Tender Summary: Production Mapping and Delivery

Objectives

The primary objective is to engage a qualified service provider for end-to-end multimedia production, live broadcasting, and digital content management for the Buffalo City Metropolitan Municipality. The contract aims to deliver high-quality coverage of municipal events, produce archival and promotional materials, and ensure reliable multi-platform distribution to support public engagement, internal communications, and official reporting.

Scope of Work

• Live Streaming: Six-hour continuous broadcast simultaneously distributed to YouTube, Facebook, and the BCMM website.
• Outside Broadcast (OB): Provision of a fully equipped OB van with a centralised command centre for 60 minutes.
• Content Production: Scripting, filming, editing, and post-production for documentaries, highlight reels, and promotional content aligned with municipal identity guidelines.
• Aerial & Visual Infrastructure: Licensed drone operations and deployment of two viewing screens for event coverage.
• Presentation & Commentary: Assignment of two international sports presenters and three national or local sports presenters.
• Digital Archiving & Platform Management: Secure storage, metadata tagging, and platform provisioning for long-term archival and internal use.

Technical Requirements

• Professional-grade broadcast cameras, audio recording gear, and transmission equipment.
• Fully operational OB van integrated with a centralised command centre.
• Redundant multi-platform streaming infrastructure capable of high-definition, low-latency transmission.
• Digital archiving systems compliant with industry metadata standards (PBCore/Dublin Core).
• Licensed drone capability with full aviation safety compliance.
• Access to studio facilities for film and audio production, with documented proof of equipment ownership or control.
• Comprehensive methodology outlining production workflow, archiving protocols, documentation standards, and event coverage strategy.

Skills & Personnel Requirements

Bidders must deploy a fully qualified, multidisciplinary crew. Verifiable credentials and qualification certificates must be submitted for each role:

• Producer/Director
• Film Production Specialists
• Camera Operators
• Video Editors
• Certified Sound Engineer
• Communications Specialist
• Licensed Drone Pilot holding a SACAA Remote Pilot Licence (RPL)
• Digital Archivist

Technical evaluation is weighted at 100 points (Experience: 25%, Technical Capacity: 40%, Human Resources: 15%, Methodology: 10%, References: 10%). A minimum score of 70% is required to advance to financial evaluation.

Key Terms & Compliance Notes

Unusual/Complicated Terms Explained:

• OB Van (Outside Broadcast): A mobile television studio vehicle containing video switchers, audio mixers, monitoring systems, and uplink transmitters for live remote broadcasting.
• PBCore/Dublin Core: Standardised metadata frameworks used to describe, catalogue, and preserve audiovisual assets, ensuring interoperability and long-term searchability.
• SACAA RPL: A commercial drone pilot licence issued by the South African Civil Aviation Authority, mandating compliance with airspace regulations, safety protocols, and operational limits.

Procurement Conditions: Evaluation utilises an 80/20 preference points system (80% price, 20% specific goals including BBBEE status and locality promotion). Bidders must be registered on the Central Supplier Database (CSD) and the BCMM Supplier Database, maintain valid tax clearance, and commence work solely upon receipt of an official Purchase Order. Submissions must be filed electronically via the designated vendor portal before the closing deadline; late or incomplete bids will be rejected.