Vip catering services for ehlanzeni district municipality council chamber event

• Closing Date and Time: 26 June 2026 at 11:00.
• Delivery Date for Services: 30 June 2026.
• RFQ Validity Period: 90 days from closing date (may be extended via written notice).
• No briefing session is scheduled.

• Enquiries: Email [email protected].
• Submission: Email [email protected].
• Physical Delivery Address: Ehlanzeni District Municipality Council Chamber, Mpumalanga Province.

• Submit a formal quotation on your official company letterhead. Do not submit the RFQ document itself.
• Quotation must include: VAT per item (where applicable), your CSD (MAAA) number, and accurate banking details.
• Email your quotation to [email protected]. Use the RFQ number (RFQ54 AM (26/27)) in the email subject line.
• Late submissions will not be accepted.
• Required returnable documents: Completed and signed SBD 4, SBD 6.1, and CSD report.
• Do not deliver goods or services before receiving an official purchase order or formal appointment letter from DFFE.
• Award communication will be via an official purchase order or appointment letter. Do not commence work before receiving it.
• DFFE may accept any offer in full or in part; the lowest offer is not guaranteed acceptance.

• Formal quotation on company letterhead with VAT, CSD (MAAA) number, and banking details.
• Completed and signed SBD 4 and SBD 6.1.
• CSD report.

• Evaluation uses the 80/20 preference point system.
• Price (80 points): Scored using the formula Ps = 80
• (1 - (Pt - Pmin) / Pmin), where Pt is the tender price and Pmin is the lowest acceptable tender price.
• Specific Goals (20 points): Awarded for >50% ownership by Black People, Women, or People with Disabilities. 20 points if criteria met; 0 points otherwise.
• To claim preference points, submit: SBD 6.1, SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit, medical certificate (for disability claims), and CIPC ownership certificate.
• For joint ventures/consortia, average combined ownership is calculated to determine if the >50% threshold is met.

Mandatory Requirements (failure results in disqualification):

• Valid food and health certificate.
• Tax compliance (verified via CSD or SARS e-Filing).
• Registration on the Central Supplier Database (CSD) with a valid MAAA number.
• Submission of all required SBD documents (SBD 4, SBD 6.1).
• No listing on the National Treasury’s Database of Restricted Suppliers and Defaulters.

Disqualification Risks:

• Non-compliance with tax status (7-working-day rectification period allowed).
• Submission of fraudulent or inaccurate information (e.g., fake B-BBEE credentials, experience).
• False declarations on SBD documents.
• Failure to quote in line with specifications.
• Collusive bidding or corruption (may lead to criminal investigation and 10-year restriction from public sector contracts).

• Scope: Supply and delivery of catering services for 100 people at the Ehlanzeni District Municipality Council Chamber on 30 June 2026.
• Meal Times: Breakfast at 07:00 and Lunch at 13:00.

Breakfast Menu (100 pax):

• Beverages: Rooibos tea, Five Roses/Joko tea (or equivalent), assorted tea/coffee, hot/cold/powder milk, brown/white sugar, sweeteners, lemon slices.
• Food: Assorted sandwiches with fillings, scones, muffins.
• Serving Stations: 1 for ministerial briefing (10 pax), 2 for VIPs (90 pax).
• Extras: Paper serviettes, sachet condiments, utensils.

Lunch Menu (100 pax):

• Starches: Rice and samp.
• Salads: Potato salad and three-bean salad.
• Vegetables: Pumpkin and spinach.
• Meats: Roasted chicken and beef stew.
• Serving Stations: 2 serving stations (100 pax).
• Extras: Paper serviettes, sachet condiments, utensils.

Beverages:

• 400 x 300ml canned fruit juice (assorted flavours) for breakfast and lunch.
• 100 x 300ml soft drinks (assorted flavours, 1 per person) for lunch.
• 400 x 500ml water bottles (2 per person for breakfast and 2 per person for lunch).

