Panel of professional service providers for sustainable funding, fundraising, resource mobilisation and partnership development – afrikaans taalmuseum and monument (atm)

Advert date: 03 November 2026

Closing date and time: 18 December 2026 at 11:00

Compulsory briefing session: The document mentions a compulsory briefing session but does not state a date, time or venue. (No further details provided.)

Bidding procedure and CSD enquiries:

• Contact: Fabian Ontong (Financial Assistant)
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Technical and site enquiries:

• Contact: Rodene Williams
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Submission address:

Historium Building

11 Pastorie Avenue

Esterville, Paarl, 7646

Submission method: physical delivery to the Historium Building, 11 Pastorie Avenue, Esterville, Paarl, 7646. Bids must be deposited in the bid box at that address. Late bids will not be accepted.

Closing time: 18 December 2026 at 11:00.

Returnable documents — failure to submit any of the following leads to immediate disqualification:

• CSD registration number.
• Original, valid tax clearance certificate (or SARS TCS PIN).
• Original, valid B-BBEE certificate or sworn affidavit.
• Certified proof of company registration documents.
• Completed and signed SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), SBD 7.2 (Contract Form – Services), SBD 8 (Declaration of Bidder's Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and the General Conditions of Contract (GCC) initialled on each page.
• Proof of banking details.
• Company profile.
• Technical proposal, methodology and approach.
• CVs and qualifications of key personnel.
• Evidence of at least three similar completed projects.
• At least three contactable references.
• Detailed financial proposal with professional rates.

Packaging: The bid must be submitted in a file, punched, with dividers between each schedule. Schedules must be numbered and formatted as per the checklist (Schedule 1 to Schedule 12).

Disqualification risks:

• Late, incomplete or non-compliant proposals will not be considered.
• Missing any mandatory document or proof.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.
• The ATM will verify the List of Restricted Suppliers and Register for Tender Defaulters before award.

Evaluation in three phases:

• Phase 1: Administrative compliance and mandatory requirements. Bidders must submit all mandatory documentation; failure leads to disqualification.
• Phase 2: Technical functionality evaluation. Minimum qualifying score: 70 out of 100 points.
• Phase 3: Pricing and preferential procurement evaluation (where applicable).

Functionality scoring (total 100 points):

1. Understanding of ATM requirements, proposed methodology and approach to sustainable funding, fundraising, resource mobilisation and partnership development: 25 points.

• Excellent: 25, Good: 20, Acceptable: 15, Poor: 10, Unacceptable: 0.

2. Relevant experience of bidder in fundraising, funding development, donor management, partnership development and related services: 20 points.

• 10 years or more: 20, 6–9 years: 15, 3–5 years: 10, less than 3 years: 0.

3. Experience within relevant sectors (public entities, government institutions, museums, heritage organisations, arts and culture institutions, tourism organisations, PBOs, trusts or foundations): 15 points.

• Extensive: 15, Good: 10, Limited: 5, None: 0.

4. Qualifications, experience and suitability of proposed key personnel: 15 points.

• Extensive (8+ years): 15, Strong (5–7 years): 10, Limited (3–4 years): 5, less than 3 years: 0.

5. Demonstrated experience in developing successful funding proposals, grant applications, sponsorship proposals and strategic partnerships: 15 points.

• Five or more projects: 15, three to four: 10, one to two: 5, none: 0.

6. Contactable references for similar services rendered: 10 points.

• Five or more references: 10, three to four: 8, two: 5, one: 2, none: 0.

Pricing evaluation: professional rates will be evaluated; the ATM is not obliged to accept the lowest price. Appointment to the panel does not guarantee any minimum volume or value of work.

The ATM requires a panel of professional service providers to support sustainable funding, fundraising, resource mobilisation and partnership development on an as-and-when-required basis for three years.

Scope of services:

• Develop sustainable funding and partnership development strategies aligned with ATM strategic objectives.
• Identify funding requirements, potential funding streams and partnership opportunities.
• Prepare funding proposals, grant applications and concept documents.
• Develop and maintain a funding and stakeholder database.
• Monitor funding opportunities and application deadlines.
• Conduct donor prospect research and stakeholder mapping.
• Develop sponsorship opportunities and facilitate strategic partnerships.
• Support engagement with donors, sponsors and stakeholders.
• Assist with presentations and stakeholder communication.
• Support the development of partnership agreements and MOUs.
• Provide funding readiness assessments, capital campaign planning and philanthropic gifting strategies.
• Support CSI and ESG funding initiatives.

Funding areas: heritage preservation and restoration, capital works and infrastructure, visitor experience, cultural and educational programmes, environmental sustainability, community engagement, tourism development and revenue-generating initiatives.

Deliverables may include: strategies, databases, proposals, sponsorship packages, stakeholder engagement plans, progress reports (monthly, quarterly or as determined), monitoring and evaluation reports, and other agreed outputs.

Reporting: The service provider reports to the CEO/Director of the ATM or a delegated official. Performance is monitored on quality, timeliness, compliance and responsiveness.

