Tender Summary: Service Provider for Council Photoshoot

Objectives

To procure professional photography services for the newly constituted municipal council, producing high-quality official portraits and group images that comply with municipal branding standards and serve institutional, digital, and publication needs.

Scope of Work

• Conduct on-site photography at the municipality’s premises or another approved venue.
• Capture 66 individual portraits: 64 incoming councillors, the Mayor (photographed in different attires), and two traditional leaders who sit in Council.
• Take one formal group photograph arranged strictly according to municipal protocol.
• Utilise a formal government-style brown photographic background, subject to prior approval by the Communications Unit.
• Ensure consistent lighting, composition, and professional presentation across all images.
• Deliver final edited photographs in high-resolution JPEG and PNG formats, suitable for official publications, reports, presentations, websites, social media, and institutional displays.
• All original high-resolution digital files and final edited images shall remain the exclusive property of the Municipality.
• Liaise with the Communications Unit for proper briefing and submit a sample/mock-up of the proposed backdrop for approval before the photoshoot.
• Indicate a clear delivery timeframe; the photoshoot date and schedule will be communicated by the Municipality.
• Ensure all outputs align with the Municipality’s Corporate Identity and Branding Guidelines and relevant government photographic guidance.

Technical Requirements

• Professional-grade camera equipment and lighting rigs capable of high-resolution digital capture.
• Advanced post-production and image-editing capabilities to deliver print-ready and web-optimised JPEG/PNG files.
• Ability to construct and maintain a formal government-style brown backdrop with controlled, consistent lighting.
• Compliance with municipal branding standards and public sector photographic conventions.
• Submission of a visual mock-up of the proposed backdrop for pre-shoot approval.
• Clear documentation of the project delivery schedule and workflow.

Skills Requirements

• Proven experience in professional corporate, governmental, or official portrait photography.
• Expertise in individual portrait styling, lighting, posing, and multi-attire session management.
• Strong organisational and coordination skills for managing large group photographs according to official protocol.
• Proficiency in industry-standard photo editing software and colour management workflows.
• Effective communication and liaison abilities to coordinate seamlessly with municipal communications personnel.
• Familiarity with public sector branding conventions, ethical photography standards, and official documentation requirements.

Key Terms & Compliance Notes

80/20 Preference Point System: Bid evaluation allocates 80 points for price competitiveness and 20 points for specific socio-economic transformation goals (e.g., ownership or participation by Black persons, women, youth, or persons with disabilities). This is a standard South African preferential procurement framework designed to promote economic inclusion.

Mandatory Compliance Framework: Bidders must submit prescribed Municipal Bidding Documents (MBDs) covering tax compliance, declarations of interest, past supply chain practices, and independent bid determination. Registration on the Central Supplier Database (CSD) is compulsory, and no bidder may have directors currently or recently in the service of the state. Failure to submit these documents results in immediate non-response status.