Graphic design and layout services for the nelson mandela prison house exhibition

Advert date: 12 August 2026. Closing date and time for submission: 31 August 2026 at 11:00. No briefing session or site visit dates are stated in the document.

Attention: Kagiso Themba. Submission email: [email protected] and [email protected]. Technical enquiries: Amy Sephton ([email protected]) and Lynn Abrahams ([email protected]). Address: Iziko South African Museum, 25 Queen Victoria Street, Cape Town, 8001.

Quotes and supporting documentation must be emailed to [email protected] and [email protected] before the closing date and time. The bidder is responsible for confirming receipt of the complete email by Iziko. Any alterations to the tender document other than filling in bidder details and price will disqualify the bid. Submissions must include: signed RFQ document, CSD report with supplier number, tax status verification PIN and tax registration number, detailed pricing structure on company letterhead, valid B-BBEE certificate or sworn affidavit, and a detailed graphic designer company profile. Missing any administrative document may result in the quote not being considered. Bids received late, from suppliers not registered on the CSD, or with non-compliant tax status may be disqualified. Returnable forms: SBD 4 (Declaration of Interest) disclosing any state employment or relationships with procuring institution staff; SBD 6.1 (Preference Points Claim) for B-BBEE points. Both must be completed and signed. The lowest or only quotation will not necessarily be accepted; Iziko reserves the right to reject any quotation or withdraw the RFQ at any time.

Service Providers must submit all documents as outlined in Table below: Central Supplier Database Report – with supplier number and company details (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 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; Signed Request for Quotation Document; Company Profile: Detailed Graphic designer Company Profile. Note: Failure to supply any of the administrative documents stipulated may lead to the quote not being considered.

Evaluation follows a two-stage process. First, functionality is scored out of 100 points across four criteria: Company Experience (30 points), Reference Letters (30 points), Project Leadership and Delivery Capacity (20 points), and Typography & Layout Quality (20 points). Bidders must achieve a minimum of 70 points for functionality to proceed to the next phase; failing this threshold disqualifies the bid. Company Experience: bidders must submit a detailed company profile with portfolio showing at least seven verifiable visual examples from previous projects. Scoring: 7+ relevant projects (gallery/museum exhibitions or print media) = 30 points; 5 projects = 20 points; 3 projects = 10 points; fewer or no portfolio = 0 points. Reference Letters: at least three verifiable, contactable references from clients for comparable projects completed within the last five years. Letters must be dated, signed, on official letterhead, describe scope and year, and confirm relevant experience in graphic design, layout, exhibition graphics, publication or magazine design, and work with museums, galleries, cultural institutions or print publications. Letters of appointment are not accepted. Scoring: more than three strong letters = 30 points; two letters = 20 points; fewer than four or non-compliant letters = 0 points. Project Leadership: bidders must allocate at least one senior team member (project lead/creative lead) with demonstrated experience overseeing magazine, publication or museum exhibition layout, managing production schedules, coordinating teams, and approving final outputs. A detailed CV of this person is mandatory. Scoring: strong senior-level experience = 20 points; limited leadership evidence = 10 points; no suitable person or inadequate CV = 0 points. Typography & Layout Quality: assessed from a visual portfolio of at least five verifiable examples showing publication, exhibition or editorial layout outputs. Criteria include grid discipline, typographic hierarchy, spacing control, attention to detail, production readiness, and consistency. Scoring: consistently high-level typographic control = 20 points; competent with minor issues = 15 points; limited or inconsistent = 5 points; no portfolio or unsuitable work = 0 points. After functionality, the 80/20 preference point system applies: 80 points for price and 20 points for specific goals (B-BBEE ownership).

