Sagnc promotion and marketing: film, video and digital content (RFQ 07/26-27 ip)

Eligibility and disqualification:

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Bidders must complete and sign the Bidder's Disclosure form (SBD 4 / MBD 4 equivalent).
• The form requires disclosure of any directors, trustees, shareholders, members, partners, or controlling persons employed by the state, and any relationship with employees of the procuring institution.
• Bidders must confirm the bid was prepared independently, with no collusion, consultation, or price disclosure to competitors before bid opening or award.
• A false disclosure leads to disqualification and may be referred to the Competition Commission or NPA, or result in restriction from public sector business for up to 10 years.

Compliance:

• Must not appear on the Register for Tender Defaulters or List of Restricted Suppliers.
• Must complete and sign the Bidder's Disclosure form (SBD 4) declaring any state employment or relationships.

The tender seeks promotion and marketing services for the South African Government Newsroom (SAGNC) covering film, video and digital content. No further scope details are provided in the source.

Preference point system: 80/20 (requirements up to R50 million, all taxes included).

Price: maximum 80 points.

Specific goals (SMME promotion): maximum 20 points.

Points for ownership:

• Women: 100% ownership = 6, 75-99% = 5, 60-74% = 4, 51-59% = 3, 0-50% = 0.
• Black people: 100% ownership = 7, 75-99% = 6, 60-74% = 5, 51-59% = 3, 0-50% = 0.
• Youth: 100% ownership = 5, 75-99% = 3, 60-74% = 2, 51-59% = 1, 0-50% = 0.
• Persons with disabilities: 75-100% = 2, 51-74% = 1, 0-50% = 0.

Bidders must complete SBD 6.1 (Preference Points Claim Form) to claim these points. Failure to submit required proof with the bid means specific-goal points are not claimed. The organ of state may ask for substantiation of any claim before or after adjudication.

Fraudulent claims can lead to disqualification, recovery of costs/damages, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

The department requires a digital communication and marketing strategy and plan for the geographical name change campaign. The campaign aims to educate the public on why geographical names matter, how name changes happen, and encourage participation. Key deliverables include a flagship documentary film, a three-month campaign plan (January to March 2026), and a 12-month digital marketing plan. Content types include explainer videos, infographics, carousel posts, live Q&As, podcasts, user-generated content, and influencer micro-campaigns. Target audiences are youth (16–35) and adults (35+). Platforms include website, Instagram, X, LinkedIn, Facebook, TikTok, YouTube, and WhatsApp Channel. KPIs include reach 3–4M impressions, video views 500k+, website visits 50k+, engagement rate 5–8%, story submissions 2k+, public Q&A attendance 1k+, form/toolkit downloads 3k+, traffic to Handbook page 20k+, partnerships with 40+ schools/community forums. Paid media strategy includes geo-targeted ads, boosted posts, search ads, A/B testing, influencer partnerships. Community engagement includes virtual town halls, pop-up booths, WhatsApp groups, school collaborations. Tracking and reporting includes analytics on all platforms, weekly dashboards, monthly reports, sentiment monitoring. Roles include campaign lead, content lead, media lead, community lead, data lead.

The department requires a digital communication and marketing strategy and plan for the geographical name change campaign. The campaign aims to educate the public on why geographical names matter, how name changes happen, and encourage participation. Key deliverables include:

• A flagship documentary film (remake/renewal) as a central storytelling asset, adapted into short-form, episodic, and full-length formats for YouTube, TikTok, Facebook, and WhatsApp.
• A three-month campaign plan (January to March 2026) with weekly content themes across platforms.
• A 12-month digital marketing plan with quarterly phases.
• Content types: explainer videos, infographics, carousel posts, live Q&As, podcasts, user-generated content, and influencer micro-campaigns.
• Target audiences: youth (16–35) via TikTok, Instagram Reels, YouTube Shorts, X; adults (35+) via Facebook, WhatsApp, YouTube.
• Platforms: website (www.dsac.gov.za), Instagram (@SportArtsCultureRSA), X (@SportArtsCultur), LinkedIn, Facebook, TikTok, YouTube, WhatsApp Channel.
• KPIs: reach 3–4M impressions, video views 500k+, website visits 50k+, engagement rate 5–8%, story submissions 2k+, public Q&A attendance 1k+, form/toolkit downloads 3k+, traffic to Handbook page 20k+, partnerships with 40+ schools/community forums.
• Paid media strategy: geo-targeted ads, boosted posts, search ads, A/B testing, influencer partnerships.
• Community engagement: virtual town halls, pop-up booths, WhatsApp groups, school collaborations.
• Tracking and reporting: analytics on all platforms, weekly dashboards, monthly reports, sentiment monitoring.
• Roles: campaign lead, content lead, media lead, community lead, data lead.

The tender is for promotion and marketing of the South African Government News Agency (SAGNC) through film, video, and digital content. No detailed scope, quantities, or deliverables are specified in the document.

