Appointment of service provider for furniture assessment, grading, design, and technical documentation for department of tourism sites

• A compulsory online briefing session is scheduled for Friday, 05 June 2026 at 11:00am. Prior registration via the provided link is mandatory.

• Tender Manager: Noma Rakoma
• Department: DBSA Supply Chain Unit
• Email: [email protected]
• Note: No questions will be answered telephonically; all communications must be via email.

• Submission Method: Electronically only via the provided Tender Submission Link. Hard copies and emailed responses are strictly prohibited.
• Two-Envelope System: Bidders must separate submissions into two distinct folders:

• Folder 1: Qualifying Criteria and Functional Proposal.
• Folder 2: Pricing and Preference Points Proposal.
• Failure to clearly label and separate these folders will lead to disqualification.

• File Format: Only files can be uploaded (no folders). Bidders must compress/zip their folder structure into a single file for upload.
• Document Control: Ensure accuracy before loading; documents cannot be accessed or deleted once uploaded. If a correction is needed, upload the new document with the word 'Corrected' in the filename.
• Submission Order: Uploads must follow the prescribed structure and order and be correctly labelled.
• Confirmation: A confirmation email will be sent upon successful upload.
• Deadline: 18 June 2026 at 23h55 (Telkom Time). Late bids are disqualified unless the DBSA determines the delay was caused by the DBSA or a critical incident.
• Validity: Bids must remain open for acceptance for a minimum of 120 days from closing.
• Forms: All official forms must be used and must not be re-typed.

Compulsory documents checklist includes: Part A, Part C, Annexures A-U covering price proposal, technical proposal, tax, SBD forms, registration proofs, insurance proofs, CSD registration, brief attendance, authority certificates, joint venture forms, addenda record, declarations, code of conduct, enterprise questionnaire, acquaintance certificate, COIDA, UIF, and financial standing. All must be completed, signed, and submitted in the prescribed sequence.

The evaluation follows a multi-stage process:

• Stage 1: Responsiveness (Pre-qualifiers)

• Attendance at the compulsory online briefing.
• Submission of signed Declaration of Default and Termination.
• Provision of organogram, detailed CVs, proof of qualifications, and professional registrations for key personnel.
• Signed letters of consent from all proposed resources.

• Stage 2: Price and Preference Points

• Price: 80 points (calculated using the formula Ps = 80(1-(Pt-Pmin)/Pmin)).
• Specific Goals (B-BBEE status): 20 points.

• Stage 3: Risk Analysis & Other Objective Criteria

• Verification of Tax Compliance and CSD registration.
• Check for misrepresentations, conflicts of interest, and registration on the Register of Tender Defaulters.
• Verification of professional registrations and authenticity of documents.
• Financial risk analysis to ensure rates are reasonable and balanced (distorted rates may lead to disqualification).

• Scope: Appointment of service providers to assess, grade, and design/specify applicable furniture and provide technical and costing documentation for furniture requirements at various sites under the Department of Tourism.
• Key Personnel Requirements (Mandatory):

• Principal/Lead Consultant: Min. 8 years post-registration; Pr. Architectural or Interior Architect (SACAP/SAIA); BSc Arch or BSc Int Arch.
• Senior Interior Architect: Min. 5 years post-registration; Pr. Architectural or Interior Architect (SACAP/SAIA); BSc Arch or BSc Int Arch.
• Designer/Technologist: Min. 3 years post-registration; Pr. Architectural Technologist or Interior Architect (SACAP/SAIA); BSc Arch or BSc Int Arch.
• Tourism Grading Council Accredited Grading Assessor: Min. 10 years hospitality experience; accredited with the Council of South Africa Accredited Grading.

• Required Evidence: Organogram, detailed CVs (using provided template), proof of qualification, professional registration, and signed letters of consent.
• Experience: Minimum of one (1) completed project of a similar nature (Interior Design) in the last 5 years with a contract award value of R2,000,000 or more. Must provide Letter of Appointment and Completion Certificate.

• Personnel Qualifications: Specific registration and experience levels are required for the Lead Consultant (8 yrs), Senior Interior Architect (5 yrs), and Designer (3 yrs), all requiring SACAP/SAIA registration and relevant degrees.
• Specialized Role: A Tourism Facility Assessor accredited with the Council of South Africa Accredited Grading with 10 years of hospitality experience is required.
• Project Experience: Evidence of one similar project ≥ R2,000,000 in the last 5 years is mandatory.

• Bidders are required to notify the DBSA in writing of any discrepancies, ambiguities, or errors found in the RFP to allow for corrective action.

• Pricing must be submitted separately in Folder 2. Bidders must notify DBSA of any pricing errors discovered post-submission. Financial risk analysis will be performed to ensure rates are balanced.

• Pricing Submission: Must be submitted in Folder 2 (Pricing and Preference Points Proposal).
• Currency: All pricing must be in South African Rand (ZAR).
• Financial Health Assessment: DBSA may assess financial standing using ratios including Accounts Receivable & Payable Turnover, Liquidity, and Solvency.
• Rate Analysis: Tenders will be reviewed for unduly high or low rates. Distorted rates may lead to disqualification based on market averages and DBSA QS estimates.

• Mandatory Registrations: Valid CSD registration summary report and a valid SARS Tax PIN.
• B-BBEE: SANAS-accredited B-BBEE Certificate or Affidavit. Consortia/JVs must submit a consolidated certificate.
• Insurance Requirements (Proof of Policy or Letter of Intent):

• Public Liability Insurance: Minimum R1,000,000 per claim.
• Professional Indemnity Insurance: Minimum R1,000,000 per claim (covering all disciplines).

• Mandatory Returnables: SBD 4, SBD 6.1, COIDA registration, UIF certificate, and the Enterprise Questionnaire.
• General Compliance: Bids must be irrevocable and not conditional on board approval, due diligence, or third-party consent.

• Bidders are responsible for assessing all risks and complying with all applicable laws and regulations relevant to the execution of the services.

• Bids are irrevocable offers and cannot be conditional on board approval, due diligence, or regulatory consents.
• The DBSA reserves the right to accept bids in part or in whole, negotiate, or reject any bid.
• Intellectual Property: Bidders retain IP rights, but DBSA is licensed to reproduce the bid for evaluation purposes.
• Governing Terms: The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract set out in Part C.

• The RFP is an invitation to treat; no binding contract exists until a formal written agreement is executed by DBSA.
• Strict confidentiality must be maintained regarding RFP contents.
• Anti-collusion and anti-corruption rules are strictly enforced; improper assistance from DBSA staff will lead to immediate disqualification.

• Pre-qualifiers: Compulsory briefing attendance, signed Declaration of Default and Termination, and key personnel CVs/registrations.
• Responsiveness: 48-hour turnaround time for any requested clarifications; submission of CSD, Tax PIN, B-BBEE, and Insurance proofs.

Detailed evaluation stages and points allocation as per the standard evaluationCriteria section. Refer to that section for full details.