Objectives

The primary objective is to procure reliable, compliant, and cost-effective catering services for the Greater Kokstad Municipality Council Inauguration events. The procurement aims to deliver high-quality, hygienic food and beverage services while strictly adhering to public supply chain management regulations and promoting local economic transformation through structured preferential scoring.

Scope of Work

The contract encompasses two distinct catering packages, which must be quoted separately. The municipality reserves the right to award one or both menus:

• Menu A: Full lunch service for 300 guests on 17 November 2026, featuring savoury rice, creamed samp, dumplings, assorted roasted/baked vegetables, beetroot, potato salad, beef stew, traditional umleqwa, and baby hake. Accompanied by assorted fizzy drinks and 100% juice cans. Additionally, tea and coffee service for 150 arriving guests, including sandwiches, muffins, scones with jam and cream, fresh fruit, and beverages. All items must be served warm on white plates with complete cutlery, serviettes, wipes, and clean tablecloths on serving station tables.
• Menu B: Individually packed quarter chicken legs with rolls and fried potato chips for 1,000 people, paired with assorted canned juices and fizzy drinks. Also includes bulk fruit distribution (four boxes of bananas, six boxes of medium apples) and 500ml still water bottles for 1,000 recipients.

Technical Requirements

• Mandatory Documentation: A detailed Central Supplier Database (CSD) report, SARS tax pin/compliance verification, and valid proof that neither the company nor its directors owe municipal rates, taxes, or service charges exceeding 90 days. An Environmental Health Certificate is compulsory.
• Compliance Forms: Completed Municipal Bidding Documents (MBD 1, 3.1, 4, 6.1, 8, and 9) covering pricing schedules, declarations of interest, preference point claims, past supply chain practices, and independent bid determination.
• Pricing Structure: Firm, VAT-inclusive quotes required per line item. Prices must remain valid for 30 days. Separate quotations for Menu A and Menu B are strictly enforced; failure to comply results in disqualification.
• Service Standards: Strict adherence to food safety protocols, punctual delivery, professional table setup, hygienic handling, and capacity to execute both buffet-style service and individual portion packaging.

Skills Requirements

• Proven experience in large-scale institutional and event catering, with demonstrated capacity to serve 300 to 1,000 participants simultaneously.
• Expertise in food safety management, HACCP principles, and compliance with municipal health and environmental regulations.
• Operational logistics capability for timely transportation, temperature-controlled holding, and efficient on-site setup or individual packing.
• Administrative proficiency to navigate municipal procurement systems, maintain accurate financial records, and compile complex compliance documentation.
• Trained culinary and service staff capable of executing culturally appropriate menus, maintaining presentation standards, and managing high-volume service timelines.

Notes on Special Terms

80/20 Preferential Point System: Bid evaluation allocates 80 points to price competitiveness and 20 points to specific transformation goals (business ownership demographics and local business promotion within the municipality). Preference points are only awarded if verified supporting documentation is submitted alongside the bid.

MBD Forms: Standard South African municipal bidding templates used to enforce transparency, declare conflicts of interest, claim preference points, and certify that bids were prepared independently without collusion or restrictive practices.

Municipal Rates Clearance: Bidders must demonstrate financial standing with the local municipality by providing statements, lease agreements, or affidavits proving no outstanding utility or property charges beyond a 90-day grace period for both the legal entity and all company directors.