Courier service for delivery of publications to legal deposit libraries (iziko museums)

Iziko Museums of South Africa requires a courier service to deliver annual report copies to the institutions listed on the specification. The appointed service provider must deliver each item to the correct recipient at the specific delivery address provided.

Delivery requirements – Annexure A: Annexure A forms an integral part of this specification. The service provider must use Annexure A as the authoritative destination list and deliver to the physical/courier addresses stated there. Delivery to Iziko's address alone does not satisfy the requirement. Destinations include: National Library of South Africa – Pretoria Campus (NLSA-PTA), Msunduzi Municipal Library Services, National Library of South Africa – Cape Town Campus (NLSA-CT), Legal Deposit Library Section, Adelaide Tambo Public Library, Parliament of South Africa, Constitutional Court Library, RJR Masiea Public Library, North West Provincial Library and Information Services, Mpumalanga Provincial Library and Information Service.

Closing date and time: 23 October 2026 at 11:00

Advert date: 16 October 2026

SCM enquiries

• Email: [email protected]

Technical enquiries

• Email: [email protected]

Attention: Sesethu Gwampi

• Email: [email protected]

Iziko South African Museum

25 Queen Victoria Street

Cape Town, 8001

Submission method: email only. Quotes and accompanying documentation must be emailed to [email protected] and [email protected]. The bidder is responsible for ensuring complete email documents are received by Iziko by the closing date and time.

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

• CSD report (with supplier number and company details) and Tax Status Verification Pin together with tax registration number.
• Detailed pricing structure on company letterhead: full cost breakdown inclusive of VAT, disbursements, and escalations if applicable.
• Valid B-BBEE certificate or sworn affidavit.
• Signed Request for Quotation (RFQ) document.
• Valid tax certificate and/or tax pin.
• SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) forms.

Disqualification risks:

• Any required administrative document not supplied.
• Bid document not filled in correctly or completely, or not complying with the specification.
• Submission after the closing date and time.
• Supplier not registered on the CSD or with non-compliant tax status.
• Any alterations to the bid document other than filling in the bidder's details and tender price.

Evaluation system: 80/20 preference points system.

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals (20 points) are allocated based on black ownership:

• 50% or more black ownership: 20 points.
• Less than 50% black ownership: 10 points.
• 0% black ownership: 0 points.

Evidence required to claim specific goals: proof of B-BBEE certificate or company registration certification, identification documentation, and CSD report.

Failure to submit proof/documentation for specific goals with the tender means preference points for specific goals are not claimed.

Price points are calculated using the Total Evaluated Bid Price under the 80/20 system. Only amounts captured on the pricing schedule table will be considered.

Iziko Museums of South Africa requires a courier service to deliver copies of its annual report to the institutions listed in Annexure A. The service provider must deliver each item to the correct recipient at the specific delivery address provided.

Scope of works:

• Collect parcels/materials from the collection point confirmed by Iziko.
• Package and handle all items securely and appropriately for transport, ensuring they are not lost, damaged or exposed to weather.
• Deliver one copy to each destination listed in Annexure A, using the courier address where one is expressly provided.
• Confirm delivery with the named contact person, library or receiving office at each destination.
• Provide Iziko with proof of delivery for every destination, showing delivery date, recipient name and signature or equivalent electronic confirmation.
• Notify Iziko promptly of any delivery delay, failed delivery, incorrect address, damage or other issue and obtain instructions before making alternative arrangements.

Delivery requirements – Annexure A:

• Annexure A is the authoritative destination list. Delivery to Iziko's address alone does not satisfy the requirement.
• Destinations include:

1. National Library of South Africa – Pretoria Campus (NLSA-PTA): Auria Mabelane; 228 Proes Street, National Library Building, Pretoria. Use the street address for courier delivery.
2. Msunduzi Municipal Library Services: Mzothule Ndlela; C/o 260 Churchill Square, Church Street, Pietermaritzburg, 3200. Use the physical address for courier delivery.
3. National Library of South Africa – Cape Town Campus (NLSA-CT): Zwelethemba Ngcaba; 5 Queen Victoria Street, Cape Town, 8001.
4. Legal Deposit Library Section, Adelaide Tambo Public Library: Nicolene Barnard; courier address: Mangaung Library Section, Legal Deposit, City Hall, Room 52, President Brand Street 5, Bloemfontein. Use the stated courier address for delivery.
5. Parliament of South Africa: Tony Chawuke / Esther Zulu; 100 Plein Street, 8th Floor, Cape Town, 8000/8001.
6. Constitutional Court Library: courier address: 1 Hospital Street, Constitution Hill, Braamfontein, 2017. Use the courier address.
7. RJR Masiea Public Library: Mr B. E. Neongwane; Private Bag X805, Witsieshoek, 9870.
8. North West Provincial Library and Information Services: Granny Ross (T.E.); Corner Albert Luthuli and University Drive, Mmabatho, 2735. Use the physical address for courier delivery.
9. Mpumalanga Provincial Library and Information Service: Mr Mxolisi Brian Mgwenya; P.O. Box 1243, Mbombela, 1200. Confirm the appropriate physical delivery address with Iziko before dispatch if not specified in Annexure A.

