RFQ for photography, videography, and 360 photobooth services for the arab priest exhibition opening and heritage day (in_herit festival) – iziko museums of south africa

Closing date and time: 11 September 2026 at 11:00 am. Advert date: 04 September 2026. Event 1 (Arab Priest exhibition opening): 23 September 2026, 17:00–21:00. Event 2 (Heritage Day): 24 September 2026, 10:00–15:00.

Submission emails: [email protected], [email protected], [email protected], [email protected]. Technical enquiries: Nigel Pamlin ([email protected]) and Gouwa Julies ([email protected]). Attention: Wendy Britz. Address: Iziko South African Museum, 25 Queen Victoria Street, Cape Town 8001.

Quotations must be emailed to [email protected], [email protected], [email protected] and [email protected]. The onus is on the bidder to ensure complete email documents are received by Iziko by the closing date and time. Any alterations to the tender document other than filling in the bidder's details and price will automatically disqualify the bidder. Returnable documents: signed RFQ document, SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), CSD report not older than the advert date, tax status verification PIN with tax registration number, detailed pricing structure on company letterhead, and a valid B-BBEE certificate or sworn affidavit. Failure to supply any of these may lead to the quote not being considered.

Quotes / Proposals, and accompanying documentation, must be emailed to SCM: [email protected]; [email protected]; [email protected]; [email protected]. Please return this document with the supporting documents. Please note that any alterations to the tender document other than filling in the tenderer’s details and tender price will automatically disqualify the tenderer.

The 80/20 preference point system applies. Price maximum 80 points, specific goals maximum 20 points. Specific goals based on black ownership: 50% or more black ownership = 20 points, less than 50% = 10 points, 0% = 0 points. Failure to submit proof for specific goals means no points claimed. Iziko may require substantiation of any preference claim. Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified. Failure to disclose all CSD-registered active companies linked to directors will lead to disqualification.

Scope: media production services for the Arab Priest exhibition opening on 23 September 2026 and the in_herit festival (Heritage Day) on 24 September 2026. Services include photography, videography, and 360 photobooth activations at Iziko sites.

Event 1 – Photography (Arab Priest exhibition opening): one experienced photographer to document guests arriving, speeches, guests engaging with artwork, group portraits of VIPs, photographs of artwork and exhibition space. Time: 17:00–21:00. Output: 300dpi edited jpegs via Google Drive or Dropbox, turnaround 3 business days.

Event 2 – Videography (Heritage Day): one videographer for 4K drone exterior footage of ISAM/ISANG/ISL, 4K event videography walking through the three spaces, gimbal-stabilised handheld footage, inclusive of all ages, races and genders. Outputs: one 2–4 minute highlight video in 4K (16:9 and 9:16 aspect ratios) with high energy, drone and handheld footage, upbeat backing track, transitions, text, graphics and Iziko branding; three 90-second site-specific museum visit experience videos (no identifiable individuals). Turnaround 5 business days; opportunity for input before finalisation. Call time 8am–5pm.

Event 2 – Photography (Heritage Day): four photographers with premium equipment (25 megapixels and above) to document events at main sites. Output: 300dpi jpegs via Google Drive, turnaround 2 business days. Call time 8am–5pm.

360 Photobooth activations (24 September 2026): rental and resourcing of 2x 360 photobooths (one at Iziko South African Museum, one at Iziko South African National Gallery) and 1x roaming mobile photobooth at Iziko South African Museum. Time 10:00–15:00, set-up before 10:00, strike after 15:00. Includes event day onsite coordination, unlimited instant jumbo prints, social media sharing, customised branded prints, professional assistant, digital copies of all photos, installation and dismantling.

Sites: Iziko South African Museum (25 Queen Victoria Street, Gardens, Cape Town 8001), Iziko South African National Gallery (Government Lane, Cape Town 8001), Iziko Slave Lodge (Corner Adderley Street and Wale Street, Cape Town 8000).

For the 360 photobooth activations, the service provider must liaise with Iziko project staff to source, appoint and manage the activations implementation administration. This includes event day onsite coordination, oversight and management implementation, unlimited instant jumbo photo prints, social media sharing enabled, customised branded prints (design work), professional photo booth assistant, digital copies of all event photos, and installation and dismantling of equipment.

An experienced photographer is required for the exhibition launch event. For Heritage Day, four photographers with premium equipment (25 megapixels and above) are required.

Pricing must be a fixed, all-inclusive lump sum for the complete assignment, including all disbursements and applicable costs. The total including VAT will be used for price evaluation. Quotations must be valid for 60 days from the closing date. The pricing schedule table lists: Event Photographer (exhibition launch) – 1; Photography Outputs; Videographer – 1; Videography Outputs; Photographers – 4; 360 Photobooth activations – 2. Total Cost (Excl. VAT), VAT (15%), Total Cost (Incl. VAT). Only amounts captured on the table will be considered. No variation after award.

Bidders must quote a fixed, all-inclusive lump sum for the complete assignment, including all disbursements and applicable costs. The total including VAT will be used for price evaluation. Quotations must be valid for 60 days from the closing date. Pricing schedule items: Event Photographer (exhibition launch) – 1; Photography Outputs; Videographer – 1; Videography Outputs; Photographers – 4; 360 Photobooth activations – 2. Total Cost (Excl. VAT), VAT (15%), Total Cost (Incl. VAT). Only amounts captured on the pricing table will be considered. Iziko may withhold payment for a deliverable until it is submitted and accepted as complete by the project manager. No variation is allowed after award.

CSD registration: supplier must be registered on the Central Supplier Database; CSD report must not be older than the advert date and must show supplier number and company details. Tax status: supplier must have a compliant tax status; provide Tax Status Verification PIN together with tax registration number. B-BBEE: valid B-BBEE certificate or sworn affidavit required to determine status level. SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be completed and signed. Failure to provide any administrative document may lead to disqualification.

The proposal and appended documentation together form the basis for an agreement to be negotiated and concluded in a formal contract between Iziko and the preferred service provider. A mere offer and acceptance does not constitute a formal contract. Iziko may withhold payment until a deliverable is submitted and accepted as complete by the project manager.

Quotations not submitted on the official documentation, or delivered/sent after the closing date and time, or from a supplier not registered on the CSD, or with a non-compliant tax status, may be disqualified. Email documents must be received by Iziko by the due date and time. Any alterations to the tender document other than filling in the bidder's details and price will automatically disqualify the bidder.