Equipment to be Supplied:

• 3 urns (1 per serving station for boiling water; smaller urn for holding room).
• 2 x 10-meter extension cords.
• 4 trestle tables (2 per serving station).
• 4 tablecloths (2 per serving station).

Additional Requirements:

• Ensure sufficient personnel on site for food distribution.
• Pictures/brand names in the specification are for illustration; equivalent brands are acceptable.

Disqualification reasons include: tax non-compliance, submitting fraudulent information (e.g., false B-BBEE credentials or experience), false declarations on SBDs, being on the National Treasury restricted supplier list, or not quoting as per specification.

• Submit a detailed pricing schedule with your quotation.
• All prices must be firm and include 15% VAT.
• Total quoted price must include all delivery costs, taxes, and levies (PAYE, UIF, Skills Development Levy).
• Price validity period: 90 days from the RFQ closing date (26 June 2026). DFFE reserves the right to extend this period via written notice.
• Quotation must show: Total Amount (Excl. VAT), Total VAT, and Grand Total Amount (Incl. VAT).
• Do not commence delivery or services before receiving an official purchase order or appointment letter.

• Mandatory Documents:

• Valid Central Supplier Database (CSD) report with CSD MAAA number.
• Completed and signed SBD 4 and SBD 6.1 forms.
• Valid food and health certificate.

• Tax Compliance:

• Must be tax compliant (verified via CSD or SARS e-Filing).
• Non-compliance at award stage allows a 7-working-day rectification period. Continued non-compliance results in disqualification.

• B-bbee:

• Submit SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit to claim preference points for ownership.
• For joint ventures/consortia, average combined ownership is calculated to determine if >50% threshold is met.
• Submit CIPC ownership certificate.

• Foreign Suppliers:

• Complete a questionnaire regarding residency, branch, income, and tax liability in RSA.
• If answer is 'NO' to all questions, a SARS Tax Compliance Status PIN is not required.

• Disqualification Risks:

• Submitting fraudulent information (e.g., false B-BBEE credentials, experience).
• False declarations on SBD documents.
• Listing on the National Treasury’s Database of Restricted Suppliers and Defaulters.
• Failure to quote in line with specifications.
• Collusive bidding or corruption (may lead to criminal investigation and 10-year restriction from public sector contracts).

• Additional Notes:

• DFFE reserves the right to perform due diligence and request additional information.
• The Protection of Personal Information Act (POPIA) applies; DFFE will process bidder information confidentially for evaluation purposes only.

• For joint ventures/consortia, average combined ownership is calculated to determine if the >50% threshold for preference points is met.
• Submit a SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit and CIPC ownership certificate to claim points.

• DFFE reserves the right to perform due diligence, request additional information, reject improperly submitted quotations, and negotiate price with the recommended provider.
• The department is not obliged to accept the lowest price or any quotation.
• The Protection of Personal Information Act (POPIA) applies; DFFE will process bidder information confidentially for evaluation purposes only.
• Fraudulent claims can lead to disqualification, contract cancellation, recovery of damages, restriction from future business, and criminal prosecution.
• Award will be communicated via an official purchase order or appointment letter. Do not commence work before receiving it.
• DFFE may accept any offer in full or in part; the lowest offer is not guaranteed acceptance.

• Award will be communicated via an official purchase order or appointment letter. Do not commence work before receiving it.
• DFFE may accept any offer in full or in part; the lowest offer is not guaranteed acceptance.
• All prices quoted must be firm and inclusive of VAT (where applicable).
• No goods, services, or works must be prepared or delivered before an official purchase order or formal appointment letter is received.

• Foreign suppliers must complete a questionnaire regarding residency, branch, income, and tax liability in RSA. If the answer is 'NO' to all, a SARS Tax Compliance Status PIN is not required.

The 80/20 preference point system is used. Price (80 points) is scored using the formula Ps = 80

• (1 - (Pt - Pmin) / Pmin). Specific Goals (20 points) are awarded for >50% ownership by Black People, Women, or People with Disabilities. Claim points by submitting SBD 6.1 and supporting proof (B-BBEE certificate, CIPC ownership certificate, medical certificate for disability).