The department of forestry, fisheries and the environment (DFFE) invites quotations from eligible catering service providers for the supply and delivery of catering services for 100 delegates at the meloding multi-purpose centre in virginia, matjhabeng local municipality, free state. The service includes breakfast, lunch, and beverages on 06 august 2026, with strict compliance to food safety and hygiene standards. Only service providers within the matjhabeng local municipality jurisdiction are eligible to bid.
Key Requirements
Submit a formal quotation on company letterhead, including item descriptions, VAT, CSD (MAAA) number, banking details, and validity period, to [email protected] by 05 August 2026 at 12:00.
Complete and sign all required SBD forms (SBD 1, SBD 4, SBD 6.1) and submit a CSD report.
Provide a valid Certificate of Acceptability for food premises (mandatory; non-submission leads to disqualification).
Only service providers from Matjhabeng Local Municipality jurisdiction are eligible.
Catering must be delivered on 06 August 2026 at Meloding Multi-Purpose Centre: breakfast at 07:00 and lunch at 13:00 for 100 people.
Comply with all technical specifications, including menu items, serving stations, equipment (trestle tables, urns, extension cords), and hygiene requirements (PPE, canopy vehicle, sealed sachets).
Quotation must remain valid for 90 days; 80/20 preference point system applies (80 price, 20 specific goals).
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
RFQRFQ for Catering sevices - AMMENDED.pdfReview complete
Description
Source: RFQ for Catering sevices - AMMENDED.pdf
Important Dates
04 Aug
2026
PUBLICATION
Tender Published
Tender was published
05 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
10 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
This RFQ from the Department of Forestry, Fisheries and Environment (DFFE) seeks a catering service provider for a one-day event (breakfast and lunch for 100 people) at the Meloding Multi-Purpose Centre in Virginia, Matjhabeng Local Municipality, Free State. The contract value is likely below R1 million, so the 80/20 preference point system applies. The closing date is 05 August 2026 at 12:00, and submissions must be emailed to [email protected]. The service provider must be from the Matjhabeng Local Municipality jurisdiction and hold a valid Certificate of Acceptability for food premises.
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Bid-ready summary
Supply and delivery of catering services for 100 people at Meloding Multipurpose Centre, Virginia, Matjhabeng Local Municipality, Free State.
Service includes breakfast at 07:00 and lunch at 13:00 on 06 August 2026.
No telephone or physical address provided for submissions.
Submission Guidelines
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Submit a formal quotation on your official company letterhead, not the RFQ document itself.
Quotation must include: item descriptions, VAT per item (where applicable), CSD (MAAA) number, accurate banking details, validity period, and contact details.
Email your quotation to [email protected] (also referenced as [email protected]) before the closing date and time. Late submissions will NOT be accepted.
Use the RFQ number 95 AM (26/27) in the subject line of your email.
Complete and sign all required SBD forms: SBD 1 (Part A and B), SBD 4 (Bidder's Disclosure), and SBD 6.1 (Preference Points Claim).
Submit a CSD report as proof of registration on the Central Supplier Database.
Submit a valid Certificate of Acceptability for food premises (mandatory – non-submission leads to disqualification).
Only service providers from Matjhabeng Local Municipality jurisdiction are eligible.
Do not deliver any goods or services before receiving an official purchase order or formal appointment letter from DFFE.
Quotations must remain valid for 90 days from the closing date. If DFFE extends the validity period, you must respond in writing to accept the extension, otherwise your bid will not be considered.
Ensure all information is legible and complete; incomplete or illegible submissions may be rejected.
Do not submit fraudulent or untrue information; this leads to disqualification.
Do not be listed on the National Treasury's Database of Restricted Suppliers or Defaulters.
Bidders must not be persons in the service of the state, nor have directors/members who are.
Proof of authority (e.g., company resolution) must accompany the signed bid.
All prices must be firm and inclusive of VAT where applicable.
The department reserves the right to accept or reject any offer, in full or in part, and to negotiate price with the recommended bidder only.
The lowest or any offer will not necessarily be accepted.
Returnable Documents
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Formal quotation on company letterhead.
CSD report.
Completed and signed SBD 1 (Part A and B).
Completed and signed SBD 4 (Bidder's Disclosure).
Completed and signed SBD 6.1 (Preference Points Claim).
Valid Certificate of Acceptability for food premises.
Proof of authority (e.g., company resolution) for signatory.
SARS Tax Compliance Status PIN or TCS certificate (or CSD number if no PIN).
