Tender Summary: Catering Services – Ward 2 Women’s Day Event

1. Objective

The primary objective of this tender is to procure catering services for the Ward 2 Women’s Day Event, scheduled to take place on 24 September 2026 at the Groendal Community Hall, Franschhoek. The municipality seeks a qualified service provider to supply and deliver meals for approximately 100 delegates attending the event from 10h00 to 15h00.

2. Scope of Services

The selected service provider will be responsible for the following deliverables:

• Catering: Provision of lunch for 100 delegates, to be delivered at 12:45.
• Packaging: Meals must be served in 2-division foam-lite containers.
• Dietary Requirements: No special dietary requirements have been specified.

3. Technical & Compliance Requirements

Bidders must meet the following administrative and compliance criteria for their submission to be considered responsive:

• Central Supplier Database (CSD): Bidders must be registered on the CSD. Enquiries regarding registration can be directed to the contact person listed in the tender document.
• Mandatory Documents: The following completed and signed documents must be submitted with the quotation:
  • MBD 4 – Declaration of Interest
  • MBD 6.1 – Preference Points Claim Form (80/20 system)
  • MBD 8 – Declaration of Bidder’s Past Supply Chain Management Practices
  • MBD 9 – Certificate of Independent Bid Determination
  • Certificate of Municipal Services and Payments
• B-BBEE Documentation:
  • A valid B-BBEE Status Level Certificate issued by an accredited agency, OR
  • An ORIGINAL Sworn Affidavit (for EME/QSEs). This must be submitted by hand and is valid for one year. Copies are not accepted.
• Municipal Account: Proof of no outstanding municipal rates and taxes (older than 90 days) for the enterprise, its directors, or leased properties. A valid municipal account or lease agreement must be attached to claim locality points.
• Submission Format: Quotations must be submitted on the company letterhead, completed in indelible ink, and emailed to the specified address by 26 August 2026 at 10h00.

4. Evaluation Criteria

Bids will be evaluated on a points system out of 100, as follows:

• Price: 80 points
• B-BBEE Status Level: 10 points (allocated per the 80/20 preference point system)
• Locality: 10 points (for suppliers with business premises within the Stellenbosch Municipality (WC024) boundaries)

The contract will be awarded to the bidder with the highest total points, provided they meet all responsiveness criteria. The municipality is not obligated to accept the lowest or any bid.

5. Skills & Experience Required

While no specific technical skills are detailed, the following capabilities are implied and required:

• Catering Expertise: Proven ability to prepare and deliver bulk meals (for 100 people) in a timely manner.
• Logistics: Capability to deliver to the specified venue (Groendal Community Hall) by the required time.
• Compliance Knowledge: Familiarity with municipal supply chain processes, including the completion of MBD forms and B-BBEE documentation.
• Financial Standing: Must be a registered entity with a valid tax compliance status and no history of poor performance or fraudulent activity with the state.

6. Important Notes

• Late, incomplete, or non-compliant bids will be disqualified.
• The use of correction fluid/tape is prohibited.
• Bidders must declare any relationship with persons in the service of the state.
• Sub-contracting is permitted but must be declared, and the sub-contractor's B-BBEE status must be provided.