What are the submission requirements for this tender (Ref: RFP/RVH/2026)?

• Submit proposals via email to accountant2@playhousecompany.com. • Closing date: 18 August 2026 at 11:00. • Late submissions will not be considered. • Proposals must remain valid for a minimum of 90 days from the closing date. • The Playhouse Company is not obliged to accept the lowest quotation. • The Playhouse Company reserves the right to conduct system demonstrations. • The successful bidder may be required to enter into a Service Level Agreement (SLA). • Required forms: completed and signed SBD 4 (Bidder's Disclosure) form. • Disqualification risks: being listed on the Register for Tender Defaulters or List of Restricted Suppliers; false declarations; collusion with competitors; failure to disclose all CSD-registered companies linked to directors.

How will bids be evaluated?

• Two-stage evaluation: first functionality, then 80/20 preferential procurement. • Functionality stage (minimum threshold 70%): - Understanding of Requirements: 20 points - System Functionality: 30 points - Relevant Experience and References: 20 points - Implementation Methodology: 15 points - Training and Support Plan: 15 points - Total: 100 points • Only bidders scoring 70% or more on functionality proceed to the 80/20 stage. • 80/20 stage: Price (80 points) and Specific Goals (20 points). • Specific Goals points allocation: - Owned by Black people: 6 points - Owned by Women: 4 points - Owned by Youth: 4 points - Owned by Disabled people: 2 points - Owned by SMMEs (QSE and EME): 4 points - Total: 20 points • Means of verification for Specific Goals: valid B-BBEE Certificate or affidavit. Failure to submit results in zero points.

What are the technical specifications?

• Supply, configure, implement, train, and support an online venue booking and payment management system. • The system must be cloud-based and accessible via web browsers and mobile devices. • Must configure all Playhouse venues (theatres, function venues, rehearsal venues, recording studio) with fixed rates. • Online booking functionality: customers can view available venues, images, descriptions, rates per hour/day; select venues, dates, timeslots; prevent double-bookings; automatically calculate charges; provide shopping cart, confirmation, checkout; generate booking confirmations. • Integrate with The Playhouse Company website for venue info, availability, booking, and secure payment. • Integrate with third-party payment gateways (PayFast, Yoco, Paystack, iKhokha); automatically confirm bookings on successful payment; generate payment confirmations and receipts; maintain secure audit trail. • Provide a central booking calendar; synchronise/integrate with Microsoft Outlook calendars; automatically update schedules; provide daily/weekly/monthly views; allow authorised staff to export schedules. • Reporting: bookings by venue, revenue by venue, customer booking history, cancelled bookings, outstanding payments, venue utilisation statistics. • Training: administrator training, user manuals, knowledge transfer, implementation support. • Technical support and maintenance: helpdesk, system maintenance/updates, incident management, service level commitments, business continuity and backup. • Deliverables: fully configured system, website integration, payment integration, Outlook calendar integration, staff training, user manuals, post-implementation support. • The solution must comply with POPIA.

What financial requirements apply to bidders?

• Pricing must be quoted in South African Rand and inclusive of VAT. • Provide separate pricing for: - System setup and implementation - Software licensing/subscription fees - Payment gateway integration - Outlook integration - Training - Annual maintenance and support - Optional enhancements - Any recurring monthly or annual fees • Pricing proposal must be inclusive of VAT.

What compliance and legal requirements must bidders meet?

• CSD registration report not older than 30 days, reflecting compliant tax status. • Valid B-BBEE affidavit or SANAS-approved certificate. • Completed and signed SBD 4 (Bidder's Disclosure) form. • Company profile including relevant experience and references. • Proposed project implementation plan. • Proof of technical support capability. • Bidders must disclose any employment by an organ of state, relationships with procuring institution employees, and interests in related enterprises. • Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.

What are the important dates and deadlines for this tender?

