Objectives

The primary objective is to procure reliable, compliant, and cost-effective catering services for a women empowerment workshop hosted by the Stellenbosch Municipality. The municipality seeks to secure value for money while advancing transformation goals through structured preferential procurement, ensuring the selected supplier meets all municipal compliance, financial, and operational standards.

Scope

The contract encompasses full catering provision for 60 attendees on 22 August 2026, operating between 09h00 and 14h00 at a venue in Franschhoek. The supplier must deliver and manage all food, beverages, and associated service equipment. Quantities and specifications include:

• Coffee and tea service for 100 persons
• 100 breakfast buns
• 100 lunch portions
• 100 prepacked sweet and savoury boxes (containing chicken pie, samoosas, chicken wraps, vegetable quiche, three chicken drumsticks, milk tart, and a cupcake); packaging must be cardboard boxes, not foamite
• 100 soft drinks (200ml Coca-Cola, Tab, Fanta, or Sprite)
• All crockery, décor, cutlery, serviettes, and professional service staff

Technical Requirements

Bidders must submit fully completed quotations on official letterheads alongside mandatory municipal compliance documentation. Key technical and administrative requirements include:

• Registration on the Centralised Supplier Database (CSD) with a valid CSD number
• Submission of completed MBD forms: Declaration of Interest (MBD 4), Preference Points Claim (MBD 6.1), Declaration of Past Supply Chain Management Practices (MBD 8), and Certificate of Independent Bid Determination (MBD 9)
• SARS Tax Compliance PIN, VAT registration, company registration, and banking details
• Municipal statements of account for the company and all directors/shareholders (not older than 90 days)
• Original sworn affidavit or SANAS-accredited B-BBEE verification certificate; the affidavit must be physically delivered and cannot be substituted with a copy for preference points
• Compliance with the 80/20 preference point scoring system and Stellenbosch Preferential Procurement Policy 2026/27
• Exclusion of any individual or entity in the service of the state, suppliers with municipal debts exceeding 90 days, or parties listed on the National Treasury Register for Tender Defaulters
• All quotations must meet minimum technical specifications; deviations require explicit written disclosure

Skills Requirements

While not explicitly itemised, the tender implicitly demands proven expertise in high-volume event catering, on-site logistical coordination, and professional service delivery. Suppliers must demonstrate strong administrative capacity to navigate municipal procurement frameworks, accurately compile B-BBEE and tax documentation, and maintain up-to-date financial records. Familiarity with public sector compliance, risk management, and the ability to operate under strict indemnity and insurance obligations are essential for successful contract execution.

Explanation of Unusual or Complicated Terms

• MBD Forms: Standard South African municipal bidding templates used to verify bidder eligibility, disclose conflicts of interest, confirm clean procurement history, and guarantee independent pricing.
• 80/20 Preference Point System: A scoring model where 80 points are awarded based on competitive pricing, and 20 points are distributed across B-BBEE status levels and supplier locality within the Stellenbosch Municipal area.
• Sworn Affidavit for B-BBEE: A legally binding, notarized declaration used by qualifying small enterprises as an alternative to formal verification certificates. It must be submitted as an original physical document to qualify for preference points.
• Locality Preference: Additional scoring granted to suppliers whose registered business premises fall within the Stellenbosch Municipal boundary (code WC024), designed to stimulate regional economic participation.
• Indemnity Clause: A contractual requirement mandating that the successful contractor assumes full legal and financial responsibility for any property damage, personal injury, or loss resulting from their operations, with all related insurance premiums covered by the contractor.