Tender Summary: Venue and Catering for Hosting Certificate Ceremony

Objectives

The primary objective is to procure integrated venue and catering services to successfully host a Certificate Ceremony for the Cape Agulhas Municipality. The municipality seeks a compliant, experienced service provider capable of delivering a professionally managed evening event that meets strict health, logistical, and procurement standards.

Scope of Work

The successful bidder will deliver comprehensive event support for a ceremony scheduled for the evening of 9 October 2026, commencing between 18:00 and 18:30. The scope encompasses:

• Venue Hire: Provision of a suitable venue within the Cape Agulhas Municipal area, including seating arrangements, table décor for approximately 75 guests, and full post-event cleaning.
• Catering Services: Supply of arrival canapés, finger foods, non-alcoholic beverages, a three-course main meal, dessert, and table water. The menu must accommodate diverse dietary requirements (e.g., kosher, vegan). Final billing will be calculated based on the actual number of confirmed attendees.
• Related Event Support: Coordination of event setup, audio-visual equipment, table overlays, background music entertainment, and on-site hospitality management.

Technical Requirements

• Bidders supplying venue services must operate from within the Cape Agulhas Municipal area.
• Mandatory submission of a valid Certificate of Acceptability (COA) for Food Handling issued by the local Environmental Health Department.
• All quotations must be in South African Rand, inclusive of VAT (if registered), and fully inclusive of all operational costs with no hidden charges.
• Bids must remain valid for 90 days from the closing date.
• Strict compliance with all compulsory returnable documentation, including tax compliance PINs, B-BBEE status certificates, up-to-date municipal account proofs, and declarations on past supply chain conduct.
• Submission of a detailed schedule of similar projects successfully completed within the past five years.

Skills Requirements

• Proven track record in managing municipal or corporate events, including venue coordination and large-scale catering operations.
• Strong logistical and project management capabilities for event setup, teardown, cleaning, and real-time scaling of catering quantities.
• Technical competence in coordinating audio-visual systems and managing hospitality staff.
• Ability to safely prepare and serve diverse dietary menus while adhering to strict food hygiene protocols.
• Administrative proficiency to navigate municipal procurement processes, maintain accurate records, and issue scalable invoices aligned with actual attendance.

Explanation of Unusual or Complicated Terms

• Certificate of Acceptability (COA): A statutory health certification mandated by national regulations for any establishment that prepares or serves food to the public. It verifies compliance with prescribed hygiene and food safety standards.
• 80/20 Preference Point System: A procurement evaluation model where 80 points are awarded for price competitiveness and 20 points for specific socio-economic goals, primarily B-BBEE contribution levels and supplier locality within the municipality.
• CAMBD Documents: Standardised South African municipal bidding forms that require mandatory disclosures on tax compliance, conflict of interest, preferential procurement claims, and historical supply chain conduct.
• Locality Verification: The municipality reserves the right to conduct physical site inspections to verify that bidders claiming locality preference points maintain a genuine, operational office within the specified municipal boundaries, preventing fronting or fraudulent claims.