RFQ: videography, photography, livestreaming & technical services for the south african tourism investment summit 2026

Returnable documents: the Bidder's Disclosure form (SBD 4) must be completed, signed and submitted with the quotation. The form requires disclosure of any employment by an organ of state, relationships with persons employed by the procuring institution, and interests in other enterprises. Failure to disclose all CSD-registered active companies linked to directors leads to disqualification. The general declaration certifies independent bid determination and that the bidder was not involved in drafting the specifications.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must disclose all CSD-registered active companies linked to all directors; failure to do so leads to disqualification. Bidders must complete the Bidder's Disclosure form (SBD 4) and the general declaration certifying independent bid determination.

1.1 Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa, 1996 (Constitution), and further expressed in the various applicable legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

The Department of Tourism will host the South African Tourism Investment Summit (SATIS) on 30 September and 1 October 2026 in Johannesburg, Gauteng. The summit promotes South Africa as a preferred tourism investment destination by showcasing investment-ready opportunities and facilitating engagements between investors, project owners and government. The department seeks to appoint a company to provide multimedia, audio-visual and communication services for the summit.

Closing date: 18 August 2026, closing time 14H00. Summit dates: 30 September 2026 to 01 October 2026. Photography services required on 30 September 2026 (evening, three hours) and 12 hours on 01 October 2026.

Bidding procedure enquiries: contact person not specified, telephone not specified, email [email protected]. Technical enquiries: Tasneem Carrim, telephone 012 444 6757, email [email protected]. Physical submission address: Tourism House, 17 Trevenna Street, Sunnyside, Pretoria 0002.

Bids must be delivered to [email protected] or hand-delivered to Tourism House, 17 Trevenna Street, Sunnyside, Pretoria 0002 before the closing date and time. Hand-delivered bids must be entered in the register for quotations; failure to do so invalidates the RFQ. Late bids will not be considered. Bids must be submitted on the official forms, with all SBD forms completed, signed and returned. Bidders must not alter the content or sequence of the SBD4 form. The bid must quote on the entire scope of work; failure to do so may result in no award. Bidders must indicate the validity period of their price quotation in days. Returnable documents include: Part A & B (invitation and terms), Annexure A (SBD4), Annexure B (proof of woman ownership), Annexure C (proof of black ownership), Annexure D (EME/QSE B-BBEE affidavit or consolidated certificate), Annexure E (quoted price aligned with scope). Proof of authority to sign (e.g., company resolution) must be submitted. Failure to submit duly completed forms and signed authorisation may invalidate the bid.

Bidders must submit: Annexure A (SBD4 Bidder's Disclosure, completed and signed); Annexure B (proof of woman ownership: shareholding certificate, CIPC registration, certified ID copies, CSD full report); Annexure C (proof of black ownership: same as B); Annexure D (for EME/QSE: valid B-BBEE sworn affidavit valid 12 months, CIPC registration, share certificate; for joint ventures: consolidated B-BBEE certificate from accredited agency); Annexure E (quoted price or financial offer aligned with scope). Proof of authority to sign (e.g., company resolution) must also be submitted.

The 80/20 preferential point system applies: 80 points for price and 20 points for specific goals. Price points are calculated using the formula Ps = 80 (1 - (Pt - Pmin)/Pmin), with the lowest acceptable tender scoring 80. Specific goals: women ownership up to 6 points, black ownership up to 12 points, SMME (EME or QSE) up to 2 points. Points for specific goals are only awarded if sufficient proof is submitted with the RFQ. Evaluation also considers: company experience and technical expertise in multimedia services; demonstrated capacity to deliver nationally; proven experience in public sector and tourism-related work; qualifications and experience of key personnel; cost competitiveness and value for money; proof that the work is the core business of the bidder (virtual links to previous work acceptable). In case of a deadlock, the tenderer with the highest points for specific goals wins; if still tied, the award is decided by drawing of lots.