Scope: graphic design and layout of exhibition content for the Nelson Mandela Prison House Museum, located near the Drakenstein Correctional Facility (previously Victor Verster Prison). An exhibition designer has already developed the display infrastructure design approach and guidelines; the appointed service provider must work strictly within the approved content and stylesheet (Annexure C). Exhibition components: approximately 30 free-standing Safety Glass (TLSG) indoor display panels (1800mm h x 1000mm w x 12.76mm); 6 x 3mm Corten steel outdoor display panels (1600mm h x 700mm w); 15 x 3mm Corten steel 'Milestone' outdoor display panels (780mm h x 340mm w); 30 x 3mm Forex object labels (200mm h x 200mm w); upscale/retouch and scan of 40 images, documents, etc. Iziko will provide approved content (texts, photographs, images) and a detailed stylesheet (fonts, sizes, colours, layout templates). Service provider responsibilities: translate approved content into final layouts using provided templates; prepare complete design layouts for all panels and materials; undertake image preparation (scanning, retouching, cleanup, resolution optimisation for print); attend site visits as required; conduct printer visits and proofing sessions to sign off on colour proofs, material samples and mock-ups; adhere strictly to curatorial direction with no deviation without written approval; produce final layouts and print proofs for approval at each stage; deliver fully print-ready artwork files. A project kick-off meeting with Iziko's project team is required to confirm requirements, deliverables, timelines, milestones, approval processes and communication protocols; a project implementation plan and Service Level Agreement (SLA) will be agreed. Duration: print-ready design files must be delivered within 12 weeks of appointment. Deliverables timeline: Week 1 kick-off; Weeks 2-4 first draft layouts for approval; Weeks 5-6 second draft after feedback; Week 7 final layouts/print proofs for sign-off; Weeks 8-11 minor adjustments and preparation of print-ready files; Week 12 handover of print-ready files; Weeks 12-14 oversight of printing with Iziko's appointed printers and availability for consultation during installation. Intellectual property: all designs and interactive elements developed remain the sole property of Iziko Museums; all rights retained by Iziko. All assets, including open files and print files on an external drive (minimum 2 terabytes), must be delivered with documentation handover or directly after opening; file formats must be accessible by Iziko.

The service provider must translate approved content into final exhibition layouts using provided templates and design system; prepare complete design layouts for all panels and associated materials; undertake image preparation (scanning, retouching, cleanup, resolution optimisation for print); attend site visits as required to assess spatial constraints and implementation requirements; conduct printer visits and proofing sessions to review, adjust and sign off on colour proofs, material samples and production mock-ups; ensure all layouts adhere strictly to Iziko's curatorial direction and approved design framework with no deviation without written approval; produce final design layouts and print proofs for approval at each stage; and deliver fully print-ready artwork files. The provider must participate in an initial project kick-off meeting with Iziko's project team to confirm requirements, deliverables, timelines, milestones, approval processes and communication protocols. A project implementation plan will be agreed, forming the basis for monitoring progress, submission of deliverables, invoicing milestones and the establishment of a Service Level Agreement (SLA).

Bidders must demonstrate a relevant track record as an established layout artist, graphic designer, design studio or creative agency, specifically producing high-quality design work for museums, art galleries or print media publications, particularly magazines. A detailed company profile with portfolio showing a minimum of seven verifiable visual examples from previous projects is required. At least three verifiable, contactable references from clients for comparable projects completed within the last five years must be provided; reference letters must be dated, signed, on official letterhead, describe scope and year, and confirm relevant experience in graphic design, layout design, exhibition graphics, publication design, magazine design or related creative services, and experience working with museums, galleries, cultural institutions or print publications. Letters of appointment are not accepted. At least one senior team member (project lead/creative lead) must be allocated to oversee delivery, with a detailed CV demonstrating senior-level experience in leading or overseeing magazine, publication, exhibition or comparable design and production projects, managing project delivery and production schedules, coordinating multidisciplinary teams, ensuring quality control, and approving final outputs.

Quality control is assessed through the functionality evaluation, specifically the Typography & Layout Quality criterion (20 points). The senior team member must be responsible for quality assurance and final approval of project deliverables. The service provider must conduct printer visits and proofing sessions to review, adjust and sign off on colour proofs, material samples and production mock-ups. All layouts must adhere strictly to Iziko's curatorial direction and approved design framework, with no deviation from approved content or style parameters without written approval. Final design layouts and print proofs must be produced for approval at each required stage.

