Suitably experienced service providers are invited to submit quotations for the curation, sourcing, and co-facilitation of the international transgender day of visibility (tdov) program on behalf of the iziko museums of south africa.

Iziko Museums of South Africa (Iziko) invites suitably experienced service providers to submit quotations for

the for the Curation, Sourcing, and Co-Facilitation of the International Transgender Day of Visibility (TDOV)

Program on behalf of the Iziko Museums of South Africa.

Iziko Museums of South Africa requires a service provider to implement the TDOV 2026 Program on 31 March

2026. This includes:

1. Sourcing and Licensing of films that promote queer education and transgender visibility.

2. Provision of Queer Facilitators to lead programs at the Slave Lodge, ensuring a safe and transformative

environment for all visitors.

3. Coordination and Administration of the event logistics in accordance with Iziko’s mandate of

"connecting, exploring, and experiencing" our rich, diverse heritage.

4. BRIEF & SPECIFICATIONS

Service Required Description/ Clarification detail/Comment

Number of Participants 60 participants from various areas including Paarl and Worcester

Iziko Museums of South Africa of 18

Event logistics coordination, implementation, and onsite management for the

TDOV Event Coordination, International Transgender Day of Visibility (TDOV) program on behalf of Iziko

Logistics Implementation, and Museums of South Africa.

Talent Acquisition.

Logistics Implementation Support

Support includes a broad range of activities related to the coordination of queer-

centric educational outputs:

• Initiation meeting, onsite and virtual meetings.

• Project updates, administration, and reporting.

• Sourcing, proposing, and management of specialized talent: specifically queer

facilitators, educators, and film licensing agents.

• Distribution of catering and educational materials as agreed.

• Onsite oversight and logistics for the TDOV program on 31 March 2026.

• Ad hoc duties as agreed between parties.

International Transgender Day of Visibility (TDOV) – 31 March 2026

Film Screening & Facilitated Liaising with Iziko Project staff to source, appoint, and manage the

Dialogue Activation implementation administration for:

• Film Sourcing: Securing screening rights/licenses for films focusing on

Transgender visibility and queer education.

Content & Talent

Management

• Specialist Facilitators: Appointing six (6) facilitators experienced in

Queer/Transgender advocacy to lead educational "Talk-Back" sessions.

• Technical Coordination: Ensuring AV compatibility for high-quality film

projection within the Slave Lodge heritage space. Photographer to

document the programme.

Source transportation for participants

Transport

Source catering for Refreshment on arrival, tea break and lunch

Catering

Time Museum sites

09h00-16h30 Iziko Slave Lodge

(Set-up before 10:00, Strike after 15:00)

Description/ Clarification detail/Comment

1. Event Day Oversight: Onsite coordination and management of the screening schedule and facilitator

panels.

2. Educational Collateral: Design and production of branded TDOV digital programs or "Zines" that link the

Slave Lodge history to modern trans visibility.

Iziko Museums of South Africa of 18

3. Social Media Engagement: Coordination of a digital "Visibility Wall" or social media sharing station where

visitors can post messages of solidarity.

4. Documentation: High-quality digital copies/recordings of the facilitated discussions for Iziko’s archives.

5. Installation & Dismantling: Safe setup and removal of all AV and branding equipment, ensuring no impact

on the historical fabric of the Slave Lodge.

Description/ Clarification / Detail Comment for Facilitators

1. Objective

To provide high-level facilitation that bridges the gap between historical disenfranchisement (the

Slave Lodge site) and contemporary Transgender/Gender-Diverse visibility. The goal is to move

beyond "awareness" toward transformative education and community healing.

2. Key Responsibilities

Pre-Event Content Development:

• Consult with Iziko curators to understand the specific sensitivities of the Slave Lodge as a site of memory.

• Develop a "Facilitation Guide" that outlines key terminology, safe-space protocols, and discussion

prompts related to the curated films.

Film Post-Screening "Talk-Backs":

• Lead two (2) 45-minute moderated discussions following the film screenings.

• Expertly manage audience Q&A, ensuring a safe environment for trans attendees while providing

educational clarity for the general public.

• Expertly manage short meditation sessions during sessions.

Thematic Interlinking:

• Explicitly link the theme of agency, identity and visibility to queer identities, helping participants see

transgender history as a part of the broader South African social fabric.

Resource Navigation:

• Be prepared to provide "next-step" resources (NGO contacts, legal rights info, mental health support) to

attendees who may require further support

Competency,Requirement

• Lived Experience/Advocacy, Strong preference for facilitators with lived experience within the

Trans/Non-binary community or a proven track record of Trans-specific advocacy.

• Historical Literacy, “Ability to speak to the intersection of race, colonialism, and gender (Intersectional

lens)."

• Conflict Resolution, Proven ability to de-escalate sensitive or high-emotion conversations in a public

forum.

Iziko Museums of South Africa of 18

• Bilingualism, Ability to facilitate in English and either Afrikaans or isiXhosa is highly advantageous to

ensure community accessibility at the Cape.

Standard of Conduct

• Facilitators are expected to uphold the "Iziko Hearth" philosophy: creating an atmosphere of kinship,

warmth, and respect for ancestors—including queer ancestors whose stories were previously untold.

Iziko Museums of South Africa of 18

Service Required Requirements

Subsistence implementation To source, procure, to deliver and serve meals to all participants.

