Objectives

The primary objective of this tender is to obtain a formal written price quotation from a qualified supplier to provide end-to-end catering services for the SHF Quarterly General Meeting.

Scope

The successful bidder will deliver and set up catering provisions at the designated municipal venue on a specified date. The scope encompasses:

• Providing coffee, tea, milk, sugar, and corresponding cups and condiments for fifty attendees.
• Supplying fifty scones accompanied by jam, butter, and cheese, presented on a serving platter.
• Delivering fifty individual servings of fruit juice.
• Preparing and packaging fifty sweet and savoury takeaway boxes containing pies, samosas, quiches, chicken strips, milk tarts, and cupcakes.

Technical Requirements

Bidders must adhere to strict logistical, compliance, and documentation standards:

• Delivery Schedule: Morning refreshments (coffee/tea and scones) must arrive by 09h00; midday provisions (juice and food boxes) must arrive by 12h00.
• Packaging Standards: Items must be supplied in specified formats (disposable cups/platters for morning service; individually sealed takeaway containers for midday meals).
• Documentation: Quotations must be submitted on official business letterheads alongside fully completed Municipal Bidding Documents (MBD 4, 6.1, 8, and 9). An original sworn affidavit or a SANAS-accredited B-BBEE verification certificate must be physically delivered by hand. Municipal accounts for all directors and the company (not older than ninety days) are mandatory.
• Compliance: Suppliers must be registered on the Central Supplier Database (CSD), hold valid tax clearance, and demonstrate no outstanding municipal debt exceeding ninety days. Individuals currently in the service of the state are strictly prohibited from bidding.
• Evaluation Framework: Awards will follow an 80/20 preference point system, allocating eighty points to price, ten points to B-BBEE status level, and ten points to locality within the municipal area. The municipality reserves the right to accept or reject any quotation in full or in part.

Skills Requirements

While not explicitly itemised, the tender implicitly requires suppliers to possess:

• Proven capability in event catering, bulk food preparation, and hygienic handling.
• Logistical proficiency to guarantee precise timing, setup, and distribution according to rigid schedules.
• Administrative competence to accurately complete complex municipal procurement forms and maintain current financial, tax, and regulatory compliance records.
• Familiarity with public sector supply chain management regulations, preferential procurement frameworks, and indemnity obligations.

Explanation of Unusual or Complicated Terms

• Municipal Bidding Documents (MBD): Standardised South African local government forms used to verify bidder eligibility, declare conflicts of interest, claim preference points, and confirm past compliance with supply chain management practices.
• B-BBEE Status Level: Broad-Based Black Economic Empowerment, a national policy framework designed to advance economic participation by historically disadvantaged groups. Suppliers receive additional evaluation points based on their verified compliance level.
• Locality Preference: An additional ten-point advantage granted to businesses whose operational premises fall within the Stellenbosch municipal boundaries, promoting local economic development.
• Original Sworn Affidavit: A legally binding written statement made under oath. In this tender, it must be physically handed over to the municipality to qualify for B-BBEE preference points, as digital copies are not accepted.
• Service of the State: A legal exclusion clause preventing current municipal council members, provincial/national legislators, government department employees, and parliamentary staff from participating in public procurement processes to prevent conflicts of interest.