request for proposals sama 28 event production company

Request For Proposals

SAMA 28 Event Production Company

Submissions are due no later than

August 30, 2021 at 16:00

RiSA

Unit 1, 152 Bram Fischer Drive Randburg

2194

SUBMISSIONS RECEIVED AFTER THE CLOSING DATE AND TIME WILL NOT BE OPENED AND WILL NOT BE

CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING A PROPOSAL TO RiSA ON OR BEFORE THE STATED

TIME AND DATE IS SOLELY AND STRICTLY THE RESPONSIBILITY OF THE RESPONDENT. RiSA IS NOT

RESPONSIBLE FOR DELAYS CAUSED BY ANY MAIL, PACKAGE OR COURIER SERVICE, OR CAUSED BY ANY

OTHER OCCURRENCE. LATE OR MISDELIVERED PROPOSALS SHALL NOT BE CONSIDERED.

RFP Event Production Company SAMA28

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REQUEST FOR PROPOSALS

SAMA 28 Events Production Company

Table of Contents

SECTIONS PAGE

1. Introduction 3

2. RFP Overview 4

3. Scope of Work 6

4. Response Submission / Requirements 7

5. RFP General Conditions 9

6. Instructions to Candidates 11

7. Evaluation and Selection Process 13

8. RFP Cover Sheet 15


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Section 1.0 INTRODUCTION

1.1 Introduction

The South African Music Awards ("SAMA") is a special project of the Recording Industry of South Africa

(RiSA) aimed at honouring the country's finest music talent in critical categories as they battle for the

South African recording industry's highest honour.

Established in 1994, the SAMAs are an entertainment experience broadcast to millions of South Africans

with once in a lifetime on-stage collaborations that deliver high viewership figures and coverage across

radio, television, print, as well as online and social media platforms

The SAMAs rely almost exclusively on sponsorships and other funding. The events production company

is critical in assisting RiSA to deliver an attractive event to current and potential sponsors and will be

required to assist in sourcing sponsorships for the event. RiSA has successfully hosted the SAMAs for the

last 27 years and seeks the expertise of an events production company to continue to deliver a high-

quality event.

1.2 Mission

The mission of the SAMAs is to honour and celebrate South African musicians through a high-quality production comparable to, or better than, international standards.

1.3 The Demographic

Candidates when applying should consider that the SAMAs must, to a large extent, speak to the

television broadcaster's target audience.

According to the SABC 1, their reach is 80% of the South African population, a channel that reaches the

Nguni nation with a reach of 90% for the Black middle class with an LSM of 5-8.

Candidates should be aware that there will always be a strong correlation between the viewer profile of

the television broadcaster and the consumer target community of the sponsor. But, equally, any sponsor

will only wish to invest in SAMA's to reach a specific consumer target community.


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Section 2.0 RFP OVERVIEW

2.1 RFP Objective

RiSA is looking for a suitably qualified and experienced events production company to further develop,

grow, manage, and produce SAMA 28.

The main objectives of this RFP are to:

• sustain and further develop the value of the SAMAs;

• appoint an events company that will increase the production value of the SAMAs;

• assist RiSA in sourcing sponsorships;

• maintain or increase the value of the SAMAs as the best-produced music awards in the African continent; and

• appoint an events company that will project manage the SAMA event from start to finish.

RiSA will consider proposals of collaborative efforts between multiple companies as long as there is one

lead contact.

3. The Event

3.1 The SAMA platform can be divided into three separate phases:

3.1.1 The SAMA competition set up and roll-out, culminating in a function to announce the names of

finalists (i.e. nominees).

3.1.2 The event at which the winners are announced (i.e. gala event at Sun City or any venue chosen by

RiSA). This event is divided into Night 1 (usually on a Friday) and Night 2 (usually on a Saturday).

Night 2 is broadcast live on SABC 1.

3.1.3 The TV broadcast at which the winners are announced.


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This brief is limited to 3.1.1 and 3.1.2, and RiSA will issue a separate brief for a television production

company that will work closely with the appointed events company and the SABC to produce the television

elements of the event.

