Appointment of a service provider to review, assess and evaluate the nfvf’s stakeholders

Closing date and time: 16 October 2026 at 11:00

Date of issue: 02 October 2026

Bid validity period: 90 days from the closing date

Bidding procedure enquiries

• Organisation: National Film and Video Foundation
• Telephone: 011 483 0880

Technical enquiries

• Email: [email protected]

All bid communication must be in writing to [email protected]. Bidders may not contact any other NFVF employee about the bid between advertisement and award; any attempt to influence evaluation, comparison or award decisions may lead to rejection of the bid.

Submission

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

Submission method: email only

Submission email: [email protected]

Closing time: 11:00 on 16 October 2026

Late bids are not accepted.

Format: bids must be submitted on the official forms; retyped forms are not accepted.

Packaging: documents must be secured together, preferably bound or in a lever arch file; NFVF accepts no responsibility for documents lost because they were not properly secured.

Language: all documentation must be in English.

Returnable documents (failure to submit any of these may result in disqualification):

• SBD 1 Invitation to Bid — signed cover offer.
• SBD 2 Tax Clearance Certificate or valid tax pin — original and valid.
• SBD 3.3 Pricing Schedule (Professional Services) — fully completed.
• SBD 4 Declaration of Interest — fully signed.
• SBD 6.1 Preference Points Claim — completed and signed.
• SBD 7.1 Contract Form — completed and signed.
• SBD 8 Declaration of Bidder's Past Supply Chain Management Practices — completed and signed.
• SBD 9 Certificate of Independent Bid Determination — completed and signed.
• Detailed company profile showing the business services offered.
• Total bid price for the duration of the project, either on the price schedule or as a separate financial proposal showing VAT, deductibles and miscellaneous costs.

Additional returnable documents:

• Company registration documents: CM1 and CK1, CM9 change of name certificate if applicable, CM22 latest registered address, CM29 current register of directors, CK2.
• Proof of CSD registration.
• VAT registration certificate, if applicable.
• Valid certified B-BBEE certificate and B-BBEE statement, or a sworn affidavit.
• Certified identity documents for all current shareholders or members.

Document standards:

• Certification stamps must be original and no more than 3 months old as at the closing date.
• Certified documents must be dated within the current six months; previously certified copies are not accepted and may result in automatic disqualification.
• Changes must be scratched out with a signature next to each change; tippex is not allowed.

Disqualification risks:

• Any mandatory document omitted, or not completed and signed.
• Bids received after the closing time.
• Certified copies older than six months.

Mandatory documents:

• SBD 1 Invitation to Bid — signed.
• SBD 2 Tax Clearance Certificate or valid tax pin — original and valid.
• SBD 3.3 Pricing Schedule — fully completed.
• SBD 4 Declaration of Interest — fully signed.
• SBD 6.1 Preference Points Claim — completed and signed.
• SBD 7.1 Contract Form — completed and signed.
• SBD 8 Declaration of Bidder's Past Supply Chain Management Practices — completed and signed.
• SBD 9 Certificate of Independent Bid Determination — completed and signed.
• Detailed company profile.
• Total bid price for the duration of the project.

Additional returnable documents:

• Certified copies of company registration documents (CM1, CK1, CM9 if applicable, CM22, CM29, CK2).
• Proof of CSD registration.
• VAT registration certificate, if applicable.
• B-BBEE certificate and statement, or sworn affidavit.
• Certified identity documents for all current shareholders or members.

Document standards: certified documents must be within six months; certification stamps must be original and no more than 3 months old at closing; changes must be scratched out and signed, with no tippex; bids must be secured together, preferably bound or in a lever arch file.

Four evaluation stages:

1. Administrative compliance — mandatory documents; failure to provide any may lead to total disqualification.
2. Functionality — minimum qualifying score 75 out of 90; bidders scoring below 75 are disqualified.
3. Price and specific goals — 80/20 preference point system: 80 points for price, 20 points for specific goals.
4. Presentations — the top 3 bidders on price are invited; minimum qualifying score 7 out of 10.

