Enquiry No: MMS-14
Date of Advertisement: 13/11/13
QUOTATION CONTRACT
REQUEST FOR QUOTATIONS FOR PHOTOGRAPHY & VIDEOGRAPHY
SERVICES FOR A 12 MONTHS CONTRACT
ENQUIRY: MMS – 14
QUOTATIONS ARE TO BE SUBMITTED AT MOSES MABHIDA STADIUM OFFICES RECEPTION IN A SEALED ENVELOPE
44 Isaiah Ntshangase Rd,
Durban
4001
Tender documents will be picked up from Sinenhlahla Mtshali at the Stadium Offices
– Moses Mabhida Stadium. All queries relating to this tender should be submitted in
writing to: [email protected]
FOR OFFICIAL USE ONLY
Tenderer Name :
Price (excl)
VAT
CIDB Registered -
Y N
VAT Registered -
Y N
Price (incl)
Submitted
Corrected
Compulsory Meeting
Compulsory briefing will be required on the 18th of November 2013 at Stadium
Offices – Boardroom, T10H00
Closing Date
The closing date and time for submitting the tender documents is 23
November 2013 at 11h00, late submission will not be accepted.
Page 1 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
DOCUMENTS PERTAINING TO THIS QUOTATION DOCUMENT
A)
This Quotation Document
No. Description
Page Numbers
1.
Quotation Form
Page 3
2.
Annexure A :Schedule of Previous Work
Page 4
3.
Annexure B :Compulsory Attendance Form
Page 5
4.
Annexure C :Declaration of Municipal fees
Page 6
5.
Annexure D : Declaration of Interest
Page 7
6.
7.
Annexure E : Supplier Database Accreditation Application Page 8
forms
Conditions of Quotation and Contract
Page 11
8.
Project Scope and Deliverables
NB
B)
Documents marked with a
Page 15
are to be completed by the tenderer.
Other Documentation Pertaining to this Quotation : Available on Request
Application for Registration on the Moses Mabhida Stadium Procurement Branch
Procurement Directory (Supplier / Contractor / Service Provider)
Targeted Procurement Policy (July 2003)
Procurement Branch
Code of Conduct
Procurement Branch
Page 2 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
OFFICIAL TENDER FORM
In response to your Enquiry MMS - 14 dated……………………..I/we hereby offer to supply
the services detailed hereunder in accordance with the Technical Specification, and
subject to the Council’s General Conditions of Contract and Special Conditions of Contract
which accompanied your Enquiry (with which I/we acknowledge myself/ourselves to be
fully acquainted) at price/s stated in the appropriate column below: -
Price Excluding Vat
per month
Vat per month
Price including
vat per month
Total Price per annum –
Including VAT
R_______________
R____________
R_____________
R________________
Tenderer’s Value Added Tax Registration
Number
I/We hereby agree that this tender will hold good and remain open for acceptance until
16:00 on the sixteenth week following the day on which the tenders are opened. I/We
hereby agree that this tender, together with the Council’s Letter of Acceptance thereof, will
constitute a binding contract which will take effect from the business day following the date
of dispatch of the letter of acceptance.
NAME AND ADDRESS OF
FIRM:
NAME OF SIGNATORY (in block letters):
CAPACITY OF SIGNATORY:
TELEPHONE NUMBER:
FAX NUMBEER:
SIGNATURE:
DATE:
Page 3 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
ANNEXURE A - SCHEDULE OF PREVIOUS WORK
(Satisfactorily carried out by the Tendering Firm as described in the Quotation
Form)
Tenderers shall insert in the spaces provided below and submit with the following
statement listing work of a similar nature to that required in this contract, which they have
successfully carried out. Failure to complete this statement may prejudice the award of
the tender.
For Whom Done
and Contact Name
Note :
Nature of Work
Value of
Work
Year
Completed
It should be made very clear for each project/experience if the Tenderer
was working as either a subcontractor or principal contractor.
The scoring of the Tenderer’s experience will be as follows:
No Response
(score 0)
Poor
(score 20)
Satisfactory
(score 30)
Good
(score 45)
Very good
(score 60)
Tenderer has limited experience
Tenderer has relevant experience for a project of this nature but has
not dealt with the critical issues specific to the assignment.