Attendance at the event Due to Covid restrictions, the past two SAMA events (i.e. SAMA 26 and 27) were pre-recorded without any audiences, but we expect SAMA 28 to be produced as a live event with audiences. SAMAs have traditionally attracted over 6 000 audiences at Sun City, and we do not expect this to change.

Date and Venue

While the SAMAs, as a live event, has always been held at the end of May/beginning of June and has

become an expected and beloved part of South Africa's entertainment calendar, it need not necessarily

remain as it has been. Additionally, expansion of the event to a week-long event in the same month in the

form of a series of events may be possible.

The event is traditionally held at Sun City in North West, but this might change, and candidates should

factor any possible changes to the venue and province.

Needs Assessment

RISA seeks a strategic, creative and passionate events company for a partnership that will sustain and develop the value of the SAMA event.

RiSA is also looking for a company with broad event experience to create a wholesome, lifetime experience

surrounding the SAMA weekend. In addition, the best company must be future-thinking regarding the

SAMA weekend and not confine itself to the announcement of the winners during that weekend.

It must also propose events that will keep all guests entertained during the SAMA weekend, including golf,

mini concerts that will include local artists, and artists who will not be performing on the SAMA stage.

The winning Candidate must have a proven ability to grow an event, an understanding of long-term

planning, and the ability to raise sponsorship funds and attract new sponsors.

Experience of working well with SABC as well as public and private funders is a plus.


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2.2 Timeframe

The Successful Candidate will take over the production of the event from October 2021.

4. SCOPE OF WORK

The Successful Candidate will provide all services necessary to create successful Nominees and SAMA

weekend events. In addition, RiSA expects the Successful Candidate to execute the SAMA events

independently with minimal reliance on RiSA for labour support.

However, RiSA retains the right to approve the overall strategy and will assist in reaching out to stakeholders

as necessary. Additionally, RiSA reserves the right to refuse to work with any partners, vendors, or sponsors

that may negatively reflect RiSA, SABC or the SAMAs.

Finally, RiSA expects a written progress report in the form of an executive summary by the close of each

month.

The Successsful Candidate must create an overall strategy for SAMA 28, including:

Strategic talent selection that speaks to the SABC 1 demographic;

Events logistics;

Stage design and lighting;

Seating plan;

Branding plan;

Create sponsorship packages and solicitation programs;

vendor services plan, including, but not limited to providing food, alcoholic beverages, non-alcoholic beverages etc.;

Guest safety plan, including provisions for crowd control, park capacity, emergency services,

overall security, etc.;

Event enhancements/additions such as pre and post show events;


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The Successful Candidate must develop a budget for the SAMA events.

Coordinate all aspects of SAMA events, including, but not limited to:

The event for announcing the SAMA 28 finalists;

The events announcing the SAMA 28 winners;

Pre and post events during the SAMA weekend;

Talent identification, booking, contracting and coordination as required;

Full‐service on‐site presence (e.g. guest safety, logistics, volunteers, artist management) unless specifically excluded by RiSA;

Coordination and contracting of food vendors, beverage vendors, retailers etc; Coordination of actual performance production (stage, sound, lights, artist riders,

sponsor signage, etc.);

Coordinate venue load‐in and load‐out, event set-up and breakdown;

Coordination of permits;

Engaging of staff/personnel/volunteers/security/police/fire as may be required for the event;

Creation of all SAMA 28 promotional and advertising materials

5. RESPONSE SUBMISSION / REQUIREMENTS RiSA requests three copies of a Proposal. Please include the following information with your response:

Letter of Interest

Attach a letter of interest that explains your firm's interest in working for RiSA.

Candidate's Profile

Provide the following information regarding your company, and if you intend to subcontract some

of the proposed work to another company, similar information should be provided for each

subcontractor or participant in the RFP:

• Provide a brief history of your company, including the year it was established, registration number, and

company directors.


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• Provide the names and resumes of your company's principals. Indicate the amount of

involvement the principal(s) will have on this account.

• Provide the resume of the team members, including the leader who will have the primary

responsibility of managing the day-to-day oversight of this account.

• Provide an organizational chart.

