Supply and delivery of event coordination and equipment service provider for iziko arab priest exhibition opening and museums and iziko sites activation at isam and the castle of good hope

Closing date and time: 19 August 2026 at 11h00am. Advert date: 11 August 2026. Site visit: not applicable. Events are scheduled for 1, 23, 24 and 26 September 2026.

Technical enquiries: Aviwe Rasmeni ([email protected]), [email protected], [email protected]. Submissions emailed to [email protected] and [email protected]. Attention: Sikelwa Madlavu.

Quotations and accompanying documentation must be emailed to [email protected] and [email protected] before the closing time. The signed RFQ document and all required forms must be included. Any alteration to the RFQ document other than completing bidder details and tendered price may render the submission non-responsive. False declarations will lead to disqualification.

Administrative Requirements: Central Supplier Database report with supplier number, company details and tax status verification pin. Detailed pricing structure on company letterhead, inclusive of VAT, disbursements and escalations if applicable. Valid B-BBEE certificate or sworn affidavit. Signed RFQ document. Valid tax certificate and/or tax pin. Completed SBD 4 and SBD 6.1 forms.

Evaluation uses the 80/20 preference point system: 80 points for price and 20 points for specific goals. Bidders must pass mandatory compliance and achieve the minimum functionality threshold to 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. Iziko reserves the right to accept or reject any quotation and to withdraw the RFQ at any time before award.

The service provider must supply, install, operate and dismantle all infrastructure, technical equipment and event support services for four events. Event 1 (1 September 2026, Heritage Month Media Launch Briefing, Iziko South African Museum, 10:00-12:00, 50 guests): professional PA system, 1 podium, 2 wireless handheld microphones, 2 lapel microphones, audio technician, MC. Event 2 (23 September 2026, Arab Priest Exhibition Opening, Iziko South African National Gallery, 17:00-19:00, 50 guests): same audio and MC requirements. Event 3 (24 September 2026, Heritage Marketplace Celebration, Iziko South African Museum Amphitheatre, 08:00-17:00, 300 guests): professional concert sound system for marimba, Cape Town Klopse, choirs, uHadi and traditional music ensembles; 6 wireless roving microphones, 6 microphone stands, podium, professional sound engineer, 4 performing groups, MC; photography and videography (10 hours, 4k gear, drone, premium microphones, 2 highlight videos); 3x 360 spin photobooth with Iziko branding and 1x roaming mobile photobooth. Event 4 (26 September 2026, Heritage Activation, Castle of Good Hope, 12:00-18:00, 350 guests): headline artist Maskhandi or equivalent, 4 supporting artists, MC; photography and videography (7 hours, 4k gear, drone, premium microphones, 2 highlight videos); infrastructure including marquee tent or barricade, solid flooring, cocktail tables, VIP lounge furniture, bar infrastructure, backstage area, crowd control barriers; stage 8m x 12m or equivalent, 3m height, lighting truss; concert-grade sound system for drum kit, piano/keyboard, bass guitar, DJ decks, acoustic guitar, vocals; backline including drum kit, keyboard, guitar amplifiers, bass amplifier, monitor wedges, DI boxes, microphones, mixing console, stage lighting, follow spot; health and safety (1 officer, safety file, risk assessment, evacuation plan); medical (2 paramedics, 1 ambulance); 6 portable ablution units (2 wheelchair accessible); licensing support for liquor licence and event permit. General requirements: event management support, technical crew, installation and dismantling, transport and logistics, power distribution, generators (24th and 26th), travel and accommodation for headline artist.

The service provider must supply, install, operate and dismantle all required infrastructure and technical equipment. Responsibilities include event management support, technical crew, installation and dismantling, transport and logistics, power distribution, generators (24th and 26th September), and travel and accommodation for the headline artist on 26 September. The provider must work closely with Iziko's project team to ensure seamless event delivery.

Iziko invites suitably qualified and experienced event coordination companies to submit quotations. The provider must be able to supply, install, operate and dismantle all required infrastructure, technical equipment and event support services across multiple events.

The service provider must supply all required equipment in excellent working condition, deliver, install, test and operate all technical equipment, and provide qualified technicians throughout each activation. Equipment must be dismantled and removed after each event. The provider must work closely with Iziko's project team to ensure seamless event delivery.

Bidders must complete the pricing schedule with prices including VAT. The total evaluated bid price (sum of items 1 to 8) will be used for price evaluation under the 80/20 preference point system. Pricing must be valid for 60 days after the closing date. No additional costs will be paid unless disclosed and approved in writing. Bidders must attach a breakdown of assumptions, resource categories and rates.

Bidders must complete the pricing schedule with prices including VAT. The total evaluated bid price (sum of items 1 to 8) will be used for price evaluation under the 80/20 preference point system. Pricing must be valid for 60 days after the closing date. 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 their pricing.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD report with supplier number, company details and tax status verification. Required documents: detailed pricing structure on company letterhead inclusive of VAT, valid B-BBEE certificate or sworn affidavit, signed RFQ document, valid tax certificate and/or tax pin, completed SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) forms. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Specific goals under the 80/20 preference point system include B-BBEE status level and black ownership points: 50% or more black ownership = 20 points, less than 50% = 10 points, 0% = 0 points. Evidence required: B-BBEE certificate, company registration certification, identification documentation, CSD report.

Health and safety requirements: 1 Health and Safety Officer, an Event Safety File, Risk Assessment and Emergency Evacuation Plan. Medical services: 2 paramedics and 1 ambulance on site from 11:30 to 19:00 on event days. Ablution facilities: 6 portable units with toilet paper replenishment and cleaning, 2 units wheelchair accessible. The provider must ensure compliance with all Occupational Health and Safety legislation.

Proposals will be evaluated using the 80/20 preference point system. Only bidders that pass mandatory compliance and achieve the minimum functionality threshold will proceed to price and specific goals evaluation. The lowest or only quotation will not necessarily be accepted. Iziko reserves the right to accept or reject any quotation and to withdraw the RFQ at any time before award.