Tenderer has extensive experience in relation to the project and has
worked previously under similar conditions and circumstances.
Tenderer has outstanding experience in projects of a similar nature.
The undersigned, who warrants that he/she is duly authorised to do so on behalf of the
enterprise, confirms that the contents of this schedule are within his/her personal
knowledge and are to the best of his/her belief both true and correct.
Name:
(Block Capitals)
Signature:
Date:
(of person authorised to sign on behalf of the Tenderer)
Page 4 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
ANNEXURE B - ATTENDANCE OF COMPULSORY BRIEFING SESSION
This is to certify that
(Tenderer) ..............................................................................................................................
was represented by the person(s) named below at the compulsory meeting / collection
tender documents at Mosese Mabhida Stadium on 18 November 2013, T10h00.
I/We acknowledge that the purpose of the meeting was to acquaint myself/ourselves with
the site of the works and/or matters incidental to doing the work specified in the tender
documents in order for me/us to take account of everything necessary when compiling our
rates and prices included in the tender.
Particulars of person(s) attending the meeting:
Name :
................................................
Name : ......................................................
Signature :................................................
Signature : ...................................................
Capacity : ................................................
Capacity : .....................................................
Attendance of the above person(s) at the meeting is confirmed by the Employer's
representative,
namely :
Name :
..........................................................................................................................
Signature :
..........................................................................................................................
Capacity :
..........................................................................................................................
Date :
..........................................................................................................................
Time :
..........................................................................................................................
Page 5 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
ANNEXURE C - DECLARATION OF MUNICIPAL FEES
I / We do hereby declare that the Municipal fees of the company ......................................... ,
are, as at the date of the tender closing, fully paid up, or arrangements have been
concluded with the Municipality to pay the said fees :
Account
Account Number
Electricity
Water
Rates
JSB Levies
* : to be completed by Tenderer.
I / We acknowledge that should it be found that Municipal fees are not up to date, the
Council may take such remedial action as is required, including termination of contract,
and any income due to the Contractor shall be utilised to offset any monies due to the
Council.
Name:
(Block Capitals)
Signature:
Date:
(of person authorised to sign on behalf of the Tenderer)
Page 6 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
ANNEXURE D – DECLARATION OF INTEREST
1.
2.
Any legal person, including persons employed by the principal, or person having a
kinship with persons employed by the principal, including blood relationship, may
make an offer or offers in terms of this invitation to bid. In view of possible
allegations of favouritism, should the resulting bid, or part thereof, be awarded to
persons employed by the principal, or to persons connected with or related to them, it
is required that the bidder or his/her authorised representative declare his/her
position in relation to the evaluating/adjudicating authority and/or take an oath
declaring his/her interest, where ●
the bidder is employed by the principal; and/or
●
the legal person on whose behalf the bidding document is signed, has a
relationship with persons / a person who are/is involved in the evaluation and or
adjudication of the bid(s), or where it is known that such a relationship exists
between the person or persons for or on whose behalf the declarant acts and
persons who are involved with the evaluation and or adjudication of the bid.
In order to give effect to the above, the following questionnaire must be completed
and submitted with the bid.
2.1 Are you or any person connected with the bidder, employed by the principal?...(Yes /
No)
2.1.1 If so, state particulars ...................................................................................................
......................................................................................................................................
......................................................................................................................................
2.2 Do you, or any person connected with the bidder, have any relationship ...... (Yes / No)
(family, friend, other) with a person employed by the principal and who may be
involved with the evaluation and or adjudication of this bid?
2.2.1 If so, state particulars ...................................................................................................
......................................................................................................................................
......................................................................................................................................
2.3 Are you, or any person connected with the bidder, aware of any relationship (family,
friend, other) between the bidder and any person employed by the principal who may
be involved with the evaluation and or adjudication of this bid?
2.3.1 If so, state particulars ...................................................................................................
......................................................................................................................................
......................................................................................................................................
