Objectives

The primary objective of this tender is to select a service provider to deliver comprehensive catering and related services for the ICAO Space Weather Workshop hosted by SANSA. The services aim to ensure high-quality catering for delegates throughout the event, including morning and afternoon teas, lunches, and a special dinner, thereby supporting the successful execution of the workshop.

Scope

The scope encompasses:

• Provision of catering services at SANSA's Hermanus premises from 8 to 12 June 2026.
• Serving morning tea, afternoon tea, and lunch for up to 60 delegates on the first two days and 35 delegates on the last three days.
• Providing a sit-down lunch daily with specified menus, including vegetarian and halal options.
• Supplying snacks and beverages during morning and afternoon teas.
• Booking and paying for a dinner at The Wine Glass for 45 guests on 10 June 2026, including a full dinner menu with wine and soft drinks.
• Ensuring setup, service, and cleanup of all catering stations, furniture, and décor.

Technical Requirements

The technical requirements include:

• Provision of all necessary catering equipment, serving ware, and consumables.
• Preparation and presentation of food and beverages to professional conference standards.
• Offering a variety of menu options, including halal and vegetarian choices, as specified for each meal.
• Timely setup and breakdown of catering stations each day.
• Waste management and cleaning of catering areas post-service.
• Booking and payment arrangements for the dinner at The Wine Glass, including menu and beverage selection.

Skills Requirements

The successful bidder must demonstrate:

• Experience in providing catering services for conferences and workshops of similar scale.
• Capability to deliver high-quality food and beverage services consistently.
• Ability to manage logistics, setup, and cleanup efficiently within tight schedules.
• Competence in handling special dietary requirements such as halal and vegetarian options.
• Proficiency in event catering, including menu planning, presentation, and service delivery.
• Compliance with health, safety, and hygiene standards applicable to food service operations.