Request for quotation: integrated business development, fundraising, and CRM software solutions for iziko museums of south africa

Iziko Museums of South Africa is a Schedule 3A public entity and non-profit organization, subsidized by the National Department of Sport, Arts & Culture (DSAC). It governs 12 national museums and a Social History Centre in the Western Cape under the Cultural Institutions Act, 1998, and complies with the PFMA, 1999. Vision: 'African Museums of Excellence.' Purpose of this RFQ: Enhance the IA Business Development and Fundraising Department’s operational efficiency, stakeholder engagement, fundraising, partnership management, project coordination, and digital communication through integrated software solutions.

Closing date and time: 15 July 2026 at 11:00. Date issued: 06 July 2026.

Submission emails: [email protected], [email protected]. Technical enquiries: Aviwe Rasmeni ([email protected]). Additional contacts: Seboko Bolofo ([email protected]), Namhla Moyeni ([email protected]). Physical address: 25 Queen Victoria Street, Cape Town, 8001.

Submission method: Email to [email protected] and [email protected]. Ensure complete documents are received by the deadline. Alterations to the tender document (other than filling in bidder details and price) will disqualify the bid. Late submissions or incomplete documentation will be disqualified. Bidders must confirm receipt of emailed submissions. Required forms: SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form).

Required deliverables: Fully licensed software subscriptions (36 months), user access/account management, implementation/configuration, training/onboarding, maintenance/technical support, updates/upgrades, documentation/reporting tools. Mandatory forms: SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), CSD report, tax verification, B-BBEE certificate, completed RFQ, pricing schedule.

Scope: Provision, licensing, implementation, and support of integrated software solutions for 36 months. Required software: LinkedIn Sales Navigator, Asana, Adobe Creative Cloud (Photoshop, Illustrator, InDesign, Acrobat Pro, Premiere Pro), Canva Pro, Salesforce CRM. Deliverables: Licenses, technical support, updates, onboarding, user training, maintenance, reporting tools. Expected outcomes: Improved fundraising, stakeholder management, operational efficiency, project tracking, marketing consistency, and data-driven decision-making. Service location: Iziko South African Museum.

Service provider must: Configure software per departmental requirements, assist with user setup/access, customize systems, ensure interoperability between platforms. Provide onboarding/training, user guides, and knowledge transfer. Deliver ongoing technical support, maintenance, updates, and upgrades with minimal disruption. Enable reporting/analytics, dashboard development, and performance insights for fundraising, stakeholder engagement, and business development.

Submit a detailed cost schedule for the 36-month period, inclusive of VAT, disbursements, and escalations. Breakdown must include: software licensing/subscriptions, implementation/configuration, training, technical support/maintenance, reporting/performance monitoring. Clearly indicate renewal terms and any value-added services.

Pricing: Submit a detailed cost breakdown inclusive of VAT, disbursements, and escalations (if applicable) for the full 36-month contract. Include: software licensing, implementation, configuration, training, support, maintenance, and reporting. Payment terms: Not specified. Renewal terms and value-added services must be clearly indicated.

Mandatory documents: Central Supplier Database (CSD) report with supplier number, Tax Status Verification PIN, completed RFQ document, valid B-BBEE certificate or sworn affidavit. Disqualification risks: Incomplete submissions, late delivery, non-registered CSD status, non-compliant tax status, or fraudulent declarations. Bidders must confirm no conflicts of interest, no convictions for fraud/corruption, and no listings on the Register of Tender Defaulters or Restricted Suppliers.

B-BBEE ownership criteria for preference points: 50% or more black ownership = 20 points, less than 50% = 10 points, 0% = 0 points. Required proof: Valid B-BBEE certificate, company registration, identification documents, CSD report. Points are allocated under the 80/20 system’s specific goals (20 points total).

Contract duration: 36 months from appointment, subject to annual budget availability and satisfactory performance. Service provider obligations: Supply licenses, ensure uninterrupted access, provide technical support, facilitate updates/upgrades at no additional cost, offer onboarding/training, and comply with licensing regulations. Contract formation: Proposal and documentation form the basis for negotiation; mere offer/acceptance does not constitute a contract. Iziko reserves the right to reject any quotation or withdraw the RFQ.

Bidder declarations: No state employment conflicts, no relationships with Iziko staff, no collusion with competitors, no involvement in drafting specifications. Bids must be independent; joint ventures/consortia are exempt from collusion rules. False declarations may result in disqualification, contract cancellation, cost recovery, 10-year public sector restriction, or criminal prosecution. Iziko may reject bids based on poor past performance or litigation history.

Mandatory documents: CSD report (with supplier number), Tax Status Verification PIN, completed RFQ, detailed pricing schedule, valid B-BBEE certificate or sworn affidavit. Disqualification: Late submissions, incomplete documents, non-registered CSD status, non-compliant tax status, or alterations to tender documents beyond bidder details/price. Bidders must complete SBD 4 (Disclosure) and SBD 6.1 (Preference Points Claim Form).

Preference points system: 80/20 (80 points for price, 20 for specific goals). Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: B-BBEE ownership (50%+ black ownership = 20 points, <50% = 10 points, 0% = 0 points). Proof required: B-BBEE certificate, company registration, identification documents, CSD report. Failure to submit proof forfeits points. Iziko may request additional verification at any stage.