• Closing date: 18 August 2026 at 11:00. • Advert date: 4 August 2026. • Compulsory site briefing: N/A. • No other dates (e.g., clarification deadline) are stated in the document.

Who should be contacted for queries about this tender?

• Submission email: accountant2@playhousecompany.com • Telephone: (031)-369 9507 • Address: 29 Acutt Street, Durban • No named contact person or department provided.

Online Venue Booking System for The Playhouse Company (KwaZulu-Natal)

Submit proposals via email to [email protected] by 18 August 2026 at 11:00.
Provide a CSD registration report (not older than 30 days) with compliant tax status, a valid B-BBEE affidavit or SANAS-approved certificate, and a completed SBD 4 form.
Achieve a minimum functionality score of 70% (out of 100) to proceed to the 80/20 preferential procurement evaluation.
Price must be in South African Rand and inclusive of VAT, with separate pricing for setup, licensing, integrations, training, maintenance, and optional enhancements.
The solution must be cloud-based, accessible via web and mobile, integrate with the Playhouse website, and support payment gateways including PayFast, Yoco, Paystack, and iKhokha.
Comply with POPIA and be prepared to enter into a Service Level Agreement (SLA) if selected.
Proposals must remain valid for at least 90 days from the closing date.

Appointment of a service provider to supply, configure, implement, train and support an online venue booking and payment management system for the playhouse company

The Playhouse Company hires out event venues, rehearsal venues, and a recording studio on a fixed hourly/daily rate.
Current manual booking process causes risks of double-bookings, errors, and bookings confirmed before payment.
The goal is to modernise through an integrated online booking and payment solution.
Venue rates are provided for reference: theatres (Opera R27,000, Drama R15,000, Loft R6,500), function venues (Grand Foyer R27,000, Alhambra R14,000, VIP Room R4,000, Tudor Room R28,000), rehearsal venues (hourly rates from R110 to R390), recording studio (R650/hour).

Closing date: 18 August 2026 at 11:00.
Advert date: 4 August 2026.
Compulsory site briefing: N/A.
No other dates (e.g., clarification deadline) are stated in the document.

Submission email: [email protected]
Telephone: (031)-369 9507
Address: 29 Acutt Street, Durban
No named contact person or department provided.

Submit proposals via email to [email protected].
Closing date: 18 August 2026 at 11:00.
Late submissions will not be considered.
Proposals must remain valid for a minimum of 90 days from the closing date.
The Playhouse Company is not obliged to accept the lowest quotation.
The Playhouse Company reserves the right to conduct system demonstrations.
The successful bidder may be required to enter into a Service Level Agreement (SLA).
Required forms: completed and signed SBD 4 (Bidder's Disclosure) form.
Disqualification risks: being listed on the Register for Tender Defaulters or List of Restricted Suppliers; false declarations; collusion with competitors; failure to disclose all CSD-registered companies linked to directors.

Completed and signed SBD 4 (Bidder's Disclosure) form.
The form requires: declaration of employment by an organ of state, relationship with procuring institution employees, interests in related enterprises, and a general declaration against collusion and corruption.
Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
False declarations may result in disqualification, reporting to the Competition Commission, and restriction from doing business with the state for up to 10 years.

Two-stage evaluation: first functionality, then 80/20 preferential procurement.
Functionality stage (minimum threshold 70%):

Understanding of Requirements: 20 points
System Functionality: 30 points
Relevant Experience and References: 20 points
Implementation Methodology: 15 points
Training and Support Plan: 15 points
Total: 100 points

Only bidders scoring 70% or more on functionality proceed to the 80/20 stage.
80/20 stage: Price (80 points) and Specific Goals (20 points).
Specific Goals points allocation:

Owned by Black people: 6 points
Owned by Women: 4 points
Owned by Youth: 4 points
Owned by Disabled people: 2 points
Owned by SMMEs (QSE and EME): 4 points
Total: 20 points

Means of verification for Specific Goals: valid B-BBEE Certificate or affidavit. Failure to submit results in zero points.

