Request for quotation (RFQ) for the renewal, subsciption and support for sysaid system software for a period of twelve (12) months

REQUEST FOR QUOTATION (RFQ) FOR THE RENEWAL, SUBSCIPTION AND SUPPORT FOR SYSAID SYSTEM SOFTWARE FOR A PERIOD OF TWELVE (12) MONTHS Iziko Museums of South Africa invites qualified and experienced suppliers who are authorised SysAid partners, distributors, or resellers to submit quotations for the renewal of its SysAid IT Service Management (ITSM) Cloud subscription, including licensing, support, maintenance, updates, and vendor management services for a period of twelve (12) months. The objective of the project is to ensure the continued availability, support, and enhancement of Iziko's ICT Service Management environment used to manage incidents, service requests, assets, change management, patch management, remote support, reporting, and workflow automation.

{"closingDate":"10 June 2026","closingTime":"11h00am"}

Must be registered on Central Supplier Database (CSD) with compliant tax status; must not be listed on Register for Tender Defaulters/Restricted Suppliers; must be authorised SysAid partner/distributor/reseller; must submit all mandatory administrative documents; bids missing required docs or submitted late will be disqualified.

System software

Iziko South African Museum

25 Queen Victoria Street

Address

Cape Town

8001

Attention Kagiso Themba

Advert Date 10 June 2026

Closing Date and Time for

19 June 2026 11h00am

Iziko Museums of South Africa invites qualified and experienced suppliers who are authorised

SysAid partners, distributors, or resellers to submit quotations for the renewal of its SysAid IT

Service Management (ITSM) Cloud subscription, including licensing, support, maintenance,

updates, and vendor management services for a period of twelve (12) months.

The objective of the project is to ensure the continued availability, support, and enhancement of

Iziko's ICT Service Management environment used to manage incidents, service requests,

assets, change management, patch management, remote support, reporting, and workflow

automation.

Current Environment

Iziko currently utilises SysAid Enterprise as its primary ICT Service Management platform and

requires renewal of the existing subscription and associated services.

The solution currently supports:

• 5 ICT Support Agents
• Up to 500 Managed Assets
• Self-Service Portal
• Asset Management and CMDB
• Patch Management
• Remote Support
• SLA Management
• Workflow Automation
• Advanced Reporting and Analytics
• AI-powered Service Desk Capabilities

The proposed project requirements are as follows but not limited to:

3.1. . License Renewal

Renewal of the SysAid Spaces ITSM subscription including

• 10 Named Agent Licenses

Iziko Museums of South Africa of 15

• Unlimited End Users
• Asset Management for up to 500 Assets
• CMDB Functionality
• SLA Management
• Advanced Reporting
• Patch Management
• Remote Support
• Workflow Automation
• Tasks and Project Management

3.2. Artificial Intelligence Features

The subscription must include:

• SysAid Copilot for Agents

*

• SysAid Copilot for End Users

*

• AI Agent Builder

*

• AI Intelligent Categorisation

*

• AI Case Summarisation

*

• AI Insights

*

• AI Emotion Analysis

*

• Pre-built AI Agents

3.3. Support and Maintenance

The successful bidder shall provide:

• Annual software subscription renewal
• Vendor support management
• Escalation management with SysAid
• Access to software updates and upgrades
• Security patches and bug fixes
• Product advisory services
• Quarterly service reviews
• Technical assistance during business hours

3.3. Professional Services

The successful bidder shall provide:

• Assistance with configuration changes
• Best-practice recommendations
• Knowledge transfer where required
• Remote technical support
• Reporting assistance.

3.4 Service Level Requirements

The bidder must provide the following support commitments:

Iziko Museums of South Africa of 15

Priority 1 (Critical):

• Response within 2 hours
• Resolution or turnaround within 8 hours

Priority 2 (High):

• Response within 4 hours
• Resolution within 1 business day

Priority 3 (Medium):

• Response within 1 business day

*

• Resolution within 3 business days

Priority 4 (Low):

• Response within 2 business days

• Resolution within 5 business days

5. Administrative documents

Service Providers must submit all documents as outlined in Table below.

Central Supplier Database Report – with supplier number and company details

1 (www.csd.gov.za) and Tax Status Verification Pin together with tax registration

number

Detailed pricing structure on your company letterhead: A cost schedule detailing

2 full cost breakdown, inclusive of VAT, any disbursement, and escalations, if

applicable, etc.

A Valid B-BBEE Certificate or Sworn Affidavit to determine the Service provider’s

status level.

