GEM INSTITUTE
Gender Entrepreneurship Empowerment and Media Institute
REQUEST FOR QUOTATIONS (RFQ)
Supply of Film Production Equipment
Reference Number: GEM/RFQ/2026/001
Date of Issue: 11 October 2026
Closing Date and Time: 23 October 2026 at 23:59 SAST
1. BACKGROUND AND PURPOSE
GEM Institute is a registered non profit organisation and social enterprise in Lesotho working across creative and cultural industries, gender and youth empowerment, digital inclusion and media. GEM Institute invites qualified and reputable service providers to submit quotations for the supply (purchase) of the film production equipment described in this Request for Quotations (RFQ), which is based on the Filmmaker’s Professional Gear Catalog (Master Equipment Specification and Comparison Guide).
2. SCOPE OF QUOTATION
Providers are asked to quote against the two tiers in the schedule at Section 3: the Entry level / Indie tier (Option A) and the Professional tier / High end cinema tier (Option B). Providers may quote for one option or both, and for all eight categories or only those they can supply in full. Each category must be priced separately so that GEM Institute can award by category, and the quotation must state the unit price and total price for every item, together with the delivery lead time. Category 8 (Screening Equipment) is not tiered and must be quoted once, with its total entered in the Option A column of the price schedule.
3. EQUIPMENT SCHEDULE
1. Camera and Accessories
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| Camera bodies | Blackmagic Pocket 6K Pro, Sony FX30 / FX3, Canon R5C | ARRI Alexa Mini LF, RED V-Raptor / Komodo-X, Sony FX9 / Burano |
| Prime lenses | Sigma Art 18-35mm, 50mm, 85mm | ARRI Signature Primes, Zeiss Supreme Primes, Cooke S7 FF |
| Zoom lenses | Tamron 28-75mm f/2.8 | Fujinon Premista 28-100mm, Canon CN-E 15.5-47mm |
| Optical filters | Tiffen VND, Black Pro-Mist 1/4 | ARRI FSND Full Set, Tiffen Glimmerglass, Polarizer Kit |
| Support rigging | SmallRig Cage, Baseplate, Tilta Follow Focus | ARRI Cage, LMB Matte Box, WCU-4 + Preston FIZ |
| Media cards | CFast 256GB x2 + SD V90 | Codex 1TB x4, Angelbird AV Pro CFexpress Type B |
| Power solutions | NP-FZ100 x6, V-Mount 99Wh x2 | Anton Bauer Titon 150Wh x8 + Quad Fast Charger |
| On-camera monitoring | SmallHD Focus 5″, Feelworld 7″ | SmallHD Cine 7 + Teradek Bolt 6K TX/RX |
2. Focus Pulling and Camera Department (AC)
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| Focus system | Tilta Mini FF + Laser Tape Measure | WCU-4 + UDM-1, CineTape, Focusbug Sonar System |
| Slates and timecode | Acrylic Clapper Slate | Denecke TS-C Smart Slate + Tentacle Sync E x6 Timecode Box |
| AC toolkit and cart | Basic Cleaning Kit, Lens Pens | Full AC Bag, Spare Motors, Marking Discs, Innovativ Voyager Cart |
3. Grip and Support
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| Tripods and heads | Manfrotto 546B + 504X Fluid Head | Sachtler Aktiv 18 + Flowtech 100, OConnor 2575 |
| Movement (dolly / rig) | Slider 1.2m, Monopod, Hi-Hat | Dana Dolly + Track, Easyrig Vario 5, Baby Legs, Low Boy |
| C-stands and stands | 3x C-Stands + Extension Arms | 10x 40″ Matthews C-Stands, 4x Combo Stands, Gobbo Stands |
| Apple boxes | 2x Full Sets (Full, Half, Quarter, Pancake) | 10x Sets (Full, Half, Quarter, Pancake) |
| Modifiers and hardware | 2x Gobos, Clamps, Magic Arms, 6x Sandbags | Full Kit (Dots, Fingers, Cutters, Nets, Scrims, Floppy, 4×4 / 8×8, 20x Sandbags) |
4. Lighting Department
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| Key and point sources | Aputure 120D II x2 + Light Dome | Aputure 600D Pro x4, 1200D Pro x2 |
| Soft and RGB fixtures | Aputure MC x4, PavoTube 2C | ARRI Skypanel S60-C x2, S30 x2, Astera Titan Tubes x8 |
| HMI and power distro | LED Panel Power Only | Creamsource Vortex 8, ARRI M40 HMI, Honda 7000W Gen + Distro Box |
| Stands, gels and control | 2x Light Stands + CTB/CTO Pack | 10x Heavy Stands, Wind-Up, Stingers, Full Rolls 216/250/Opal + Duvetyne |
5. Sound and Audio Department
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| Boom microphones | Rode NTG5 + Carbon Fiber Boompole | Sennheiser MKH 8060 + Ambient QP Boompole |
| Wireless transmitters | Rode Wireless GO II x2 | Wisycom MTP40S + MCR54 (4ch Receiver), DPA 4060 Lavs x4 |
| Field recorders | Zoom F6 32-bit Float Recorder | Sound Devices 833 / 888 Production Mixer Recorder |
| Audio accessories | Blimp, Boom Holder, Sony MDR-7506 Headphones | Rycote Windshield Kit + 2x Blimps, Professional Intercom / Comms |
