Specialised print and installation services for iziko museums exhibitions (1-Year SLA)

Technical enquiries: Amy Sephton, email: [email protected], phone: 071 761 3331. SCM officials: Noleen Donson and Kagiso Themba, phone: 021 481 3917. Submission address: Tender box at 25 Queen Victoria Street, Cape Town 8001.

Submit in person: Hard copy (original) + soft copy (memory stick) must be dropped in the tender box at 25 Queen Victoria Street, Cape Town 8001 by 29 May 2026 at 11h00. Emailed submissions are accepted but bidders must confirm receipt with Iziko before the deadline. Late submissions will be disqualified. Required documents: Signed RFQ document, CSD report (with supplier number and company details), tax status verification PIN + tax registration number, detailed pricing structure (on company letterhead, full cost breakdown incl. VAT, disbursements, escalations), valid B-BBEE certificate or sworn affidavit, and physical print samples (4 items: image sample on wallpaper, label sample on 3mm Forex, CMYK colour swatch chart, Pantone matching sample on wallpaper for Pantone 422 C). Samples must be packaged with the bidder’s address and handed over with a signed Delivery Register. Failure to sign the register = submission treated as not received. Do not alter the tender document except for filling in bidder details and price; alterations will result in automatic disqualification.

Evaluation uses the 80/20 preference points system: 80 points for price, 20 points for specific goals (B-BBEE). Bidders must first score at least 80/100 on functionality to qualify for price and preference evaluation. Functionality criteria (100 points total): Company Experience (20 points): 15+ years = 20 pts, 5-14 years = 15 pts, 3-4 years = 10 pts, <3 years or insufficient proof = 0 pts. Proximity (30 points): ≤10 km from 25 Queen Victoria Street = 30 pts, 10.1-15 km = 20 pts, 15.1-20 km = 10 pts, >20 km or outsourced production = 0 pts. Technical Infrastructure (20 points): Proof of in-house flatbed printer (UV + white ink), roll-to-roll printer (3m width, UV ink), and vinyl cutter. Exceeds baseline = 20 pts, meets baseline = 10 pts, fails = 0 pts. Print Sample Capability (30 points): Submit all 4 physical samples (image, label, CMYK chart, Pantone match) = 30 pts, partial/incomplete = 15 pts, none/non-compliant = 0 pts. Price evaluation: Lowest acceptable tender scores 80 pts; others scored proportionally. Specific goals: 50%+ black ownership = 20 pts, <50% = 10 pts, 0% = 0 pts. Non-responsive bids (e.g., missing documents, <80 functionality points) are disqualified.

Scope: 1-year Service Level Agreement for production, supply, and installation of museum/gallery-grade printed materials. Deliverables: Interpretive panels, labels, wayfinding signage, large-format panels, wall graphics, interactive signage on substrates (e.g., Dibond, PVC, vinyl, wallpaper, paper, Forex). Standards: Museum-quality durability, readability, colour accuracy, high-resolution edge clarity, and precise alignment. Pre-production: Sample production, artwork preparation, prepress adjustments, and print readiness from supplied PDFs. Mandatory in-house machinery: Flatbed printer (UV + white ink), roll-to-roll printer (minimum 3m width, UV ink, for wallpaper/paper/vinyl/PVC), vinyl cutters (precision lettering). Outsourcing permitted only for unusual bespoke elements. Installation: On-site alignment, secure mounting, adherence to museum/gallery standards. Installers must be experienced, reliable, provide own tools/ladders, and work overtime. Maintenance: Responsibility for repairs, rapid response to updates/emergencies. Failure to meet standards may result in contract cancellation. Pricing schedule includes unit costs for printing (e.g., UV on Di-bond, vinyl, foamboard), installation (hourly rates, complex/basic), delivery (Cape Town CBD, Groot Constantia, Paarl), and site visits.

Pricing format: Formal detailed quotation + completed pricing schedule (per unit/m²/hour). Must include all costs: artwork prep fees, VAT, disbursements, escalations. Quotes valid for 90 days from bid closing date (29 May 2026). Payment terms: Based on deliverables received, satisfactory completion, and approved invoices. No cost variations allowed post-award. Payment only for work completed satisfactorily. Pricing must cover all items listed in the cost schedule (e.g., printing, installation, delivery, site visits).

Mandatory documents: CSD report (supplier number + company details), tax status verification PIN + tax registration number, valid B-BBEE certificate or sworn affidavit, signed RFQ document. Disqualification risks: Incomplete/incorrect bid documents, late submission, non-registered CSD supplier, non-compliant tax status, failure to submit administrative documents, or alterations to tender document (other than bidder details/price). Bidders must not be listed on the Register of Tender Defaulters or have convictions for fraud/corruption in the last 5 years. Conflict of interest declarations required (SBD 4 form). Proof of company address (utility bill, lease agreement, or CIPC documentation) required for proximity evaluation. Reference letters (minimum 4, dated, signed, on client letterhead, <5 years old) required for company experience evaluation.