4 Signed Request for Information Document

5 Valid Tax Certificate and/or Tax Pin

6 SBD 4 and SBD 6.1 documentation included in this RFQ

7 Company Profile demonstrating:

Minimum five (5) contactable references for SysAid licensing and support services

performed within the last five years.

Confirmation that the bidder is authorised to supply and renew SysAid subscriptions

in South Africa

Note: Failure to supply any of the administrative documents stipulated may lead to the

quote not being considered.

Iziko Museums of South Africa of 15

in South Africa

Note: Failure to supply any of the administrative documents stipulated may lead to the

quote not being considered.

Iziko Museums of South Africa of 15

4. Evaluation criteria

Iziko promotes the concept of “best value” in the award of contracts, as opposed to merely

looking for the cheapest price, which does not necessarily provide the best value. Best value

incorporates the expertise, experience and technical proposal of the organisation and

individuals who will be providing the service and the organisational capacity supporting the

project team.

Iziko is committed to achieving Government’s transformation objectives in terms of the

Provide a full cost for the described service, including any incidentals such as travel costs,

(including on site hours) equipment, hardware etc. inclusive of VAT/applicable taxes

No SERVICE DESCRIPTION QTY COST PER UNIT

6.1 SysAid Cloud ITSM License (10 agents, 300 users) 01 R

6.2 Asset Management for 500 assets 01 R

6.3 AI-Powered Assistance (Copilot for End Users & Agents) 01 R

6.4 Remote Support & Control 01 R

6.5 Patch Management Module 01 R

Iziko Museums of South Africa of 15

6.5 1-Year Support & Maintenance 01 R

6.6 Total Cost (Excl. VAT) R

6.7 VAT (15%) r

6.8 Total Cost (Incl Vat) R

Pricing Instruction

1. Payment will be made based on the deliverables for the goods received.

2. Payment will only be made on the basis of work completed satisfactorily, and invoices

provided and approved by the project manager.

3. Quotes to be valid for 90 days from the bid closing date.

Please Note: a formal detailed quotation to be sent with proposal. The pricing

schedule above and formal quotation must include all applicable costs and there can

be no variation after award has been made.

7. Formal contract

a) The proposal and appended documentation read together form the basis for an

agreement to be negotiated and concluded in a formal contract between Iziko and the

preferred Service Provider

b) A mere offer and acceptance shall not constitute a formal contract of any nature for any

purpose between Iziko and the preferred Service Provider/s.

8. General principles

(a) The lowest or only quotation received will not necessarily be accepted.

(b) Iziko and its Council reserves the right to accept or reject any quotation in response to

the Request to Quote and to withdraw its decision to seek the provision of these services

at any time.

Central Supplier Database Report – with supplier number and company details

1 (www.csd.gov.za) and Tax Status Verification Pin together with tax registration

number

Detailed pricing structure on your company letterhead: A cost schedule detailing

2 full cost breakdown, inclusive of VAT, any disbursement, and escalations, if

applicable, etc.

A Valid B-BBEE Certificate or Sworn Affidavit to determine the Service provider’s

status level.

points

Total maximum points 20 80

6. Pricing schedule

provided and approved by the project manager.

3. Quotes to be valid for 90 days from the bid closing date.

Please Note: a formal detailed quotation to be sent with proposal. The pricing

schedule above and formal quotation must include all applicable costs and there can

be no variation after award has been made.

CSD report

Central Supplier Database Report – with supplier number and company details

1 (www.csd.gov.za) and Tax Status Verification Pin together with tax registration

6 SBD 4 and SBD 6.1 documentation included in this RFQ

Points Allocation: 90 points

B-BBEE Details: VE (12) MONTHS

Reference Number IZIKO_RFQ_CSM_ICT 10/06/2026

The renewal, subsciption and support for sysaid

Description

System software

Iziko South African Museum

25 Queen Victoria Street

Address

Cape Town

8001

Attention Kagiso Themba

Advert Date 10 June 2026

Closing Date and Time for

19 June 2026 11h00am

Submission

Quotes / Proposals, and accompanying documentation, must be email

Method of Delivery

SCM [email protected]; [email protected]

Andre Makka, [email protected]; [email protected];

Technical Enquiries

Name of Company

CSD Supplier Number

(MA Number)

B-BBEE Status Level of

Contribution

Quote Price (Incl. VAT)

Signature

Iziko Museums of South Africa of 15

Bidder’s disclosure (sbd 4)

1. Purpose of the form (sbd 4)

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid.

In line with the principles of transparency, accountability, impartiality, and ethics as enshrined

in the Constitution of the Republic of South Africa and further expressed in various pieces of

legislation, it is required for the bidder to make this declaration in respect of the details

required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1. Is the bidder, or any of its directors / trustees / shareholder / members / partners or

any person having a controlling interest in the enterprise, employed by the state?

