Objectives

The primary objective of this tender is to lease and operate a full-service, Halaal-certified food takeaway shop at Nelson Mandela University’s South Campus (Kraal Building) for a fixed period of three (3) years. The appointed contractor will deliver convenient, diverse, and compliant food services to university staff, students, and visitors while maintaining strict adherence to institutional operational, safety, and ethical standards.

Scope of Work

• Service Delivery: Operate a takeaway food outlet offering a diverse, rotating menu that accommodates vegetarian, vegan, gluten-free, lactose-intolerant, and diabetic-friendly dietary requirements.
• Operating Hours: Monday to Friday, 07h30–17h30 during teaching cycles, with flexibility to extend hours when required by the university.
• Premises & Maintenance: Utilize approximately 27 square meters of university-provided space. The contractor is responsible for approved shopfitting, equipment procurement, routine upkeep, waste management, quarterly deep cleaning, and monthly pest control.
• Food Safety & Certification: Implement HACCP protocols and ensure all Halaal-certified products visibly display the certifying body’s logo, certificate number, and validity dates.
• Sustainability Initiative: Develop and execute a food surplus management plan aligned with the university’s food security and donation programs.

Technical Requirements

• Statutory Compliance: Active Central Supplier Database (CSD) registration, SARS tax clearance, Compensation for Occupational Injuries and Diseases Act (COIDA) registration, Unemployment Insurance Fund (UIF) registration, and a valid gas installation certificate (if applicable).
• Insurance: Maintain public liability insurance coverage with a minimum value of R2 million.
• Financial & Governance Documentation: Audited financial statements covering the last 12 months, a valid B-BBEE certificate or DTI-compliant sworn affidavit, completed conflict of interest declaration, and signed acknowledgement of geopolitical risk policies.
• Submission Format: One bound hard copy and one electronic PDF file on USB, clearly labelled with the RFP reference, description, and closing time. Every page must be initialed or signed.
• Operational Protocols: Comply with university security measures (ID verification, bag searches, biometric/polygraph screening if mandated), maintain strict confidentiality, sign a Non-Disclosure Agreement (NDA), and refrain from subcontracting without prior written consent.

Skills & Experience Requirements

• Management Expertise: Propose a qualified operational team with proven experience in restaurant, catering, or hospitality management. Evaluation heavily favours teams with five or more years of relevant experience.
• Company Track Record: Demonstrate sustained involvement (minimum two to five years) in food service, catering, or Halaal retail operations, supported by company profiles and verifiable reference letters.
• Strategic Planning: Submit a detailed business proposal outlining menu development, pricing strategy, staffing structure, customer service standards, marketing approach, health and safety compliance, and premises maintenance plans.
• Performance Validation: Provide at least three contactable references demonstrating successful execution of comparable food service contracts.
• Evaluation Threshold: Achieve a minimum functionality score of 70 out of 100 points across operating model, experience, and references to advance to final award consideration.

Notes on Specialized Terms

• HACCP: Hazard Analysis Critical Control Point – a systematic, internationally recognised food safety management framework that identifies, evaluates, and controls biological, chemical, and physical hazards throughout food handling and preparation.
• Halaal Certification: Verification that ingredients, preparation methods, and storage comply with Islamic dietary laws. Requires display of an accredited authority’s mark, certificate number, and expiry dates to ensure ongoing compliance.
• Geopolitical Risk Clause: A mandatory university senate policy requiring bidders to declare they are not of Israeli origin or complicit in activities supporting Israel’s actions against Palestinians. Failure to acknowledge or comply results in automatic disqualification.
• Domicilium Citandi Et Executandi: A legal designation specifying the official physical address where all formal notices, invoices, and legal communications must be delivered under the contract.