Objectives

The primary objective is to procure reliable catering services for the World Homeless Day commemorative event hosted by the Stellenbosch Municipality. The municipality seeks to ensure the timely, hygienic, and cost-effective provision of meals for attendees while complying with national public procurement legislation and local preferential procurement policies.

Scope

The contract covers the supply, packaging, and delivery of catering for two scheduled service periods on 10 October 2026 at the Stellenbosch Town Hall:

• Morning Arrival & Registration (09:00): 50 individually wrapped mixed muffins (chocolate, cappuccino, bran, poppy seed), 50 bottled fruit juices (350 ml), and 50 individually wrapped croissants filled with cheese, butter, or chicken and mayonnaise.
• Lunch Service (12:00): 50 individually wrapped chicken leg quarters served with hot vegetables and garlic rolls, plus 50 bottled soft drinks (300 ml).

All items must be securely packaged for individual distribution and delivered strictly according to the specified timeline.

Technical Requirements

• Submit a formal written quotation on official business letterhead, accompanied by fully completed Municipal Bidding Document (MBD) forms.
• Email the quotation by 07 October 2026 at 14:00.
• Provide an original B-BBEE verification certificate issued by a SANAS-accredited agency, or a physically hand-delivered sworn affidavit.
• Attach municipal accounts not older than 90 days for the company and all directors.
• Complete and submit MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 8 (Declaration of Past Supply Chain Management Practices), and MBD 9 (Certificate of Independent Bid Determination).
• Strictly adhere to minimum technical specifications; any deviations must be documented and attached to the submission.
• Upon award, sign an indemnity form assuming full liability for operational risks and maintain adequate insurance coverage compliant with occupational health and safety legislation.

Skills Requirements

While not explicitly itemised, the tender implicitly requires:

• Proven experience in municipal or institutional catering supply and bulk food preparation.
• Logistical coordination capabilities to ensure precise timing and temperature control for perishable items.
• Adherence to food safety, hygiene, and packaging standards suitable for public events.
• Administrative proficiency to accurately navigate and complete complex South African public procurement documentation.
• Financial stability and compliance history to satisfy municipal account verification and past supply chain management declarations.

Key Terms & Conditions

80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to socio-economic preferences. Up to 10 points are awarded based on Broad-Based Black Economic Empowerment (B-BBEE) status level, and up to 10 points for suppliers operating within the Stellenbosch municipal boundaries.

Persons in Service of the State: Excludes current municipal council members, provincial/national legislators, government department employees, and parliamentary staff from participating to prevent conflicts of interest and ensure fair competition.

Original Sworn Affidavit Rule: For B-BBEE claims, a physical original affidavit must be hand-delivered; digital copies or scanned versions are invalid for preference point allocation.

Indemnity & OHS Compliance: The contractor assumes full legal and financial responsibility for any injuries, property damage, or losses during service execution. The municipality is exempt from liability, and the contractor must secure independent insurance coverage as mandated by occupational health and safety regulations.