Supply, configure, implement, train, and support an online venue booking and payment management system.
The system must be cloud-based and accessible via web browsers and mobile devices.
Must configure all Playhouse venues (theatres, function venues, rehearsal venues, recording studio) with fixed rates.
Online booking functionality: customers can view available venues, images, descriptions, rates per hour/day; select venues, dates, timeslots; prevent double-bookings; automatically calculate charges; provide shopping cart, confirmation, checkout; generate booking confirmations.
Integrate with The Playhouse Company website for venue info, availability, booking, and secure payment.
Integrate with third-party payment gateways (PayFast, Yoco, Paystack, iKhokha); automatically confirm bookings on successful payment; generate payment confirmations and receipts; maintain secure audit trail.
Provide a central booking calendar; synchronise/integrate with Microsoft Outlook calendars; automatically update schedules; provide daily/weekly/monthly views; allow authorised staff to export schedules.
Reporting: bookings by venue, revenue by venue, customer booking history, cancelled bookings, outstanding payments, venue utilisation statistics.
Training: administrator training, user manuals, knowledge transfer, implementation support.
Technical support and maintenance: helpdesk, system maintenance/updates, incident management, service level commitments, business continuity and backup.
Deliverables: fully configured system, website integration, payment integration, Outlook calendar integration, staff training, user manuals, post-implementation support.
The solution must comply with POPIA.

Implementation methodology is weighted at 15 points in the functionality evaluation.
Bidders must submit a proposed project implementation plan as a mandatory requirement.
The plan should demonstrate understanding of the requirements and a clear approach to system configuration, integration, training, and support.

Provide separate pricing for: system setup and implementation, software licensing/subscription fees, payment gateway integration, Outlook integration, training, annual maintenance and support, optional enhancements, and any recurring monthly or annual fees.
Pricing must be in South African Rand and inclusive of VAT.
The document also lists venue fixed rates (theatres, function venues, rehearsal venues, recording studio) which are the client's current rates, not bidder pricing.

Pricing must be quoted in South African Rand and inclusive of VAT.
Provide separate pricing for:

System setup and implementation
Software licensing/subscription fees
Payment gateway integration
Outlook integration
Training
Annual maintenance and support
Optional enhancements
Any recurring monthly or annual fees

Pricing proposal must be inclusive of VAT.

CSD registration report not older than 30 days, reflecting compliant tax status.
Valid B-BBEE affidavit or SANAS-approved certificate.
Completed and signed SBD 4 (Bidder's Disclosure) form.
Company profile including relevant experience and references.
Proposed project implementation plan.
Proof of technical support capability.
Bidders must disclose any employment by an organ of state, relationships with procuring institution employees, and interests in related enterprises.
Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.

The Playhouse Company is not obliged to accept the lowest quotation.
The Playhouse Company reserves the right to conduct system demonstrations.
The proposed solution must comply with applicable South African legislation including POPIA.
Late submissions will not be considered.
The successful bidder may be required to enter into a Service Level Agreement (SLA).
Proposals must remain valid for a minimum of 90 days from the closing date.

Mandatory requirements: CSD registration report (not older than 30 days, compliant tax status), pricing proposal inclusive of VAT, valid BEE affidavit/SANAS certificate, completed and signed SBD 4, company profile with experience and references, proposed project implementation plan, proof of technical support capability.

Functionality criteria with weights: Understanding of Requirements (20), System Functionality (30), Relevant Experience and References (20), Implementation Methodology (15), Training and Support Plan (15).
Minimum functionality threshold: 70%.
Only bidders achieving 70% proceed to 80/20 preferential procurement.
Specific Goals points: Black ownership (6), Women ownership (4), Youth ownership (4), Disabled ownership (2), SMME (QSE/EME) (4).
Verification: valid B-BBEE certificate or affidavit; zero points if not submitted.

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