Objectives

The primary objective is to procure reliable and compliant catering services for a Substance Abuse FAS (Fetal Alcohol Spectrum) Awareness event. The municipality seeks to secure cost-effective catering while advancing transformation goals through preferential procurement, supporting local economic development, and ensuring strict adherence to public supply chain management regulations.

Scope

The successful bidder will provide packaged refreshments consisting of Simba 70g chips, croissants, and juice packets placed in plastic goodie bags. Delivery and setup must be completed by 09h00 on 9 September 2026 at Groendal High School. The contract covers the supply, assembly, and timely delivery of the specified catering items for the awareness function.

Technical Requirements

• Full compliance with minimum specifications regarding food items, packaging, and arrival time.
• Submission of completed MBD forms (4, 6.1, 8, and 9) on official business letterhead.
• Active registration on the Central Supplier Database (CSD).
• Original Sworn Affidavit for B-BBEE status verification (must be physically delivered; copies are invalid for preference scoring).
• Municipal accounts for the company and all directors (dated within 90 days).
• Valid SARS Tax Compliance PIN, VAT registration number, and company registration details.
• Indemnity agreement and comprehensive insurance covering occupational health and safety, municipal property damage, and third-party liabilities.
• Bids must be submitted before the deadline using indelible ink, with no correction fluid or tape used on pricing schedules.

Skills Requirements

• Proven operational capacity to source, assemble, and deliver fresh packaged meals on strict timelines.
• Strong administrative competence to maintain and submit complex municipal compliance documentation.
• Familiarity with South African public procurement legislation, including the PFMA, MSCM Regulations, and PPPFA.
• Ability to accurately calculate and substantiate B-BBEE status levels and locality claims for preference point allocation.
• Financial stability and record-keeping capabilities to meet municipal account and tax compliance thresholds.

Notes on Unusual or Complicated Terms

• MBD Forms: Standard municipal bidding templates requiring formal declarations on director interests, past supply chain misconduct, independent bidding certification, and preference claims.
• PPPFA 80/20 Preference System: An evaluation methodology where 80% of total points are allocated to price competitiveness and 20% to Broad-Based Black Economic Empowerment (B-BBEE) status and supplier locality.
• Locality Preference: Additional points awarded exclusively to businesses whose physical offices operate within the Stellenbosch Municipal boundary (code WC024), verified via municipal rates accounts or valid lease agreements.
• Sworn Affidavit Rule: Unlike standard certificates, B-BBEE affidavits must be submitted as original hard copies by hand to qualify for preference points; scanned or emailed versions are rejected.
• “In Service of the State” Exclusion: A legal safeguard prohibiting current government officials, municipal council members, provincial legislators, and employees of national/provincial public entities from bidding to prevent conflicts of interest and ensure fair competition.