I, THE UNDERSIGNED ........................................................................................... (NAME)
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.3.1
ABOVE IS CORRECT. I ACCEPT THAT THE PRINCIPAL MAY ACT AGAINST ME
SHOULD THIS DECLARATION PROVE TO BE FALSE.
SIGNATURE : ......................................DATE: .....................................................................
Page 7 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
(of person authorised to sign on behalf of the Tenderer)
ANNEXURE E - SUPPLIER DATABASE ACCREDITATION APPLICATION FORMS
COMPULSORY ENTERPRISE QUESTIONNAIRE
The following particulars must be furnished. In the case of a joint venture, separate
enterprise questionnaires in respect of each partner must be completed and submitted.
Section 1:
Name of enterprise:
...................................................................
Section 2:
VAT registration number, if any
...................................................................
Section 3:
CIDB registration number, if any: ...................................................................
Section 4:
Particulars of sole proprietors and partners in partnerships
Name*
Identity number*
Personal income tax
number*
(*) Complete only if company has a sole proprietor or comprises of a partnership. Attach
separate page if there are more than 3 partners
Section 5:
Particulars of companies and close corporations
Company registration number: .............................................................
Close corporation number:
..............................................................
Tax reference number:
..............................................................
Section 6: Record in the service of the state
Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a
partnership or director, manager, principal shareholder or stakeholder in a company or
close corporation is currently or has been within the last 12 months in the service of any of
the following:
a member of any municipal council
a member of any provincial
legislature
a member of the National Assembly
an employee of any provincial
department, national or provincial
public entity or constitutional
institution within the meaning of the
Public Finance Management Act,
Page 8 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
or the National Council of Province
1999 (Act 1 of 1999)
a member of the board of directors of
any municipal entity
a member of an accounting
authority of any national or
provincial public entity
an employee of Parliament or a
provincial legislature
an official of any municipality or
municipal entity
If any of the above boxes are marked, disclose the following:
Name of sole proprietor,
partner, director, manager,
principal shareholder or
stakeholder
Name of institution, public
office, board or organ of state
and position held
Status of service
(tick appropriate
column)
Current
Within last
12 months
*insert separate page if necessary
Section 7: Record of spouses, children and parents in the service of the state
Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a
sole proprietor, partner in a partnership or director, manager, principal shareholder or
stakeholder in a company or close corporation is currently or has been within the last 12
months been in the service of any of the following:
a member of any municipal council
a member of any provincial
legislature
a member of the National Assembly
or the National Council of Province
a member of the board of directors
of any municipal entity
an official of any municipality or
municipal entity
an employee of any provincial
department, national or provincial
public entity or constitutional
institution within the meaning of the
Public Finance Management Act,
1999 (Act 1 of 1999)
a member of an accounting
authority of any national or
provincial public entity
an employee of Parliament or a
provincial legislature
Page 9 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
If any of the above boxes are marked, disclose the following:
Name of spouse, child or
parent
Name of institution, public
office, board or organ of state
and position held
Status of service
(tick appropriate
column)
Current Within last
12 months
*insert separate page if necessary
The undersigned, who warrants that he / she is duly authorized to do so on behalf of the
enterprise:
i)
Authorizes the Employer to obtain a tax clearance certificate from the South African
Revenue Services that my / our tax matters are in order;
ii)
Confirms that neither the name of the enterprise or the name of any partner,
manager, director or other person, who wholly or partly exercises, or may exercise,
control over the enterprise appears on the Register of Tender Defaulters established
in terms of the Prevention and Combating of Corrupt Activities Act of 2004;
iii)
Confirms that no partner, member, director or other person, who wholly or partly
exercises, or may exercise, control over the enterprise has within the last five years
been convicted of fraud or corruption;
iv)
Confirms that I/we are not associated, linked or involved with any other tendering
entities submitting tender offers and have no other relationship with any of the
Tenderers or those responsible for compiling the scope of work that could cause or
be interpreted as a conflict of interest; and
iv)
Confirms that the contents of this questionnaire are within my personal knowledge
and are to the best of my belief both true and correct.
