Objectives

The primary objective is to procure a reliable and cost-effective catering service for a municipal Men’s Workshop. The municipality aims to secure competitive pricing while ensuring strict compliance with public procurement regulations, health and safety standards, and transformation policies.

Scope of Work

The successful bidder will provide end-to-end catering for 160 attendees at the Franshhoek venue on 29 August 2026, operating between 08:30 and 15:00. The scope encompasses:

• Breakfast (08:30): Tea, coffee, and 160 breakfast buns (filled with egg, cheese, lettuce, and tomato).
• Tea Time (11:00): Tea, coffee, and 160 muffins (cheese and jam, halved).
• Lunch (13:00): Prepacked meals comprising grilled chicken quarter leg, potato salad, pasta salad, roll, and one 200ml soft drink per person. Foam plates are strictly prohibited.
• Supplies & Equipment: Provision of all crockery, tablecloths, cutlery, serviettes, and serving utensils.

Technical Requirements

• Submit a formal written quotation on official business letterhead.
• Complete and attach all mandatory Municipal Bidding Document (MBD) forms, covering declarations of interest, preference points claims, past supply chain management practices, and independent bid determination.
• Maintain active registration on the Centralised Supplier Database (CSD).
• Provide an original sworn affidavit or a SANAS-accredited B-BBEE verification certificate, delivered physically within 48 hours of quote submission.
• Attach municipal statements of account for the company and all directors/shareholders, dated within the preceding 90 days.
• Ensure all food handling, packaging, and service adhere to municipal health, safety, and operational standards.
• Execute an indemnity agreement accepting full liability for damages, injuries, or losses arising from contract performance, in accordance with occupational health legislation.

Skills & Capability Requirements

Although not explicitly itemised, the tender implicitly demands:

• Proven track record in large-scale corporate or institutional catering (minimum 160 pax).
• Robust logistical planning, on-site service coordination, and staff management capabilities.
• Familiarity with South African public procurement frameworks, including B-BBEE compliance and preference point administration.
• Financial soundness and clean municipal account records.
• Capacity to perform core services independently, with full transparency and compliance if subcontracting is utilised.

Notes on Unusual or Complicated Terms

• MBD Forms: Standard South African government bidding templates used to verify bidder eligibility, disclose conflicts of interest, claim transformation preference points, and certify that bids were prepared independently without collusion.
• 80/20 Preference Point System: An evaluation methodology where 80% of scoring is based on price competitiveness, and 20% is allocated to Broad-Based Black Economic Empowerment (B-BBEE) status level and local supplier status (business premises located within Stellenbosch Municipality boundaries).
• CSD Registration: A national government portal mandatory for all suppliers seeking to conduct business with state entities.
• Original Sworn Affidavit Rule: Unlike typical copy submissions, the municipality requires physical delivery of the original B-BBEE affidavit to qualify for preference points, ensuring document authenticity and preventing fraud.
• Indemnity & OHS Disclaimer: Places full legal and financial liability on the contractor for workplace incidents, property damage, or personal injuries, legally shielding the municipality from claims under the Occupational Health and Safety Act.