Request for Quotation: Accommodation Services for Active Ageing Participants – Bloemfontein
Tender Details
- Tender Number: RFQ-26/27-0035
- Department: Eastern Cape – Social Development
- Tender Type: Request for Quotation
- Tender Category: Residential and Travel Accommodation, Travel Agency, Tour Operator, Reservation Service and Related Activities
- Required At: Eastern Cape
- Service Location: Bloemfontein, Free State
- Programme: National Active Ageing Programme
- Service Period: 28 October – 1 November 2026
- Closing Date: 12 October 2026 at 11:00
- Briefing Session: See official tender documentation
Tender Objective
Eastern Cape Department of Social Development seeks to appoint a qualified service provider to arrange accommodation and meal services in Bloemfontein for participants attending the National Active Ageing Programme.
The appointed service provider must provide reliable, cost-effective and compliant accommodation while meeting the department’s procurement, administrative and operational requirements.
Scope of Work
The successful service provider must arrange accommodation for 120 people as follows:
Programme Participants
- 55 sharing rooms
- Maximum 2 people per room
- Separate beds required
- Total accommodation capacity: 110 participants
Support Staff
- 10 single-occupancy rooms
- Total: 10 caregivers, nurses and technical officials
Meals
All accommodation must include:
- Dinner
- Breakfast
Accommodation Requirements
- Accommodation must be in Bloemfontein, Free State.
- Only registered hotels or guesthouses are permitted.
- Bed and breakfast establishments are specifically excluded.
- The accommodation period is 28 October to 1 November 2026.
Technical & Compliance Requirements
Bidders must:
- Submit firm, all-inclusive pricing, including VAT.
- Provide quotations clearly and without correction fluid.
- Maintain active Central Supplier Database (CSD) registration.
- Have valid tax compliance status.
- Complete all mandatory procurement documentation.
- Submit SBD4 – Declaration of Interest.
- Submit SBD6.1 – Preference Points Claim Form.
- Complete the Price Schedule – Annexure A.
- Provide the required Reference List – Annexure B.
- Ensure the quotation remains valid for 60 days after the closing date.
- Comply with the applicable preferential procurement requirements.
- Provide written proof of at least two successfully completed similar projects.
Experience & Capability
The service provider should demonstrate:
- Proven experience managing group accommodation.
- Experience coordinating accommodation and catering for large groups.
- Strong administrative and organisational capabilities.
- Ability to manage both shared and single-occupancy room bookings.
- Ability to prepare accurate government procurement submissions and financial schedules.
- Understanding of public-sector procurement and compliance requirements.
- Ability to coordinate accommodation arrangements within strict deadlines.
Evaluation
The quotation will be evaluated using an 80/20 preference-point system:
- 80 points: Price
- 20 points: Preferential procurement / socio-economic objectives
Preference considerations may include qualifying criteria relating to women ownership, black ownership, disability inclusion, Eastern Cape locality and youth participation, as specified in the tender documentation.
Payment Terms
- Invoicing will take place after full service delivery.
- Payment will be processed within 30 days of receipt of a compliant invoice.