Csir panel of service providers for photographic and videographic services and multimedia editing (5-Year contract)

Closing date: 28 October 2026 at 16h30

Non-compulsory briefing session: 21 October 2026 at 09h00 – 10h00, online via Microsoft Teams (link provided in the RFP; Meeting ID: 380 466 485 146 291 5, Passcode: cr9Fq23h)

Last date for submission of enquiries/clarifications: 23 October 2026 at 16h30

Enquiries:

• Email: [email protected]
• Use the RFP number and description as the subject reference.

Submission:

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

No other contact with CSIR personnel involved in this tender is permitted during the RFP process.

Submission method: electronic only, to [email protected]. If the submission exceeds 25MB, send it in multiple emails.

Subject line: use the RFP number (3784/28/10/2026) and the RFP description.

Proposals must be split into two separate emails:

• Part 1: Technical Proposal (label each file/folder with the RFP number).
• Part 2: Pricing Proposal and Specific Goals claim documentation (label each file/folder with the RFP number).

All documents must be in English.

File names must be short and simple.

Do not use cloud sharing services (WeTransfer, Google Drive, Dropbox, etc.) — submissions via these will not be considered.

Proposals must be signed by an authorised representative.

Late submissions, or submissions to the wrong address, will not be considered and will be returned unopened where practicable.

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

• Annexure A (SBD 1): Invitation to Bid — signed cover page with bidder details and selected geographic area(s) of operation.
• Annexure E: Proposal Form and List of Returnable Documents — mandatory returnable documents checklist.
• Annexure F: Certificate of Acquaintance with RFP — confirms the bidder has read and understood the RFP.
• Annexure G: Preference Points Award Form — claims preference points under the PPPFA.
• Annexure H (SBD 4): Declaration of Interest — discloses any connection to state employees.
• Annexure I: RFP Declaration and Breach of Law Form — declares no breach of law.
• Annexure J: Mutual Non-Disclosure Agreement — protects confidential information.
• Annexure K: Draft Service Level Agreement — comments and proposed amendments to service level indicators.
• Pricing Schedule (Annexure D) on official company letterhead.
• CSD registration report (RSA suppliers only).
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Any mandatory returnable document omitted or unsigned.
• Setting counter conditions or amending any RFP condition.
• Submitting pricing or specific goals information within the technical proposal.
• Failure to comply with any term or condition of the RFP.

Evaluation is in three phases:

Phase 1 — Elimination Criteria:

• Late submissions are eliminated.
• Submissions to the incorrect email address are eliminated (only [email protected] is accepted).
• Bidders on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers are eliminated.
• Bidders who fail to submit all mandatory returnable documents (Annexure E) are eliminated.

Phase 2 — Technical/Functional Evaluation (out of 100 points):

• Company profile including years of experience: 15 points.
• Reference letters: 15 points.
• Portfolio of evidence: Photography: 30 points.
• Portfolio of evidence: Videography: 30 points.
• Portfolio of evidence: Reels/Shorts edited for social platforms: 10 points.

Minimum thresholds: 70% overall and 50% on each individual criterion. Bidders below these are eliminated.

Phase 3 — Price and Preference Points Evaluation:

• Price: 80 points.
• Preference points: 20 points.

Only bidders who pass Phase 2 proceed to Phase 3.

The CSIR may award to a bidder that did not score the highest total points in accordance with Section 2(1)(f) of the PPPFA (Act 5 of 2000), provided the bidder's directors, shareholders or officers are not formally charged with fraudulent or illegal conduct.

The CSIR seeks to appoint a panel of service providers for photographic and videographic services, including editing of photographic and videographic material into multimedia products, for a period of five years.

The panel will comprise a maximum of 10 qualified multimedia service providers, used on an as-needed basis across all regions.

Geographic areas of operation (bidders must select at least one on the cover page):

• Johannesburg, Gauteng
• Pretoria, Gauteng
• Durban, KwaZulu-Natal
• Rosebank, Cape Town, Western Cape
• Stellenbosch, Western Cape

Deliverables:

• Videos: edited videos of varying duration, including interviews and B-roll, with subtitles and branded graphics.
• Photos: high-resolution images of research projects, researchers, stakeholder interactions, with copyright release.
• Social media reels/shorts: short highlight reels in vertical and horizontal formats for Instagram, LinkedIn, X, YouTube.

Equipment requirements:

• Service providers must have access to top-range cameras, sound-recording and lighting equipment.
• Post-production must use industry-standard editing and sound mixing software, plus access to a basic music library for background scoring.
• No fee may be charged for rental of equipment such as cameras, lenses or editing suites.

Technical proposal content:

• Company profile.
• Reference letters.
• Portfolio of evidence: Photography — 15 photos.
• Portfolio of evidence: Videography — 2 videos.
• Portfolio of evidence: Reels and short form videos — 2 reels.

Financial proposal content:

• Cover letter.
• Completed Pricing Schedule (Annexure D) on official company letterhead.
• CSD registration report (RSA suppliers only).

The RFP is structured in two sections: Section A (General RFP Terms and Conditions) and Section B (Evaluation Methodology/Process).

The service offering must include all requirements set out in Annexure B (Technical Specification).

Bidders must submit a technical proposal and a financial proposal as separate documents.

