Western cape catering service provider panel expansion – 3-Year contract opportunity

The purpose is to establish a panel of pre-qualified catering service providers for the Department of Economic Development and Tourism (DEDAT). The panel will be used to source catering services for departmental events, meetings, and official functions across the Western Cape. Only catering service providers will be considered. DEDAT does not guarantee any minimum order or quantity of service. The RFQ is an invitation to facilitate a requirements-based process, not an offer to do business.

Closing date: 03 July 2026 at 11:00. Panel validity: From approval date until 30 June 2028 (approximately three years). Quarterly re-advertisement for new applicants.

SCM contacts:

• Jehaan Davids: Email: [email protected], Phone: 021 483 8130
• Simthandile July: Email: [email protected], Phone: 021 483 8130

Anti-corruption hotline:

• Email: [email protected]
• Tel: 021 483 0901/0931
• Fax: 021 483 0928
• Postal: PO Box 659, Cape Town, 8000
• Street: Atterbury House, 9 Riebeek Street, 9th Floor, Cape Town

Provincial Forensic Services: 021 483 0931

National Anti-Corruption Hotline: 0800 701 701

Bidders must:

• Be registered on the Central Supplier Database (CSD) with active status on or before the closing date. Verify status at www.csd.gov.za.
• Submit all required returnable documents listed in Table 1 to avoid disqualification. Required documents:

• WCBD 1 (Invitation to Bid): Must be signed by an authorised representative.

• WCBD 4 (Declaration of Interest, Bidder’s Past SCM Practices, and Certificate of Independent Bid Determination): Must be completed and signed.

• WCBD 6.1 (No Preference Points Claim Form): Must be completed and signed. Non-submission results in zero B-BBEE score. Only the B-BBEE status on this form applies (not WCSEB or CSD). Complete Section 9 if sub-contracting.

• B-BBEE Certificate or Affidavit: Must be submitted with WCBD 6.1.

Evaluation occurs in two phases:

• Phase 1 (Qualification Criteria): Bids are verified against minimum requirements.
• Phase 2 (Placement on the Panel): Qualifying bids are recommended for panel inclusion.

For job briefs, the 80/20 preference points system applies:

• 80 points for price.
• 20 points for B-BBEE status level.

B-BBEE points are awarded based on the status level certificate or affidavit submitted with WCBD 6.1. Non-submission of WCBD 6.1 results in zero B-BBEE points. Points allocation:

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

The bidder with the highest total points wins. If two or more bids score equally, the bid with the highest B-BBEE points prevails.

Purpose: Establish a panel of pre-qualified catering service providers for DEDAT to source catering services for events, meetings, and official functions.

Scope of services:

• Provide catering for various meetings and events (staff, executive, high-profile, special functions).
• Accommodate dietary preferences (vegetarian, kosher, halal) with valid certification where required.
• Prepare food in a hygienic environment.
• Deliver and set up food and equipment at venues at least 30 minutes before event start time.
• Supply catering equipment (serving tables, tablecloths, cutlery, crockery, braai equipment).
• Ensure professional presentation of food and staff (e.g., uniformed waiters).
• Clean up the catering area post-event.
• Fulfill standard requests within 48 hours and urgent requests within 24 hours.
• Ensure high-quality, fresh, and nutritious meals meeting health and dietary requirements.
• Label food items to indicate dietary specifications.
• Adhere to local health and safety regulations and provide a valid municipal health certificate where applicable.
• Provide specialized catering for VIP and international delegations.

Note: DEDAT does not guarantee any minimum order or quantity of service.

Quality and compliance requirements:

• Tax compliance: Successful bidders must provide proof of tax compliance or payment arrangements with SARS within seven working days if non-compliant.
• SABS approval: All goods supplied must be SABS-approved where applicable.
• Premises inspection: Contract award may be subject to inspection of the caterer’s registered premises at placement or job brief stage.

Tax compliance: Successful bidders must have taxes in order. Non-compliant bidders will be notified and must submit proof of compliance or payment arrangement with SARS within seven working days.

