Objectives

The primary objective of this tender is to appoint a qualified and experienced audio-visual (AV) service provider to support the Service Delivery Imbizo Launch scheduled for 4 May 2026. The service provider will be responsible for providing AV infrastructure, live streaming, event coverage, and related deliverables to facilitate community engagement and showcase service delivery achievements across six zones within the City of Mbombela.

Scope

The scope of work includes:

• Provision of all necessary AV infrastructure such as video switchers, signal converters, cabling, distribution systems, and backup power solutions.
• High-quality live streaming from Matsulu to venues in Pienaar, KaNyamazane, Nsikazi, Hazyview, and Mbombela, ensuring minimal latency, stable internet, and redundancy.
• Capture of full event coverage at all venues, including video recording, professional photography, and drone footage (if permitted).
• Production of five photo albums, five edited videos, and a highlight video showcasing service delivery achievements and community impact.
• Deployment of qualified personnel to perform connectivity testing, synchronization, streaming trials, and event management.
• Delivery of all equipment, personnel, and logistical support as per the bill of quantities and schedule.

Technical Requirements

The technical specifications include:

• Provision of 70” LCD screens (2 per venue across 5 venues).
• AV setup comprising switchers, cabling, converters, and distribution systems.
• Multi-site live streaming with Facebook integration, ensuring minimal delay and high stability.
• Reliable internet connectivity with primary and backup options at each venue.
• Video recording with multi-camera setups, professional photography, and drone footage (subject to regulations).
• Development of a highlight video and final edited videos on USB/memory sticks.
• Testing, synchronization, and trial runs before the event.

Skills Requirements

The bidder must demonstrate:

• Proven experience in AV infrastructure setup, live streaming, and event coverage for large-scale public events.
• Qualified AV technicians, sound engineers, and streaming specialists with relevant certifications and experience.
• Ability to deploy and operate drone equipment in compliance with aviation regulations (if applicable).
• Strong project management and logistical skills to ensure timely delivery and setup.
• Technical capability to perform connectivity testing, synchronization, and troubleshooting during the event.
• Experience in producing professional photography, video editing, and multimedia content for public sector events.