Functionality criteria (total 90 points):

• Company experience in stakeholder management and engagement: 10 points. Minimum 5 years; under 5 years = 0; 5 to 6 years = 3; 7 to 9 years = 5; over 10 years = 10. A company profile showing years of experience and projects executed is required.
• Experience of the project leader, experts and team: 10 points. A Project Manager with at least 5 years' stakeholder engagement experience is required; under 5 years = 0; 5 to 7 years = 3; 8 to 10 years = 4; over 10 years = 5. Detailed CVs of the entire team: none submitted = 0; all team CVs submitted = 5.
• Qualification of the Project Manager: 10 points. Certified qualification in Project Management, Stakeholder Relations, Social Sciences, MBA, Master's or PhD. PhD/Doctorate = 10; MBA/Master's = 8; Honours = 6; Degree = 4; Diploma = 3.
• Contactable references: 10 points. Minimum 3 reference letters from previous clients for the same stakeholder review work, on the referee's letterhead and signed by the client. Fewer than 3 = 0; 3 to 5 = 5; more than 5 = 10.
• Approach and methodology: 50 points. Approach and methodology for implementing the programme 0 to 20; proposed project management plan 0 to 15; proposed reporting and communication to NFVF 0 to 15. A work plan showing tasks and timelines is required.

Presentation criteria (total 10 points):

• Alignment with the terms of reference: 0 to 5 points.
• Understanding of NFVF's needs: 0 to 5 points.

Minimum qualifying score: 7 out of 10.

Price points: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the comparative price of the bid under consideration and Pmin the comparative price of the lowest acceptable bid. Points are rounded to two decimal places.

NFVF requires a service provider to review, assess and evaluate its relationship with, and impact on, its categories of stakeholders.

Scope of work:

• Review current stakeholder interests, expectations and categories.
• Conduct an NFVF stakeholder survey.
• Analyse each stakeholder's influence, impact and continued relevance to projects and to NFVF as an organisation, and review NFVF's relationship with each stakeholder.
• Build a stakeholder matrix identifying influence, interest and level of impact.
• Perform a risk and change impact analysis.
• Identify what information NFVF must communicate, to whom and by when.
• Review the Stakeholder Engagement Strategy.
• Run an internal NFVF workshop on the Stakeholder Engagement Strategy.

Purpose:

• Assess the relevance of NFVF's stakeholders.
• Understand their objectives, interests, expectations, involvement and varying needs.
• Ensure the right people receive the right information and participate at the right time and in the right way.
• Proactively manage the pace and extent of change stakeholders must be informed about.
• Maximise successful communication, collaboration and empowerment of stakeholders.
• Recommend improvements to the Stakeholder Engagement Strategy.

Internal departments served: Office of the CEO, Industry Development, Operations, Human Resources, Finance.

Duration: at least one month; the precise duration and a full project plan are agreed between NFVF and the successful bidder after an initial review.

Scope of work:

• Review current stakeholder interests, expectations and categories.
• Conduct an NFVF stakeholder survey.
• Analyse each stakeholder's influence, impact and continued relevance.
• Build a stakeholder matrix.
• Perform a risk and change impact analysis.
• Identify what information must be communicated, to whom and by when.
• Review the Stakeholder Engagement Strategy.
• Run an internal NFVF workshop on the Stakeholder Engagement Strategy.

Duration: at least one month; the precise duration and a full project plan are agreed with NFVF after an initial review.

Company experience: minimum 5 years in stakeholder management and engagement, evidenced by a company profile stating years of experience and projects executed. Scoring: under 5 years = 0; 5 to 6 years = 3; 7 to 9 years = 5; over 10 years = 10 points.

Project Manager: minimum 5 years' experience in stakeholder engagement, with a detailed CV showing knowledge, skills and expertise in organisational human capacity identification. Scoring: under 5 years = 0; 5 to 7 years = 3; 8 to 10 years = 4; over 10 years = 5 points.

Project team: expertise in stakeholder relations management or closely related fields. Detailed CVs of the entire team must be submitted; none submitted = 0 points, all team CVs submitted = 5 points.

Project Manager qualification: certified qualification in Project Management, Stakeholder Relations, Social Sciences, MBA, Master's or PhD. PhD/Doctorate = 10; MBA/Master's = 8; Honours = 6; Degree = 4; Diploma = 3 points.

