The evaluation should be based on the following:
- Technical requirements
- Venue falls within a 50 km radius of Pretoria
- Site visit sign-off
Item / Details / Comply / Not Comply / Comments
1. / Environment
Please confirm that your venue is situated in a tranquil and calm setting that is conducive to studies.
Indicate kilometre distance from your venue to Brooklyn Square in Pretoria.
2. / Venue
a) / Electricity supply:
Please confirm that electricity supply to the venue is constant without interruptions and can handle the load expected during the winter months when the venue is fully booked.
How many power failures, if any, do you experience on a weekly basis?
Please indicate whether you have a generator and what it supports and how long for in the event of power failures.
b) / 3G coverage
Do you have good 3G coverage?
c) / Team-building activities
We require a weekly team-building/recreational activity, i.e. a total of five. Please provide a list of what you can provide and list the costs.
d) / Venue facilities
Does your venue have the following facilities:
- Swimming pool
- Jacuzzi
- Sauna
- Gymnasium
- Other (list)
3. / Bedrooms
Confirm the following:
- The venue is available from 7 August to 12 September 2014 (five weeks)
- You have 26 single rooms, i.e. no sharing
- All 26 rooms are similar
- Each room has its own bathroom (shower and/or bath)
- There is a suitably sized study desk in each room
- There is a desk lamp in each room to aid studying
- Each room has a suitable study chair
- Each room will be provided with a daily bottle of still water (500 ml), i.e. replenished each day
- Each room will receive clean towels, bedding, soap/shampoo, etc. at least every second day
- Each room has heating and air-conditioning
- Each room has a hairdryer
- Each room has a safe (indicate the size of the safe)
- Each room has tea- and coffee-making facilities
- Each room has a TV.
4. / Lecture room/conference venue
The lecture room must:
- accommodate 26 students and be set up in a schoolroom style, allowing sufficient space between desks to ensure that the lecturer can move around freely.
- be available at night for those students who wish to study there
- have one table for the lecturer/presenter
- have heating/air-conditioning
- have bathroom facilities close by
- enough windows for natural light and air so that students do not feel cooped up
- excellent lighting for day and night
- very good acoustics
Include the following and provide cost:
- Venue set-up
- Projector and screen
- Sufficient number of extension cords
- Pointer
- Lapel microphone
- White board and pens
- Exam pads and pens – one per week for 25 students (not your branded ones but the standard exam pad)
- Bottled water (500 ml) - one in the morning and then replenished at 10h00, 12h00 and 15h00, i.e. four bottles a day
- Additional jugs of water on request
- Refreshments on table in venue should include healthy options and a good variety over the five-week period (sweets, nuts, popcorn, trail mix and dried fruit, etc)
- For the tea breaks, 10h00 and 13h00, we require healthy options and a variety over the five-week period
5. / Menu
Include breakfast and dinner for 26 full-board guests
Include separate costs for 10 x breakfasts, 10 x lunches and 10 x dinners for day visitors
Confirm your willingness to make timely changes to incorporate healthy alternatives and a variety to cater for a five-week stay, and indicate whether changes will result in a higher cost
The final menu will be scrutinised by our dietician and you will be required to accommodate changes
Confirm whether different venues can be used, such as a boma, veranda, etc. for meal times and clearly indicate whether there will be additional venue hire charges
Confirm that when students have to leave early to go to UNISA’s study schools on Saturdays, the normal breakfast can be served earlier or otherwise packed, and that a packed lunch will also be provided - clearly indicate how this will affect the cost
Include the cost of one soft drink per lunch and dinner for 26 guests
Please indicate whether you are able to accommodate strictly Halaal, kosher, vegan and other special dietary requirements
Please indicate the cost of halaal, kosher and vegan meals: Lunch and dinner per person per meal
6. / Places of interest and transport
Indicate the kilometre distance to the nearest:
- mosque
- shopping mall (provide the shopping mall name)
- medical facilities (pharmacy, hospital, doctor and dentist)
Indicate whether you have transport facilities and what the cost implications of the above would be
Indicate whether you would be able to transport students to and from UNISA’s study schools (usually held in Midrand) and mention the cost.
7. / General
a) / Coffee station
- We require a fully stocked central coffee station where students can sit and have a coffee/tea/hot chocolate/milo break. This must be available from 05h00 to 23h00.
b) / Laundry
- Indicate whether you are able to do the laundry (wash and iron) twice a week for the 25 TAs and what the cost of laundry services per kg would be.
c). / Welcome function
On the first evening we might have a welcome function and require a separate venue with a buffet for 50 people (including three soft drinks per person).
List everything that is included and excluded, e.g. serviettes, drapes, table cloths, dance floor, crockery, cutlery, glassware, tables, chairs, waiters, barmen, public address system, podium, etc. and list all costs for the welcome function under a separate line item.
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d) / Gala dinner
On the last evening we might have a formal gala dinner and require a separate venue with a set menu for 50 people. Include a buffet dinner and three soft drinks per person.
List everything else that is included and excluded, e.g. serviettes, drapes, table cloths, dance floor, crockery, cutlery, glassware, tables, chairs, waiters, barmen, public address, podium, etc. List the total of costs in a separate line item.
8. / Cancellation policy
We will furnish you with the final number of delegates one week before the start of the boot camp. Please confirm that no penalties would be charged if the number of delegates decreases by five after our confirmation.
9. / Site visit requirement
A site visit will be conducted before awarding the tender.
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PositionName of bidder