Objectives

The primary objective is to procure a qualified service provider to deliver integrated catering, décor, and audio-visual support for ACSA stakeholder engagement events. The contract aims to ensure premium food and beverage service, professional venue styling, and reliable technical execution while strictly adhering to corporate compliance, security protocols, and South African preferential procurement regulations.

Scope of Work

The scope covers complete event execution for three distinct corporate gatherings:

• CEO’s Road Show: Full catering and styling for 65 attendees, including breakfast, lunch, welcome drinks, soft drinks, water, and a coffee station.
• RGM’s Road Show: Identical scope, menu, and quantities to the CEO’s Road Show.
• MANCO Sessions (Q1–Q4): Quarterly lunch and soft drink provision for 12 participants per session.

All events require full venue transformation, furniture deployment, and presentation equipment setup. Event timings are to be confirmed post-award.

Technical Requirements

Bidders must satisfy the following operational, compliance, and documentation specifications:

• Menu Specifications: Lunch must include starch, gravy, two vegetables, two meat varieties, and green salad. Breakfast requires fruit & cheese platters, muesli & yoghurt, healthy wraps, and muffins. All offerings must be prepared to accommodate vegetarian and Halaal dietary requirements.
• Furniture & Styling: Supply of draping, red carpet, clear Tiffany chairs with cushions, panel chairs/couches, and coffee tables according to exact attendee counts.
• Audio-Visual Setup: Provision of one PA/sound system, microphones, a Perspex podium, and a presentation screen per event.
• Mandatory Documentation: Submission of completed SBD forms, SARS Tax Compliance PIN or Central Supplier Database (CSD) number, B-BBEE certificate/affidavit, declaration of interest, bidder’s disclosure form, and a signed confidentiality agreement.
• Evaluation Criteria: Adherence to the 80/20 preference point system (80 points for competitive pricing, 20 points for specific goals based on B-BBEE status and demographic ownership).
• Security & Compliance: Suppliers may be subject to background vetting. All parties must execute a binding confidentiality agreement and comply with ACSA’s corporate governance and anti-corruption policies.

Skills Requirements

Although not explicitly listed, successful bidders must demonstrate proven competencies in:

• Corporate banquet service and large-scale event catering
• Venue styling, furniture logistics, and rapid setup/teardown
• Strict dietary compliance management (Halaal certification and vegetarian segregation)
• Audio-visual equipment operation and technical troubleshooting
• Procurement documentation accuracy and regulatory compliance
• Staff professionalism aligned with corporate hospitality and aviation security standards

Unusual or Complicated Terms & Services

• Halaal & Vegetarian Catering Mandate: Requires certified ingredients, dedicated preparation zones, and strict cross-contamination prevention protocols to satisfy Islamic dietary laws and plant-based restrictions simultaneously.
• Perspex Podium & Tiffany Chairs: Specific aesthetic standards. A perspex podium is a transparent acrylic lectern, while Tiffany chairs refer to clear acrylic seating designed to maintain visual openness and modern corporate branding.
• B-BBEE Preference Point System: A South African public procurement framework allocating up to 20 evaluation points based on verified Broad-Based Black Economic Empowerment status levels or majority ownership by black youth, women, or persons with disabilities.
• Intellectual Property Penalty Clause: Unauthorized use of ACSA trademarks, logos, or branding without prior written consent triggers a financial penalty equivalent to 2% of the supplier’s annual turnover.
• Security Vetting Requirement: Due to the sensitive airport environment, suppliers and their deployed personnel may undergo background checks to ensure alignment with national aviation security and corporate safety mandates.