Tender Summary: RFQ Holiday Programme – Jamestown ECDs

Objectives

The primary objective is to procure a reliable and compliant supplier to provide catering services for a holiday programme at the Jamestown Early Childhood Development (ECD) centres. The municipality aims to secure a cost-effective solution that delivers specified food packages and serving materials to support children during the scheduled event, while adhering to municipal supply chain management regulations and transformation goals.

Scope of Work

The contract entails the supply and delivery of a complete meal package for 100 participants on 1 October 2026, with arrival required at 08h30 at the Jamestown venue. Each package must include:

• One Cappi juice (300ml)
• One hotdog with tomato sauce and vienna on a full roll
• One packet of Simba chips (80g)
• One apple

The supplier is also responsible for providing all necessary crockery, cutlery, serviettes, and serving equipment. The scope excludes any additional menu items or extended services beyond the specified delivery window.

Technical Requirements

• Delivery & Packaging: Strict compliance with item quantities, packaging sizes, and the 08h30 arrival deadline. All serving utensils must be included.
• Compliance Documentation: Submission of completed Municipal Bid Documents (MBD 4, MBD 6.1, MBD 8, and MBD 9), a valid Central Supplier Database (CSD) registration number, tax compliance PIN, VAT registration, and company registration details.
• B-BBEE Proof: Either a SANAS-accredited B-BBEE verification certificate or an original sworn affidavit (submitted in person). Municipal account statements for the company and all directors, not older than 90 days, must accompany the bid.
• Indemnity & Insurance: Successful bidders must sign an indemnity form accepting full liability for damages, injuries, or losses arising from service execution. The contractor bears all costs for relevant insurance coverage.
• Bid Format: Quotations must be on official letterhead, fully completed in indelible ink, and submitted by the stipulated deadline. Late, altered, or incomplete submissions will be invalidated.

Skills Requirements

While not explicitly itemised, bidders must demonstrate proven capability in bulk food supply and institutional catering logistics. Essential competencies include experience in managing large-volume deliveries to educational or community venues, proficiency in municipal procurement compliance, and strong administrative capacity to prepare accurate invoicing and statutory declarations. Suppliers should also possess reliable transport infrastructure, adequate personnel for setup and distribution, and working knowledge of food safety and occupational health standards.

Key Procurement Terms & Conditions

• 80/20 Preference Point System: Evaluation allocates 80 points for competitive pricing and 20 points for socio-economic preferences. Ten points are awarded for B-BBEE status level, and ten points for local supplier status.
• B-BBEE Sworn Affidavit: A legally binding declaration used by qualifying small businesses or exempted micro-enterprises in lieu of a formal verification certificate. It must be an original document delivered physically and remains valid for one calendar year.
• Locality Preference: Additional points are granted to suppliers whose business premises operate within the Stellenbosch Municipal boundary (code WC024), verified through a municipal account or valid lease agreement.
• Independent Bid Determination: Bidders must certify that their pricing, strategy, and submission were developed independently, with no collusion, market allocation agreements, or price-fixing arrangements with competitors.
• Municipal Account Clearance: Bidders and all directors must prove they are not in arrears for more than 90 days on municipal rates, taxes, or service charges across any South African municipality.