Objectives

The primary objective of this tender is to procure reliable and compliant catering services for the Johannesburg City Parks and Zoo’s Men’s Day Event. The procurement aims to secure a service provider capable of delivering high-quality food and beverage provisions while strictly adhering to municipal supply chain management regulations and national preferential procurement policies.

Scope of Work

The successful bidder will be responsible for providing full-service catering at the Little Falls Pleasure Resort in Roodepoort, Johannesburg. The scope includes:

• Arrival Refreshments: Tea and coffee served with appropriate cups, alongside juice served with dedicated cups.
• Main Meal: Preparation and service of a vegetarian lunch option for employees.
• Beverages: Provision of various soft drink options.
• Equipment & Supplies: The caterer must supply all necessary serving items, including cups, saucers, side plates, dinner plates, glasses, cutlery, napkins, tablecloths for the serving station, ice buckets, ice, and plastic straws.
• Logistics: Timely delivery, setup, service, and cleanup aligned with the event schedule. A compulsory site inspection is required prior to quotation submission.

Technical Requirements

Bidders must submit a fully completed Bill of Quantities alongside their formal quotation. Mandatory compliance and administrative documentation includes:

• A valid Health Certificate confirming the acceptability of food preparation premises.
• A current COIDA Letter of Good Standing from the Department of Employment and Labour.
• A Halaal certificate where applicable.
• Proof of residential address for all directors or members (municipal account or lease agreement, issued within three months and not more than ninety days in arrears).
• Registration on the National Treasury’s Central Supplier Database (CSD) with a valid vendor number.
• Tax Compliance Status (TCS) PIN or equivalent CSD verification.
• Completion of all prescribed municipal bidding forms (MBD 1, 3.1, 4, 6.1, 8, and 9), covering declarations of interest, past supply chain practices, and independent bid determination.
• Quotations must be submitted in sealed envelopes clearly marked with the reference number by the stipulated deadline. Late submissions will be automatically rejected.

Skills Requirements

While not explicitly itemised, the tender implicitly requires proven competency in large-scale event catering, food safety management, and logistical coordination. Providers must demonstrate the ability to prepare and serve vegetarian meals under strict hygienic conditions, manage high-volume beverage stations efficiently, and handle all disposable and reusable serving ware without additional cost to the client. Experience in public sector events, familiarity with municipal compliance frameworks, and robust operational planning capabilities are essential.

Notable Terms & Conditions

The tender incorporates several standard but strict municipal procurement mechanisms that bidders must understand:

• Preferential Procurement Scoring: Evaluation follows an 80/20 model, allocating 80 points to price and 20 points to specific socio-economic goals (10 points for 51% or greater women ownership, 10 points for businesses located within the City of Johannesburg).
• Joint Venture Guidelines: Consortium bids require a legally sound JV agreement that explicitly details monetary contributions, risk and reward distribution, management structures, dispute resolution protocols, and liability limitations.
• Anti-Fronting & Default Clauses: The organisation maintains a restricted supplier database. Contracts may be cancelled, and providers blacklisted, if fronting, fraud, corruption, or repeated non-performance is identified. Penalties may include termination, financial claims, and reporting to relevant authorities.
• Validity & Acceptance: Offers remain valid for thirty days post-closing. The municipality reserves the right to accept bids in whole or in part and is not bound to award to the lowest bidder.