3-Year comprehensive catering service for khayelitsha district hospital (western cape health)

Closing date: 3 July 2026. Closing time: 11:00. Bid validity period: 90 days from closing date. Contract period: 3 years from signing date, with option to extend.

Bid procedure enquiries: Mr Rashaad Matthews, Directorate Supply Chain Sourcing, Western Cape Government Health. Email: [email protected]. Phone: (021) 483 2550. Technical/specification enquiries: Ms Sisanda Mgumane. Email: [email protected]. Phone: (021) 360 4614. Submission address: Bid box in the foyer of the Western Cape Government Building (next to Cape High Court, junction of Dorp and Keerom Streets, Cape Town).

Submit bids using official forms only—no re-typed documents. All pages must be original and signed; unsigned or incomplete documents may invalidate the bid. Each bid must be sealed in an envelope clearly marked with the bidder’s name, address, bid number (WCGHWSC0006/1/2026), and closing date. Deposit the envelope in the bid box marked 'DEPARTMENT OF HEALTH' in the foyer of the Western Cape Government Building (next to Cape High Court, junction of Dorp and Keerom Streets, Cape Town). The bid box is open 24/7. Late bids will not be accepted and will be returned unopened. Courier deliveries must follow the same sealing and deposit rules. For bid box location assistance, contact Mr Rashaad Matthews at (021) 483 2550 during office hours (7:00–15:00). No bidder names or prices will be read out after closing.

Please submit your bid on the official, not re-typed forms. Only original, signed documents will be considered. Failure to complete and sign bidding documents, certificates, questionnaires and specification forms may invalidate the bid. The date stamp on each page is for official use and not for completion by bidders.

Mandatory requirements: Registration on the Central Supplier Database (CSD) at bid closing; valid Tax Compliance Status (TCS) from SARS (7-day grace period for non-compliance); no directors/members in state service; submission of all mandatory documents (CSD registration, tax clearance, B-BBEE certificate). Preference points: B-BBEE status evaluated via WCBD6.1 form (not CSD/SEB); claims must be completed for both 80/20 and 90/10 preference systems. Technical criteria: Ability to meet menu/nutritional specifications (Tables 8–15); capacity to manage staffing, training, and hygiene standards; experience in hospital/large-scale catering (evidenced in Annexure B). Bid subject to Preferential Procurement Policy Framework Act, 2000, and Regulations, 2017.

Scope: Provision of a comprehensive catering service at Khayelitsha District Hospital (KDH) for 3 years, including a 2-week summer/winter menu cycle for normal and therapeutic diets, and a 24-hour hostess service from kitchen to ward to patient. Service must comply with South African Food-Based Dietary Guidelines and Provincial Meal Plan specifications. Patient meals are paid by KDH; non-patient meals are the service-provider’s responsibility. Alcohol and cigarettes are prohibited. KDH provides premises, equipment, utilities, and crockery. Service-provider responsibilities: Supply all food ingredients; maintain hygiene (HACCP-based system with monthly lab testing); manage staff (minimum levels per Table 4, including a dietician and on-site catering manager); provide PPE (N95 masks, gloves, aprons); ensure pest control (monthly fumigation with certificates); replace damaged/lost crockery/cutlery; and adhere to portion sizes (Tables 13–14) and nutritional standards (Table 15). Penalties apply for non-compliance (Table 7).

Implement HACCP-based safe catering system with monthly bacterial lab testing (food samples, equipment swabs). Results must be submitted to KDH’s Contract Manager. Food handling procedures: Examine food on receipt for expiry, damage, pests, temperature; store/prepare/cook appropriately; maintain correct temperatures (including transit). KDH Contract Manager conducts regular inspections and can demand immediate rectification. Hygiene audits: Minimum 75% compliance required; follow-up audits within 48 hours if non-compliant (fines apply). Annual Food Service Management Assessment using National Food Service Monitoring Tool—full compliance mandatory. Service-provider must provide a dietician (employed or contracted) and oversee quantity/quality control, premises, equipment, and accounting.

Pricing must be quoted per meal per patient per day for all menu categories (Items 1–14 in WCBD3.2): Normal/full diet (adults), high-protein/high-energy, light/low-residue, diabetic (8,400 kJ), full/clear fluid, soft, renal (60g protein), psychiatric, pureed (babies 6–12 months), toddler, paediatric (3–6 years), snack meals. Include cost breakdown for total service (Item 14). Pricing must align with portion sizes (Tables 13–14) and nutritional standards (Table 15). Special meals (Easter, Christmas, New Year) provided at no additional cost. Non-patient meals (e.g., staff) are service-provider’s responsibility. Monthly invoices must use Annexure E3 format; broadsheets (E2) and daily provisions statements (E1) required.