Name:
(Block Capitals)
Signature:
Date:
(of person authorised to sign on behalf of the Tenderer)
Page 10 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
CONDITIONS OF QUOTATION AND CONTRACT
CoQ.1
QUOTATIONS
Quotations are required for the whole of the work embraced by the documents.
Quotations must hold good for a period of 4 weeks from the date of tender
closing. Withdrawal during this period may only be authorised by the Stadium
Manager.
This Quotation will be adjudicated in terms of the ‘Targeted Procurement Policy
- July 2003’ for contracts under R 200,000.00. The Tenderers attention is
drawn to the ‘Code of Conduct - Applicable to the Procurement of Goods,
Services, Engineering and Construction Works’ and the ‘Participation and
Conditions Pertaining to Targeted Procurement’ included in the quotation
documentation.
Note:
CoQ.2
The lowest or any quotation will not necessarily be accepted.
ELIGIBILITY
A Tenderer will not be eligible to submit a tender if :
(a)
the Contractor submitting the tender is under restrictions or has principals
who are under restriction to participate in the Employer/s procurement due
to corrupt of fraudulent practices;
(b)
the Tenderer does not have the legal capacity to enter into the contract;
(c)
the Contractor submitting the tender is insolvent, in receivership, bankrupt
or being wound up, has his affairs administered by a court or a judicial
officer, has suspended his business activities, or is subject to legal
proceedings in respect of the foregoing;
(d)
the Tenderer does not comply with the legal requirements stated in the
Employers procurement policy;
(e)
the Tenderer cannot demonstrate that he possesses the necessary
professional and technical qualifications and competent, financial
resources, equipment and other physical facilities, managerial capability,
personnel, experience and reputation to perform the contract;
Page 11 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
CoQ.3
(f)
the Tenderer cannot provide proof that he is in good standing with respect
to duties, taxes, levies and contributions required in terms of legislation
applicable to the work in the contract;
(g)
the Tenderer fails to attend the compulsory briefing session;
(h)
the Tenderer fails to have ‘Annexure B - Attendance of Compulsory Site
Inspection’ signed by the Procurement Manager, or his/her representative.
TENDERERS' CONDITIONS OF CONTRACT
Every Tenderer shall be deemed to have waived, renounced and abandoned
any condition printed or written upon any stationery used by him for the purpose
of, or in connection with, the submission of his tender which is in conflict with the
letter of this contract.
CoQ.4
QUOTATION FORMS
Quotations will be liable to rejection unless submitted on the attached Quotation
Form, and Bill of Quantities where applicable, all of which must be duly
completed, signed, and delivered by the date and time, to the location, as stated
on the Quotation Form. Failure to complete and return Annexures and the Bill of
Quantities with the Quotation Form will be considered a material divergence
from the Conditions of Quotation and may render the tender invalid.
CoQ.5
COMPLETION OF QUOTATION
The Tenderer is to complete and sign the Quotation Form. Pencil or erasable ink
is not to be used. No erasure, or any scratching out, relating to the completion
of the Quotation Form shall be made. Any corrections or alterations shall be
made by ruling out incorrect words or figures and inserting the correct words or
figures above, with the Tenderers initials affixed thereto. Failure to comply with
these conditions will invalidate the Quotation.
The Total Tender Sum, as per the Quotation Form, shall be deemed to be
correct. The Employer shall check the Tender Offers for arithmetical errors,
correcting them in the following manner:a)
Where there is a discrepancy between the amounts in figures and in
words, the amount in words shall govern.
Page 12 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
b)
c)
CoQ.6
If a Bill of Quantities applies and there is an error in the line item total
resulting from the product of the unit rate and the quantity, the line item
total shall govern and the rate shall be corrected. Where there is an
obviously gross misplacement of the decimal point in the unit rate, the
line item total as quoted shall govern, and the unit rate shall be corrected.
Where there is an error in the total of the prices, either as a result of other
corrections required by this checking process or in the Tenderer/s
addition of prices, the total of the prices shall govern and the Tenderer
will be asked to revise selected item prices (and their rates if a Bill of
Quantities applies) to achieve the tendered total of the prices.
