Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver conferencing and accommodation services for the City of Ekurhuleni (CoE) in partnership with the Franchise Association of South Africa (FASA). The aim is to facilitate high-quality conferencing facilities and related accommodation support to enhance enterprise development initiatives, promote economic growth, and strengthen partnerships with local SMEs.

Scope

The scope of work includes:

• Provision of conferencing facilities, including rooms, sound equipment, projectors, and sound systems.
• Accommodation services aligned with conference requirements.
• Provision of catering, including tea breaks, buffet lunches, and snacks.
• Management of conference logistics, including room setup, technical support, and coordination.
• Provision of staffing, including managers, waiters/waitresses, and technical personnel.
• Supply of necessary infrastructure, plant, and equipment, with proof of ownership or lease agreements.
• Compliance with all technical, safety, and legislative requirements related to conferencing and accommodation services.

Technical Requirements

The technical specifications for the services include:

• Conference rooms with capacity for 80 and 100 participants, equipped with screens, projectors, and sound systems with at least 4000 or 4500 ANSI lumens.
• Breakaway rooms and lounges for breakout sessions.
• Provision of conference packages including tea breaks, buffet lunches, and soft drinks.
• Availability of viewing rooms with audio-visual equipment.
• Provision of seasonal fruit platters and catering services.
• Staffing with qualified managers (minimum Diploma/NQF 5) and at least 10 waiters/waitresses (minimum Matric/NQF level 2).
• Facilities must meet a minimum hotel grading of 3 or 4 stars, with proof of certification.
• Ability to deliver services within the specified budget of R750,000 VAT inclusive.

Skills Requirements

The successful service provider must demonstrate:

• Experience in providing conferencing and accommodation services, supported by reference letters from previous clients.
• Qualified personnel, including managers with at least 2 years of hospitality/hotel management experience and staff with appropriate qualifications.
• Technical capability to operate and maintain audio-visual equipment and conference facilities.
• Financial capacity to deliver the services, evidenced by bank statements, credit facilities, or funding commitments of at least R250,000.
• Compliance with legislative and municipal requirements, including tax compliance and B-BBEE status.
• Ability to meet the specific goals related to enterprise development, including ownership by women, persons with disabilities, and local businesses within Ekurhuleni.