Objectives

The primary objective of this tender is to procure a reliable catering service provider to deliver complete food, beverage, and service solutions for the Ibuyambo Girl Child Heritage Day event, aligning with municipal community development initiatives.

Scope of Work

The successful bidder will provide end-to-end catering services for 150 attendees on 26 September 2026, operating between 09h00 and 14h00 at the Amazink Live, Funeka Mayembana venue. Responsibilities include meal preparation, transportation, on-site setup, professional service, and post-event cleanup. The contract encompasses all dining infrastructure, decorative elements, and staffing required to execute the event seamlessly.

Technical Requirements

• Event Parameters: Service for exactly 150 persons within the specified date and time frame.
• Menu Specifications:
  • Arrival refreshments: Tea and coffee for 150 guests.
  • Starter: Ulusu (tripe) paired with steamed bread, served to 150 guests.
  • Main course (served at 13h00): Samp, beef, butternut, spinach, and beetroot for 150 guests.
  • Beverage: One 500ml bottled ginger beer per attendee (150 units).
• Equipment & Supplies: Quotations must include all crockery, décor, cutlery, serviettes, serving platters, and related operational materials. No additional charges for these items will be permitted.
• Compliance & Documentation: Bidders must submit fully completed MBD supporting forms (MBD 4, 6.1, 8, 9), Centralised Supplier Database (CSD) registration confirmation, SARS Tax Compliance PIN, VAT and company registration certificates, and proof of Broad-Based Black Economic Empowerment (B-BBEE) status. Original municipal account statements for the company and all directors (not older than 90 days) are mandatory. Bidders must also declare no outstanding municipal debt exceeding three months.

Skills Requirements

The tender does not mandate specific culinary qualifications or minimum years of industry experience. Instead, bidders must demonstrate:

• Operational capacity to manage high-volume food production, logistics, and on-site service within tight municipal timelines.
• Adherence to national health, safety, and hygiene standards, including compliance with the Occupational Health and Safety Act.
• Financial and administrative stability, evidenced by clean tax records, valid municipal accounts, and absence of supply chain misconduct or default listings.
• Ability to independently determine pricing and submit bids free from collusion, as verified through the Certificate of Independent Bid Determination.

Notes on Unusual or Complicated Terms

• Ibuyambo Girl Child Heritage Day: A culturally focused community programme designed to celebrate, protect, and empower girl children, requiring menu planning and service delivery that respect local traditions and sensitivities.
• Ulusu: A traditional South African dish prepared from thoroughly cleaned and slow-cooked bovine tripe, typically served with steamed bread. Requires specialized butchery and cooking expertise to meet safety and quality standards.
• 80/20 Preference Point System: A municipal procurement evaluation model allocating 80 points to competitive pricing and 20 points to socio-economic transformation goals (B-BBEE status level and supplier locality within the Stellenbosch municipal boundary).
• Original Sworn Affidavit for B-BBEE: If a bidder lacks a verification certificate from a SANAS-accredited agency, an original, physically delivered sworn affidavit is strictly required to claim preference points; scanned or copied versions are invalid.
• Municipal Account Clearance: Bidders must prove that neither the entity nor its directors hold overdue municipal rates, taxes, or service charges exceeding 90 days, ensuring financial reliability and reducing collection risk.