Objectives

The Department of Tourism seeks to engage a media partner to deliver comprehensive multimedia coverage for the Coastal & Inland Waterways Tourism Investment Summit. The primary objective is to capture, broadcast, and distribute high-quality event content to enhance public engagement, drive media visibility, and support national tourism investment promotion.

Scope of Work

The contract covers multimedia production services for an event scheduled for 09 September 2026 at the Gariep Forever Resort, Gariep Dam, Free State Province. The required deliverables are:

• One live stream of the opening ceremony, executed according to the official event programme.
• Three professionally filmed and edited social media interview clips.

Technical Requirements

• Professional-grade broadcasting equipment capable of reliable live streaming in outdoor/event settings.
• High-definition video recording, audio capture, and post-production editing capabilities optimized for social media distribution.
• Strict adherence to government procurement documentation standards, including completed Standard Bidding Documents (SBD), Tax Compliance Status verification, Central Supplier Database registration, and Broad-Based Black Economic Empowerment (B-BBEE) proof.
• Compliance with rigid submission protocols: physical delivery only, mandatory completion of the RFQ register, and prohibition of altered or incomplete bid forms.

Skills Requirements

• Proven expertise in live event broadcasting, professional videography, and digital content creation.
• Advanced proficiency in video editing, color grading, audio mixing, and platform-specific social media formatting.
• Strong project management and on-site coordination skills to operate within tight event schedules and technical constraints.
• Familiarity with South African public sector procurement frameworks, compliance verification, and reporting standards.

Key Terms & Compliance Notes

80/20 Preference Point System: Evaluations allocate 80 points to price and 20 points to transformation goals. Specific goal points are awarded based on verified equity ownership: women (maximum 6 points), historically disadvantaged black individuals (maximum 12 points), and SMME status (maximum 2 points). Points are calculated using statutory pro-rata formulas and require supporting evidence such as share certificates, certified identity documents, and full Central Supplier Database reports.

B-BBEE & Ownership Definitions: An Exempted Micro Enterprise (EME) has annual revenue of R10 million or less, while a Qualifying Small Enterprise (QSE) falls between R10 million and R50 million. Both must submit valid sworn affidavits. Joint ventures require consolidated B-BBEE certificates issued by accredited agencies; standalone joint venture affidavits are explicitly rejected.

Submission & Evaluation Rules: Bids must be physically deposited by the closing deadline. Failure to quote on the entire scope, incomplete registers, or late submissions result in automatic disqualification. The department reserves the right to negotiate prior to or following award. Tie-breakers prioritize higher specific-goal scores, with random lot drawing used if all metrics remain identical.

Data Protection: All submitted personal information will be processed in compliance with national privacy legislation. The procuring entity accepts no liability for losses arising from data handling or processing errors.