Objectives

The primary objective of this tender is to secure reliable, compliant, and cost-effective accommodation services for 98 municipal employees attending the SAMWA 2026 National Games. The municipality aims to ensure seamless lodging, meal provision, and full adherence to public procurement legislation while supporting historically disadvantaged enterprises through preferential scoring mechanisms.

Scope

The contract encompasses six consecutive nights of accommodation from 20 to 26 September 2026 in Gqeberha. Service delivery must include daily breakfast and dinner for all delegates. Each participant is guaranteed at least one single bed per room. The provider is responsible for managing group arrivals, room assignments, meal service coordination, facility upkeep, and departure logistics throughout the event period.

Technical Requirements

• Mandatory submission of completed MBD 4, MBD 6.1, MBD 8, and MBD 9 standard bidding documents.
• Valid SARS Tax Clearance Certificate or authorised PIN; tax compliance verified immediately prior to contract award.
• Registration on the Central Supplier Database (CSD) with an active Municipal Asset Allocation Account (MAAA) number.
• Strict VAT compliance: unregistered suppliers must quote grand totals without separating VAT components.
• Firm pricing with zero tolerance for post-award cost escalations or additional charges.
• Provision of physical samples may be requested before purchase order issuance; the municipality reserves cancellation rights if specifications, quality, or quantity are not met.
• Evaluation utilises a 100-point scale: 80 points allocated to price competitiveness and 20 points to designated socioeconomic goals.
• Full disclosure of any relationships with state employees or evaluating authorities via the mandatory Declaration of Interest form.

Skills Requirements

While not explicitly itemised, bidders must demonstrate proven operational capacity in large-scale institutional hospitality. Essential competencies include efficient group booking management, coordinated food and beverage service delivery, staff training for high-volume guest handling, strict health and safety compliance, and robust administrative proficiency to navigate municipal procurement frameworks. Financial stability, scalable staffing models, and experience supporting sporting or government delegations are strongly implied to guarantee uninterrupted service for nearly 100 delegates across six days.

Explanation of Unusual or Complicated Terms

• PPPF & Preference Point Systems: The Preferential Procurement Policy Framework Act requires municipalities to allocate up to 20% of evaluation points toward redressing historical inequalities. Bidders are scored under either an 80/20 or 90/10 system (price versus specific goals), determined automatically based on whether the lowest acceptable tender triggers the 80/20 or 90/10 formula.
• Specific Goals Scoring: Points are awarded based on enterprise ownership demographics: Black-owned, women-owned, disabled-owned, and youth-owned businesses. Tiered percentages (e.g., 51–100%, 31–50%) determine point values, supported by CSD reports, identity documents, and medical certificates where applicable.
• MBD Forms: Standardised municipal bid templates ensuring legal compliance, anti-collusion declarations, past supply chain integrity verification, and conflict-of-interest transparency.
• CSD & MAAA: The Central Supplier Database is the national repository for supplier credentials and compliance status. The MAAA number electronically links the approved supplier to the municipality’s financial allocation system for streamlined invoice processing and payment.