Time Refreshment

09h00-09h30 Registration: Refreshment

11h30 Tea break seated

14h00 Lunch Break seated

Description/ Clarification detail/Comment

• Tea / Coffe/ water and biscuits

• Tea Break: Tea/ Coffee/ juice / water fresh pastrami lettuce and tomato, tuna mayo, smoked chicken on whole

wheat and brown and white bread sandwiches and a muffin

• Lunch: a cooked meal ( meat stew/ chicken with a sauce, rice, colourful vegetables with desert malva pudding

with custard

Service Required Requirements

Photography to the value of R26 In consultation with the Education Department, source 1x photography crew

000 to capture, document, record, edit, and delivery of event photography as

agreed to between the parties.

Time Museum sites

10:00 – 15:00 Iziko Slave Lodge

Description/ Clarification detail/Comment

Gear: Full frame camera required, with fast, sharp lenses to capture the programme. Amazing perspectives of

participants and facilitators (limiting faces) enjoying and engaging with the programme include branding in the

footage as much as possible, include a diverse variety of angles to ensure the images are interesting.

Edit: 100-150, colour graded, edited 300DPI final high-resolution images required, sent via Google Drive link 5-8

Days after event.

Iziko Museums of South Africa of 18

Service Required Requirement

Videography to the value of In consultation with the Education Department, source X1 Videographer to

/R28 000 document the event

Time Museum sites

10:00 – 15:00 Iziko Slave Lodge

Description/ Clarification detail/Comment

Gear: High resolution video footage minimum 4K, with a variety of fast and sharp lenses to capture

the programme. Amazing perspectives of participants and facilitators (limiting faces) enjoying and engaging with

the programme include branding in the footage as much as possible, include a diverse variety of angles to ensure

the images are interesting.

Edit: A colour graded final highlight video 60-90 seconds long, with interesting effects/transitions, text on screen

including Iziko Museums’ logos. Sourcing and inclusion of upbeat track with commercial licensing. Video must be

fast and flowing for use across Iziko website and YouTube.

The highlights vide should also be rendered into 4x 30 second vertical reels, 1 for each site and 1 highlight reel of

the entire day for the Iziko social media accounts.

5. Compliance Documents

Service Providers must submit all documents as outlined in the Table below.

Table 3: Compliance Documents

1 Central Supplier Database Report – with supplier number and company details (www.csd.gov.za)

2 Tax Status Verification Pin together with tax registration number.

Detailed pricing structure: A cost schedule detailing full cost breakdown, inclusive of VAT, any

3 disbursement, and escalations, if applicable, etc. for the entire duration of the proposed contract

must be provided.

4 A Valid B-BBEE Certificate or Sworn Affidavit to determine the Service provider’s status level.

5 SBD 4 – Bidders Disclosure.

6 Sb 6.1 Preference Points Claim Form in Terms of The Preferential Procurement Regulations 2022

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6. Functionality Scoring

The Minimum qualifying score for functionality to advance is 60 out of 80 (75%).

All bidders achieving less than the minimum qualifying score will be declared non-responsive and will not qualify

to be evaluated on Price and specific goals.

Evaluation Area Evaluation Criteria Min Max Points

Points Points Allocation

Previous work Company Profile (10) 2 20

experience in Event - 1-5 years = 2

Management and similar - 6-10years = 5points

projects. - More than 10years = 10 points

Supply signed references. (5)

- 1 X letter = 2 points

- 2 X letters = 3 points

- 3 letters = 5 points

Knowledge and Portfolio of past work demonstrating competency 5 30

experience of in all required project management aspects (30)

performance/talent

o Diversity of events presented in portfolio management/

- Main event type (predominantly) = 5 production management

- Diverse event types = 10 points

- Diverse and dynamic event types = 15 points

o Level of complexity and technicality of past

event specifications worked.

- Straight forward event type (no event permit

needed less than 100 people) = 10

- Complex, technical events (sound, AV, talent

management, OHS and Eventing Compliance) =

15 points

Staff Compliment. Company organogram demonstrates adequate 0 30

Company organogram, resources capacity to manage projects

credentials of key staff implementation: (30)

members that will be - Client service/Account Manager’s experience

working on the project as 5years = 5

well as skills - Event Logistics Staffer >3years experience = 5

development initiatives - Technical/AV Team >5years = 5

in support of Youth

Development and Evidence of Youth and Skills Development

employment. programme implemented.

- No evidence =0

- Recently established (<1year) = 5

- Established (>2 years) = 10

Total points allocations 80

Minimum threshold required 60

Final Score obtained by bidder

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7. Costing Breakdown

Price is an important factor as it ensures optimum value for money and should consider all potential aspects of

the coordination, logistics implementation, event day management, oversight and talent acquisition,

management and administration for the in_herit FESTIVAL campaign on behalf of the Iziko Museums of South

Africa.

Table: Cost Schedule

Service Description Amount

Project Management Fee

Subsistence

Photography

Videography

Facilitators

Source of short films

Sourcing Transport

Sourcing Catering

Contingency Fee 15% of the value

Sub Total (Excluding VAT)

VAT 15%

Total including VAT

8. Evaluation Criteria

Proposals will be evaluated on the 80/20 preference points scoring system: that is, 80% of the points awarded

will be based on price, as indicated in the table below; and 20% of the points awarded will be based on specific

goals, allocated as indicated in the table below:

Specific goals Description Price

Total maximum points 20 80

Note: Failure to supply any of the compliance documents stipulated may lead to the quote not being

considered.

8. Formal Contract

a) The proposal and appended documentation read together form the basis for an agreement to be

negotiated and concluded in a formal contract between Iziko and the preferred Service Provider.

b) A mere offer and acceptance shall not constitute a formal contract of any nature for any purpose

between Iziko and the preferred Service Provider/s.

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9. General Principles

a) The lowest or only quotation received will not necessarily be accepted.

b) Iziko and its Council reserve the right to accept or reject any quotation in response to the Request to

Quote and to withdraw its decision to seek the provision of these services at any time.

No specific requirements found