Objectives

The primary objective of this Request for Quotation is to secure a reliable service provider to deliver integrated catering and event support services for internal stakeholder engagements hosted by Airports Company South Africa (ACSA). The contract aims to ensure consistent, high-quality food, beverage, décor, and audio-visual provision that meets corporate standards, accommodates specific dietary needs, and supports seamless executive meetings and roadshows.

Scope of Work

The scope covers end-to-end catering and logistical execution for multiple scheduled events, including executive roadshows and quarterly management committee sessions. Required services include:

• Event décor installation (draping, red carpet, clear Tiffany chairs with cushions, panel chairs/couches, and coffee tables)
• Welcome drink stations
• Full meal provision (breakfast and lunch) scaled to specified attendee counts per event
• Beverage supply (330ml soft drinks, bottled water, and a dedicated coffee station offering coffee, tea, and cappuccinos)
• Audio-visual equipment provision and setup (PA/sound systems, microphones, Perspex podiums, and presentation screens)

All meals must explicitly accommodate vegetarian and Halaal dietary requirements. Event timings are flexible and subject to confirmation closer to each engagement.

Technical Requirements

Bidders must demonstrate operational capacity to execute precise, time-sensitive event logistics under variable conditions. Technical expectations include:

• Ability to scale services accurately for varying group sizes (ranging from 12 to 65 persons per session)
• Strict adherence to food safety, hygiene, temperature control, and allergen management protocols
• Proficiency in multi-component meal preparation while maintaining freshness and quality standards
• Capability to safely install, operate, and dismantle professional audio-visual and staging equipment
• Compliance with ACSA’s branding guidelines, confidentiality mandates, and security vetting procedures
• Submission of all mandatory administrative, financial, and compliance documentation as prescribed in the bid package

Skills & Experience Requirements

While not explicitly itemised in the tender, successful bidders will require:

• Proven track record in corporate event catering, conference services, and venue logistics
• Expertise in managing complex dietary requirements, particularly Halaal certification and vegetarian meal planning
• Strong project coordination skills for timely delivery, setup, staff deployment, and breakdown
• Familiarity with public sector procurement frameworks, preferential procurement regulations, and tax compliance systems
• Trained hospitality personnel capable of professional service delivery, brand representation, and operating in confidential corporate environments

Key Contractual & Procurement Terms

Several non-standard requirements govern this tender:

• Preferential Procurement Scoring (80/20 System): Evaluation allocates 80 points to price competitiveness and 20 points to specific transformation goals. Points are awarded based on Broad-Based Black Economic Empowerment (B-BBEE) status levels, ownership demographics (black youth, black women, persons with disabilities), and compliance ratings. Lower B-BBEE levels receive fewer points.
• Tax Compliance Verification: Bidders must submit a valid SARS-issued Tax Compliance Status (TCS) PIN or Central Supplier Database (CSD) number. Missing or invalid proof results in automatic disqualification.
• Confidentiality & Brand Protection: A binding five-year non-disclosure agreement applies. Unauthorized use of ACSA intellectual property or breach of confidentiality triggers a penalty equal to 2% of the supplier’s annual turnover.
• Security Vetting: Suppliers may undergo background screening prior to contract award. Non-compliance leads to exclusion.
• Mandatory Documentation: Strict submission of SBD forms, declaration of interest, bidder disclosure, and VAT questionnaires is required. Late or incomplete submissions invalidate the bid.