Objectives

The primary objective of this tender is to engage a qualified catering service provider to deliver comprehensive food, beverage, and décor services for a community gathering focused on supporting single young parents in Ward 15. The municipality seeks to ensure hygienic, cost-effective, and timely service delivery while complying with municipal supply chain management protocols and preferential procurement frameworks.

Scope of Work

The successful bidder will provide full catering and event support for a function held on 26 September 2026, operating between 12:00 and 16:00 at the Roots Korro venue in Kayamandi. The contract covers approximately 60 delegates and includes:

• Preparation and distribution of arrival refreshments upon guest arrival.
• Provision of decorative sweet displays for venue tables.
• Service of a hot lunch meal at 15:00 using compliant takeaway packaging.
• Supply and arrangement of themed table linens for designated trestle tables.
• Procurement and delivery of twenty retail gift vouchers valued at R200 each.

Technical Requirements

Bidders must strictly adhere to the following specifications and compliance mandates:

• Arrival Refreshments: Individual fruit packs containing one banana, one apple, one orange, and one assorted chocolate mini-bar per delegate.
• Table Displays: Ten sweet baskets distributed across tables, filled with Endearment brand sweets.
• Lunch Meal: Hard body chicken or spent hen (umleqwa) paired with samp and vegetables. Meals must be portioned into double-compartment bakkie-style Styrofoam takeaway containers, keeping protein and sides strictly separated.
• Décor: White and blue square tablecloths measuring between 1400mm x 2400mm and 1450mm x 2400mm, configured for eleven 1800mm trestle tables. All setup must be complete and ready for service by 11:30.
• Documentation: Submission of completed MBD 4, MBD 6.1, MBD 8, and MBD 9 forms, a valid Centralised Supplier Database (CSD) number, tax compliance proof, and municipal account statements for all directors and the company (not older than ninety days). An original sworn affidavit must be physically delivered by hand.

Skills Requirements

No formal academic qualifications are explicitly mandated, but the tender implicitly requires demonstrated competency in commercial catering and event logistics. Bidders should possess:

• Proven experience in large-scale meal preparation, portion control, and temperature-safe food transport.
• Operational capability to coordinate on-site setup, décor arrangement, and precise timed service delivery.
• Ability to source, manage, and distribute supplementary items such as branded confectionery and retail gift vouchers.
• Strong administrative proficiency to accurately compile and submit complex municipal bidding documentation within strict submission deadlines.

Explanation of Unusual or Complicated Terms

• MBD Forms: Standard South African municipal bidding templates. MBD 4 covers conflict of interest declarations; MBD 6.1 handles preference point claims; MBD 8 addresses past supply chain misconduct; MBD 9 certifies independent bid determination to prevent collusion.
• 80/20 Preference System: A procurement scoring model where eighty points are allocated to price competitiveness, ten to Broad-Based Black Economic Empowerment (B-BBEE) status levels, and ten to supplier locality within the Stellenbosch municipal area.
• Umleqwa: A traditional South African culinary term referring to a slow-cooked spent hen or hard-body chicken dish, typically seasoned and served with samp.
• Original Sworn Affidavit Requirement: Unlike standard photocopies, this legal document must be physically handed over to the municipality. It serves as statutory proof of B-BBEE status for micro-enterprises and remains valid for the calendar year.
• CSD Registration: A mandatory national database for all suppliers intending to conduct business with South African government entities, ensuring vendor verification, tax compliance, and payment processing adherence.