Constraints:

• The service provider may not commit the ATM to any funding agreement, partnership, sponsorship or contractual arrangement without prior written approval.
• All information and materials developed become the property of the ATM.
• Confidentiality and POPIA compliance required.
• Conflicts of interest must be disclosed in writing.

The technical proposal must demonstrate:

• Understanding of the ATM's mandate and strategic objectives.
• Proposed approach to sustainable funding and partnership development.
• Methodology for identifying funding opportunities.
• Approach to donor, sponsor and stakeholder engagement.
• Reporting and monitoring methodology.
• Implementation plan.

The methodology is scored under functionality criterion 1 (25 points).

Minimum requirements:

• At least three years' proven experience in fundraising, funding development, resource mobilisation, partnership development, donor management or related services.
• Experience in developing successful funding proposals and grant applications.
• Experience working with public entities, government institutions, cultural institutions, heritage organisations, museums, tourism organisations, PBOs, trusts, foundations or similar.
• Knowledge of local, regional and international funding opportunities relevant to heritage, arts, culture, tourism, education and related sectors.
• Experience in corporate sponsorship development and strategic partnerships.
• Suitably qualified personnel to perform the services.
• At least three contactable references for similar services.

Key personnel: CVs and qualifications of proposed personnel must be submitted. Scoring considers relevant qualifications, years of experience, fundraising expertise, partnership development experience, and experience in similar assignments.

Scoring for experience:

• Relevant experience: 10+ years = 20 points, 6–9 years = 15, 3–5 years = 10, less than 3 years = 0.
• Sector experience: extensive = 15, good = 10, limited = 5, none = 0.
• Key personnel experience: 8+ years = 15, 5–7 years = 10, 3–4 years = 5, less than 3 years = 0.
• Similar projects: 5+ = 15, 3–4 = 10, 1–2 = 5, none = 0.
• References: 5+ = 10, 3–4 = 8, 2 = 5, 1 = 2, none = 0.

Pricing must be submitted on SBD 3.3 (Pricing Schedule – Professional Services). Bidders must indicate:

• A ceiling price based on total estimated time for completion of all phases, including all expenses, inclusive of all applicable taxes.
• Hourly and daily rates for each person involved in the project.
• Phases of the project, cost per phase and man-days to be spent.
• Travel expenses (rate/km, total km, class of air travel) – only actual costs recoverable, with proof.
• Other expenses (e.g. accommodation, telephone, reproduction) – actual costs with proof.
• Period required for commencement after acceptance of bid.
• Estimated worker-days for completion.
• Whether rates are firm for the full contract period; if not, the basis for adjustment (e.g. CPI).

All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included in the bid price.

Pricing format: Professional rates must be submitted, including hourly rates for senior funding specialist, funding consultant, partnership development specialist, proposal writer, and research and stakeholder engagement support; daily rates for facilitator/workshop support; and project-based rates where applicable.

Payment terms:

• Payment based on each individual assignment and rates approved by the ATM.
• The ATM may negotiate fees and scope of work for individual assignments before issuing a work instruction.
• No work may commence without written confirmation and instruction from the ATM.
• Proposals based solely on commission, contingency fees or a percentage of funding secured will not be considered unless expressly approved in writing.
• Invoices must be detailed, with timesheets and progress reports where applicable, and supporting documentation.

Expenses: Travel and other expenses (e.g. accommodation) are recoverable only at actual cost, with proof accompanying certified invoices.

Validity: The offer must be valid for a specified number of days from the closing date (the document leaves the number blank).

Rates firmness: Bidders must indicate whether rates are firm for the full contract period; if not, provide the basis for adjustment (e.g. CPI).

Mandatory compliance:

• Valid registration on the Central Supplier Database (CSD).
• Valid SARS tax compliance status (TCS PIN or printed certificate).
• Company registration documents (certified).
• Valid B-BBEE certificate or sworn affidavit (where applicable).
• Proof of banking details.
• Company profile.
• Completed and signed SBD forms as listed in submission guidelines.

Tax compliance:

• Bidders must be tax compliant. Provide a SARS TCS PIN or a printed TCS certificate.
• For consortia, joint ventures or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• If no TCS PIN is available but the bidder is registered on CSD, provide the CSD number.

B-bbee:

• A valid B-BBEE certificate or sworn affidavit is required to claim preference points and is a condition for award.
• The document does not specify a minimum B-BBEE level.

Restrictions:

• Bids from persons in the service of the state, or companies with directors who are in the service of the state, will not be considered.
• The ATM will verify the List of Restricted Suppliers and Register for Tender Defaulters before award.

The scope of services includes support for environmental sustainability initiatives of the ATM. The service provider may be required to assist with funding for environmental sustainability projects. No specific environmental compliance requirements are stated.

Additional evaluation details:

• Evaluation is in three phases: administrative compliance, technical functionality, and pricing/preferential procurement.
• Minimum functionality score of 70 out of 100 is required to qualify for appointment.
• The functionality scoring methodology is detailed in the evaluationCriteria section.
• Pricing evaluation considers professional rates; the ATM may negotiate pricing for individual assignments.
• The ATM reserves the right to request quotations from appointed panel members for specific assignments.