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

Closing date and time: 21 August 2026 at 11:00. No compulsory site briefing is scheduled. Proposals must remain valid for at least 90 days from the closing date.

No compulsory site briefing is scheduled.

Submissions by email to [email protected]. Telephone: (031) 369 9507. Physical address: 29 Acutt Street, Durban.

Proposals must be submitted by email to [email protected] before the closing time. Late submissions will not be considered. The following must be included: a CSD registration report not older than 30 days reflecting a compliant tax status, a pricing proposal inclusive of VAT, a valid BEE affidavit or SANAS-approved certificate, a completed and signed SBD 4 (Bidder's Disclosure), a company profile with relevant experience and references, a proposed project implementation plan, and proof of technical support capability. The Playhouse Company is not obliged to accept the lowest quotation and reserves the right to conduct system demonstrations. The successful bidder may be required to enter into a Service Level Agreement (SLA).

Proposals are evaluated in two stages. First, functionality is assessed against the following weights: Understanding of Requirements 20, System Functionality 30, Relevant Experience and References 20, Implementation Methodology 15, Training and Support Plan 15, total 100. A minimum functionality score of 70% is required to proceed. Bidders that pass functionality then enter the 80/20 preferential procurement evaluation, where price and specific goals are scored. Specific goals points (out of 20) are allocated as follows: Black-owned 6, Women-owned 4, Youth-owned 4, Disabled-owned 2, SMMEs (QSE and EME) 4. Verification is via a valid B-BBEE certificate or affidavit; failure to submit results in zero points for specific goals.

The Playhouse Company requires a cloud-based online venue booking and payment management system. The solution must: allow customers to view venues, images, descriptions, and rates; prevent double-bookings; automatically calculate charges; provide a shopping cart, confirmation, and checkout; generate confirmations; support configurable workflows (instant confirmation on payment or administrative approval); allow buffer times between bookings; support full upfront or partial deposit payments. It must integrate with the Playhouse website via an embeddable portal, and with payment gateways including PayFast, Yoco, Paystack, and iKhokha. It must provide a central booking calendar, synchronise with Microsoft Outlook (state supported environment: Microsoft 365 Enterprise, Exchange Online, or on-premises), and allow schedule export. Reporting must cover bookings by venue, revenue, customer history, cancellations, outstanding payments, and utilisation. The bidder must provide administrator training, user manuals, knowledge transfer, and implementation support. Technical support and maintenance must include helpdesk, updates, incident management, service levels, and business continuity. Deliverables include a fully configured system, website access, payment integration, Outlook integration, training, documentation, and post-implementation support. Venue rates are fixed: theatres daily – Opera R27,000, Drama R15,000, Loft R6,500; function venues daily – Grand Foyer R27,000, Alhambra R14,000, VIP Room R4,000, Tudor Room R28,000; rehearsal venues hourly – Room 503 R390, Room 506 R110, Room 507 R110, Room 508 R110, Room 410 R340, Room A1 R260; recording studio hourly – Studio -3 R650.

The implementation methodology is evaluated as part of functionality (weight 15). Bidders must submit a proposed project implementation plan covering system configuration, venue setup, user roles, and administrative controls. The plan should address integration with the Playhouse website and payment gateways, Outlook calendar synchronisation, training, and post-implementation support. Bidders must indicate the recommended number of administrative staff to be trained and whether training can be delivered virtually via Microsoft Teams or must be on-site in Durban.

Pricing must be provided as separate line items for: system setup and implementation; software licensing/subscription fees; payment gateway integration; Outlook integration; training; annual maintenance and support; technical specifications and support for website embedding, DNS, SSL, and email authentication; merchant account setup assistance; any additional costs for Microsoft Outlook, Exchange, Microsoft 365, Azure AD or Entra ID integration; optional enhancements; and any recurring monthly or annual fees. All pricing must be in South African Rand and inclusive of VAT where applicable.

Pricing must be quoted in South African Rand and inclusive of VAT where applicable. Bidders must provide separate pricing for: system setup and implementation; software licensing/subscription fees; payment gateway integration; Outlook integration; training; annual maintenance and support; technical specifications and support for website embedding, DNS, SSL, and email authentication; merchant account setup assistance; any additional costs for Microsoft Outlook, Exchange, Microsoft 365, Azure AD or Entra ID integration; optional enhancements; and any recurring monthly or annual fees. Payment gateway transaction fees are for the Playhouse Company's account and settled through their merchant bank arrangements.

Mandatory requirements: CSD registration report not older than 30 days reflecting a compliant tax status; pricing proposal inclusive of VAT; valid BEE affidavit or SANAS-approved certificate; completed and signed SBD 4 (Bidder's Disclosure); company profile with relevant experience and references; proposed project implementation plan; proof of technical support capability. The solution must comply with applicable South African legislation including POPIA. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.

The Playhouse Company is not obliged to accept the lowest quotation. It 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).

Evaluation is two-stage. First, functionality is scored: Understanding of Requirements 20, System Functionality 30, Relevant Experience and References 20, Implementation Methodology 15, Training and Support Plan 15, total 100. Minimum threshold is 70%. Bidders passing functionality proceed to the 80/20 preferential procurement evaluation for price and specific goals.