Pos hardware lease & system implementation – iziko museums tender (western cape)

Closing date: 25 September 2026 at 14:00

Advert date: 16 September 2026

Quotes valid for 60 days from the bid closing date.

Attention: Sikelwa Madlavu

SCM enquiries: [email protected]

Technical enquiries:

• Contact: Lance da Silva
• Email: [email protected]

Submission email: [email protected]; [email protected]

Address: Iziko South African Museum, 25 Queen Victoria Street, Cape Town, 8001

Submission method: email to [email protected] and [email protected]. The bidder is responsible for ensuring complete documents are received by the closing date and time. Any alterations to the bid document other than filling in the bidder's details and price will automatically disqualify the bid.

Returnable documents (all must be completed, signed, and submitted):

• Signed RFQ document (the offer cover page).
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at Iziko; failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals; must be supported by evidence.
• CSD report (with supplier number and company details) and Tax Status Verification PIN with tax registration number.
• Valid tax certificate and/or tax PIN.
• Valid B-BBEE certificate or sworn affidavit.
• Detailed pricing structure on company letterhead, including full cost breakdown inclusive of VAT, disbursements, and escalations.

Disqualification risks:

• Incomplete or incorrectly filled bid document.
• Non-compliance with specifications.
• Submission after the closing date and time.
• Not registered on CSD or non-compliant tax status.
• Failure to supply any of the administrative documents may lead to the quote not being considered.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. The Total Evaluated Bid Price (from the pricing table only) is used to calculate price points. Specific goals are based on black ownership: 50% or more black ownership = 20 points; less than 50% = 10 points; 0% = 0 points. Evidence required: B-BBEE certificate or sworn affidavit, company registration documentation, identification documentation, and CSD report. Failure to submit proof for specific goals means no points are claimed for those goals. The lowest or only quotation will not necessarily be accepted.

Scope: Supply, install, customise, integrate, and lease a centrally managed POS and Ticketing System for 12 months, including hardware, software, accessories, implementation, training, and support.

Sites and POS units required:

• Iziko South African Museum & Planetarium, 25 Queen Victoria Street, Cape Town: 3 POS
• Iziko South African National Gallery, 80 St Johns Rd, Cape Town: 1 POS
• Iziko Slave Lodge, Cnr Adderley & Wale Street: 1 POS
• Iziko Bo-Kaap Museum, 71 Whale Street, Cape Town: 1 POS
• Iziko Bertram House, 39 Orange Street, Cape Town: 1 POS
• Iziko Old Town House, Greenmarket Square, Cape Town: 1 POS
• Iziko Rust & Vreugd, 78 Buitenkant Street, Cape Town: 1 POS
• Nelson Mandela Prison (Drakenstein), R301, Paarl: 1 POS

Hardware requirements:

• POS terminals with cash drawers, receipt printers, card payment terminals (contactless, chip & PIN, NFC).
• Minimum screen size of 17".

Software requirements:

• POS application (Windows/Android compatible).
• Back-office system with reporting capabilities.
• Ticketing module supporting multiple ticket types, discounts, group bookings.
• Ticketing module must support allocated and numbered seating for the Iziko Planetarium.
• POPIA-compliant data processing.
• PCI-DSS compliant and secure card payments.

Networking requirements:

• LAN/Wi-Fi connectivity.
• Secure architecture for multi-site deployment.

Reporting requirements (where possible):

• User access report.
• Daily sales report per site, by category and visitor type.
• Daily cash vs card split report.
• Monthly sales report per site, category, and visitor type.
• Daily and monthly income & visitor numbers report.

Bank integrations:

• Integrate via APIs with acquiring bank or licensed Payment Service Providers.
• Support EFTs and direct deposits where possible.
• Iziko banks with Standard Bank but has a merchant account with Nedbank.

Implementation and migration:

• Provide a migration plan (data, system configuration, legacy system cut over) on appointment.

Training:

• End-user operational training.
• Training for POS administrators.
• Training for updates and enhancements.

Support and maintenance (12 months):

• 24/7 support for critical issues.
• Remote and onsite support.
• Hardware swap-out when required.
• Software updates, patches, security fixes.
• Data backup and recovery.
• Monitoring and system diagnostics.
• Incident management and escalation.

Mandatory requirements (must comply):

• POS hardware and software can be supplied, installed, and configured as needed.
• System supports multiple ticket types, discounts, and group bookings.
• System can integrate with banking/payment services.
• System provides reports.
• Bidder provides 12 months' technical support, maintenance, and updates.

