RFQ: event coordination and logistical support for the namibian repatriation programme – iziko museums of south africa

Advert date: 11 August 2026.

Closing date and time: 14 August 2026 at 11h00.

Event date: 19 August 2026, 5pm to 9pm.

Site visit: not applicable.

Technical enquiries: Namhla Moyeni, email [email protected].

Submission emails: [email protected], [email protected], [email protected].

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

Quotations and accompanying documentation must be emailed to [email protected], [email protected] and [email protected].

Returnable documents (all must be submitted):

• CSD report with supplier number, company details and tax status verification.
• Detailed pricing structure on company letterhead, inclusive of VAT, disbursements and escalations if applicable.
• Valid B-BBEE certificate or sworn affidavit.
• Signed RFQ document.
• SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim Form) must be completed and signed.

Failure to supply any compliance document may lead to the quote not being considered.

Any alteration to the RFQ document other than completing bidder details and tendered price may render the submission non-responsive.

Administrative Documents: 1. Central Supplier Database report with supplier number, company details and tax status verification. 2. Detailed pricing structure on company letterhead, inclusive of VAT, disbursements and escalations if applicable. 3. Valid B-BBEE certificate or sworn affidavit. 4. Signed RFQ document. Note: Failure to supply any of the compliance documents stipulated 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.

Only bidders that pass mandatory compliance proceed to price and specific goals evaluation.

Specific goals points are based on black ownership: 50% or more black ownership = 20 points; less than 50% = 10 points; 0% = 0 points.

The lowest or only quotation will not necessarily be accepted.

Event coordination and logistical support for the Repatriation Programme involving 84 Namibian nationals.

The programme must be delivered with dignity, cultural sensitivity, professionalism and respect, in consultation with South African and Namibian authorities, families, traditional representatives and other stakeholders.

All activities and deliverables require prior written approval from Iziko.

Site-specific activation at Iziko South African Museum on 19 August 2026, in collaboration with the Advancement Department.

Services required:

• AV & Tech: PA system, podium, sound for MC and speakers, national anthems, stage lights, onsite technical support from setup to conclusion.
• Media Buying: 4 x radio interviews (National Talk Radio, 5 minutes each).
• Videography: 4 hours of high-end event videography; gear must shoot full 4k (e.g. Sony A7 III, Canon R5 Mk2 or equivalent), premium lenses (wide angle, 24-70mm), 4k DJ drone for aerial footage, premium microphones.
• Outputs: 4 highlight videos (1 long format 16:9, 1 short format 9:16, 30-50 seconds).
• Photography: high-end professional photography.
• Lanyards & sleeves: 200 black printed lanyards and 200 clear sleeves.

Pricing schedule must be completed; the total evaluated bid price (including VAT) is used for price evaluation under the 80/20 preference point system.

Items: AV & Tech; Lanyards & Sleeves (200); Photography & Videography (1); Media Buying (4).

No additional costs, disbursements or incidental charges will be paid unless disclosed in the bid and approved in writing by Iziko before being incurred.

Bidders must attach a breakdown of assumptions, resource categories and rates used to prepare pricing.

Prices must be valid for 60 days after the closing date.

Pricing schedule must be completed; the total evaluated bid price (including VAT) is used for price evaluation under the 80/20 preference point system.

Pricing items: AV & Tech; Lanyards & Sleeves (quantity 200); Photography & Videography (quantity 1); Media Buying (quantity 4).

No additional costs, disbursements or incidental charges will be paid unless disclosed in the bid and approved in writing by Iziko before being incurred.

Bidders must attach a breakdown of assumptions, resource categories and rates used to prepare pricing.

Prices must be valid for 60 days after the closing date.

CSD registration: Central Supplier Database report with supplier number, company details and tax status verification.

B-BBEE: valid B-BBEE certificate or sworn affidavit; SBD 6.1 Preference Points Claim Form must be completed.

SBD 4 (Bidder's Disclosure): discloses any relationship with state employees or the procuring institution; false declarations lead to disqualification.

Signed RFQ document required.

The proposal and appended documentation may form the basis of an agreement to be negotiated and concluded in a formal contract between Iziko and the preferred service provider.

A mere offer and acceptance shall not constitute a formal contract until the appropriate written agreement or project charter has been concluded.

Iziko reserves the right to accept or reject any quotation and to withdraw the RFQ at any time before award.

Any alteration to the RFQ document other than completing bidder details and tendered price may render the submission non-responsive.

Proposals are evaluated using the 80/20 preference point system; only bidders that pass mandatory compliance proceed to price and specific goals evaluation.

The lowest or only quotation will not necessarily be accepted.