Professional photography and videography services for ports regulator of south africa record of decision announcement

Closing date: 09 November 2026 at 12:00 (midday)

Event 1: 24 November 2026 (or earlier agreed date), 10:00–14:00 (set-up by 09:30)

Event 2: 27 November 2026, 08:00–13:00 (set-up by 08:00)

Highlights video due: 30 November 2026 by 14:00

Edited photographs and interview videos due: 02 December 2026 (within 3 working days of event)

Raw footage due: within 5 working days of event

Briefing session: none

Enquiries

• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Event 1 venue

Ports Regulator Offices

22 Dorothy Nyembe Street

11th Floor

Durban

Event 2 venue

The Pearls Hotel

Umhlanga

Durban

Submission method: email

Submission email: [email protected]

Closing time: 09 November 2026 at 12:00 (midday)

Returnable documents (all must be completed, signed and submitted with the quotation):

• Quotation on company letterhead
• Copy of CSD report or MAAA number (National Treasury)
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the Ports Regulator
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points
• POPIA consent form: consents to processing of personal information
• Valid and original Tax Clearance Certificate or valid Tax Pin Number
• Valid B-BBEE Certificate or Sworn Affidavit
• At least 2 purchase orders or reference letters of work done in the past 2 years (2024–2026)
• Portfolio of evidence indicating previous similar work

Disqualification risks:

• Any required form left unsigned or omitted
• Quotations received after the closing time
• Non-compliant tax status (verified on CSD or SARS E-Filing before award)

Evaluation is in four phases:

Phase 1 – SCM Administrative:

• SBD 4, SBD 6.1 and POPIA consent form must be completed and signed
• Proof of CSD registration
• Valid and original Tax Clearance Certificate or valid Tax Pin Number
• Valid B-BBEE Certificate or Sworn Affidavit

Phase 2 – Pricing (80 points):

• Price must be inclusive of all taxes (including VAT)
• Itemised pricing schedule required
• Total price proposal weighs 80 points

Phase 3 – Specific Goals (20 points):

• SBD 6.1 preference points claim form required
• B-BBEE Level 1 companies receive 20 points; all levels considered and allocated points as applicable

Phase 4 – Mandatory Requirements:

• Minimum of 2 purchase orders or reference letters of work done in the past 2 years (2024–2026)
• Portfolio of evidence of previous similar work

Tax status of the recommended bidder will be verified on CSD or SARS E-Filing prior to award; non-compliance may lead to disqualification.

The Ports Regulator of South Africa requires professional photography and videography services for two stakeholder engagement events.

Event 1 – Headshots, Interviews and Group Photography:

• Date: 24 November 2026 (or earlier agreed date), 10:00–14:00 (set-up by 09:30)
• Venue: Ports Regulator Offices, 22 Dorothy Nyembe Street, 11th Floor, Durban
• Approximately 25 staff participants
• Supply, set-up and removal of professional backdrop and studio lighting
• Individual professional headshots of approximately 25 participants
• Group photographs of departments as directed
• Video recording of approximately 15 short interviews (30–60 seconds each) with suitable audio equipment (e.g. lapel or directional microphones)
• Basic video editing and post-production of interviews (trimming, colour correction, audio clean-up, PRSA branding)
• Retouching and editing of all photographs
• Printing and framing of 25 headshots (A4, black frame), delivered to PRSA by Thursday 26 November

Event 2 – Main Event Coverage:

• Date: 27 November 2026, 08:00–13:00 (set-up by 08:00)
• Venue: The Pearls Hotel, Umhlanga, Durban
• Approximately 80 high-profile delegates
• Professional photography of the full programme (arrival to close)
• Formal individual, group and VIP photographs per shot list provided by PRSA
• Candid photographs of key moments, speakers and networking
• Professional video recording of the full programme
• Interviews with selected attendees identified on the day
• Professional lighting and audio equipment suitable for the venue
• Post-production editing and retouching of all photographs and video
• Professionally edited highlights video of approximately 2–3 minutes with PRSA and TER branding, titles and subtitles if required

Deliverables and timelines:

• Quick photographs (high-resolution JPEG) shared on the day via folder/WhatsApp for social media and website
• Minimum 60 edited high-resolution JPEGs plus web-optimised versions within 3 working days of event (02/12/26)
• Interview videos (MP4, 1080p/4K, branded) within 3 working days of event (02/12/26)
• Event highlights video (MP4, 1080p/4K) by 30/11/26 at 14:00
• Raw footage delivered on request in agreed format within 5 working days of event
• All final photographs and video delivered via secure download link and on external storage device
• Up to two rounds of revisions to the highlights video at no additional cost

The service provider must be a suitably qualified and experienced professional photographer and videographer. Bidders must submit at least 2 purchase orders or reference letters of work done in the past 2 years (2024–2026) and a portfolio of evidence indicating previous similar work.

Quotations must be inclusive of all applicable taxes (including VAT). An itemised pricing schedule detailing rates is required. The total price proposal weighs 80 points. Up to two rounds of revisions to the highlights video are included at no additional cost.

Pricing format:

• Quotation must be inclusive of all applicable taxes (including VAT)
• Itemised pricing schedule required
• Total price proposal weighs 80 points

Costs:

• The service provider bears all costs of preparing and submitting the RFQ; the Ports Regulator is not liable for any such costs

Validity:

• Quotation must remain open for acceptance for 90 days from the closing date of the RFQ

CSD registration: proof of registration on the Central Supplier Database (CSD) or MAAA number required

Tax compliance: valid and original Tax Clearance Certificate or valid Tax Pin Number required; tax status verified on CSD or SARS E-Filing before award

B-BBEE: valid B-BBEE Certificate or Sworn Affidavit required; B-BBEE Level 1 companies receive 20 preference points

POPIA: POPIA consent form must be completed and signed

SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be completed and signed

Experience: minimum of 2 purchase orders or reference letters of work done in the past 2 years (2024–2026) and a portfolio of evidence of similar work

Evaluation is in four phases: SCM administrative (completion of forms and compliance documents), pricing (80 points, inclusive of VAT, itemised schedule), specific goals (20 points for B-BBEE Level 1), and mandatory requirements (experience and portfolio). Tax status of the recommended bidder is verified on CSD or SARS E-Filing before award.