Objectives

The primary objective is to engage a qualified service provider to deliver comprehensive catering and event décor services for the Ward 6 Men’s Wellness Awareness Event. The contract aims to support community health and engagement initiatives by providing high-quality, culturally appropriate meals and a professionally styled environment for attendees.

Scope

The scope encompasses full catering and decorative setup for a single-day function scheduled for 25 September 2026 at the Idas Valley Library Hall. Services cover meal preparation, safe transportation, on-site serving, and thematic décor implementation for approximately 40 delegates. The provider is responsible for end-to-end execution, including setup, service, breakdown, and waste management, while maintaining strict halal dietary compliance throughout all offerings.

Technical Requirements

• Breakfast (served upon arrival): 40 scones with grated cheese, 40 scones with dual jam options (strawberry, cream, apricot), and 40 savory muffins.
• Lunch (served at 13:30): Lasagne, yellow savoury rice, baked potatoes, butternut, beetroot, cauliflower with cheese sauce, oven-baked chicken drumsticks with gravy (50 portions), oven-baked chicken thighs with gravy (50 portions), and assorted fruit juices (orange, mango, breakfast blend).
• Dessert: Individual malva puddings baked separately in muffin pans, accompanied by six jugs of custard.
• Décor: Thematic styling adhering strictly to a white and blue colour scheme.
• Service Standards: All food must be halal-certified, freshly prepared, maintained at safe temperatures during transit and service, and presented professionally. Setup and breakdown must align with venue operational guidelines.

Skills Requirements

• Proven experience in large-scale event catering and banquet-style service delivery.
• Expertise in halal food preparation, handling, storage, and certification compliance.
• Strong logistical planning capabilities for timely delivery, temperature control, and on-site execution.
• Proficiency in event décor installation and thematic styling according to municipal specifications.
• Familiarity with public sector supply chain management protocols, including accurate completion of standard bidding documentation and compliance verification processes.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A municipal procurement scoring model where 80 points are allocated based on competitive pricing and 20 points are distributed across socio-economic preferences. Specifically, points are awarded for Broad-Based Black Economic Empowerment (B-BBEE) status level and supplier locality within the Stellenbosch municipal boundary.
• MBD Documentation Suite: Mandatory municipal bidding forms (MBD 4, 6.1, 8, and 9) requiring formal declarations on conflicts of interest, preference point claims, past supply chain conduct, and independent bid determination to ensure transparency, fairness, and regulatory compliance.
• Locality Preference: An additional scoring incentive granting up to 10 preference points to suppliers whose registered business premises are physically located within the Stellenbosch Municipality (code WC024).
• Sworn Affidavit Requirement: For B-BBEE compliance, bidders may submit either an accredited verification certificate or an original sworn affidavit. The affidavit must be physically delivered to qualify for preference points, whereas certificates may be electronically verified through the issuing agency.