VALIDITY OF DECLARATION AFFIDAVITS FOR TARGETED ENTERPRISES
Should a Tenderer claim HDI status, whether incorrectly and/ or fraudulently on
any tender, such Tenderer shall immediately be disqualified from tendering.
Should a tender be found to be fraudulent, the Tenderer shall be disqualified
from all future tenders for a minimum period of 24 months, or as otherwise
decided by the eThekwini Municipality.
Where the Contractor was awarded tender adjudication points in respect of
enterprise parameters and the information given in the Tender Declaration
Affidavit is found to be false, the Contractor shall pay the Employer penalties in
an amount equal to one and half times (1,5) the number of points claimed and
awarded under false pretences, expressed as a percentage of the contract
amount exclusive of V A T, all allowances for contingencies, provisional sums
and escalation, at the time of the award of the Contract. In addition the
Tenderer will be liable to prosecution and disqualification from future Moses
Mabhida Stadium tenders.
It is primarily the responsibility of the Tenderer to understand the relevant
criteria, definitions and interpretations that are necessary to comply in claiming
such status. It is the responsibility of the Tenderer to notify the Procurement
Department of any changes i.e. ownership, SMME status, location etc. which
are necessary to comply in claiming HDI status. It should be noted that the final
decision to accredit any business for preference point award rests with the
Procurement Department.
CoQ.7
DISCREPANCY IN DOCUMENTS
In the case of any accidental discrepancy or doubt as to the meaning or
intention of any part of the document(s) connected with this Quotation, reference
Page 13 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
must always be made to the Procurement Manager it for explanation and the
Contractor will be held responsible for any errors that may arise from neglect of
this precaution.
CoQ.8
ABILITY TO PERFORM
Tenderers shall satisfy the Employer of their ability to perform the works covered
by the Contract within the time and shall furnish details on Annexure A of similar
contracts, which they have satisfactorily executed in the past.
CoQ.9
VALUE ADDED TAX (VAT)
Tenderers shall indicate on the Quotation Form whether or not they are
registered VAT vendors and, if so, they shall indicate their VAT Registration
Number.
Registered VAT vendors
: All rates and totals in the Bill Of Quantities
shall be exclusive of VAT.
Non-Registered VAT vendors : All rates and totals in the Bill Of Quantities
shall be inclusive of VAT.
The Tenderer is to note that VAT is itemised separately on the Quotation Form
and must be included in the Total Tender Price if the Contractor is a registered
vendor.
CoQ.10
COMMENCEMENT OF WORK AND TIME FOR COMPLETION
Unless otherwise required the Contractor should be prepared to commence
work immediately after receipt of an official order to proceed. The work shall be
completed within the timeframe specified on the Quotation Form.
CoQ.11
QUALITY OF MATERIALS AND WORKMANSHIP
The materials and workmanship shall be to the standard required by this
Department and executed to the satisfaction of the Stadium Manager or his/her
representative. The Stadium Manager reserves the right to request a bench
mark sample for approval against which quality of the final product will be
assessed. The Contractor will be liable for the cost of such samples.
Page 14 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
CoQ.12
COMPETENT EMPLOYEES
The Contractor shall employ, for the execution of the works, only such persons
as are competent and efficient in their several trades and callings.
CoQ.13
CONTRACTOR'S REPRESENTATIVE
At all times during the execution of the work a competent and responsible
employee of the Contractor shall be the point of contact for the Employer, and
any instructions given to such employee by the Employer’s Representative shall
be deemed to have been given to the Contractor.
The Contractor’s
representative must have a cellular phone on which he/she can be contacted at
all reasonable hours.
CoQ.14
MATERIALS, EQUIPMENT AND LABOUR
The Contractor shall supply all materials, equipment and labour, etc, necessary
for the due completion of the work.
CoQ.15
SUBCONTRACTING OF CONTRACT
The following will apply:(1) The Contractor shall not subcontract the whole of the Contract.
(2)
Except where otherwise provided by the Contract, the Contractor shall not
subcontract any part of the Contract without the prior written consent of
the Employer, which consent shall not be unreasonably withheld.