The appointed service provider will lease, implement, configure, customise, and support a full POS ecosystem for all Iziko sites. The lease must cover all hardware, software, accessories, implementation, training, and support for the full 12-month period. Included services: hardware and peripherals; software configuration and management; installation at all end-user sites; customisation of software to Iziko requirements (no additional cost); initial and ongoing training; full support and maintenance (including emergency support, 7 days/week, 08:00–17:00); central back-office system for reporting, monitoring, configuration, and administration. Sites and units: Iziko South African Museum & Planetarium (25 Queen Victoria Street, Cape Town) 3 POS; Iziko South African National Gallery (80 St Johns Rd, Cape Town) 1 POS; Iziko Slave Lodge (Cnr Adderley & Wale Street) 1 POS; Iziko Bo-Kaap Museum (71 Whale Street, Cape Town) 1 POS; Iziko Bertram House (39 Orange Street, Cape Town) 1 POS; Iziko Old Town House (Greenmarket Square, Cape Town) 1 POS; Iziko Rust & Vreugd (78 Buitenkant Street, Cape Town) 1 POS; Nelson Mandela Prison (Drakenstein) (R301, Paarl) 1 POS.

The POS system must be POPIA-compliant and PCI-DSS compliant for secure card payments. The system must support secure architecture for multi-site deployment. The bidder must provide system uptime, monitoring, and secure payment processing. Support and maintenance must include 24/7 support for critical issues, remote and onsite support, hardware swap-out, software updates, patches, security fixes, data backup and recovery, monitoring and system diagnostics, and incident management and escalation.

Pricing schedule: Complete POS Station – including POS terminal (minimum 17" screen), cash drawer, receipt printer, card payment terminal, POS software, installation, configuration, integration, testing and commissioning – quantity and total price; Monthly Support & Maintenance – including training, technical support, software updates, monitoring, backups and hardware support/exchange – quantity 12 and total price. Subtotal, VAT, and total including VAT. Pricing instructions: quotes to be valid for 60 days from the bid closing date; a formal detailed quotation to be sent with proposal; the pricing schedule and formal quotation must include all applicable costs and there can be no variation after award has been made; bidders must attach a breakdown of assumptions, resource categories and rates used to prepare their pricing; Iziko may withhold payment for a deliverable until the deliverable is submitted and accepted as complete by the project manager.

Pricing schedule (excl. VAT):

• Complete POS Station (including POS terminal with min 17" screen, cash drawer, receipt printer, card payment terminal, POS software, installation, configuration, integration, testing, commissioning): quantity and total price.
• Monthly Support & Maintenance (including training, technical support, software updates, monitoring, backups, hardware support/exchange): quantity 12, monthly price, and total price.
• Subtotal, VAT, and total including VAT.

Pricing instructions:

• Total Evaluated Bid Price used for price points; only amounts on the pricing table are considered.
• Iziko may withhold payment for a deliverable until accepted as complete by the project manager.
• Bidders must attach a breakdown of assumptions, resource categories, and rates used.
• Quotes valid for 60 days from bid closing date.
• A formal detailed quotation must accompany the proposal; all costs must be included and no variation after award.
• All costs are fully inclusive and fixed for 12 months; no additional charges beyond the pricing schedule.

CSD registration: Must be registered on the Central Supplier Database; CSD report with supplier number and company details required.

Tax compliance: Must have a valid tax status; Tax Status Verification PIN and tax registration number required; valid tax certificate and/or tax PIN required.

B-BBEE: Valid B-BBEE certificate or sworn affidavit required to determine status level and claim preference points.

SBD 4 (Declaration of Interest): Must be completed and signed; discloses employment by the state or connections to Iziko.

SBD 6.1 (Preference Points Claim): Must be completed and signed to claim specific goal points.

Declaration: Bidder must confirm no appearance on the Register of Tender Defaulters, no fraud/corruption convictions in the last five years, no conflict of interest, and that information is true and correct.

The proposal and appended documentation form the basis for a formal contract to be negotiated and concluded between Iziko and the preferred service provider. A mere offer and acceptance does not constitute a contract. Iziko and its Council reserve the right to accept or reject any quotation and to withdraw the decision to seek these services at any time. The lowest or only quotation will not necessarily be accepted.

Disqualification: if a bid document is not filled in correctly or completely, or not complied with the specification, or is delivered/sent after the bid closing date and time, or the supplier is not registered on the CSD or has a non-compliant tax status, then that bidder may be disqualified. Bid document submission: emailed RFQ documents will be accepted; however, the onus is on the tenderer to ensure that complete email documents have been received by Iziko by the due date and time. Any alterations to the bid document other than filling in the tenderer's details and tender price will automatically disqualify the tenderer.

Proposals will be evaluated on the 80/20 preference points scoring system: 80% of the points awarded will be based on price, and 20% of the points awarded will be based on specific goals. The Total Evaluated Bid Price will be used to calculate price points under the 80/20 preference point system. Only amounts captured on the pricing table will be considered.