Objectives

The primary objective is to procure a qualified service provider to deliver comprehensive catering and logistical support for a scheduled Coding and Robotics Workshop targeting Early Childhood Development (ECD) educators. The municipality aims to secure reliable event execution, ensuring all refreshments and ancillary supplies are delivered safely, hygienically, and on time.

Scope

The procurement covers event catering and supply logistics for forty (40) attendees. Key deliverables include:

• Provision of coffee, tea, crockery, cutlery, and paper serviettes.
• Supply of breakfast buns and individually packed lunch boxes containing chicken pie, samoosas, chicken wraps, vegetable quiche, a chicken drumstick, milk tart, and a cupcake.
• Provision of canned juice and mixed berry punch.
• Delivery, setup, and breakdown at a designated venue in the Franshoek area on 20 October 2026, between 09h30 and 13h00.
• Compliance with all municipal health, safety, and packaging standards throughout the event period.

Technical Requirements

Bidders must demonstrate operational capacity to meet precise quantitative and procedural specifications. Mandatory technical compliance includes:

• Valid registration on the Centralised Supplier Database (CSD).
• Submission of fully completed Municipal Bidding Documents (MBD 4, 6.1, 8, and 9) alongside the written quotation.
• Original sworn affidavit or SANAS-accredited B-BBEE verification certificate submitted by hand within 48 hours of quote submission.
• Municipal statements of account for the company and all directors, dated within the last 90 days.
• SARS Tax Compliance PIN and valid VAT registration number clearly stated on all invoices.
• Execution of an indemnity form accepting full liability for damages, injuries, or losses per the Occupational Health and Safety Act, backed by adequate insurance coverage.
• Strict adherence to item quantities, packaging formats, and delivery windows without deviation.

Skills Requirements

Although the tender title references a coding and robotics workshop, the provided specifications focus exclusively on catering and event support rather than instructional delivery. Therefore, pedagogical or technical training expertise is not required. Instead, bidders must possess proven competencies in large-scale food preparation, safe handling and storage of perishable goods, temperature-controlled logistics, and on-site event coordination. Demonstrated experience in supplying municipal functions and maintaining rigorous hygiene and safety standards is essential.

Key Terms & Conditions

MBD Forms: Standard South African public sector compliance templates covering conflict of interest declarations, preference point claims, past supply chain misconduct history, and independent bid certification.

B-BBEE (Broad-Based Black Economic Empowerment): A national transformation framework. Suppliers earn preference points based on their empowerment level, with additional points awarded for businesses physically located within the Stellenbosch municipal boundary.

80/20 Preference Point System: An evaluation methodology where 80 points are allocated to price competitiveness and 20 points to socio-economic goals (B-BBEE status and locality). The lowest acceptable price receives maximum price points.

CSD Registration: Mandatory national database enrollment required for all entities conducting business with South African government departments.

Indemnity & OHS Clause: Requires the successful contractor to assume full financial and legal responsibility for any workplace incidents, property damage, or third-party claims arising during service execution, aligning with national occupational health legislation.