Pricing must be quoted per meal served per patient per day, based on the Catering and Food Specification (WCBD3.2 forms, Items 1–14). Include cost breakdowns for all menu types (normal, therapeutic, paediatric, etc.). Service-provider bears costs for: non-patient meals; staff meals; transport and trolleys; cleaning materials; pest control; replacement of damaged equipment/crockery; and additional security. Monthly invoices must align with accepted pricing schedules. Payment terms and accounting schedules are detailed in Annexures E1–E3.

Mandatory: CSD registration at bid closing (verify/update status at www.csd.gov.za; contact [email protected] for issues). Tax Compliance: Valid TCS certificate from SARS (apply via e-Filing at www.sars.gov.za). Submit printed TCS certificate with bid if applicable. For consortia/joint ventures, each party must provide separate TCS and CSD numbers. No bids from state employees or entities with state-employed directors/members. B-BBEE: Submit WCBD6.1 form (not CSD/SEB status) for preference points; include 80/20 and 90/10 claims. EMEs/QSEs must submit a sworn affidavit or SANAS-accredited verification certificate. Foreign suppliers: Register for tax compliance if applicable (see bid document for exemptions).

B-BBEE status evaluated via WCBD6.1 form (not CSD/SEB). Complete claims for both 80/20 and 90/10 preference point systems. Submit B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs). Certificate must be SANAS-accredited if applicable. All mandatory B-BBEE documents on CSD will be accepted for formal bids.

Staff must wear PPE (N95/disposable surgical masks, gloves, aprons, headgear) in designated areas (e.g., isolation wards). Uniforms: White chef jackets, shirts, butcher aprons for cooks; disposable PPE as required. Service-provider must ensure staff are in good health (no infectious diseases) and provide hepatitis B vaccination proof for all staff at contract start and for new hires. Hygiene standards: 75% minimum in audits; spot checks may incur fines (R500–R2,000 per incident). Waste disposal: Use 20-micron refuse bags with cable ties; KDH disposes of waste at no cost. Water/electricity wastage: Spot fines of R500 per incident for running taps or unused appliances.

Waste management: Service-provider must place all food waste (excluding bones) in sturdy 20-micron refuse bags sealed with cable ties. KDH provides macerators for food-preparation waste. Bags go into KDH’s waste containers for disposal. Pest control: Monthly fumigation contract required; dated certificates must be provided to KDH. Cleaning: Service-provider supplies all cleaning materials (Table 6) and maintains premises/equipment in clean, hygienic condition. Environmental health: Food must comply with SABS specifications; regular health inspections and audits apply.

Contract duration: 3 years from signing date, with option to extend. Subject to General Conditions of Contract (GCC) and any Special Conditions of Contract. Successful bidder must sign WCBD7.1 contract form. Termination: Immediate written notice for non-compliance with food quality/quantity (Paragraph 2.5.1.4) or breach of GCC (Paragraphs 21–22). Dispute resolution: Mediation (Paragraph 4.15.1) or arbitration (Paragraph 4.15.2). Breach penalties: Fines for infringements (Table 7) or contract termination. Contract may be extended by WCGHW after 36 months.

Mandatory: CSD registration (verify at www.csd.gov.za; contact [email protected]). Tax Compliance: Valid TCS certificate (SARS e-Filing); 7-day grace for non-compliance. No state-employed directors/members. Submit all mandatory documents (CSD, TCS, B-BBEE certificate, WCBD6.1, WCBD4). Foreign suppliers: Register for tax compliance if applicable (exempt if no RSA presence/income/liability). B-BBEE: WCBD6.1 form required for preference points; EMEs/QSEs must submit sworn affidavit or SANAS-accredited certificate. Failure to comply with any requirement may invalidate the bid.

Table 18.1 Quality standard - fresh fruit 42

Table 18.2 Quality - tinned fruit 42

Table 18.3 Quality standards for selected products 43

Paragraph 4.1.2 - Compulsory evaluation documents - declaration affidavit 44 - 45

Paragraph 4.1.3 - Other compulsory evaluation documents 46 - 47

Paragraph 4.3 Bid evaluation 48

Item 8 Menu H: Renal diet, 60 grams 69 - 70

WCBD 6.1 Preference Points Claim Form; 85 - 90

status on the SEB or CSD. Please complete your claims for both the 80/20 and 90/10 preference points systems

Paragraph 3.2.1 Product quality specifications 38 - 43

who are in Stage 1 diarrhoea