Catering services for NLC heritage day celebration – northern cape office (RFQ2026-009-007)

Closing date and time: 08 September 2026 at 11:00 (Standard South African Time).

Event date: 23 September 2026 (Heritage Day celebration), lunch at 12:00 pm.

RFQ validity period: 60 days from closing date.

Bidding procedure enquiries: Contact person NLC, telephone 012 432 1308.

Technical enquiries: Contact person SCM, telephone 012 432 1302.

All questions regarding this RFQ: [email protected].

Venue (event): 11A Schmidtsdrift Road, Rhodesdene, Kimberley, telephone 053 813 4310.

Submission channel — quotations and supporting documents must be submitted only via the E-Tender Portal. Email submissions will not be considered.

Returnable documents — all must be completed, signed and submitted with the quotation:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the Commission; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the 80/20 system.
• POPIA consent form: consents to the processing of personal information for the procurement.
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs).
• Full CSD report with SARS tax compliance status.
• Complete and signed pricing schedule / quotation.
• Valid certificate of acceptability for food premises from the local municipality in the Northern Cape Province.

Disqualification risks:

• Late or incomplete submissions.
• Any returnable form left unsigned or omitted.
• Failure to submit certified qualifications, memberships certificates, COIDA etc. within 3 working days if requested by the Commission.
• Collusion with other bidders.

Other rules:

• Bids must be submitted in English.
• No services may be rendered before an official Commission Purchase Order is received.
• Bidders must not canvass Commission officers between closing and award.
• Bidders must not make news releases about the RFQ without consent.

Bidders must submit: signed standard bidding documents (SBD1, SBD6.1, SBD4), POPIA consent form, B-BBEE certificate or sworn affidavit, full CSD report with SARS tax compliance status, complete and signed pricing schedule/quotation, and a valid certificate of acceptability for food premises from the local municipality in the Northern Cape Province.

The RFQ will be evaluated in terms of the 80/20 preference point system prescribed by the Preferential Procurement Policy Framework Act of 2000 and PPR 2022.

Stage 1: Submission by closing date and time (08 September 2026 @ 11:00) via E-Tender Portal only.

Stage 2: Administrative compliance – submit signed SBD forms (SBD1, SBD6.1), POPIA consent form, B-BBEE certificate/sworn affidavit, and full CSD report with SARS tax compliance status.

Stage 3: Mandatory requirements – fully completed SBD4, complete and signed pricing schedule/quotation, and a valid certificate of acceptability for food premises from the local municipality in the Northern Cape Province.

Stage 4: Price and specific goals – maximum 80 points for price using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), and up to 20 points for specific goals: black ownership (8 points for 100%, 4 for 51-99%), women ownership (4 points for 100%, 2 for 30-99%), youth ownership (4 points for 100%, 2 for 30-99%), and disability ownership (4 points for 20% or more owners with disability, 2 for 10-20%).

Stage 5: Due diligence, contract and award – the Commission may undertake due diligence and negotiate with the preferred bidder.

Event: NLC Heritage Day Celebration, Northern Cape office.

Date required: 23 September 2026. Lunch time: 12:00 pm. Venue: 11A Schmidtsdrift Road, Rhodesdene, Kimberley.

Catering for 12 delegates:

• Starch: 3 starches (rice, dumpling and pap).
• Meat: African variety, 4 meats — mala-mogodu, hard body chicken, chicken feet and lamb stew.
• Vegetables: 2 vegetables (beetroot and spinach/morogo without cream).
• Salads: 2 salads (chakalaka and potato salad).
• Beverages: 100% fruit juice (liquid fruit) and fizzy drinks in cans — 1 drink (can) per person.
• Special diet: vegetarian dish.

Service provider obligations:

• Bring own cutlery, plates, tablecloths, cups and serviettes.
• Deliver food on time.
• Print out the specification and bring it on the day.
• Use refuse bags and remove waste generated within the facility after the service.

Reporting: the service provider reports to the National Lotteries Commission.

Duration: one day (as per the specified day) after receipt of the appointment letter and purchase order.

Bidders may be requested to submit, via courier to the SCM unit of the NLC within a minimum of 3 working days from the date of request, hard copies of certified qualifications, memberships certificates, COIDA etc. Failure to submit within the requested period renders the bidder non-responsive.

The catering service provider must deliver food on time and remove waste generated within the facility after the service.

CSD registration — bidders must be registered on the Central Supplier Database (CSD) at www.csd.gov.za and provide their CSD registration number and a CSD summary report. The Commission may not award business to a bidder who has failed to register on the CSD.

Tax compliance — bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Where no TCS is available but the bidder is registered on the CSD, a CSD number must be provided. Each party in a consortium/JV/sub-contractor arrangement must submit a separate TCS certificate/PIN/CSD number.

B-BBEE — bidders must submit a B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.

COIDA — bidders must warrant that all employees (including those of any contractor) are covered under the Compensation for Occupational Injuries and Diseases Act, and may be required to provide proof of registration and good standing with the Compensation Fund.

Certificate of acceptability — a valid certificate of acceptability for food premises from the local municipality within the Northern Cape Province is a mandatory requirement.

POPIA — bidders must submit a signed POPIA consent form and consent to the processing of personal information.

National Industrial Participation Programme — applicable to contracts with imported content; bidders must sign and submit the relevant SBD.

The RFQ document contains confidential information; no part may be used or disclosed without prior written permission. Late and incomplete submissions will not be accepted. No services must be rendered before an official Commission Purchase Order is received. Bidders must not make news releases without consent. In case of contradiction, the RFQ stipulations take precedence. The Commission supports B-BBEE and requires bidders to demonstrate commitment. Bidders must comply with the National Industrial Participation Programme if applicable. Bids must be submitted in English. Bidders must warrant COIDA coverage for all employees. Personal information will be processed in accordance with POPIA. Bidders must not canvass Commission officers between closing and award. Collusion will lead to disqualification and restriction. Supplier performance will be monitored through reviews.

Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD registration number and a CSD summary report. They must be tax compliant. The service provider will report to the National Lotteries Commission. The expected duration of the service is one day after receipt of the appointment letter and purchase order.

Bidding procedure enquiries: Contact person NLC, telephone 012 432 1308. Technical enquiries: Contact person SCM, telephone 012 432 1302. Email for all questions: [email protected].