SABS approval: All goods supplied must be approved by the South African Bureau of Standards (SABS) where applicable.

Payment terms and pricing format are not explicitly detailed in the document.

Mandatory requirements:

• CSD registration: Active status required on or before the closing date.
• Tax compliance: Submit a Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must confirm residency, branch, or permanent establishment in South Africa or tax liability.
• B-BBEE: Submit a B-BBEE Verification Certificate (SANAS-accredited) or sworn affidavit (for EMEs/QSEs).
• WCBD 4: Declaration of Interest, Past SCM Practices, and Certificate of Independent Bid Determination must be completed and signed.

Additional requirements:

• Joint Ventures/Consortia: Each party must be tax compliant and submit WCBD 4.
• Sub-contracting: Disclosure required in WCBD 6.1 Section 9.
• Fronting: Strictly prohibited. Allegations will be investigated, and failure to disprove may invalidate the bid.
• Conflict of interest: Bidders must declare any connections to state employees.
• Corruption and fraud: Any misconduct must be reported to the provided hotlines.
• Tender defaulters: Bidders listed on the National Treasury Register for Tender Defaulters are disqualified.

Health and safety requirements:

• Food must be prepared in a hygienic environment.
• Service providers must adhere to all local health and safety regulations.
• A valid municipal health certificate must be provided where applicable.
• Food items must be properly labelled to indicate dietary specifications (e.g., vegetarian, vegan, halal, kosher).
• Professional presentation of food and staff is required (e.g., uniformed waiters).
• Clean-up of the catering area post-event is mandatory.

Contractual obligations:

• The successful bidder must indemnify the Department against claims arising from taxes, Workmen’s Compensation Insurance, or third-party losses due to bidder actions.
• Fronting is strictly condemned. Bidders must prove non-involvement in fronting within 14 days if alleged, or risk bid invalidation and public sector restrictions for up to 10 years.
• Conflict of interest, corruption, and fraud: Bidders engaging in collusive tendering, bribery, or fraudulent acts will be disqualified. Past convictions for fraud/forgery may also lead to disqualification.
• Misrepresentation: False statements in the tender may result in contract termination and claims against the bidder.
• Confidentiality: Bid information is proprietary. Unauthorized disclosure may lead to disqualification and civil action.
• Contract duration: The panel is valid from approval date until 30 June 2028 (approximately three years).
• The Department reserves the right to cancel the bid if budget is unavailable or specifications change.
• No legal obligation arises until formal appointment documentation is signed.

Evaluation methodology:

• Bids are evaluated in two phases: Qualification Criteria (Phase 1) and Placement on the Panel (Phase 2).
• For job briefs, the 80/20 preference points system applies: 80 points for price, 20 points for B-BBEE status level.
• B-BBEE points are awarded based on the status level certificate or affidavit submitted with WCBD 6.1. Non-submission results in zero B-BBEE points.
• Points allocation for B-BBEE: Level 1 (20), Level 2 (18), Level 3 (14), Level 4 (12), Level 5 (8), Level 6 (6), Level 7 (4), Level 8 (2), Non-compliant (0).
• The bidder with the highest total points wins. If tied, the bid with the highest B-BBEE points prevails.

Submit a completed Annexure A form with all applicable sections ticked. Attach supporting certifications (e.g., Halal, Health and Safety).

Scope: Expansion of a catering service provider panel for 3 years. Service areas: Specify operational regions in the Western Cape (e.g., Cape Town Metro, Cape Winelands, Garden Route, West Coast, Overberg, Central Karoo). Dietary requirements: Indicate support for Halal (with certification), Halal Friendly, Kosher, Gluten Free, Vegan, or Vegetarian. Capacity: Declare typical catering capacity per event (Fewer than 20, 21–50, 51–100, or More than 100 people). Menu options: Provide details for Cakes/Confectionary, Desserts, Finger Foods, Hot/Cold Plated Food, or other. Experience: List past clients/events (company name, event type, number of people, approximate date).

Health and Safety Compliance: Valid certification required (attach if applicable).

Health and Safety Compliance: Valid certification required (attach if applicable).