Candidate's Past Performance and Experience

Provide the following information regarding your company:

Past Performance:

o Describe the company's past performance and experience in the development and

management of big events.

o Describe the company's past experience in developing a sponsorship program and

obtaining sponsors for events;

Comparable Project:

Provide a detailed case study of at least one comparable project (similar in scope of services to those

requested herein) which the Candidate has either ongoing or completed within the past three years.

Make sure to include relevant details such as the challenges the Candidate faced and how those were

overcome. Please also relate what impact the event had on the community. The description should

identify for each project:

1. Client requirements;

2. Challenge, goal and objectives;

3. Strategy development;

4. Value delivered against chosen metrics;

5. Roster of artists and attendance numbers;


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6. Commentary on how sponsorship opportunities were identified and sold;

7. Contact person and phone number for reference.

1.1 Approach

Please provide us with an outline of the strategy for SAMA 28 starting as of October 2021. This brief

should include the Candidate's approach, strategy, planning process and should address the greater goal

of sustaining and developing the value of the SAMAs. While the events are expected to be live events

attended by audiences, the Candidates must present their approach to delivering the event virtually

should we still be under lockdown with a limited number of people gathering.

Please note that only the top 3 candidates will be invited to present to RiSA's Selection Committee.

1.2 References

Current Clients:

Please provide the names, addresses, and phone numbers of up to three references that would be

capable of explaining and confirming your company's capacity to successfully complete the scope of work

outlined herein.

6. RFP GENERAL CONDITIONS

Acceptance/Rejection

RiSA reserves the right to accept or reject any or all Responses or to select the Candidate(s) that, in the

opinion of RiSA, will be in the best interest of and/or the most advantageous to RiSA and the SAMA brand.

RiSA also reserves the right to reject the Response of any Candidate(s) who has previously failed to

properly perform under the terms and conditions of a contract, to deliver on time contracts of a similar

nature, and who is not in a position to perform the requirements defined in this RFP. RiSA reserves the

right to waive any irregularities and technicalities and may, at its discretion, withdraw and/or re-advertise

the RFP.


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5.1 RiSA Not Liable for Delays

It is further expressly agreed that in no event shall RiSA, its directors, sponsors and service providers be

liable for, or responsible to, the Candidate, any sub‐contractor, or to any other company or person for,

or on account of, any stoppages or delay in the work herein provided for by injunction or other legal

proceedings or on account of any delay for any cause over which RiSA has no control. This provision,

and a no damage for delay clause, shall be included in any agreement resulting from this RFP.

5.2 Contract Award and RiSA's Rights

The Successful Candidate(s) evaluated and ranked in accordance with the requirements of this RFP, shall

be awarded an opportunity to negotiate a contract ("Contract") with RiSA. The Contract form will be

furnished by RiSA and may be executed for groups of projects or on a project by project basis. The Contract

will include several provisions, including but not limited to, indemnification, insurance requirements, audit

rights, open records compliance, and no discrimination. In addition, RiSA reserves the right to select one

or more companies to work with the winning Candidate as part of transference of skills.

5.3 Cost Incurred By Proposers

All expenses involved with the preparation and submission of Responses to RiSA, or any work

performed in connection therewith shall be borne exclusively by the Candidate(s).

5.4 Non‐Appropriation of Funds

In the event no funds or insufficient funds are available for the SAMA 28, RiSA shall have the unqualified

right to terminate the Contract without any penalty or expense. No guarantee, warranty, or

representation is made that any of the events will be awarded to any company(s).

5.5 Minimum Qualification Requirements

Each company interested in responding to this RFP must provide information on the company's

qualifications and experience, qualifications of the project team, Project Manager's experience, and

previous similar projects. Submissions that do not respond completely to all requirements as stated in

this document may be considered non‐responsive and eliminated from the process.


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5.6 Intellectual Property

The Successful Candidate will be required to certify that all materials, including but not limited to reports,

raw data, and graphics it develops under this RFP, become the property, in perpetuity, of RiSA.

6.INSTRUCTIONS TO CANDIDATES

6.1 Communications

RiSA staff will communicate with potential Candidates regarding this RFP only with regard to matters of

process and procedure already contained in this RFP document. Except for scheduled presentations,

contact with RiSA regarding this RFP or any aspect of a proposal by Candidates or any representative of

Candidates shall be limited to written communications until such time that the RiSA Selection Committee

has been established.