Pricing must be submitted on the provided pricing schedule and as a formal detailed quotation on company letterhead, including full cost breakdown, VAT, disbursements and escalations. The pricing schedule is structured in four phases: Phase 1 (first draft layouts): 30 indoor panels, 6 outdoor panels, 15 milestones, 30 object labels, full-size colour print samples (1 indoor, 1 outdoor, 1 milestone), 8 hours meetings/presentations. Phase 2 (second draft layouts): 30 indoor panels, 6 outdoor panels, 15 milestones, 30 object labels, upscale/retouch 40 images, 47 A3 full colour print proofs, 8 hours meetings. Phase 3 (final layouts/print proofs): 30 indoor panels, 6 outdoor panels, 15 milestones, 30 object labels, 47 A3 print proofs, 8 hours meetings. Phase 4 (print-ready handover): 30 indoor panels, 6 outdoor panels, 15 milestones, 4 hours print monitoring, 1 external drive (min 2TB), 5 days oversight of printing in Cape Town and consultation during installation in Paarl (travel included). Payment is based on deliverables received; payment only for work completed satisfactorily with invoices approved by the project manager. Quotes must be valid for 90 days from the bid closing date. No variation to pricing is permitted after award. The formal quotation and pricing schedule must include all applicable costs.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) and submit a CSD report with supplier number and company details. Tax status: bidders must have a compliant tax status and submit a Tax Status Verification PIN together with tax registration number. B-BBEE: bidders must submit a valid B-BBEE certificate or sworn affidavit to determine status level; preference points are claimed under the 80/20 system with specific goals for black ownership (50% or more = 20 points; less than 50% = 10 points; 0% = 0 points). Returnable forms: SBD 4 (Declaration of Interest) — discloses whether any director, shareholder or controlling person is employed by the state or connected to anyone at Iziko; false declarations disqualify the bid. SBD 6.1 (Preference Points Claim) — claims B-BBEE points and certifies the accuracy of the claim; fraudulent claims may lead to disqualification, contract cancellation, recovery of costs, restriction from doing business with the state for up to 10 years, or criminal prosecution. Declaration: bidders must confirm the enterprise and its principals are not on the Register of Tender Defaulters, have not been convicted of fraud or corruption in the last five years, and have no conflict of interest or association with other bidders or those who compiled the scope of work. Non-compliance with any of these requirements may result in disqualification.

Proposals are evaluated on the 80/20 preference point system: 80 points for price and 20 points for specific goals. Specific goals are based on black ownership: 50% or more black ownership = 20 points; less than 50% = 10 points; 0% = 0 points. Evidence required includes proof of B-BBEE certificate, company registration, identification documentation and CSD report. Bidders must complete and sign SBD 6.1 (Preference Points Claim) to claim these points.

The proposal and appended documentation form the basis for a formal contract to be negotiated and concluded between Iziko and the preferred service provider. A mere offer and acceptance does not constitute a formal contract. Intellectual property: all designs and interactive elements developed for the exhibition remain the sole property of Iziko Museums, including copyrights, trademarks and proprietary rights. All assets must be delivered with documentation handover or directly after opening. All open files and print files must be supplied on an external drive (minimum 2 terabytes) for possible future reprints, edits, updates or modifications; file formats must be accessible by Iziko.

The lowest or only quotation received will not necessarily be accepted. Iziko and its Council reserve the right to accept or reject any quotation in response to the RFQ and to withdraw its decision to seek these services at any time. Bids that are not filled in correctly or completely, do not comply with the specification, are delivered after the closing date and time, or are from suppliers not registered on the CSD or with non-compliant tax status may be disqualified. Emailed tender documents are accepted, but the onus is on the tenderer to ensure complete email documents are received by Iziko by the due date and time. Any alterations to the tender document other than filling in the tenderer's details and tender price will automatically disqualify the tenderer.

Functionality is scored out of 100 points with a minimum threshold of 70 points to proceed. Criteria: Company Experience (30 points) — requires a detailed company profile with portfolio showing at least seven verifiable visual examples; scoring: 7+ relevant projects = 30, 5 projects = 20, 3 projects = 10, fewer or no portfolio = 0. Reference Letters (30 points) — at least three verifiable contactable references from clients for comparable projects within the last five years; letters must be dated, signed, on official letterhead, describe scope and year, and confirm relevant experience; letters of appointment not accepted; scoring: more than three strong letters = 30, two letters = 20, fewer than four or non-compliant = 0. Project Leadership and Delivery Capacity (20 points) — at least one senior team member with demonstrated experience in leading magazine, publication or exhibition layout projects, managing production schedules, coordinating teams, and approving final outputs; detailed CV required; scoring: strong senior-level experience = 20, limited leadership evidence = 10, no suitable person or inadequate CV = 0. Typography & Layout Quality (20 points) — assessed from a visual portfolio of at least five verifiable examples showing publication, exhibition or editorial layout outputs; criteria include grid discipline, typographic hierarchy, spacing control, attention to detail, production readiness and consistency; scoring: consistently high-level = 20, competent with minor issues = 15, limited or inconsistent = 5, no portfolio or unsuitable = 0. After functionality, the 80/20 preference point system applies.