Iziko applies the provisions of the Preferential Procurement Policy Framework Act (2011), the Public Finance Management Act and the Framework for Supply Chain Management when procuring goods and services.

Iziko Conservation Laboratory Upgrade
Reference: SH/FDSystems/10/2016
Tender request for bid to provide a Freeze Drying System

Iziko Museums of South Africa (Iziko) invites suitably experienced service providers to submit a tender proposal for the Supply and Installation of a Freeze Drying System as per the required technical specifications, including value added products and services to Iziko Museums of South Africa.

Iziko is a Declared Cultural Institution in terms of the Cultural Institution Act, Act 119 of 1998 (as amended). Iziko is a Schedule 3A public entity and non-profit organisation, partly subsidised by the National Department of Arts and Culture (DAC), bringing together the 11 national museums, Planetarium, Social History Centre (archive) and three collection-specific libraries under a single banner. Iziko was formed in 1999 when five clusters of established museums in and around Cape Town were merged.

1.       Iziko Tender Brief – Freeze Drying System
2.       Annexure B- Occupational Health and Safety
3.       Annexure C – Confidentiality Non-Disclosure
4.       SBD 1 - Invitation to Bid
5.       SBD 2 – Tax Clearance certificate
6.       SBD 3.1 – Pricing schedule
7.       SBD 4 – Declaration of Interest
8.       SBD 6.1 – Preference Point Claim Form
9.       SBD 8 – Past SCM Practices
10.   SBD 9 – Independent Bid Determination

Iziko’s Water logged Objects Conservation facility is housed in the Iziko Social History Centre.  Recently Iziko obtained funding from the US Ambassadors Fund for Cultural Preservation to upgrade this facility.  A Freeze Drying system is part of this planned upgrade and will be used to treat and stabilise organic objects recovered from shipwrecks and specifically that of the wreck of the Portuguese Slave, the Sao Jose.

It is noted that the requirements specified are the result of in-depth research conducted.  A list of essential requirements and technical specifications has been compiled according to the projected future needs of the laboratory.

Iziko requires a supplier with an established track record and service capability in the field of Freeze Drying.

The requirements listed below are essential and non-negotiable for bids to be considered.
The bids of suppliers who do not meet all of these requirements will not be considered.

General Specifications

  • Compact, free standing and mobile design
  • Clear Acrylic product and condenser chamber doors
  • Smooth wall condenser
  • 316l Stainless Steel Product and Condenser Chambers
  • Vacuum Pump:  Two Stage Rotary Vane
  • Defrost Type:  Hot Gas
  • Stainless steel trays
  • Alarms alerts received via e-mail
  • Ethernet communications
  • Integrated performance and leak tests
  • Internal SD card storage
  • Manual or automatic control
  • Optional components such as Backfill, Stoppering, Isolation Valve and Capacitance Manometer
  • Printing via Ethernet
  • Recipe and Manual mode data files
  • Recipe customization ( at least 10 Thermal Treatment and 12 Drying steps)
  • Remote access via Remote Operator and SD Card Suite software
  • Shelf driven mode or Product driven mode
  • System status screen that displays the system’s phase, status and time, along with current parameters and set points
  • Touch screen navigation
  • Up to 8 product probes

Performance Specifications

  • Chamber temperature control range (without heat): -29 to 0 °C
  • Lowest Condenser Temperature (50 Hz/ 60 Hz):  -50 °C
  • Maximum Condenser Capacity: 25l
  • Condenser Surface Area:  3264 cm2
  • Maximum Ice Condensing Capacity in 24 Hours:  12l
  • Maximum Deposition Rate:  0.50l/h
  • Number of compressors:  2
  • System Refrigerant (Product Chamber):  R-404A
  • System Refrigerant (Condenser):  MO89
  • Vacuum time to 100 Militorr§:  ≤30 minutes
  • Vacuum Rate of Rise§:  ≤30 mT/hour
  • Lowest System Vacuum:  ≤50 mT
  • Ambient Room Temperature:  20 °C
  • Approximate Peak Heat Generated (without heat): 7200 BTU/h

Width:                          86cm
Depth:                         140cm
Height:                          201cm
Approximate Weight:   432kg
Minimum clearance:     25.4cm
Product Chamber:        61cm diameter by 121.9cm long
Vapour Port:                  10cm

Back up and Service

  • Suppliers must have a refrigeration workshop and trained refrigeration technicians available in Cape Town
  • Workshop must carry all the necessary refrigerant gasses in stock
  • Workshop must be available for inspection
  • Suppliers must carry a backup freeze dryer with a condenser capacity of at least 12l to prevent any down time.

The service provider shall supply a solution and quotation, as per the scope of work set out below. 

The Solution must include:

  • Hardware and installation;
  • General support (including training);

 Iziko requires the proposal and quote to include all of the items listed above.

The service provider must abide by Iziko’s Supply Chain Management policies and procedures by submitting the following bid documents.


  • All documentation must be presented in the order specified below.
  • Each section must clearly referenced using dividers, indicating sections 1 - 17.

                    The proposal should include the following mandatory documents:


Mandatory documents to be submitted in the order as indicated below


Index confirming all contents


Cover Letter with signed acceptance of our invitation and acknowledgement of our stated requirements and terms.