Yes/no

2.1.1. If so, furnish particulars of the names, individual identity numbers, and, if applicable,

state employee numbers of sole proprietor/ directors / trustees / shareholders /

members/ partners or any person having a

(SBD 6.1) PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022 This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022

I, the undersigned, (name) in submitting the accompanying bid, do hereby make the following

statements that I certify to be true and complete in every respect:

3.1. I have read and I understand the contents of this disclosure;

3.2. I understand that the accompanying bid will be disqualified if this disclosure is found not to be

true and complete in every respect;

3.3. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement, or arrangement with any competitor. However, communication

between partners in a joint venture or consortium will not be construed as collusive bidding.

3.4. In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications, prices, including methods,

factors or formulas used to calculate prices, market allocation, the intention or decision to

submit or not to submit the bid, bidding with the intention not to win the bid and conditions or

delivery particulars of the products or services to which this bid invitation relates.

3.5. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or

of the awarding of the contract.

3.6. There have been no consultations, communications, agreements or arrangements made by

the bidder with any official of the procuring institution in relation to this procurement process

prior to and during the bidding process except to provide clarification on the bid submitted

where so required by the institution; and the bidder was not involved in the drafting of the

specifications or terms of reference for this bid.

3.7. I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to

the Competition Commission for investigation and possible imposition of administrative

penalties in terms of section 59 of the Competition Act No and or may be reported

to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted

from conducting business with the public sector for a period not exceeding ten (10) years in

terms of the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

Iziko Museums of South Africa (Iziko) is a schedule 3A public entity and non-profit organisation,

partly subsidised by the National Department of Sport, Arts & Culture (DSAC), bringing together

11 national museums and a Social History Centre situated in the Western Cape under a single

governance and leadership structure. Iziko was established in terms of the Cultural Institutions

Act, 1998 (Act No. ) and is required to comply with the Public Finance Management

Act (PFMA), 1999 (Act No. , as amended) and its concomitant Regulations.

2. Description

a) The proposal and appended documentation read together form the basis for an

agreement to be negotiated and concluded in a formal contract between Iziko and the

preferred Service Provider

b) A mere offer and acceptance shall not constitute a formal contract of any nature for any

purpose between Iziko and the preferred Service Provider/s.

enterprise:

i) confirms that neither the name of the enterprise or the name of any partner, manager,

director, or other person, who wholly or partly exercises, or may exercise, control over

the enterprise appears on the Register of Tender Defaulters established in terms of the

Prevention and Combating of Corrupt Activities Act of 2004;

Iziko Museums of South Africa of 15

ii) confirms that no partner, member, director, or other person, who wholly or partly

exercises, or may exercise, control over the enterprise appears, has within the last five

years been convicted of fraud or corruption;

iii) confirms that I / we are not associated, linked, or involved with any other tendering

entities submitting tender offers and have no other relationship with any of the tenderers

or those responsible for compiling the scope of work that could cause or be interpreted

as a conflict of interest; and;

iv) confirms that the contents of these questionnaire/forms (SBD 4, & 6.1) are within my

personal knowledge and are to the best of my belief both true and correct:

v) accept that, in addition to cancellation of a contract, action may be taken against me

should the Declaration prove to be false.

4.3. Name of company/firm: ...............................................................................

4.4. Company Registration number: ..................................................................

4.5. Type of company/firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, ........................................................................ the undersigned, who is duly

authorised to do so on behalf of the company/firm, certify that the points claimed, based on the

specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown

and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses, or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted from

Iziko Museums of South Africa of 15

obtaining business from any organ of state for a period not exceeding 10 years,

after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Iziko Museums of South Africa of 15

Request for quotation (RFQ) for the renewal, subsciption and support

For sysaid system software for a period of twelve (12) months

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise.

2. BIDDER’S DECLARATION 2.1. Is the bidder, or any of its directors / trustees / shareholder / members / partners or any person having a controlling interest in the enterprise, employed by the state? YES/NO 2.1.1. If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. 2.2. Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.2.1. If so, furnish particulars: 2.3. Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1. If so, furnish particulars:

1. GENERAL CONDITIONS 1.1. The following preference point systems are applicable to invitations to tender: - the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included). 1.2. To be completed by the organ of state The applicable preference point system for this tender is the 80/20 preference point system. 1.3. Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price: and (b) Specific Goals 1.4. To be completed by the organ of state: The maximum points for this tender are allocated as follows: POINTS PRICE 80 SPECIFIC GOALS 20 Total points for Price and SPECIFIC GOALS 100