Objectives

The primary objective of this tender is to procure reliable and compliant catering services for the LDAC Quarterly General Meeting. The municipality seeks a supplier capable of delivering high-quality food and beverages that align with municipal standards, budgetary parameters, and strict scheduling requirements.

Scope

The contract encompasses catering provision for a single event at Stellenbosch Town Hall on 22 September 2026. Services are structured around two fixed time slots:

• Morning Session (09h00): 50 cups of Nescafé coffee, tea, milk, and sugar (Ceylon & Rooibos varieties); 50 scones served with jam, butter, and cheese on a platter.
• Afternoon Tea Session (12h00): 50 individual 350ml fruit juice cartons; 50 individually packaged sweet and savoury takeaway boxes containing pie, samoosas, quiche, chicken strips, milk tarts, and cupcakes.

The successful bidder must supply their own serving urns and guarantee precise arrival and setup at the designated times.

Technical Requirements

• Complete submission of all prescribed Municipal Bid Documents (MBD 4, 6.1, 8, and 9), including a Certificate of Independent Bid Determination and Declaration of Past Supply Chain Management Practices.
• Valid Central Supplier Database (CSD) registration and current Tax Compliance Status PIN.
• Submission of municipal accounts for the company and all directors (not older than 90 days).
• Proof of Broad-Based Black Economic Empowerment (B-BBEE) status via a SANAS-accredited verification certificate or an original sworn affidavit.
• Strict adherence to quantity, packaging, and timing specifications. All takeaway items must be individually packed.
• Execution of an indemnity form accepting full liability for damages, injuries, or property loss during service execution, with all necessary insurance coverage borne by the contractor.
• Compliance with the Preferential Procurement Policy Framework Act, Preferential Procurement Regulations 2022, and the municipal preferential procurement policy.
• Prohibition against participation by any individual defined as being “in service of the state” or closely related to such individuals.

Skills Requirements

While not explicitly itemised, the tender inherently requires:

• Proven experience in large-scale corporate, institutional, or event catering.
• Proficiency in bulk food preparation, hygienic handling, and compliant packaging for both dine-in and takeaway formats.
• Strong logistical and operational coordination capabilities to ensure punctual delivery, setup, and service execution.
• Familiarity with South African public sector supply chain management regulations, compliance documentation, and audit trails.
• Financial stability and administrative capacity to manage municipal reporting, insurance, and indemnity obligations.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A procurement scoring methodology where 80 points are allocated for competitive pricing and 20 points for socio-economic transformation goals (10 points for B-BBEE status level and 10 points for operating within the Stellenbosch Municipal boundary).
• Locality Requirement: Preference points for locality are strictly contingent upon the bidder’s physical business address falling within the Stellenbosch Municipality (WC024). Verification requires a current municipal account or valid lease agreement.
• Hand-Delivered B-BBEE Affidavit: Unlike standard digital or postal submissions, sworn affidavits used to claim B-BBEE preference points must be physically handed over to the municipality to remain valid for the year. Copies or electronic submissions will be disqualified for scoring purposes.
• Service of the State Exclusion: A broad conflict-of-interest clause that disqualifies municipal councillors, provincial and national legislators, government employees, constitutional institution staff, accounting authority executives, and their immediate family members from bidding, ensuring impartial procurement processes.