Objectives

The primary objective of this tender is to obtain competitive quotations for short-term accommodation services to support official travel by three personnel to eMondlo, KwaZulu-Natal.

Scope of Work

• Provision of lodging at a certified 3-star hotel or guesthouse situated in eMondlo, KZN.
• Accommodation capacity for exactly three (3) persons.
• Inclusion of daily breakfast for all occupants.
• Fixed reservation period: Check-in on Friday, 02 October 2026, and check-out on Sunday, 04 October 2026.

Technical Requirements

• Pre-Qualification: Participation is strictly limited to suppliers already appointed on the Johannesburg City Parks and Zoo Travel Management Services Panel (Reference: JCPZ/BS03/2023).
• Service Specifications: The venue must maintain a valid 3-star rating. All quoted prices must be firm, inclusive of VAT, and cover any ancillary charges, taxes, or service fees.
• Mandatory Documentation: Bidders must submit completed official Municipal Bidding Documents (MBD 1, 3.1, 4, 6.1, 8, and 9), a valid COIDA Letter of Good Standing, proof of tax compliance (SARS PIN or Central Supplier Database number), BBBEE status verification, and a current municipal rates statement or valid lease agreement. Joint venture agreements are required if bidding as a consortium.
• Submission & Validity: Quotations must be submitted electronically by the stipulated closing date and time. Late or incomplete submissions will be invalidated. All offers remain binding for thirty (30) days calculated from the closing time.

Skills Requirements

No specialized professional or technical certifications are explicitly mandated. Suppliers must demonstrate standard operational competence in hospitality management, including reservations handling, room maintenance, food and beverage service, and customer relations. Administrative proficiency in South African public sector supply chain compliance, accurate financial invoicing, and timely contract execution is required.

Unusual or Complicated Terms Explained

• Panel-Only Restriction: This is an invite-only quotation. New or unregistered suppliers cannot apply directly; only vendors previously vetted and contracted onto the specific travel management framework may bid.
• 80/20 Preference Point System: Evaluation uses a weighted scoring model where 80 points are awarded based on price competitiveness. The remaining 20 points target socio-economic development: 10 points for enterprises with 51% or more black women ownership, and 10 points for businesses physically operating within the City of Johannesburg jurisdiction.
• Supplier Blocking & Anti-Fronting: The organization maintains a permanent blacklist for suppliers convicted of fraud, corruption, or repeated contract defaults. "Fronting" refers to deceptive arrangements where designated groups are used superficially to gain procurement advantages without genuine ownership or control. Contracts identified as fronting will be cancelled, and parties will be reported to regulatory authorities.