................................................

...........................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or

any person having a controlling interest in the enterprise have any interest in any other

related enterprise whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

.....................................................................

...................

.....................................................................

...................

Ptt–P min

Ps =80 1 ( ____ )

P min

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Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under

consideration

Pmin = Price of lowest acceptable

tender

3.2. Formulae for disposal or leasing of state assets and

Income generating procurement

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

= ( + Pt–P max )

Ps 80 1 P max

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Where:

Ps = Points scored for price of tender under

consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or

90/10 preference point system will apply and that the highest acceptable tender

will be used to determine the applicable preference point system; or

(b) Any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to determine

the applicable preference point system,

Then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Maximum Number of

number of points claimed

points (80/20 system)

The specific goals allocated points in terms of this

allocated (To be tender

(80/20 completed by

system) the tenderer)

Enterprises owned by Black People: 12

a) 12 points: 91% - 100% ownership by black people.

b) 10 points: 75% - 90% ownership by black people.

c) 8 points: 51% to 74% ownership by black people.

d) 4 points for 50% and lower ownership by black people.

e) 0 points for no ownership by black people.

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Enterprises owned by Women: 8

a) 8 points: 91% - 100% ownership by women.

b) 6 points: 75% - 90% ownership by women.

c) 4 points: 51% to 74% ownership by women.

d) 2 points for 50% and lower ownership by women.

e) 0 points for no ownership by women.

4.3 Tenderers must submit documents as valid proof to substantiate points claimed for

specific goals, that should include amongst others the Shareholder Certificate/CIPC

Company Registration Documents, certified copies of ID for directors, certified copy of

B-BBEE certificate/sworn affidavit, CSD report and/or any other documentation.

Declaration with regard to company/firm

4.4 Name of company/firm...............................................................................

4.5 Company registration number: .....................................................................

4.6 Type of company/ firm

1 Partnership/Joint Venture / Consortium

1 One-person business/sole propriety

1 Close corporation

1 Public Company

1 Personal Liability Company

1 (Pty) Limited

1 Non-Profit Company

1 StateOwned

Company [TICK

Applicable box]

4.7 I, the undersigned, who is duly authorized to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

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iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of

the conditions of contract have not been fulfilled, the organ of state may, in addition

to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as

a result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

(f)

(g) ..............................................

Signature(s) of tenderer(s)

(h)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

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2.1 Background

 The appointed service provider needs to provide previous work samples.

 The appointed service provider must provide at least 2 references.

 A full-day photography session will take place on 31 July 2026.

 The appointed service provider will be expected to arrive at least an hour before

the scheduled time to set up the venue.

 The service provider must capture individual and group pictures for all Board

and Executive members

 Photos need to be high resolution with the size not lower than 5MB and at least

300dpi in resolution).

 Head and Shoulder length and Full-length photographs wearing formal outfit.

 Provide the photographs on a memory stick or disc.

2.2 Editing and Storage

 The service provider must provide photos with good lighting and editing of

photographs before submission.

 Provide editing and storage of photographs in various storage formats such as

TIFF, Camera Roll more accessible formats such as JPG (Exif, JFIF) and PDF.

 Retouch photographs in terms of colour and background where required.

 Capture both:

o Head-and-shoulders photographs

o Full-length photographs

 Full-length photographs:

o Annual Reports

o Corporate publications

o NRWDI website

o Media profiles

o Intranet and internal communication platforms

o Corporate presentations

 Maintain a consistent photographic style and visual identity across all

photographs

 Provide professional lighting, backdrops and photographic equipment.

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2.3 Travelling and delivery

 The service provider must be able to travel to the area not more than 30km

from Pretoria Central with all the photographic equipment required for the

photoshoot.

 The pictures should be suitable for professional printing work, uploading on

social media, website and on SharePoint (internal and external communication

mediums).

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From: The National Radioactive Waste Disposal Institute

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http://ocpo.treasury.gov.za/Resource_Centre/Legislation/General%20Conditions%20of

%20Contr act-%20Inclusion%20of%20par%2034%20CIBD.pdf

Required by: The National Radioactive Waste