Objectives

The primary objective of this tender is to procure and deliver a comprehensive Mobile Exhibition Toolkit promotional materials for the National Library of South Africa (NLSA). The toolkit aims to enhance outreach, showcase collections, programs, and literacy initiatives across NLSA campuses and public venues, thereby promoting awareness, appreciation, and access to South Africa’s documentary heritage.

Scope

The scope of work includes the supply, customization, and delivery of various promotional materials and exhibition items such as:

• Portable exhibition sleeves, weights, and bags
• Book pillows of various sizes encased in durable covers
• Acrylic posters, picture frames, and book stands
• Branded tents, banners, and display materials
• Portable tables, chairs, and display accessories
• Digital display screens, e-reading devices, projectors, and related equipment
• Promotional stationery including brochures, pens, folders, notepads, bookmarks, business cards, tote bags, USB drives, keychains, badges, pencil cases, highlighters, rulers, water bottles, and storage containers
• Display stands, clip frames, easels, and other exhibition infrastructure

The materials must be fully equipped, portable, durable, and ready for deployment at various events and venues.

Technical Requirements

The technical specifications for key items include:

• Book pillows: Encased in heat-sealed Tyvek covers, sizes A2, A3, A4 with 10 units each.
• Acrylic posters and frames: Various sizes (A4, A3) with 2mm thickness, high transparency, and portrait orientation.
• Branded tents/gazebos: Foldable, weather-resistant with aluminum frames, sizes approximately 1.9m x 1.9m.
• Banners: Tri-tower, wind spinners, slimline, and wall banners with specified dimensions and print content.
• Digital display: 75" 4K UHD touch screen with multiple OS support, Wi-Fi, USB, HDMI, and audio features.
• Projectors and screens: DLP projector with HDMI, VGA, composite outputs, and a professional tripod screen.
• Audio equipment: Portable speakers with Bluetooth, USB, SD, EQ controls, and microphone support.
• Power solutions: Surge protectors, extension cords, multi-plugs, and portable inverter power stations with specified capacity.

Skills Requirements

Proposals must demonstrate the ability to:

• Supply high-quality, durable, and portable exhibition materials as per detailed specifications.
• Provide comprehensive technical documentation and specifications for all items.
• Ensure timely delivery within 60 days of purchase order issuance.
• Offer references from previous similar projects, demonstrating experience in supplying exhibition and promotional materials.
• Comply with all procurement regulations, including registration on the National Treasury Central Supplier Database (CSD).
• Prepare detailed pricing schedules inclusive of VAT and applicable charges.
• Adhere to the evaluation criteria, including technical compliance and preference points for black ownership where applicable.