References: minimum 3 reference letters from previous clients for the same stakeholder review work, on the referee's company letterhead and signed by the client. Fewer than 3 = 0; 3 to 5 = 5; more than 5 = 10 points.

Pricing is submitted on SBD 3.3 Pricing Schedule (Professional Services).

Required entries:

• Ceiling price based on the total estimated time for completion of all phases, including all applicable taxes.
• Hourly and daily rates for each person and position involved.
• Cost per project phase and man-days per phase.
• Travel expenses: only actual costs are recoverable, with proof attached to certified invoices.
• Other expenses such as accommodation, telephone and reproduction, with proof attached to invoices.
• Period required to commence the project after bid acceptance.
• Estimated man-days for completion.
• Whether rates are firm for the full contract period; if not, the basis for adjustment.

Pricing format: SBD 3.3 Pricing Schedule (Professional Services).

• A ceiling price must be stated, covering the total estimated time for all phases and all expenses, inclusive of all applicable taxes.
• Hourly and daily rates for each person and position involved in the project; certified invoices are rendered on these rates.
• Cost per project phase and man-days to be spent per phase.
• Travel expenses: only actual costs are recoverable, with proof of expenditure attached to certified invoices.
• Other expenses such as accommodation, telephone and reproduction: rate, quantity and amount, with proof attached to invoices.
• Period required to commence the project after bid acceptance.
• Estimated man-days for completion of the project.
• Whether rates are firm for the full contract period; if not, the basis on which adjustments will be applied, for example the consumer price index.
• A separate financial proposal is acceptable, showing VAT, deductibles and miscellaneous costs.

CSD: proof of registration on the Central Supplier Database (CSD report). In a joint venture each party must register and provide proof; tax compliance status is verified through the CSD and must align with National Treasury regulations.

Tax: the successful bidder's taxes must be in order or satisfactory arrangements made with SARS. The original Tax Clearance Certificate must be submitted with the bid; certified copies are not accepted. Consortia, joint ventures and sub-contractors must each submit a separate Tax Clearance Certificate.

B-BBEE: a certified copy of the B-BBEE certificate is required. Failure to submit means B-BBEE preference points are not claimed and score zero. EMEs may submit a certificate issued by an accounting officer, a SANAS-accredited verification agency or a registered auditor; other bidders must submit an original or certified valid B-BBEE status level certificate from an IRBA-approved registered auditor or a SANAS-accredited verification agency. A trust, consortium or joint venture qualifies as a legal entity on submission of its B-BBEE status level certificate, or as an unincorporated entity on submission of a consolidated B-BBEE scorecard prepared for each separate bid.

Company registration: certified copies of registration documents are required; in a joint venture all parties must submit certified incorporation documents.

Joint ventures: a written agreement setting out each member's roles and responsibilities, plus a resolution of each company and of its members authorising the signatory to bind the joint venture.

Sub-contracting: a bidder may not sub-contract more than 25% of the contract value to an enterprise with a lower B-BBEE status level, unless the sub-contractor is an EME able to execute the work.

Preference points for specific goals under the 80/20 system (total 20 points):

• SMME (EME and QSE): 5 points.
• Owned by black people (50% or more): 4 points.
• Owned by black youth: 3 points.
• Owned by black women (50% or more): 5 points.
• Owned by black people with disabilities: 3 points.

Bidders must submit a valid B-BBEE certificate or a sworn affidavit as applicable to claim these points.

Four stages:

1. Administrative compliance — mandatory documents.
2. Functionality — minimum qualifying score 75 points.
3. Price and specific goals — 80/20 preference point system.
4. Presentations — the top 3 bidders on price are invited.

Functionality criteria (total 90 points, minimum 75):

• Company experience: 10 points, minimum 5 years.
• Experience of project leader and team: 10 points.
• Qualification of the Project Manager: 10 points.
• Contactable references: 10 points.
• Approach and methodology: 50 points.

Presentation criteria (total 10 points, minimum 7):

• Alignment with the terms of reference: 0 to 5 points.
• Understanding of NFVF's needs: 0 to 5 points.