Tender Summary

Objectives

To procure a reliable supplier capable of delivering integrated catering, décor, signage, and promotional support services for a single-day municipal disability awareness programme. The municipality aims to secure value-for-money service delivery while supporting local economic development and transformation goals.

Scope of Work

The contract encompasses end-to-end event support for the Ward 12 Disability Programme Event scheduled for 17 September 2026 at Kuyasa. The supplier will manage food preparation and service, venue decoration, welcome signage production, and the procurement and distribution of commemorative gift vouchers for guest speakers and performing groups. All activities must be executed within a four-hour window (10:00–14:00) for 60 delegates.

Technical Requirements

• Catering Service: Provide refreshments upon arrival at 10:00; serve a plated main course at 13:00 consisting of potato salad and roasted butternut cubes; and deliver dessert at 14:00. Quantities must accommodate exactly 60 persons.
• Décor Implementation: Apply a strict purple, white, and gold colour theme. Each table must feature floral arrangements incorporating purple and white blooms with gold accents.
• Signage: Produce and install one large welcome sign displaying the text “Ward 12 Disability Awareness 2026”.
• Voucher Provision: Source and distribute 60 Woolworth gift vouchers, each valued at R500, designated for guest speakers and performing groups.
• Timing & Presentation: All food service, décor setup, and material distribution must align precisely with the specified schedule and presentation standards. No special dietary accommodations are required.

Skills and Compliance Requirements

Bidders must demonstrate proven operational capability to execute catering and event support services on tight schedules without compromising quality. While specific culinary or event management certifications are not explicitly mandated, suppliers must prove financial stability, logistical readiness, and adherence to municipal supply chain management protocols. Mandatory compliance includes registration on the Central Supplier Database (CSD), valid tax clearance documentation, and submission of all prescribed municipal bidding forms. Evaluation prioritises pricing competitiveness, verified empowerment status, and geographical proximity to the municipality.

Key Terms and Clarifications

• B-BBEE Documentation Rule: Suppliers claiming preference points must submit either a SANAS-accredited verification certificate or an original sworn affidavit. Digital scans or photocopies are explicitly rejected for points allocation; originals must be delivered physically to remain valid for the calendar year.
• Locality Preference: Additional scoring points are awarded exclusively to suppliers whose primary business premises fall within the Stellenbosch Municipal boundary. Proof must be provided via recent municipal accounts or a valid lease agreement.
• 80/20 Preference Scoring System: A standard preferential procurement model where 80 points are allocated to price competitiveness, 10 points to Broad-Based Black Economic Empowerment status levels, and 10 points to local supplier status. The total cannot exceed 100 points.
• Indemnity and Occupational Health & Safety Clause: The successful contractor assumes full financial and legal liability for any property damage, personal injury, or loss occurring during service execution. This aligns with statutory occupational health and safety regulations, requiring the supplier to maintain appropriate insurance coverage and indemnify the municipality against third-party claims.
• Evaluation Flexibility: The municipality retains discretionary authority to accept partial quotations, reject the lowest bid, or adjust contract scope without obligation to award to any specific bidder.