Objectives

The primary objective is to engage a qualified supplier to provide end-to-end catering services for four consecutive days of Early Childhood Development (ECD) registration clinics organised by the Stellenbosch Municipality. The service aims to deliver hygienic, timely, and well-managed refreshments to support smooth administrative operations across multiple community venues.

Scope

• Dates & Duration: 13–16 October 2026, operating daily from 08:00 to 15:00.
• Venues & Attendance: Kayamandi (60 persons), Franschhoek (50 persons), Klapmuts (30 persons), and Stellenbosch (40 persons), totalling 180 person-days.
• Food & Beverage Provision: Prepacked coffee and tea, breakfast buns, assorted sweet and savoury lunch boxes (including items such as chicken pie, samoosas, wraps, quiches, chicken drumsticks, milk tarts, and cupcakes), and 200ml soft drinks (one per attendee).
• Service Equipment & Staffing: Supply of all crockery, décor, cutlery, serviettes, and trained service personnel. Foam-based packaging is strictly prohibited.

Technical Requirements

• Compliance Documentation: Submission of completed Municipal Bidding Document (MBD) forms covering conflict of interest, preference claims, past supply chain practices, and independent bid determination.
• Transformation & Financial Proof: Valid B-BBEE verification certificate issued by a SANAS-accredited agency OR an original sworn affidavit delivered in person within 48 hours of quote submission. Municipal account statements for the company and all directors (not older than 90 days) and a SARS Tax Compliance Status PIN are mandatory.
• Registration & Insurance: Active Centralised Supplier Database (CSD) registration is required. The successful bidder must execute an indemnity form accepting full liability for damages, injuries, or losses, and maintain insurance compliant with the Occupational Health and Safety Act.
• Evaluation Framework: Bids are assessed using an 80/20 preference point system, allocating 80 points to price competitiveness and 20 points to B-BBEE status level and geographic locality within the municipality.

Skills Requirements

While not explicitly itemised in the tender, the scope inherently demands proven expertise in high-volume mobile catering, cross-site logistical coordination, and strict food safety management. Suppliers must demonstrate capacity to manage staffing rosters, waste handling, temperature-controlled transport, and rapid setup/breakdown procedures while maintaining consistent quality under tight operational windows.

Key Terms & Definitions

• ECD Registration Clinics: Community-driven administrative events where caregivers formally enrol young children into accredited early childhood education programmes.
• MBD Forms: Standard South African municipal procurement templates used to verify legal standing, ethical compliance, and transformation credentials.
• 80/20 Preference System: A procurement scoring methodology that heavily weights price (80%) while reserving 20% for socio-economic transformation metrics, specifically B-BBEE achievement and local economic participation.
• Locality Preference: Additional scoring awarded exclusively to suppliers whose registered business premises fall within the Stellenbosch Municipal boundary (geographic code WC024).