Objectives

The primary objective of this tender is to procure integrated venue and catering services to successfully host a Certificate Ceremony for the Cape Agulhas Municipality on the evening of 9 October 2026, ensuring professional execution, compliance with municipal procurement regulations, and delivery of high-quality hospitality services.

Scope of Work

• Venue Hire: Provision of a suitable venue within the Cape Agulhas Municipal area, including seating arrangements, table décor for approximately 75 guests, and full post-event cleaning.
• Catering Services: Supply of canapés, finger foods, and non-alcoholic beverages upon arrival; a three-course dinner featuring lamb chops, sherry snoek, boerewors, potato/sweet potato bake, stir-fry vegetables, pasta, rice, and mixed salad; dessert; and table water. Accommodation for special dietary requirements (e.g., kosher, vegan) is mandatory. The final delegate count will be confirmed in advance, with billing calculated based on actual attendance.
• Related Event Support: On-site setup assistance, audio-visual equipment provision, event overlay services, background music entertainment, and hospitality management throughout the event duration (18:00–18:30 start).

Technical Requirements

• Regulatory Compliance: Submission of all compulsory returnable documents, including a valid Tax Compliance Status PIN or Central Supplier Database (CSD) registration, Broad-Based Black Economic Empowerment (B-BBEE) verification certificates or sworn affidavits, proof of up-to-date municipal account payments, and fully completed CAMBD forms.
• Food Safety Certification: A valid Certificate of Acceptability (COA) for Food Handling issued by the Local Authority Environmental Health Department is mandatory for all catering operations.
• Pricing & VAT: All prices must be quoted in South African Rand, with clear indication of VAT vendor status. Quotations must be inclusive of all operational costs, transport, accommodation, overheads, and profit margins.
• Local Presence: Bidders providing venue services must operate from within the Cape Agulhas Municipal area, substantiated by a municipal account or lease agreement.
• Contractual Parameters: Bid validity is set at 90 days. Payment terms stipulate settlement within 30 days of invoice submission. The municipality reserves the right to request performance security post-award.

Skills Requirements

• Event Coordination: Demonstrated capability in managing large-scale municipal or corporate ceremonies, including timeline adherence, vendor liaison, and on-site logistical oversight.
• Catering & Hospitality Management: Expertise in high-volume food production, strict dietary compliance, beverage service, and professional guest management.
• Technical Operations: Proficiency in deploying and managing audio-visual systems, stage/event overlays, and entertainment setups without disrupting ceremony flow.
• Administrative & Financial Acumen: Ability to navigate public sector supply chain regulations, maintain accurate financial tracking, and submit complex compliance documentation accurately.
• Proven Performance: Submission of a detailed schedule outlining similar projects successfully executed within the past five years, accompanied by verifiable client references and performance ratings.

Notes on Unusual or Complicated Terms

• Certificate of Acceptability (COA): A legally mandated hygiene certification issued by local environmental health authorities. It confirms that food preparation and service premises comply with national hygiene regulations for consumer-facing establishments.
• 80/20 Preference Point System: An evaluation framework where 80 points are allocated to price competitiveness and 20 points to specific socio-economic goals (B-BBEE status level and geographical locality of the supplier).
• CAMBD Forms: Standardized municipal bidding templates covering statutory declarations, including tax compliance, conflict of interest, independent bid determination, and supply chain management integrity. Failure to complete these renders a bid invalid.
• CSD Registration: Mandatory enrollment in the National Treasury’s Central Supplier Database, which serves as the official, centralized registry for all entities contracting with South African government departments and municipalities.