The Department of Tourism will host the South African Tourism Investment Summit (SATIS) on 30 September and 1 October 2026 in Johannesburg, Gauteng. The appointed service provider must provide multimedia, audio-visual and communication services. Photography: approximately 150 high-resolution event photographs per day (formal, group, candid, briefed); on-site photo editing, grading and captioning; online depository (e.g., Google Drive) for all products; immediate dissemination to officials for social media; transfer of all content to the department's archives. Videography: production of 15 corporate profile videos of new investment projects; editing and updating of 8 videos from 2025 in 3D; filming of event, interviews and project activations; scriptwriting or concept development; 3 short build-up videos (30 seconds each) prior to events; short video production (1-3 minutes) post events and highlights reel; documentary-style footage; closed captions on each video; recording, editing and publishing of a podcast with three guests and a host. Livestreaming and technical services: multi-platform streaming on Facebook, YouTube and X (Twitter); live sound capture and on-site broadcast management. Deliverables: 10 corporate profile videos, 8 updated 3D videos, livestreaming, video coverage with highlights, professional photography, and general communication services including media partnerships. The provider must ensure timely delivery of edited content on a common drive, professional quality and consistency, formats suitable for web, social media and broadcast, an organised archive, and storage/transfer of all raw and edited materials to the department.

The appointed service provider must deliver: photography (approximately 150 high-resolution photos per day, on-site editing, online depository, immediate dissemination, transfer to archives); videography (15 corporate profile videos, editing 8 existing 3D videos, filming, scriptwriting, 3 build-up videos of 30 seconds, short videos of 1-3 minutes, documentary footage, closed captions, podcast with three guests and a host); livestreaming and technical services (multi-platform streaming on Facebook, YouTube, X, live sound capture, on-site broadcast management).

Bidders must demonstrate at least three years of proven experience in multimedia services including photography, videography, livestreaming and content production. They must have demonstrated knowledge and experience working with government or public sector clients. Familiarity with tourism-related communication, events and campaigns is an added advantage. Bidders must have access to a national network of multimedia professionals or partners for cost-effective delivery in all provinces, and the capacity to deliver on short lead times and manage simultaneous events.

The bidder's quoted price or financial offer must be submitted and aligned with the scope of work. The pricing table requires: total price excluding VAT, VAT at 15% (only if registered for VAT), and grand total including VAT.

Bidders must submit a responsive bid by completing all pricing and item information in line with the entire scope of work. The pricing table requires: total price excluding VAT, VAT at 15% (only if registered for VAT), and grand total including VAT. The quoted price must be aligned with the scope of work. No bond or guarantee requirements are stated.

Bidders must be tax compliant and submit a SARS Tax Compliance Status (TCS) PIN or, if registered on the Central Supplier Database (CSD), a CSD number. A printed TCS certificate may also be submitted. For consortia, joint ventures or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must submit a full CSD report (not summarised), preferably drawn prior to the closing date. Bidders must not be persons in the service of the state, nor companies with directors who are. Bidders must complete and submit SBD4 (Bidder's Disclosure). To claim specific goals points: Annexure B (woman ownership) requires shareholding certificate, CIPC registration proof, certified ID copies of the woman/women, and CSD full report; Annexure C (black ownership) requires the same for black person(s); Annexure D (EME/QSE) requires a valid B-BBEE sworn affidavit (valid 12 months) with CIPC registration and share certificate, or for joint ventures a consolidated B-BBEE certificate from an accredited verification agency (joint venture affidavits not accepted). Information on the CSD full report must match identity documents and company registration documents.

The 2010 version of the General Conditions of Contract (GCC) applies and is available on the National Treasury website. The department may negotiate with bidders prior to or post award. Deliveries must be accompanied by a delivery note or invoice referencing the official purchase order number; non-compliant deliveries may be returned at the supplier's expense. Bidders must indicate the planned delivery period in days from order issue. Personal information shared with the department is treated confidentially under POPIA; the department may process and place personal information in the public domain in executing its mandate and accepts no liability for loss or damage arising from information made available.