Objectives

The primary objective of this tender is to appoint a panel of qualified graduation photographers to provide professional photography services for the University of Johannesburg's graduation ceremonies over a three-year period (2026-2028). The service aims to enhance the university's brand image, ensure high-quality graduation photographs, and deliver reliable, efficient, and accessible photographic services across all campuses.

Scope

The scope of work includes:

• Provision of graduation photography services at the Kingsway campus auditorium and foyer areas, as well as designated outdoor campus locations (up to three sites).
• One primary on-site service provider and up to three secondary outdoor photographers.
• Coverage of approximately 70 graduation ceremonies annually, with up to three sessions per day, hosting around 240 graduates per session.
• Services across all four UJ campuses, including Auckland Park and Kingsway.
• Pre-ceremony setup, on-the-day photography, order processing, and post-event delivery of photographs.
• Provision of digital and printed photographs, with options for graduates to purchase various sizes and additional copies.
• Ensuring privacy, quality control, and timely delivery of photographs, including couriering options internationally.

Technical Requirements

The technical specifications for service providers include:

Category 1 - Primary Photographer (On-site)

• Experience in graduation photography at comparable institutions.
• Proximity to the university or availability of similar services at the request of the client.
• Use of professional photographic equipment with studio lighting capable of high-speed flashing.
• Own or access to a laboratory with quality printers for on-site and post-event printing.
• Ability to set up prominent photographic displays at least 3 hours before ceremonies.
• Capacity to operate during scheduled times without disrupting ceremonies.
• Provision of adequate administrative support for order taking and payments.
• Compliance with infrastructure, disaster recovery, and business continuity plans.

Category 2 - Secondary Photographers (Outdoor)

• Experience in graduation photography at similar institutions.
• Use of suitable outdoor photographic equipment, including at least two professional cameras with backups.
• Ability to store digital images securely for up to ten years.
• Provision of high-quality printing capabilities with quality materials.
• Setup of outdoor stations at designated campus locations at least 3 hours before ceremonies.
• Operational times aligned with ceremony schedules, with no photos taken 30 minutes prior to start.
• Support for payment options compliant with university policies (no cash on campus).
• Compliance with infrastructure, privacy, and quality standards.

Skills Requirements

• Proven experience in graduation or similar event photography at tertiary institutions.
• Professional photographic skills with high-quality equipment and lighting.
• Strong administrative and customer service skills for order management and after-sales support.
• Ability to operate efficiently across multiple campuses and large-scale events.
• Capacity to deliver high-resolution digital images and printed photographs within specified timeframes.
• Knowledge of privacy regulations and ability to handle sensitive personal data securely.
• Competence in system-based response submission via the university’s online portal.