For specific goals: B-BBEE certificate or sworn affidavit, CIPC Ownership Certificate, medical certificate (if disability).
All documents must be submitted before closing date and time.
Evaluation Criteria
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
80/20 preference point system applies (RFQ value up to R1,000,000): 80 points for price, 20 points for specific goals.
20 points if bidder has more than 50% ownership by Black people, OR women, OR people with disabilities.
0 points if ownership is 50% or below.
For trusts, consortia, or joint ventures, average combined ownership is calculated (sum of ownership percentages divided by number of companies).
To claim specific goal points, submit:
Completed and signed SBD 6.1.
Medical certificate signed by a medical practitioner with practice number (if claiming disability).
SANAS/CIPC accredited B-BBEE certificate or sworn affidavit indicating ownership level.
CIPC Ownership Certificate.
Failure to submit proof for specific goals means you will not receive those points.
Evaluation stages: compliance check (returnable documents, tax, CSD registration), then price and specific goals scoring.
DFFE may perform due diligence, request additional information, and validate any claims.
DFFE reserves the right to reject quotations not in prescribed format, illegible, or incomplete.
DFFE may negotiate price with the recommended bidder only.
Disqualification reasons: non-compliant tax status (7 working days to rectify), fraudulent information, false declarations, listed on restricted suppliers database, failure to quote in line with specification.
Technical Specifications
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Supply and delivery of catering services for 100 people at Meloding Multipurpose Centre, Virginia, Matjhabeng Local Municipality, Free State.
Delivery date: 06 August 2026.
Breakfast at 07:00 and Lunch at 13:00.
Breakfast menu (100 pax):
Tea (rooibos, five roses/Joko or equivalent), coffee (Jacobs or equivalent), assorted tea/coffee.
Hot fresh milk, cold fresh milk, powder milk.
Brown and white sugar, sweeteners, lemon slices.
Assorted sandwiches with fillings, scones and muffins.
Lunch menu (100 pax):
2 starches (rice and samp).
2 salads (potato salad and three bean salad).
2 vegetables (pumpkin and spinach).
2 meats (roasted chicken and beef stew).
Beverages:
100 x 300ml canned fruit juice (assorted) for breakfast.
100 x 300ml soft drinks (assorted) for lunch.
400 x 500ml bottled water (2 per person for morning and 2 for lunch).
Serving stations:
Breakfast: 1 station for ministerial briefing (10 pax), 2 stations for stakeholders (90 pax).
2x 20-litre urns (1 per serving station for boiling water).
1x small urn for ministerial briefing.
3x 20-metre extension cords (1 per serving station).
Additional requirements:
Tea, coffee, and sugar must be in individual sealed sachets.
Bottled water must comply with SANBWA standards.
Sufficient cutlery, crockery, and serviettes for delegates.
Serving stations must be clean, sanitized, and well-presented.
Appropriate staff for safe and hygienic production, transport, and serving.
Dedicated bins for waste removal after service.
Tongs/braai-tongs or food handling tools must be available.
Vehicle for transporting meals must have a canopy (not open van).
Staff must wear uniform and PPE (disposable gloves, hair nets, closed shoes, apron).
Ensure sufficient personnel on site for food distribution.
Brand names are for illustration; equivalent products accepted.
Experience & Qualifications
Source: RFQ for Catering sevices - AMMENDED.pdf
No specific experience or qualification requirements stated beyond holding a valid Certificate of Acceptability for food premises.
Must have appropriate staff for safe and hygienic production, transport, and serving of meals.
Fraudulent experience claims will lead to disqualification.
Pricing Schedule
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Provide a formal quotation on letterhead with item descriptions, quantities, unit prices, and totals.
Pricing must include: breakfast (100 pax), lunch (100 pax), beverages (100 juices, 100 soft drinks, 400 water bottles), and additional equipment (8 trestle tables, 30 tablecloths, 2 x 20L urns, 1 small urn, 3 extension cords).
Show total amount excluding VAT, VAT amount (15%), and grand total including VAT.
Include all delivery costs and applicable taxes in the bid price.
Quotation must reflect validity, banking details, contact details, and CSD MAAA number.
Financial Requirements
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Quotation must be on official letterhead with item descriptions, quantities, unit prices, and total amounts.
Prices must be firm and inclusive of VAT where applicable.
Include all delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) in the bid price.
Provide accurate banking details.
No performance bond or guarantee mentioned.
Payment terms not specified in the document.
The pricing schedule includes: breakfast, lunch, beverages, and additional equipment items (trestle tables, tablecloths, urns).