Returnable documents:

• Bidder's Disclosure form (SBD 4 equivalent): must be completed and signed, declaring any state employment, relationships with procuring institution staff, and interests in related enterprises. A false declaration disqualifies the bid.
• The bid must be submitted by the closing time; late submissions are disqualified.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Bidders must comply with the Competition Act No 89 of 1998 and the Prevention and Combating of Corrupt Activities Act No 12 of 2004.

No other evaluation criteria are stated in the document.

The tender is for promotion and marketing of the South African Government News Agency (SAGNC) through film, video, and digital content. No detailed scope, quantities, or deliverables are specified in the document.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Bidders must complete and sign the Bidder's Disclosure form (SBD 4 equivalent) declaring any state employment or connections.

Bidders must comply with the Competition Act No 89 of 1998 and the Prevention and Combating of Corrupt Activities Act No 12 of 2004.

Closing date: 30 October 2026 at 09:00

Implementation period: 15 November 2026 to 28 February 2027

Phase 1 (Mobilisation, Content Review and Pre-Production): 15 November 2026 to 15 December 2026

Phase 2 (Production and Draft Editing): 16 December 2026 to 31 January 2027

Phase 3 (Consolidated Review, Finalisation and Handover): 1 February 2027 to 28 February 2027

Inception work plan, production schedule, risk register and approval timetable due within 7 calendar days of appointment.

Returnable documents: all completed, signed and submitted with the quotation. The document does not specify the submission method, address, or number of copies. Bids received after the closing time will be disqualified.

Evaluation considers: relevant company experience and track record; quality and relevance of the portfolio (long-form, short-form, animation/motion graphics); technical-methodological approach; creative approach and understanding of the SAGNC mandate; qualifications and defined responsibilities of key personnel; adequacy of proposed equipment and software; realistic work plan and capacity to deliver within the implementation period; cost-effectiveness with a detailed price breakdown; compliance with SCM, tax, consent, intellectual-property, confidentiality and data-protection requirements. No minimum qualifying score or preference point system is stated.

Scope: update the existing SAGNC awareness documentary and produce short-form digital content.

Deliverables:

• One updated 45-minute documentary (flagship film/DVD) in HD/4K, with a clean master without embedded subtitles and separate subtitle files.
• 10 to 15 short awareness videos (30 to 60 seconds each) for TikTok, Instagram Reels and YouTube Shorts.

Content requirements:

• All content must be original, culturally appropriate and aligned with the SAGNC mandate and approved messaging framework.
• All scripts, concepts and visual treatments must be submitted to the Department for approval before production.
• Content must explain the importance of geographical-name standardisation, the roles of SAGNC and Provincial Geographical Names Committees, the need to transform geographical names, and the legal and consultative process.
• Use appropriately licensed music, graphics, archive material and third-party content, with permissions and clearances documented before final delivery.

Post-production:

• Editing, colour grading, sound design, audio mixing and visual enhancement in HD or 4K, with broadcast-quality picture and intelligible dialogue.
• Subtitles in English and at least two additional official languages, supplied as captioned versions and separate subtitle files.
• Accessible captioning including non-speech audio information, with language and name accuracy verified.
• Social-media-ready outputs in vertical, square and horizontal formats with safe areas, captions, thumbnails and compressed web versions.
• Draft preview versions for Departmental review; price must include up to four consolidated correction rounds for the documentary and each short-form content batch.
• Deliver final and editable/source formats: MP4/MOV masters, project files, source animation files, graphics, audio stems, RAW footage and relevant fonts or linked assets.
• Organise and label all files clearly by deliverable and version, and provide a content inventory.

Digital optimisation:

• Platform-specific formatting, thumbnail creation, metadata optimisation.
• Provide guidance on a publishing schedule and strategies to maximise audience engagement.

Target audience: general public, youth (16–35), adults (35+), community leaders, educators, traditional leaders, municipal officials, heritage and cultural stakeholders, provincial departments.

Subcontracting:

• Subcontracting (including the short-form videos) requires the Department's prior written approval.
• The service provider remains fully liable for subcontractors' compliance with IP and confidentiality obligations.
• Subcontractors must execute equivalent IP assignment and confidentiality agreements in favour of the Department.

Payment: released only upon written approval of each phase deliverable and confirmation that IP rights in that phase have vested in the Department.

Price must include up to four consolidated correction rounds for the documentary and each short-form content batch. No bid security, guarantees, retention or payment terms are stated.

CSD registration and valid tax compliance status are mandatory.

At least five years' documented experience in film production, visual storytelling, scriptwriting, directing, editing and digital content creation.

Portfolio or showreel with at least three comparable long-form productions, three short-form digital examples, and examples of effective animation or motion graphics.

Experience in public-sector, heritage, civic-education or development communication campaigns; work in South African communities is an advantage.

CVs and defined responsibilities for project manager/producer, director or videographer, scriptwriter/storyteller, editor, sound specialist and animation/motion-graphics resource.

Detailed list of filming, lighting, sound, editing, data-backup and post-production equipment and software.

At least three contactable client references for comparable work.

Capacity to obtain and manage written filming, interview, location and material-release consents and to protect personal information and production data.