Service provider responsibilities:

• Verify each parcel is correctly labelled with the institution, contact person and address from Annexure A before dispatch.
• Use a trackable courier service and provide tracking references to Iziko.
• Include all delivery charges, fuel surcharges, handling fees and any other costs in the quotation.
• Do not redirect a parcel or substitute a destination without written approval from Iziko.
• Ensure all deliveries are completed within the delivery period agreed with Iziko after the order is issued.

Pricing schedule: Provide a full cost for the described service, including any incidentals such as travel costs, equipment, hardware, etc., inclusive of VAT/applicable taxes. Items: 1 National Library of South Africa – Pretoria Campus (NLSA-PTA); 2 Msunduzi Municipal Library Services; 3 National Library of South Africa – Cape Town Campus (NLSA-CT); 4 Legal Deposit Library Section, Adelaide Tambo Public Library; 5 Parliament of South Africa; 6 Constitutional Court Library; 7 RJR Masiea Public Library; 8 North West Provincial Library and Information Services; 9 Mpumalanga Provincial Library and Information Service. Sub total, add VAT (15%), total bid price.

Pricing instructions: 1. The Total Evaluated Bid Price will be used to calculate price points under the 80/20 preference point system. Only amounts captured on this table will be considered. 2. Bidders must include all workshop preparation, facilitation, document review, document finalisation, meetings, reporting, presentation material, quality review and VAT in the quoted price. 3. Iziko may withhold payment for a deliverable until the deliverable is submitted and accepted as complete by the project manager. 4. Bidders must attach a breakdown of assumptions, resource categories and rates used to prepare their pricing. A formal detailed quotation must be sent with the proposal. The pricing schedule and formal quotation must include all applicable costs and there can be no variation after award has been made.

Pricing format: Provide a full cost for the described service, including any incidentals such as travel costs, equipment, hardware, etc., inclusive of VAT/applicable taxes. The pricing schedule must list each of the 9 destinations with a quantity of 1 each, showing sub-total, add VAT (15%), and total bid price.

Pricing instructions:

• 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.
• Bidders must include all workshop preparation, facilitation, document review, document finalisation, meetings, reporting, presentation material, quality review and VAT in the quoted price.
• Iziko may withhold payment for a deliverable until the deliverable is submitted and accepted as complete by the project manager.
• Bidders must attach a breakdown of assumptions, resource categories and rates used to prepare their pricing.
• A formal detailed quotation must be sent with the proposal. The pricing schedule and formal quotation must include all applicable costs and there can be no variation after award has been made.

Contract formation:

• The proposal and appended documentation form the basis for 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.

General principles:

• The lowest or only quotation received will not necessarily be accepted.
• Iziko and its Council reserve the right to accept or reject any quotation and to withdraw its decision to seek these services at any time.

CSD registration:

• Supplier must be registered on the Central Supplier Database (CSD) and provide a CSD report with supplier number and company details.

Tax compliance:

• Supplier must have a valid tax certificate and/or tax pin, and provide a Tax Status Verification Pin together with tax registration number.

B-bbee:

• Supplier must provide a valid B-BBEE certificate or sworn affidavit to determine status level.

Declarations:

• SBD 4 (Declaration of Interest): discloses whether any director, trustee, shareholder, member or partner is employed by an organ of state, has a relationship with anyone employed by Iziko, or has an interest in any other related enterprise. Failure to disclose all CSD-registered active companies linked to all directors will lead to disqualification.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals (black ownership).
• General declaration: certifies the bid was arrived at independently, without collusion, and that the bidder was not involved in drafting the specifications. False declarations may lead to disqualification, contract cancellation, restriction from state business for up to 10 years, or criminal prosecution.

Disqualification:

• Bidder listed on the Register of Tender Defaulters or List of Restricted Suppliers is automatically disqualified.
• Supplier not registered on the CSD or with non-compliant tax status may be disqualified.

Disqualification: If a bid document is not filled in correctly or completely, or does not comply with the specification, or is delivered/sent after the bid closing date and time, or the supplier is not registered on the CSD, or the supplier has a non-compliant tax status, the bidder may be disqualified.

Bid document submission: Emailed RFQ documents will be accepted. 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. Specific goals are allocated based on black ownership: 50% or more black ownership = 20 points; less than 50% black ownership = 10 points; 0% black ownership = 0 points. Evidence required: proof of B-BBEE certificate or company registration certification, identification documentation, and CSD report.