All questions or requests for additional information must be asked and answered in writing. You may e‐

mail your questions to [email protected] or [email protected] to ensure that your request or

question has been received; contact Monica at 011 886 1342 only to verify that RiSA is in receipt of your

request. The request must contain the RFP title, Candidate's name, contact person name, address, and

phone number.

Questions should be directed to:

Monica at [email protected] or Sunny at [email protected]

6.2 Submittal Format

All submittals must be neatly typed, with normal margins, and spacing. Hand- written responses will not

be accepted. Three (3) copies of the complete submissions must be received by the deadline specified in

this RFP.

All copies must be submitted in a sealed envelope or container stating on the outside the Candidate's

mailto:[email protected]





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name, address, telephone number:

6.3 Delivery and Deadline

Physical delivery of the submissions must be delivered to the above address ONLY between the hours of

10:00 a.m. and 4:00 p.m., Mondays to Thursdays. Please note that submissions are due at above address

on the date and at the time indicated in the timetable below.

Candidates are responsible for informing any commercial delivery service, if used, of all delivery

requirements and for ensuring that the required address information appears on the outer wrapper or

envelope used by such service. All submissions must be delivered to RiSA by 16h00 on the deadline date.

Late and misdelivered submissions will not be considered.

RFP Timetable

Schedule is subject to change.

17 August 2021 – RFP open to public;

24 August 2021 at 16h00 – Deadline for receipt of questions

30 August 2021 at 16h00 – RFP submission deadline

06 to 10 September 2021 – Evaluation of proposals

13 to 15 September 2021 – Oral presentations

20 to 21 September 2021 – Selection of Successful Candidate


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7. EVALUATION / SELECTION PROCESS

Following the opening of the proposal packages, the proposals will be evaluated by an Evaluation/Selection

Committee, consisting of 3 or more members, appointed by the CEO of RiSA. Please note that proposals will

be inspected by RiSA staff for responsiveness before evaluation.

A proposal may be deemed non‐responsive if it is not submitted in the required format or is not complete.

Only those proposals deemed responsive will receive further consideration.

RiSA reserves the right to accept or reject any or all submissions. It also reserves the right to investigate

the financial capability, reputation, integrity, skill, and quality of performance under similar operations

in respect of each Candidate.

7.1 Proposal Evaluation

The Evaluation/Selection Committee will first evaluate and rank responsive proposals on the criteria listed

below. The maximum score per proposal is 100 points. Each Evaluation Committee member shall award

up to 100 points per proposal. The final score will be an average (mean) of the scores awarded by all

Evaluation Committee members. A Candidate may receive the maximum points or a portion of this score

depending on the merit of its proposal as judged by the Evaluation/Selection Committee.

The factors outlined below shall be applied to all eligible proposals. Additional evidence of unique skills

or relevant experience will also be considered. All references will be subject to appropriate evaluation.

The decision of RiSA in selecting the winning Candidate is final, and no correspondence will be entered

into on either the scores or the chosen winner.


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CRITERIA POINTS

1 Quality and Completeness of Submission & Company

Experience

20

2 Past Performance 20

3 Comparable Project Case Study 25

4 Strategy Brief 25

TOTAL 100

Upon completion of the evaluation, rating and ranking, the Committee may conduct oral presentation(s)

with the Candidate(s), which the Evaluation/Selection Committee deems to warrant further consideration

based on the top best-rated proposals providing the highest quality of service to RiSA. Upon completion of

the oral presentation(s), the Committee will select one company.


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8. RFP COVER SHEET

8.1 COVER SHEET

Please make this the first sheet of your application.

Firm Name:

Contact Person: ___________________________________________________

Address: ___

Telephone:

E‐Mail: ___

Website: __

I certify that any and all information contained in this RFP submission is the original work of the

Candidate company, and I further certify that this RFP Submission is made without prior understanding,

agreement, or connections with any RiSA staff member and is without collusion or fraud. I agree to

abide by all terms and conditions of the RFP, and certify that I am authorized to sign for, and on behalf

of, the Candidate company.

Please print the following and sign your name:

Signature

Print Name/Title __________________________________

Date ____________________________________________

request for proposals sama 28 event production company

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