6. DIT and Post Production Data
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| DIT hardware | MacBook Pro M3 + Samsung T7 2TB x2 | Mac Studio M2 Ultra + 32TB RAID, UPS, DIT Cart, 24″ HDR Monitor |
| Offloading software | ShotPut Pro / Hedge | Silverstack XT, LiveGrade Studio, DaVinci Resolve Studio |
| Reference monitors | SmallHD 5″ On Camera | SmallHD 4K 24″ Reference + Flanders Scientific DM240 x2 |
7. Continuity, Production and Safety
| Category | Entry Level / Indie Tier | Professional Tier / High-End Cinema |
|---|---|---|
| Continuity and script | Notebook, Smartphone / Polaroid Camera | Script Supervisor Kit, ScriptE Software, Lined Script, Stopwatch |
| Production village | Small TV Director Monitor, Baofeng Walkies x4 | Director Village 55″ + Tent, Motorola x12 + Earpieces, Bullhorn |
| SFX and safety | Small Fog Machine + First Aid Kit | DF-50 Hazer, Heavy Fog Machine, OSHA Compliant Full Safety Kit, Fire Extinguishers |
8. Screening Equipment
| Item | Requirement |
|---|---|
| Outdoor projector screen | Outdoor projector screen suitable for public film screenings; the provider must state the size, type and model. |
| Sound and projector set | Projector with a matching sound system (speakers, amplifier, cables and stands); the provider must state the projector brightness and resolution, and the sound power output. |
4. REQUIREMENTS FOR SERVICE PROVIDERS
- All equipment must be new, unused and genuine, in original manufacturer packaging, complete with the accessories, cables, chargers and cases needed for use on set, and covered by the manufacturer warranty.
- Equipment configurations must be fully tested during the camera and tech check days before principal photography, and the provider must deliver the equipment in time for these checks and replace any item that fails them.
- Safety kits and DIT UPS backups are mandatory for all shoots regardless of tier and must be included in every quotation.
- Where equipment will cross a border, the provider must supply proper Carnet documentation for international transport.
- Any substitution of a listed item must be of equal or higher specification, clearly marked in the quotation, and approved by GEM Institute in writing before award.
- The provider must state the delivery arrangements and lead time, the warranty period and replacement terms for faulty equipment, and the after-sales and technical support available.
- The provider carries the risk of loss or damage, and must insure the equipment until it is delivered to and accepted by GEM Institute.
5. ELIGIBILITY AND SUPPORTING DOCUMENTS
Quotations must be accompanied by the following:
- Proof of business registration.
- A valid tax clearance certificate.
- A company profile with at least three references for similar equipment supply in the last three years.
- Details of the technical staff available to support the equipment after delivery.
6. PRICE SCHEDULE
Prices must be quoted in Lesotho Maloti (LSL), state whether VAT is included, and remain valid for 30 days from the closing date. Please complete the summary below and attach itemised prices.
| Category | Option A Total (LSL) | Option B Total (LSL) | Warranty, Lead Time or Notes |
|---|---|---|---|
| 1. Camera and Accessories | |||
| 2. Focus Pulling and Camera Department (AC) | |||
| 3. Grip and Support | |||
| 4. Lighting Department | |||
| 5. Sound and Audio Department | |||
| 6. DIT and Post Production Data | |||
| 7. Continuity, Production and Safety | |||
| 8. Screening Equipment | |||
| Delivery and set up | |||
| Insurance and Carnet costs (if applicable) | |||
| VAT | |||
| Total |
7. SUBMISSION
Quotations must be submitted in PDF format by email to [email protected], with the subject line “RFQ: Film Equipment Supply, GEM/RFQ/2026/001”, or delivered in a sealed envelope to [Insert physical address], to reach GEM Institute by the closing date and time above. Late submissions will not be considered. Questions may be sent to the same address up to [Insert number] days before the closing date, and responses will be shared with all providers who have requested this RFQ.
8. GENERAL CONDITIONS
GEM Institute is not obliged to accept the lowest or any quotation and may accept a quotation in part, by category, or reject all quotations without giving reasons. This RFQ does not create a contract. Providers bear all costs of preparing and submitting their quotations. Any attempt to influence the evaluation process will lead to disqualification.
Issued by: Procurement GEM Institute
Email: [email protected]