Technical evaluation criteria (weights):

• Company profile including years of experience: 15 points.
• Reference letters: 15 points.
• Portfolio of evidence: Photography: 30 points.
• Portfolio of evidence: Videography: 30 points.
• Portfolio of evidence: Reels/Shorts edited for social platforms: 10 points.

Portfolio requirements:

• Photography: 15 photos.
• Videography: 2 videos.
• Reels and short form videos: 2 reels.

Bidders must demonstrate a track record of providing services to the highest quality production standards.

Service providers must deliver to the highest quality production standards.

Equipment must be professional-grade: top-range cameras, sound-recording and lighting equipment.

Post-production must use industry-standard editing and sound mixing software, with access to a basic music library for background scoring.

The CSIR may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the service offered.

Pricing must be in South African Rand, including all applicable taxes, less all unconditional discounts.

Prices subject to escalation or exchange rate fluctuations must be clearly indicated, with the currency and rate of exchange used.

Prices must include all cost elements such as travel, freight, insurance until acceptance, and duty where applicable.

Pricing must be submitted strictly in accordance with the Pricing Schedule/Bill of Quantities in Annexure D.

Payment will be according to the CSIR Payment Terms and Conditions.

Rates quoted for the five-year contract duration will be applied throughout the contract term.

A rotational allocation process will be followed; quotes may be requested from the panel for complex work such as off-site filming, voice-overs, music rights, complex editing, drone photography, and animation production.

The CSIR may request audited financial statements for due diligence purposes.

CSD registration:

• Mandatory for RSA suppliers; provide the CSD registration number.
• Register online at www.csd.gov.za.
• Foreign suppliers with no local registered entity are exempt.

Tax compliance:

• Bidders must be tax compliant; provide a SARS TCS PIN or CSD number.
• If a recommended bidder is not tax compliant, they have 7 working days to provide proof of tax compliance or an arrangement with SARS, failing which the bid is rejected.
• The CSIR may cancel a contract if the bidder does not remain tax compliant for the full contract term.

B-bbee:

• Preference points are claimed via Annexure G (Preference Points Award Form).
• Joint ventures must submit a consolidated B-BBEE scorecard.

Joint ventures:

• A signed joint venture agreement indicating the lead partner and split of work.
• Tax Compliance Status (TCS) or CSD report for each partner.
• Proof of ownership/shareholder certificates.
• Company registration certificates.

Fronting:

• Any fronting indicators will be investigated; the bidder must prove fronting does not exist within 14 days of notification, or the bid/contract may be invalidated and the bidder restricted from public sector business for up to 10 years.

Restricted suppliers:

• Bidders on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers will not be awarded.

State employees:

• Bids from persons in the service of the state, or companies with directors who are in the service of the state, will not be considered.

Contract duration: five years.

Upon award, the CSIR and the successful bidder will conclude a Service Level Agreement (SLA) based on the draft in Annexure K.

Bidders must comment on the draft Service Level Indicators, explain each comment/amendment, and use a coloured font or track changes for ease of reference.

The CSIR may accept or reject any proposed amendments.

The SLA will prevail over the bidder's proposal in case of conflict.

The CSIR may terminate the agreement if funds are no longer available, or suspend services by notice; the bidder is entitled to payment for services delivered up to the date of cancellation or suspension.

The bidder indemnifies the CSIR against costs or damages arising from a breach of the bid conditions.

South African law governs the bid; bidders submit to the exclusive jurisdiction of South African courts.

Confidentiality: bidders must not disclose any information relating to the bid without the CSIR's written approval; failure may result in disqualification and civil action.

The RFP document prevails over any information provided during briefing sessions unless expressly amended in writing.

The CSIR reserves the right to:

• Extend the closing date.
• Correct any mistakes in the bid documents before closing.
• Verify any information in the bidder's submission.
• Request documentary proof.
• Carry out site inspections, product evaluations or explanatory meetings.
• Award to a bidder that did not score the highest total points in accordance with Section 2(1)(f) of the PPPFA.
• Request audited financial statements for due diligence.
• Award the RFP as a whole or in part.
• Award to multiple bidders.
• Cancel or terminate the tender process at any stage.
• Post-tender negotiate on any elements of the bid.
• Not award to a bidder associated with a security breach or whose directors/officers are formally charged with fraudulent or illegal conduct.

Bidders must not engage in collusive tendering, anti-competitive conduct, or seek unlawful advantage from government entities.

Misrepresentation in the tender may lead to service termination and a claim by the CSIR.

Evaluation is in three phases:

Phase 1 — Elimination Criteria: late submissions, submissions to incorrect email address, bidders on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers, and bidders who fail to submit mandatory returnable documents are eliminated.

Phase 2 — Technical/Functional Evaluation (out of 100 points):

• Company profile including years of experience: 15 points.
• Reference letters: 15 points.
• Portfolio of evidence: Photography: 30 points.
• Portfolio of evidence: Videography: 30 points.
• Portfolio of evidence: Reels/Shorts edited for social platforms: 10 points.

Minimum thresholds: 70% overall and 50% on each individual criterion.

Phase 3 — Price and Preference Points Evaluation: 80 points for price, 20 points for preference points.

The CSIR may award to a bidder that did not score the highest total points in accordance with Section 2(1)(f) of the PPPFA (Act 5 of 2000), provided the bidder's directors, shareholders or officers are not formally charged with fraudulent or illegal conduct.