Publicist services for artscape women and humanity arts festival (RFQ0140/2025)

Technical contact: Andre Steenveld – [email protected]

• SCM contact: Natasja Pietersen – [email protected]
• Submission email: [email protected]
• Delivery address: D.F. Malan Street, Foreshore, Cape Town

• Submit the quotation by email to [email protected] by 27 February 2026 at 13:00 hrs (closing date).
• Required returnable documents:
• BBBEE Certificate or sworn affidavit
• SARS tax clearance number and status PIN
• Completed SBD forms: SBD4, SBD6.1, SBD6.2 (if applicable), SBD8 and SBD9
• Any brochures/catalogues (optional)
• All documents must be submitted in PDF format.
• Prices must be firm, VAT‑inclusive and presented per unit/total as shown in the quotation table.
• Disqualification risk: any supplier listed on the Register for Tender Defaulters, the List of Restricted Suppliers, or failing to provide the required SBD forms or compliance certificates will be excluded.

• Total score = 100 points (80 points for price, 20 points for specific goals/B‑BBEE preference).
• Price scoring uses the 80/20 formula: Ps = 80 × (1 – (Pt – Pmin) / Pmin) where Pt = quoted price and Pmin = lowest responsive price.
• Preference points are awarded based on the supplier’s B‑BBEE status level (e.g., Level 1 = 20 points, Level 2 = 18 points, etc.).
• Preference points are only granted if supporting B‑BBEE evidence is submitted; failure to provide proof results in zero preference points.
• The highest total adjudication points (price + preference) determines the award.

Scope: Provide publicist services for the Artscape Women’s and Humanity Arts Festival. Deliverables include:

• Media strategy aligned with Artscape’s marketing strategy
• Implementation plan
• Drafting and distribution of 6‑8 media releases
• Electronic Press Kit (EPK)
• Scheduling interviews and media coverage
• Photo/video publicity shoots
• Writing media alerts, biographies, brochures, printed marketing material
• Planning media launches/press junkets
• Managing opening‑night guest lists (if required)
• Media management and attendance at production/marketing meetings
• Sending magazine diaries/event listings to media platforms
• Distributing releases to websites (Artslink, business networks, Arts & Culture)
• Social media distribution and influencer engagement
• Organising ticket giveaways and competitions
• Follow‑up with media for coverage and reporter meetings
• Virtual team meeting participation
• Weekly media coverage reports and a final comprehensive media value report
• Weekly and final reports must include media value breakdowns
• Required language proficiency: fluent in Afrikaans and English (reading and writing)
• Preferred experience: proven success in print, TV, internet and radio publicity within this genre, strong media database, and knowledge of event dynamics.

• All prices must be firm and VAT‑inclusive.
• Submit unit price and total price (incl. VAT) in the quotation table.
• No explicit requirement for performance bonds or guarantees is stated.
• Evaluation will use the 80/20 price scoring formula (see Evaluation Criteria).

• Provide a valid B‑BBEE certificate or sworn affidavit (preference points awarded based on level).
• Provide SARS tax clearance number and status PIN.
• Complete and submit SBD4, SBD6.1, SBD6.2 (if applicable), SBD8 and SBD9 forms.
• Supplier must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Submit documents in PDF format.
• No specific local content or CSD code requirements are detailed for this service.