Objectives

The primary objective is to secure a qualified supplier to provide comprehensive catering and event support services for the Ward 18 Matriculants Event. The municipality aims to obtain cost-effective, compliant, and professionally executed services that meet specified culinary and logistical standards while adhering to public procurement regulations.

Scope

The contract covers catering and on-site event support for a single function scheduled for 08 October 2026 at the Klapmuts Multi-Purpose Hall, Klapmuts. The service window runs from 16h00 to 18h00, accommodating 80 delegates. The supplier must deliver a fixed menu comprising roasted beef, one piece of chicken, oven-roasted vegetables, yellow savoury rice, garlic potatoes, and a dessert of chocolate brownie with ice cream. Additional responsibilities include providing black and gold themed décor and equipment: ten black rectangular tablecloths, ten gold table runners, eighty main meal plates, eighty dessert bowls, matching cutlery, juice glasses, ten juice jugs, white paper serviettes, ten centre pieces, and eighty black chair covers. The service provider must complete all setup activities two hours prior to the event commencement.

Technical Requirements

• Submission of fully completed municipal bidding documents (MBD 4, 6.1, 8, and 9).
• Proof of Broad-Based Black Economic Empowerment (B-BBEE) status via a SANAS-accredited verification certificate or an original sworn affidavit delivered physically.
• Municipal account statements not older than 90 days for both the company and all directors.
• Registration on the Central Supplier Database (CSD) and confirmation of non-membership in the Register for Tender Defaulters.
• Written declaration confirming the bidder is not in the service of the state and has engaged in no collusive bidding or past supply chain management misconduct.
• Transparent pricing submission adhering to prescribed formats; alternative offers may be submitted but are not guaranteed acceptance.
• Execution of an indemnity form upon award, accepting full liability for damages, injuries, or losses arising from service execution.
• Compliance with all minimum technical specifications; deviations must be explicitly documented.

Skills Requirements

Formal academic qualifications are not mandated, but the supplier must demonstrate proven operational capability in event catering and logistics. Required competencies include large-scale meal preparation and temperature control, precise portion management for 80 delegates, efficient setup and breakdown within constrained timeframes, professional handling of catering equipment and thematic décor, and strict adherence to occupational health and safety standards. Prior experience delivering municipal or community-level catering functions is strongly preferred.

Explanation of Unusual or Complicated Terms

• MBD Forms: Standard South African municipal bidding templates designed to enforce transparency, conflict-of-interest disclosure, and regulatory compliance across all procurement processes.
• 80/20 Preference Point System: A scoring methodology allocating 80 points to price competitiveness, 10 points to B-BBEE status level, and 10 points to supplier locality within the municipal boundary. Points are calculated using statutory formulae rather than flat allocations.
• Original Sworn Affidavit Requirement: Bidders lacking a SANAS-accredited B-BBEE certificate must submit a physical, original sworn affidavit delivered by hand. Copies are invalid for preference point claims, and the document remains valid for the calendar year.
• “In Service of the State” Exclusion: A statutory prohibition preventing current government employees, legislative members, or municipal officials from bidding to eliminate conflicts of interest and potential favouritism.
• Indemnity Clause: Requires the successful contractor to assume full financial and legal responsibility for any property damage, personal injury, or loss occurring during service execution, aligning with national Occupational Health and Safety legislation.