(3)
The Employer’s consent in respect of a particular Subcontractor may be
withdrawn at any time on reasonable grounds being given in writing to the
Contractor by the Employer, in which event the Contractor shall forthwith
terminate the employment of that Subcontractor.
(4)
Any such consent shall not relieve the Contractor from any liability or
obligation under the Contract and he/she shall be liable for acts, defaults
and neglects of any Subcontractor, his agents or employees as fully as if
they were the acts, defaults or neglects of the Contractor, his agents or
employees.
Page 15 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
CoQ.16
PAYMENT
The Stadium Manager has the sole discretion to determine whether or not an
interim payment should be made.
On completion of the work to the entire satisfaction of the Stadium Manager or
his/her representative and on receipt of an invoice from the Contractor,
addressed to the Stadium Manager, the full contract amount, or balance owing
in the case of an interim payment, will be paid.
NOTE:
(1)
(2)
(3)
(4)
(5)
CoQ.17
the invoice is to include the heading and the number of the
Service Order;
is to be made payable to the firm or individual whose name
appears on the Quotation Form;
is to contain the Contractor's name, address, VAT registration
number; and
a statement that the amount includes VAT, and the rate at
which VAT is charged.
the invoice shall include the Moses Mabhida Stadium VAT
registration number which is 4 880 193 505.
LIQUIDATED DAMAGES FOR DELAYS
Time is of the essence in this contract. If the Contractor fails to proceed with
and complete the works in the period stated on the Quotation Form Liquidated
damages to the value of R 1000.00 per day will be charged for each and every
day that the work is incomplete after its due date of completion.
The imposition of such penalty shall not relieve the Contractor from his
obligation to complete the works or from any other obligations and liabilities
under the contract.
CoQ.18
TERMINATION OF CONTRACT
If, in the opinion of the Stadium Manager of Moses Mabhida Stadium, the
Contractor:1. is not executing the contract in accordance with the true intent and
meaning thereof;
2. is refusing or delaying to execute the contract; or
Page 16 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
3. is not carrying out the contract at such rate of progress as to ensure
completion within the period specified;
or in the event of any other failure or default by the Contractor, the
Stadium Manager give notice in writing to the Contractor to make good the
failure or default. Should the Contractor fail to comply with the notice
within the period specified therein, then and in such case the Stadium
Manager shall, without prejudice to any of the Moses Mabhida Stadium’s
rights under the Contract, be at liberty forthwith to perform such service as
the Contractor may have neglected to do, or to take the contract, wholly or
in part, out of the Contractor’s hands and order from, or contract with, any
other person.
The Contractor shall be responsible for any loss the Moses Mabhida
Stadium may sustain by reason of the action taken in terms of this clause.
CoQ.19
EVALUATION OF TENDERS
The evaluation of the bids will be conducted in the following two stages:
Firstly, the assessment of functionality will be done in terms of the evaluation
criteria
The quality evaluation criteria will be based on the following table:
Quality Evaluation
No.
Criteria
1
Previous Work Experience (Annexure A)
2
Methodology (Poor 10, Satisfactory 30, Good 40)
Total
Score
Maximum
Points
60
40
100
A bid will be disqualified if it fails to meet the minimum threshold for
functionality. The score for quality is calculated out of a maximum of 100 points
in accordance with Annexure A, Tenders scoring less than 70 points for quality
will be non responsive and will receive no further consideration.
Thereafter, the qualifying bids are evaluated in terms of the 80/20 preference
points systems, where the 80 points will be used for price only and the 20
points to be used for HDI ownership.
Page 17 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
SCOPE OF WORK
The Moses Mabhida Stadium requests suitable suppliers to tender for Photography &
Vidoegraphy Services. The quotation should be based on the following specification
Background
The Moses Mabhida Stadium would like to commission professional photography and
videography services for the stadium, its various venues and facilities to add to its portfolio
of marketing images and film used in print advertising, brochures and online (website and
social media)
The purpose of this tender is to source a service provider who will capture high-quality,
digital images and footage of the Moses Mabhida Stadium and events hosted at the
stadium from 1 December 2013 to 30 November 2014. These events will take place over
a number of months and the successful service provider will be required to attend these
events on the stipulated dates.