Company Profile


Company audited/certified financial statements  Service providers must provide evidence of their turnover and profitability for the past three financial years by submitting extracts from audited accounts or and auditors’ signed statement. 


Portfolio of Evidence  Specifications of the freeze drying system proposed


Detailed pricing structureA cost schedule detailing the full cost breakdown, inclusive of VAT and any disbursement and escalations, if applicable, for the entire duration of the proposed contract must be provided.


Valid BB-BEE Verification Certificate from a Verification Agency accredited by the South African National Accreditation Systems (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) confirming micro enterprise with annual turnover less than R10 million per annum.


Occupational Health and Safety Agreement (Annexure B)


Confidentiality and Non-Disclosure Agreement (Annexure C)


Central Supplier Database Report – With supplier number and company details (www.csd.gov.za )


SBD 1 - Invitation to submit a proposal


SBD 2 – Valid original Tax Clearance Certificate - Please note, copies, even if certified, will not be accepted.


SBD 3.1 - Pricing Schedule: Firm Prices


SBD 4 -  Declaration of Interest


SBD 6.1 -  Preference Points Claim


SBD 8 - Declaration of bidder’s past Supply Chain Management Practices


SBD 9 - Certificate of Independent Bid Determination


                    Kindly note, failure to supply any of the mandatory documents stipulated above, in the format requested may lead to the proposal being disqualified.

                    6.  EVALUATION OF PROPOSAL

                                                         6.1  Functionality Criteria

A proposal that scores less than the minimum overall  percentage of 70% (350 out of 500) will be regarded as a non-responsive bid and will be disqualified.  All bidders that score 70% (350) and more for functionality will be eligible for further evaluation.

VALUES: 1 - Poor       2 – Average     3 – Good   4 – Very Good    5 - Excellent 


Functionality Criteria



Ability to provide the full system according to specifications



Installation experience



Ability to provide maintenance and back-up support



Ability to provide training programmes and transfer skills






6.2  Awarding of preference points


Only qualifying proposals will be evaluated for preference points in terms of the preference point system described in Preferential Procurement Regulations of 2011, after meeting the minimum stipulated threshold for functionality criteria, as follows:


Preference Point Criteria







Broad-Based Black Economic Empowerment (B-BBEE)





Proposals for the appointment of the service provider will be evaluated on price and functionality in accordance with the Preferential Procurement Policy Framework Act of 2000, Preferential Procurement Regulations of 2011 and Supply Chain Management Procurement policies.

6.2.1  Price

Price is an important factor as it ensures optimum value for money and total cost to Iziko and should take into account all elements of the freeze drying system.

A cost schedule detailing the full cost breakdown, inclusive of VAT, any disbursements and escalations, if applicable, etc. for the entire freeze drying system must be provided.

6.2.2 B-BBEE

A B-BBEE Preference claim form (SBD 6.1) must be included in all bids submitted. This form serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) status level of contribution.

                  7. PRICING PROPOSAL

  • Pricing proposals must be cross referenced to the functional sections.  Any options offered must be clearly indicated and separate pricing must be provided for each option offered to ensure that pricing comparisons are clear and unambiguous.
  • Price must be stated in South African Rand (incl. VAT) with details on price elements that are subject to escalation and fluctuations clearly indicated.


The proposal shall be valid for a minimum period of six (6) months calculated from the closing date.


  • 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.
  • A mere offer and acceptance shall not constitute a formal contract of any nature for any purpose between Iziko and the preferred Service Provider.


Iziko reserves the right to disqualify any submission in the event of any one or more of the following:

  • A service provider submits a proposal late;
  • A service provider submits a proposal via fax or e-mail;
  • A service provider does not submit mandatory documents;
  • A service provider submits incomplete documentation and/or information as per the requirements;
  • A Service Provider submits information that is fraudulent, factually untrue or inaccurate;
  • A proposal not meeting the required minimum stipulated threshold points.

Any such disqualification may take place without prior notice to the Service Provider.


  • Iziko will apply the 80/20 preferential points system.
  • Iziko applies the provisions of the Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000) and the Regulation of 2011, the Public Finance Management Act, 1999 (Act No. 1 of 1999) and the Iziko Framework for Supply Chain Management.
  • The lowest or only quotation received will not necessarily be accepted.
  • Iziko reserves the right to accept or reject any quotation in response to the request for proposal and to withdraw its decision to seek the provision of these services at any time.
  • There will be no discussions with any Service Provider until the evaluation of the submissions has been completed. Any subsequent discussions shall be at the discretion of Iziko.


The successful applicant shall, on signing the agreement, commence with business on a date agreed to by both parties.


Closing date and time: 21 November 2016 at 12h00.

The submission should be in the form of three hard copies and all proposals must be submitted in a sealed envelope clearly marked with the reference number: SH/FDSystems/10/2016 and must be addressed to:         


Iziko Museums of South Africa
Chief Financial Officer, Ms Ronell Pedro
PO Box 61
Cape Town

Documentation must be placed in the box for tenders at the entrance/reception area at the museum located at the address below.

No late submissions or submissions via facsimile or e-mail will be accepted.

 Address: Iziko South African Museum,
                 25 Queen Victoria Street,
                 Cape Town

All courier/posted tender proposals must reach Iziko Museums by the closing date and time as specified above.