Professional Photography and Videography Services

The Ports Regulator of South Africa (PRSA), an independent regulatory body established under the National Ports Act, is seeking a suitably qualified and experienced professional photographer and videographer to provide media coverage for two PRSA events as part of its stakeholder engagement programme. The engagement covers an internal staff event and a main stakeholder event, with delivery timelines that require careful planning and reliable post-production capacity.

The first event, scheduled for 24 November 2026 (or an earlier date agreed with PRSA) from 10:00 to 14:00 at the PRSA offices at 22 Dorothy Nyembe Street, 11th Floor, Durban, involves approximately 25 staff members. The service provider must supply, set up and remove a professional backdrop and studio lighting, with set-up completed by 09:30. Required services include individual professional headshots and full-length portraits, departmental and staff group photographs as directed by PRSA, and video recording of approximately 15 short interviews of 30 to 60 seconds each, using suitable lapel or directional microphones. Interview footage must be trimmed, colour-corrected, audio-cleaned and branded with PRSA logo, name and title graphics. All photographs must be retouched, and 25 A4 headshots must be printed and framed in black frames and delivered to PRSA by Thursday, 26 November 2026.

The main event takes place on 27 November 2026 from 08:00 to 13:00 at The Pearls Hotel, Umhlanga, Durban, with set-up completed by 08:00 and approximately 80 high-profile delegates expected. Coverage must span the full programme from arrival and registration to close, including formal individual, group and VIP photographs following a shot list supplied by PRSA, candid photographs of key moments and networking, full-programme video recording, and on-the-day interviews with attendees identified by PRSA. The provider must bring professional lighting and audio equipment suitable for the venue and deliver a professionally edited highlights video of approximately 23 minutes with PRSA and Transport Economic Regulator (TER) branding, titles and, if required, subtitles. Quick-share photographs are required on the day, at least 60 high-resolution edited JPEGs with web-optimised versions within three working days, interview videos within three working days, and raw footage within five working days on request. PRSA may request up to two rounds of revisions to the highlights video at no additional cost. Final files must be delivered through a secure download link and on an external storage device.

Evaluation follows a phased process. In the administrative phase, bidders must submit a signed SBD 4 declaration of interest, a signed SBD 6.1 preference points claim form, a completed POPIA consent form, proof of CSD registration, a valid tax clearance certificate or tax PIN, and a valid B-BBEE certificate or sworn affidavit. Price is weighted at 80 points and must include all applicable taxes, with itemised rates. Specific goals carry 20 points based on B-BBEE status level. Mandatory requirements include at least two purchase orders or reference letters for similar work completed between 2024 and 2026, and a portfolio of previous similar work. Quotations must be emailed to quotations@portsregulator.org by 12:00 on 9 November 2026, and remain valid for 90 days from the closing date. Bidders bear their own costs for preparing submissions. Because the RFQ lists the highlights video due date as 30 November 2026 and interview videos as 2 December 2026, bidders should clarify these dates with PRSA before submitting.