The Moses Mabhida Stadium invites suitably qualified and experienced organisations to
submit priced proposals / quotations including capturing the images, editing and delivery to
client.
Specifications
The detailed specifications for photography are as follows:








The service provider is to provide the Moses Mabhida Stadium all images in
electronic format in high-resolution (10mb), medium resolution (5mb) and low res
web (1MB) versions.
The Moses Mabhida Stadium requires images of the stadium’s venues and
facilities, while venues are vacant and when live events are taking place.
The Moses Mabhida Stadium requires a set of aerial photographs showing the
stadium in relation to other landmarks in the city as well as on a major football
fixture event day. All costs associated with the capturing of the aerial images (e.g.
helicopter rental costs) are to be included in the quotation.
The collection of photographs should include images in both portrait and landscape
orientations.
The appointed service provider will provide the Moses Mabhida Stadium fully
indexed disks of the electronic images subsequent to each photographic shoot, as
well as a visual overview of thumbnail images.
The appointed service provider must keep their own archive of all images provided
to the Moses Mabhida Stadium.
The Moses Mabhida Stadium reserves the rights to all images and will use the
images at its own discretion.
We need 5 to 10 images before and during the event (via iphone), 20 images
immediately after the event and delivery of the remainder within 24 hours to MMS
management office on DVD or USB.
Page 18 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
The stadium hosts 20 to 30 events per year and will provide dates as far in advance
as possible. Some however will come up at short notice and will need to be covered.
There will also be ad hoc additions as required. Below is a list of confirmed dates
and durations.
No
1
2
3
4
5
6
7
Date
7 December 2013
14 December 2013
31 December 2013
23 January 2014
2 February 2014
19 February 2014
7 March 2014
Event Name
Blestival gospel concert
I Heart Market
Fact Durban Rocks
AmaZulu vs. Orlando Pirates
AmaZulu vs. Ajax CT
Nitro Circus Live
AmaZulu vs. Mamelodi
Sundowns
5 April 2014
AmaZulu vs. Free State Stars
19 April 2014
AmaZulu vs. University of
Pretoria
26 April 2014
AmaZulu vs. Golden Arrows
10 May 2014
Golden Arrows vs. Orlando
Pirates
14 June 2014
Top Gear Festival
15 June 2014
Top Gear Festival
29 June 2014
Spars Ladies Race
7 September 2014
ECR Durban Day
12 October 2014
AmaShova Cycle Race
Dates to be advised Function and conference
venues
Dates to be advised Other major events
Dates to be advised Aerial Photo shoot
8
9
10
11
12
13
14
15
16
18
19
20
Event Duration
8 hours
4 hours
5 hours
4 hours
4 hours
6 hours
4 hours
4 hours
4 hours
4 hours
4 hours
12 hours
12 hours
5 hours
8 hours
5 hours
5 events
5 events
3 days
The above-mentioned dates are subject to change subject to factors beyond the Moses
Mabhida Stadium’s control. The service provider is required to provide the photographic
services on replacement dates if required.
Specifications
The detailed specifications for videography are as follows:
 The service provider is to provide the Moses Mabhida Stadium with HD videos in
high res and web versions in MP4 format or other specified format as necessary.
 Videos should be from 30 secs to 5 mins, depending on the brief, and must be
skillfully and accurately edited to appropriate music. Costs of music to be included
in quotation.
 The Moses Mabhida Stadium requires imagery of the stadium’s venues and
facilities, whilst the venues are vacant as well as when live events are taking place.

The Moses Mabhida Stadium requires an aerial video showing the stadium in
relation to other landmarks in the city, People’s Park, a busy day at retail/
Page 19 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13




attractions and a major football fixture to capture spectators flowing into the
stadium. All costs associated with the capturing of the aerial images (e.g. helicopter
rental costs) are to be included in the quotation.
The appointed service provider will provide the Moses Mabhida Stadium fully
indexed disks of the video subsequent to each photographic shoot.
