Objectives

The primary objective is to procure reliable catering and refreshment services for a scheduled municipal council meeting. The municipality aims to secure a competitively priced, compliant supplier capable of delivering high-quality food that meets specific dietary requirements while adhering to strict public procurement regulations.

Scope

The contract covers the end-to-end provision of refreshments for seventy delegates attending a council meeting on 21 October 2026. The event will be held at the Mayoral Boardroom, with service commencing at 12:00. The mandatory menu includes samoosas and cocktail pies, supplemented by clearly separated and labelled vegetarian alternatives. All provisions must comply with Halal dietary standards. Bidders may propose additional menu options or alternatives. The scope encompasses food preparation, delivery, setup, service, and removal, with pricing required to be fully inclusive of all associated costs.

Technical Requirements

• Quotations must be submitted on official business letterhead and include all completed Municipal Bidding Document (MBD) forms.
• Mandatory compliance documentation includes Central Supplier Database (CSD) registration, Tax Compliance Status PIN, VAT and company registration numbers, and verified banking details.
• An original Sworn Affidavit or SANAS-accredited B-BBEE verification certificate must be physically delivered within 48 hours of quote submission to qualify for preference points.
• Municipal statements of account for the company and all directors/shareholders, not older than 90 days, must be provided.
• Bidders must complete MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Past SCM Practices Declaration), and MBD 9 (Certificate of Independent Bid Determination).
• Offers from individuals or entities currently in the service of the state are strictly prohibited.
• All pricing must be comprehensive, covering labour, equipment, transport, and adherence to health and safety standards.

Skills Requirements

While not explicitly itemised, successful bidders must demonstrate proven experience in municipal or corporate catering, particularly for large-scale delegate events. Suppliers must possess operational expertise in Halal-certified food preparation, strict allergen and dietary segregation protocols, and efficient event logistics. Administrative competence is essential to accurately complete municipal compliance frameworks, manage financial disclosures, and correctly claim preference points under the 80/20 evaluation system.

Key Terms & Conditions

• 80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points combined for Broad-Based Black Economic Empowerment (B-BBEE) status level and supplier locality. Locality points are only awarded if the business premises fall within the Stellenbosch Municipal boundary.
• MBD Forms: Standard South African public sector procurement templates used to verify legal standing, declare past misconduct, confirm independent bidding, and claim empowerment preferences.
• Indemnity & OHS Clause: The awarded contractor must sign an indemnity agreement accepting full liability for property damage, injuries, or fatalities arising from operations, in accordance with the Occupational Health and Safety Act.
• Non-Binding Acceptance: The municipality reserves the right to accept any quotation, part thereof, or reject all bids without obligation to select the lowest price.