Total amount to be shown excluding VAT, VAT amount, and grand total including VAT.
Quotation validity: 90 days from closing date.
Compliance Requirements
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Must be registered on the Central Supplier Database (CSD) – provide CSD report and MAAA number.
Must be tax compliant – provide SARS Tax Compliance Status PIN or printed TCS certificate, or CSD number if no PIN.
Must hold a valid Certificate of Acceptability for food premises (mandatory).
Must be from Matjhabeng Local Municipality jurisdiction only.
B-BBEE: To claim specific goals, submit SANAS/CIPC accredited B-BBEE certificate or sworn affidavit, plus CIPC Ownership Certificate.
Complete and sign SBD 4 (Bidder's Disclosure) – declare any state employment, relationships, or interests.
Complete and sign SBD 6.1 for preference points.
No persons in service of the state may bid.
Must not be listed on National Treasury's restricted suppliers database.
Must not submit fraudulent information or false declarations.
For consortia/JVs/subcontractors, each party must submit separate TCS certificate/PIN/CSD number.
Foreign suppliers must complete the questionnaire in SBD 1 Part A.
POPIA compliance: DFFE will process personal information in line with POPIA; bidders must comply with POPIA prescripts.
Health & Safety
Source: RFQ for Catering sevices - AMMENDED.pdf
Food premises must have a valid Certificate of Acceptability issued by the municipality.
Bottled water must comply with SANBWA standards for hygiene, food safety, quality, packaging, and environmental legislation.
Serving stations must be clean, sanitized, and well-presented.
Staff must wear appropriate uniform and PPE: disposable gloves, hair nets, closed shoes, and apron.
Use dedicated bins and remove waste generated within the facility after service.
Tongs/braai-tongs or other food handling tools must be available for patrons.
Vehicle for transporting meals must have a canopy (not open van).
Ensure safe and hygienic production, transport, and serving of meals according to industry standards.
Contractual Terms
Source: RFQ for Catering sevices - AMMENDED.pdf
Contract will be formalised via official purchase order or appointment letter on DFFE letterhead, signed by authorised official.
No goods/services to be delivered before receiving official order.
Prices must be firm and inclusive of VAT.
DFFE reserves right to accept any offer in full or in part, and not necessarily the lowest.
Quotation validity: 90 days from closing date; DFFE may extend validity with written notice; bidders must respond in writing to extension, otherwise bid lapses.
Successful bidder must sign SBD7 (written contract form).
Failure to deliver within agreed timelines may lead to order cancellation and possible inclusion on National Treasury's restricted suppliers database.
POPIA: DFFE processes personal information for evaluation and award; bidders must comply with POPIA.
SBD4 disclosure: bidders must declare any state employment, relationships, interests; false declarations lead to disqualification and possible legal action.
Special Conditions
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Accepted RFQs communicated via official purchase order or formal appointment letter on DFFE letterhead, signed by authorised official.
No goods/services to be prepared or delivered before receiving official order.
All prices must be firm and inclusive of VAT.
The lowest or any offer will not necessarily be accepted; DFFE reserves right to accept any offer in full or in part.
DFFE may negotiate price with recommended bidder only.
POPIA compliance required.
Requirements
Source: RFQ for Catering sevices - AMMENDED.pdf (RFQ)
Mandatory: Valid Certificate of Acceptability for food premises.
Mandatory: Service providers from Matjhabeng Local Municipality jurisdiction only.
RFQ validity period: 90 days from closing date.
Must be registered on CSD and provide CSD report.
Must be tax compliant (SARS PIN or TCS certificate).
Must complete and sign all SBD forms (SBD1, SBD4, SBD6.1).
Must not be in service of the state or have directors in service of the state.
Must not be on restricted suppliers database.
Must not submit fraudulent information.
For foreign suppliers, complete questionnaire in SBD1 Part A.
Section
Source: RFQ for Catering sevices - AMMENDED.pdf
80/20 preference point system: 80 points for price, 20 points for specific goals.
Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
Specific goals: 20 points if >50% ownership by Black people, women, or people with disabilities; 0 points otherwise.
DFFE may perform due diligence, request additional information, and validate claims.
DFFE reserves right to reject non-compliant, illegible, or incomplete quotations.
DFFE may negotiate price with recommended bidder only.
Disqualification for non-compliance with tax, fraudulent info, false declarations, restricted suppliers list, or failure to quote per specification.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
473, Steve Biko Rd & Soutpansberg Rd, Arcadia, Pretoria, 0083, South Africa
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