Terms of Reference: Request for Proposal - Appointment of a Filmmaking company to produce a 30th anniversary documentary for Soul City Institute for Social Justice

Terms of Reference: Request for Proposal - Appointment of a Filmmaking company to produce a 30th anniversary documentary for Soul City Institute for Social Justice

The Soul City Institute for Social Justice is a feminist organisation that has, for 30 years, championed gender equality, sexual and reproductive health and rights (SRHR) and social justice in South Africa and the region. To commemorate this milestone, Soul City seeks to produce a high-quality, 20–30 minute documentary that reflects on its legacy, impact and future.

This documentary will serve as both an advocacy tool and a historical archive, spotlighting the voices of those most affected by Soul City’s work—activists, community members, staff, youth and partners. It will weave together powerful testimonies, rich archival footage and contemporary visuals from across 3–4 provinces where Soul City’s work has been most visible.

PURPOSE

To appoint a professional, experienced filmmaking company to conceptualise, produce and deliver a visually compelling and emotionally resonant 30th anniversary documentary for Soul City Institute.

SCOPE OF WORK

The selected service provider will be responsible for the following:

Conceptualisation

  • Work collaboratively with Soul City’s communications and programmes team to develop a narrative arc, creative treatment, visual language and key messages for the documentary.
  • Develop a detailed script outline, storyboards and shot list for approval.

Filming and Production

  • Conduct interviews with at least:
    • 3–5 high-level stakeholders (e.g., founders, former and current leaders, key partners)
    • 5–7 programme beneficiaries or community-based activists
    • Soul City staff, youth leaders and partners
  • Film across 3–4 provinces (e.g. Gauteng, Eastern Cape, Limpopo, and KZN) as agreed upon with Soul City.
  • Capture b-roll footage from programme sites, community activities, events, and symbolic locations.
  • Incorporate relevant archival material from the last 30 years of Soul City, including:
    • Legacy footage from TV dramas, Soul Buddyz, campaigns, etc.
    • Photographs, publications, media coverage, and past interviews (to be provided)
  • Ensure accessibility features such as subtitles, captioning, and audio balancing.

Post-Production

  • Edit and deliver a 20–30 minute final documentary in HD and web-ready formats.
  • Deliver a 2–3 minute trailer and 30–60 second social media teasers.
  • Provide a rights-free music score and any relevant voice-over work.
  • Deliver high-quality versions for YouTube, TV broadcast, and public screenings.
  • Provide raw footage and working files on a hard drive for archival purposes.

DELIVERABLES

Deliverable Timeline
Project kick-off and concept workshop  Week 1
Script and production plan Week 2
Filming completed in all locations By Week 5
First cut (rough edit)  Week 6
Final cut with all feedback incorporated Week 8
Teasers and trailer for social media Week 9
Delivery of final assets (raw footage, master files, etc.) Week 10

EVALUATION CRITERIA

Soul City Institute invites bids from qualified service providers for the planning and management of a milestone event. The evaluation process will be conducted in two phases:

  • Technical Evaluation (60%)
  • Price and B-BBEE Evaluation (40%)


Each bid will first be assessed on its technical merit, with a maximum achievable score of 60 points. Only bidders who score 70% or more (i.e. at least 42 out of 60 points) in the technical evaluation will proceed to the price and B-BBEE evaluation phase.

EVALUATION CRITERIA WEIGHT
TECHNICAL EVALUATION
Understanding of scope of work and indication of capability in producing advocacy, organisational, or impact documentaries 20
Demonstrated capacity to deliver full-service creative treatment and storytelling vision aligned with feminist and social justice values 20
Showcased ability to work with archival footage and multi-site logistics 10
Proposed production team qualifications  5
References from at least 3 past clients (preferably social justice or nonprofit sector) 5
TOTAL SCORE  60
PRICE & B-BBEE EVALUATION
Budget management & cost-effective solutions 35
B-BBEE Level 1-4 compliance or black-women owned preferred
(Level 1 Black Woman Owned - 5 points; Level 1- 4 points; Level 2 – 3 points; Level 3 – 2 points; Level 4 – 1 point)		 5
TOTAL SCORE  40

PROPOSAL SUBMISSION REQUIREMENTS

Applicants must submit the following:

  • Proposal covering of scope of work evaluation criteria
  • Company profile and portfolio (links to 3–5 past productions, especially in social justice or health)
  • CVs or bios of core production team members
  • Creative treatment or initial concept for the Soul City 30th anniversary documentary
  • Production schedule and methodology
  • Detailed, all-inclusive budget (travel, equipment, licensing, editing, etc.)
  • B-BBEE certificate

DURATION

The production process is expected to take no longer than 10 weeks from contracting to final delivery.

SUBMISSION DEADLINE

Proposals must be submitted electronically to procurement@soulcity.org.za with the subject title “30th Anniversary Documentary” by 16 June 2025 at 16:00 SAST.

Late or incomplete submissions will not be considered.