Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver comprehensive catering, beverage, and basic décor services for a District Municipality stakeholder engagement event focused on Small Harbours initiatives in Port Nolloth. The event is scheduled for 08 September 2026, and the department seeks reliable, compliant, and cost-effective food service delivery aligned with public sector procurement standards.

Scope of Work

The successful bidder will be responsible for sourcing, preparing, transporting, and serving meals and refreshments according to a strict timeline. The scope includes:

• VIP Breakfast (08:00): Service for 30 persons, including fresh fruit platters, tea/coffee/juice, mini sandwiches, vegetarian platters, muffins, and scones.
• Morning Refreshments (09:00): Pre-packed packs for 50 persons containing 500ml still water, banana, orange, and energy bars.
• VIP Sit-Down Lunch (12:00): Service for 30 persons, including mutton curry and rice, roast chicken, vegetables, salad, 330ml cold drinks, plus full crockery and cutlery.
• Bulk Beverages: Supply of 400 individual 500ml still water bottles.
• Standard Lunch (12:00): Service for 400 persons, including chicken curry and rice, vegetables, and pre-packed 500ml juice.
• Décor: Provision of five assorted pot plants for stage decoration and five black tablecloths for main tables.

All delivery, setup, and service costs must be fully inclusive in the submitted bid price. Items must be delivered and executed on-site in Port Nolloth.

Technical Requirements

Bidders must demonstrate strict adherence to government procurement compliance and operational standards:

• Complete and sign all mandatory Standard Bidding Documents (PA/SBD forms), including the pricing schedule, offer acceptance, and preference claims.
• Maintain active registration on the National Treasury’s Central Supplier Database (CSD) and provide proof of tax compliance.
• Submit a valid Food Handling Certificate for all personnel involved in food preparation and service.
• Provide a sworn affidavit or SANAS-accredited BBBEE certificate detailing ownership structure.
• Ensure the company’s physical address complies with the Companies Act and matches official municipal rates statements or lease agreements if claiming locality preference points.
• Invoices must strictly follow departmental formatting rules, referencing purchase order numbers, CSD details, and banking information that exactly matches CSD records. Non-compliant invoices will be returned.
• All contracts are governed by the General Conditions of Contract (GCC), which dictate performance security, inspection rights, delay penalties, and termination clauses.

Skills & Operational Requirements

While not explicitly itemized as standalone competencies, the tender implicitly requires:

• Proven experience in large-scale institutional catering and event logistics.
• Capacity to manage high-volume meal preparation (up to 400 pax per session) while maintaining consistent food quality and safety standards.
• Strong administrative capability to navigate complex government procurement processes, accurately complete compliance documentation, and submit firm pricing.
• Reliable supply chain management to source fresh ingredients, packaging, and décor materials within the Northern Cape region.
• Staff trained in food hygiene, timed service execution, and professional client interaction.

Key Terms & Compliance Frameworks

Several specialized procurement terms apply to this tender:

• 80/20 Preference Point System: A scoring model where 80 points are awarded based on competitive pricing and 20 points are allocated for socio-economic transformation goals, such as black ownership, female/youth/disability ownership, and local municipality presence.
• Central Supplier Database (CSD): A mandatory national registry managed by the National Treasury used to verify supplier legitimacy, tax status, and banking details before contract award.
• Food Handling Certificate: A statutory health and safety credential required for all individuals preparing or serving food, ensuring compliance with public health regulations.
• Preference Points Claim Form (PA-16): A dedicated declaration requiring bidders to substantiate claims for transformation points with certified documentation; failure to declare results in zero allocation for those categories.
• General Conditions of Contract (GCC): Standardized legal clauses governing performance timelines, inspection protocols, penalty calculations for late delivery, termination rights, and liability limitations.