Appointment of a service provider for the provision, leasing, implementation, commissioning, and ad hoc support of a point-of-sale (pos) system, including associated hardware, for iziko museums of south africa for a period of twelve (12) months

Closing date: 11 September 2026, 11h00am. Advert date: 04 September 2026.

SCM enquiries: [email protected]; Sikelwa Madlavu ([email protected]). Technical enquiries: Wendy Black ([email protected]). Submission address: Iziko South African Museum, 25 Queen Victoria Street, Cape Town, 8001.

Submit the signed RFQ document with all required attachments by the closing date and time. Emailed submissions are accepted, but the bidder is responsible for ensuring Iziko receives the complete email on time. Late, incomplete, or incorrectly completed bids may be disqualified. Required returnable documents: CSD report with supplier number and Tax Status Verification Pin, detailed pricing on company letterhead, valid B-BBEE certificate or sworn affidavit, signed RFQ document, and SBD 4 and SBD 6.1 forms. Any alterations to the bid document other than filling in bidder details and price will disqualify the bid.

Returnable documents include CSD report with supplier number and Tax Status Verification Pin, detailed pricing on company letterhead, valid B-BBEE certificate or sworn affidavit, signed RFQ document, valid tax certificate or tax pin, and SBD 4 and SBD 6.1 forms.

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. Total maximum points: 20 for specific goals, 80 for price. Bidders must be registered on the Central Supplier Database (CSD) with a valid supplier number and tax status verification pin. A valid B-BBEE certificate or sworn affidavit is required to claim preference points. Bidders must complete and submit SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) forms. Bidders must not appear on the Register of Tender Defaulters or the List of Restricted Suppliers. Bidders must certify that all costs are fully inclusive and fixed for 12 months, and that no additional charges will apply. Failure to submit any required administrative document may lead to disqualification. Bidders must confirm they are not associated with any other tendering entity or involved in drafting the specifications. The bidder must sign the mandatory requirements checklist and the bidder certification. The lowest quotation will not necessarily be accepted; Iziko reserves the right to accept or reject any quotation.

Supply, install, customise, integrate, and lease a centrally managed POS and Ticketing System for 12 months. Hardware: POS terminals with minimum 17" screen, cash drawer, receipt printer, card payment terminal (contactless, chip & PIN, NFC). Software: POS application (Windows/Android compatible), cloud-based or hybrid back-office, integration with Sage 300, real-time reporting, ticketing module with multiple ticket types, discounts, group bookings, and allocated/numbered seating for the Planetarium with seat selection and real-time availability. Networking: LAN/Wi-Fi, secure multi-site architecture. Reporting: user access, daily sales per site by category and visitor type, daily cash vs card split, end-of-day audit trail, monthly sales, daily income & visitor numbers, monthly consolidated income & visitor numbers, and accounting-ready daily batch files for Sage integration. Bank integration via APIs with acquiring bank or licensed PSP; Iziko banks with Standard Bank and has a merchant account with Nedbank. Sites: 3 POS at Iziko South African Museum & Planetarium; 1 POS each at SA National Gallery, Slave Lodge, Bo-Kaap Museum, Bertram House, Old Town House, Rust & Vreugd, and Nelson Mandela Prison (Drakenstein).

Scope includes supply, installation, configuration, customisation of reports and functionality, Sage 300 integration where possible, 12-month support, training, handover, uptime monitoring, secure payments, and scalable functionality. On appointment, provide a migration plan covering data, system configuration, and legacy system cut-over. Training includes end-user, administrator, updates/enhancements, and materials/manuals.

Support and maintenance for 12 months: 24/7 support for critical issues, remote and onsite support, hardware swap-out, software updates, patches, security fixes, data backup and recovery, monitoring and diagnostics, incident management and escalation.

Pricing schedule includes three line items: Complete POS Station (terminal, cash drawer, receipt printer, card terminal, software, installation, configuration, integration, testing, commissioning), Training & Handover (user and admin training, manuals, handover), and 12-Month Support & Maintenance (technical support, software updates, monitoring, backups, hardware support/exchange, online servicing). Pricing instructions: Total Evaluated Bid Price used for 80/20 points; payment may be withheld until acceptance; attach breakdown of assumptions, resource categories, rates; quotes valid 60 days; formal quotation must accompany proposal; all costs inclusive and fixed for 12 months; no variation after award.

Pricing must be submitted on the provided pricing schedule and on company letterhead, inclusive of VAT and all costs, fixed for 12 months with no variation after award. Quotes valid for 60 days from closing. Payment may be withheld until deliverables are accepted. Bidders must attach a breakdown of assumptions, resource categories, and rates. The Total Evaluated Bid Price is used for price points under the 80/20 system.

Bidders must be registered on the Central Supplier Database (CSD) with a valid Tax Status Verification Pin. Valid B-BBEE certificate or sworn affidavit required. Must comply with POPIA and PCI-DSS. All transaction data remains the property of Iziko. Mandatory requirements include: supply, install, configure POS hardware/software; support cash, card, contactless, chip & PIN, NFC; Windows/Android compatibility with cloud/hybrid back-office; multiple ticket types, discounts, group bookings; Planetarium seating allocation; Sage 300 integration where possible; banking/payment integration; required reports; implementation, migration, training, 12-month support, 24/7 critical support, hardware swap-out, backup, monitoring, incident management.

The proposal and appended documents form the basis for a formal contract to be negotiated between Iziko and the preferred bidder. A mere offer and acceptance does not constitute a formal contract. Iziko reserves the right to accept or reject any quotation and to withdraw its decision at any time. The lowest or only quotation will not necessarily be accepted.

Mandatory requirements checklist includes 15 items covering hardware/software supply, payment methods, compatibility, ticketing features, Planetarium seating, Sage 300 integration, banking integration, reporting, implementation, training, 12-month support, 24/7 critical support, hardware replacement, backup/monitoring, and data ownership.

System & Technical Requirements: Hardware Requirements: POS terminals that include cash drawers and receipt printers, card payment terminals (contactless, chip & PIN, NFC); units must have a minimum screen size of 17". Software Requirements: POS application (Windows/Android compatible); cloud-based or hybrid back-office system; integration with Sage 300 Accounting; real-time reporting; ticketing module supporting multiple ticket types, discounts, group bookings; ticketing module must support allocated and numbered seating for the Iziko Planetarium, including seat selection at time of booking, real-time seat availability, and capacity management per show; customisable workflows and forms; POPIA-compliant data processing; Payment Card Industry Data Security Standard compliant and secure card payments. Networking Requirements: LAN/Wi-Fi connectivity; secure architecture for multi-site deployment.