The appointed service provider must keep their own archive of all videos provided
to the Moses Mabhida Stadium.
The Moses Mabhida Stadium reserves the rights to all video and will use the
images at its own discretion.
We need a web version of the video delivered within 48 hours and high res to our
offices on DVD/ USB within 3 days.
The stadium hosts 20 to 30 events per year and will provide dates as far in advance
as possible. Some however will come up at short notice and will need to be covered
and certain events will not be filmed due to television/ organiser/ promoter rights to
moving images.
An overview of events coming up and duration:
No. Date
Event Name
1
2
7 December 2013
14 December 2031
Blestival gospel concert
I Heart Market
3
4
31 December 2013
23 January 2014
5
6
19 February 2014
10 May 2014
7
8
9
10
11
12
13
15 June 2014
29 June 2014
7 September 2014
12 October 2014
Dates to be advised
Dates to be advised
Dates to be advised
Fact Durban Rocks
AmaZulu vs. Orlando Pirates
hours
Nitro Circus Live
Golden Arrows vs. Orlando
Pirates
Top Gear Festival
Spars Ladies Race
ECR Durban Day
AmaShova Cycle Race
Aerial filming
Function venues
Other major events
Event
Duration
8 hours
4 hours
5 hours
4 hours
6 hours
4 hours
12 hours
5 hours
8 hours
5 hours
5 days
5 events
5 events
The above-mentioned dates are subject to change subject to factors beyond the Moses
Mabhida Stadium’s control. The service provider is required to provide the photographic
services on replacement dates if required.
PROPOSAL SUBMISSION REQUIREMENTS
Page 20 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
Submissions must include the following:


Price offer in a formal quotation as per the specification (you are requested to
quote a fixed monthly amount after referring to the scope of work)
Methodology must be according to the following criteria:
 Prospective bidders must provide full details of all their equipment (cameras, lenses
etc) and a portfolio of their work.
 Prospective bidder must tender in all the items if not the tender will be eliminated.
 Prospective bidder must provide the Moses Mabhida Stadium with a reference list
of their current and previous clients for reference purposes.
 Works program, including detailed activities for the services to be provided



Companies are invited to suggest any further relevant activity which may not have
been covered in the scope of works and this should be priced separately, in addition
to the price for the scope of as outlined above.
The successful company will required to register on the supplier’s database by
completing the Stadium Vendor registration form.
The quotation price shall include all of the above and delivery costs.
Proposal must include company details as follows:
a) Full company name and company registration number
b) VAT registration number if registered for VAT and valid original Tax Clearance
Certificate
c) Company’s BBBEEE Certificate
Failure to submit all the above required information the tender offer will not be
considered for evaluation.
NOTE: TENDERS CLOSE ON FRIDAY, 22th of NOVEMBER 2013 AT 11H00. QUOTATIONS ARE TO BE
SUBMITTED AT MOSES MABHIDA STADIUM OFFICES IN A SEALED ENVELOPE NOT TO ANY OTHER
MUNICIPAL DEPARTMENT
Page 21 of 22
Enquiry No: MMS-14
Date of Advertisement: 13/11/13
SUPPORTING DOCUMENTS
Please include the following documents in your submission:
Check:
1. Completed and signed ‘checklist’ of supplier requirements
2. Completed and signed up Quotation Form
3. Valid tax clearance certificate.
4. BBBEEE Verification Certificate
5. Compulsory Briefing Attendance confirmation (Annexure B)
6. Declaration of Municipal fees (Annexure C)
All applicants are to complete and sign the attached declaration wherein which
they declare that their municipal fees are in order, or proper arrangements
have been made with the Municipality, and include the relevant account
numbers in the declaration.
7. Declaration of Interest (Annexure D)
All submissions are to include a completed and signed declaration of interest
form.
8. Statement indicating understanding and acceptance of Codes of
Conduct
9. Supplier Database Accreditation Application forms (Annexure E)
10. The company name, contact person and contact number must be
clearly stated on the first page of your submission.
Further Enquiries
All queries relating to this
[email protected]
tender
should
Page 22 of 22
be
submitted
in
writing
to: