Five-year hospitality property management system for ezemvelo KZN wildlife

Closing date and time: 29 October 2026 at 11:00

Bid validity period: 180 calendar days from closing date

Proposal collection for unsuccessful bidders: within 90 days of bid outcome notification

Submission method: two-envelope system required.

• Envelope 1: Technical proposal.
• Envelope 2: Financial proposal — sealed, opened only after technical evaluation completion.
• Bid validity: 180 calendar days from closing date.

Returnable forms:

• SBD 3.3 Pricing Schedule (Professional Services): completed pricing for all mandatory Items 1-15, signed.

Disqualification risks:

• Failure to price all mandatory Items 1-15.
• Optional services pricing included in the evaluated total instead of separated.
• Alternative bid not clearly labelled and submitted separately with supporting documentation.
• Financial proposal opened only for bidders passing Administrative Compliance, Functionality, and Presentation Evaluation stages.
• Unsuccessful bidders may collect proposals within 90 days of outcome notification; uncollected proposals may be disposed of.
• Opened and evaluated financial proposals become property of Ezemvelo KZN Wildlife and are not returned.

Evaluation stages (stated sequence):

1. Administrative Compliance
2. Functionality
3. Presentation Evaluation
4. Pricing / Preference

Financial evaluation:

• Only the total price for mandatory Items 1-15 is used for price comparison and tender evaluation.
• Optional Services are excluded from evaluated tender price.
• Alternative Bids evaluated only if Primary Bid fully complies with mandatory requirements.

Minimum qualifying thresholds apply at each preceding stage before financial proposal opening; exact scores not stated in this document.

Scope: provision of a hospitality property management system for Ezemvelo KZN Wildlife.

Contract period: five (5) years.

Mandatory deliverables (Items 1-15):

• Annual Software Licensing Fees
• Once-off System Implementation and Configuration
• Once-off Data Migration and Data Cleansing
• Once-off Project Management Services
• Once-off Change Management Services
• Annual User Training and Refresher Training
• Annual System Support and Maintenance
• Annual System Upgrades and Enhancements
• Annual Hosting Services (Cloud Infrastructure)
• Disaster Recovery and Business Continuity (annual)
• Payment Gateway Integration and Maintenance (annual)
• Annual API Integration Services
• Annual Call Logging and Helpdesk Support (24/7)
• Cyber Security Monitoring and Support, plus Cyber Liability Insurance (annual)
• Annual Customer Feedback Functionality

Pricing structure: annual and once-off components over five years, with sub-total, VAT at 15%, and grand total inclusive of VAT.

Pricing schedule: SBD 3.3 (Professional Services) — 15 line items over five years.

Mandatory pricing items:

1. Annual Software Licensing Fees
2. Once-off System Implementation and Configuration
3. Once-off Data Migration and Data Cleansing
4. Once-off Project Management Services
5. Once-off Change Management Services
6. Annual User Training and Refresher Training
7. Annual System Support and Maintenance
8. Annual System Upgrades and Enhancements
9. Annual Hosting Services (Cloud Infrastructure)
10. Disaster Recovery and Business Continuity
11. Payment Gateway Integration and Maintenance
12. Annual API Integration Services
13. Annual Call Logging and Helpdesk Support (24/7)
14. Cyber Security Monitoring and Support, Cyber Liability Insurance
15. Annual Customer Feedback Functionality

Pricing structure per item: Year 1 through Year 5 in ZAR, with sub-total, VAT at 15%, and grand total inclusive of VAT.

Pricing conditions:

• All prices in ZAR, VAT separate but included in contract value.
• Fixed and firm for five-year initial term; no escalations.
• Extension pricing: CPI-linked, Client-approved, with justification.
• Mandatory items 1-15 form evaluated price; optional services separate.
• Alternative bids: separate schedule, clearly labelled.
• Discounts must be clearly indicated.

Currency: South African Rand (ZAR) only.

VAT: 15%, indicated separately and included in final contract value.

Pricing conditions:

• Prices fixed and firm for the full initial five-year contract period.
• No price increases, adjustments, or escalations permitted during initial term.
• Contract extension beyond five years: price increases subject to Client approval, based on prevailing CPI (Stats SA), with supporting justification required.

Pricing schedule requirements:

• Mandatory Items 1-15: all costs for scope of work must be included; total evaluated for comparison.
• Optional Services: priced separately, excluded from evaluated tender price, designated Optional Services Pricing Schedule.
• Alternative Bid: separate pricing schedule and supporting documentation, clearly labelled.
• Discounts: must be clearly indicated in pricing schedule.

Bid security / bonds / guarantees: not stated in this document.

Payment terms: not stated in this document.

Returnable forms (from this document):

• SBD 3.3 Pricing Schedule (Professional Services): signed pricing submission.

Other standard forms likely required but not visible in this extract: SBD 1, SBD 4, SBD 6.1, SBD 6.2, SBD 8, SBD 9, Authority to Sign / Board Resolution — bidders should verify full tender pack.

Registration and tax:

• CSD registration: required (implied by standard procurement practice; verify in full tender pack).
• Valid tax compliance status: required (implied; verify in full tender pack).

B-BBEE: not stated in this document — verify in full tender pack.

CIDB: not applicable (professional services, not construction).

Local content: not stated in this document — verify in full tender pack.

Optional Services procurement: Ezemvelo KZN Wildlife reserves right to procure any Optional Services, in whole or in part, during the contract period on an as-and-when-required basis, subject to operational requirements and budget availability. Optional Services rates remain valid for contract duration, adjustable only where contract expressly permits.

Alternative Bids: bidder must clearly indicate total bid price for Primary Bid and Alternative Bid separately. Ezemvelo KZN Wildlife reserves right to evaluate Alternative Bid only if Primary Bid fully complies with mandatory requirements.

Financial evaluation basis: total price for mandatory Items 1-15 only.

Alternative Bids: permitted if minimum mandatory requirements met; must be separately identified with full supporting documentation.

Optional Services: excluded from evaluated price; priced separately.

Bid responsiveness: failure to price all mandatory items may render bid non-responsive.

Discounts: must be clearly shown in pricing schedule.

Envelope 2 (Financial) protocol: sealed until technical stages complete; opened only for bidders meeting minimum thresholds at Administrative Compliance, Functionality, and Presentation Evaluation stages.