Objectives

The primary objective is to appoint a suitably qualified and experienced service provider to supply and deliver comprehensive catering services for a Heritage and Cancer Awareness event hosted by the Rand West City Local Municipality. The contract specifically targets feeding 500 delegates across designated meal periods.

Scope

The scope encompasses the full provision of breakfast, lunch, salads, and desserts for 500 attendees at a municipal venue in Randfontein. The required menu includes:

• Breakfast: Croissants, muffins, scones, sandwiches (chicken mayo/cheese/polony), tea, sugar, powder, fresh milk, coffee, and juice.
• Lunch: Dumplings, savory rice, samp, beef, grilled chicken, and hake.
• Salads & Beverages: Green salad, pumpkin, three-bean salad, soft drinks, juice, and bottled water.
• Dessert: Malva pudding with custard.

Bidders must submit a structured pricing schedule detailing unit and total costs for breakfast and lunch, inclusive of VAT where applicable.

Technical Requirements

Bidders must comply with strict administrative and compliance standards to be considered responsive. Mandatory submissions include:

• A valid written quotation (minimum 90-day validity from closing date).
• SARS tax clearance certificate and CSD registration summary.
• Original BBBEE certificate or verified affidavit (consolidated for joint ventures).
• Company registration documents and ID copies of managing directors.
• Proof of non-arrears for municipal rates (valid lease agreement or SAPS affidavit accepted as alternatives).
• Completed standard municipal bidding declarations covering conflict of interest, independent bid determination, past supply chain management practices, and preference point claims.

Submissions must be physically deposited in the designated municipal tender box. Late, incomplete, unsigned, or electronically submitted bids will be rejected. The municipality reserves the right to accept any or all bids, appoint multiple providers, and reject the lowest bid without obligation.

Skills Requirements

The tender does not outline detailed technical skill matrices or specific certifications. It explicitly requests a "suitably qualified and experienced service provider," implying that proven competence in large-scale event catering, food safety compliance, logistical coordination, and staff management is expected. Demonstrated experience in successfully delivering meals for 500+ delegates and strict adherence to municipal supply chain policies will be essential for contract execution.

Notable Terms & Conditions

• 2% CSI Levy: Successful contractors must accept a mandatory 2% deduction (inclusive of VAT) from every submitted invoice. These funds are directed toward municipal Corporate Social Investment initiatives, including education, socio-economic development, sports, arts, culture, and support for marginalized communities. Bidders must factor this deduction into their quoted rates.
• Preference Point System: Evaluation follows an 80/20 scoring model (80 points for price, 20 points for specific goals). The 20 points for specific goals are awarded exclusively to bidders demonstrating at least 51% black ownership and 51% female ownership, supported by certified documentation.
• State Employee Exclusion: Persons currently in the service of the state, or those convicted of fraud or corruption in the past five years, are strictly ineligible to bid.