Objectives

The primary objective of this tender is to procure reliable catering services for a municipal youth historical awareness programme. The municipality seeks to secure cost-effective, high-quality food provision while advancing local economic participation through structured preferential procurement policies.

Scope of Work

The successful bidder will supply and deliver two thousand (2,000) pre-packaged snack packs. Each unit must contain two hot dogs, one energy bar, thirty-five grams of chips, fresh fruit, and three hundred fifty millilitres of one hundred percent juice. Delivery volumes and scheduling are subject to modification, requiring a twenty-four-hour advance notification. The event venue remains to be confirmed.

Technical Requirements

• Documentation & Compliance: Bidders must submit a fully completed set of Municipal Bidding Documents, including declarations of interest, past supply chain management practices, independent bid determination, and preference point claims. Proof of Centralised Supplier Database registration, SARS Tax Compliance PIN, VAT and company registration, and banking details are mandatory.
• Financial Clearance: Municipal statements of account for both the company and all directors must be provided, dated within ninety days of submission.
• B-BBEE Verification: Broad-Based Black Economic Empowerment status must be substantiated using either an accredited verification agency certificate or an original sworn affidavit. The affidavit must be physically delivered to qualify for preference points.
• Submission Format: Quotations must be printed on official letterhead, completed in indelible ink, free of correction fluid or tape, and submitted electronically before the stipulated deadline.
• Liability & Safety: The contractor must sign an indemnity form accepting full responsibility for occupational health, safety, and any damages or injuries occurring during service execution, in line with national safety legislation.

Skills & Capability Requirements

No formal academic certifications are mandated, but the evaluation framework prioritises operational capability. Bidders must demonstrate proven experience in high-volume food preparation, strict adherence to food hygiene and safety protocols, and robust logistical planning. The ability to accurately replicate standardised snack packs across large batches, manage last-minute quantity adjustments, and coordinate timely deliveries under tight notice periods is essential. Administrative competence in navigating municipal compliance and procurement reporting is also required.

Explanation of Unusual or Complicated Terms

• CDW Youth Historical Awareness: Refers to a municipal community development initiative designed to educate young people about local history, civic heritage, and social cohesion.
• MBD Forms: Standardised South African government procurement templates used to verify bidder eligibility, financial standing, ethical conduct, and freedom from collusive bidding practices.
• 80/20 Preference Point System: An evaluation methodology allocating eighty points to competitive pricing and twenty points to socio-economic objectives. Ten points are awarded for B-BBEE status level, and ten points for suppliers headquartered within the Stellenbosch municipal boundaries.
• Original Sworn Affidavit Requirement: Unlike standard photocopies, the B-BBEE affidavit must be submitted in person to prevent fraud and ensure authenticity for preference point allocation.
• Indemnity and OHS Disclaimer: Places full legal and financial liability on the contractor for workplace safety incidents, property damage, or personal injury during service delivery, aligning with the Occupational Health and Safety Act.