Panel of prestige grocery suppliers for the presidency (3 years, 4 lots)

Closing date: 05 November 2026 at 11:00

Compulsory briefing session: 26 October 2026 at 13:00, via Microsoft Teams (link provided in the bid document; attendance confirmed by register or certificate)

SCM enquiries:

• Contact: Elmarie Pretorius (SCM Acquisition Office)
• Email: [email protected]
• Telephone: N/A

Technical enquiries:

• Contact: Themba Chauke
• Email: [email protected]
• Telephone: N/A

General tender enquiries:

• Email: [email protected]

Submission address:

Union Buildings

Government Avenue

Arcadia

0001

Submission method: sealed envelope deposited in the bid box at Union Buildings, Government Avenue, Arcadia, 0001.

• Original bid document (mandatory) plus one hard copy (photocopy) and one soft copy in PDF format on a flash drive or portable hard drive, all in one sealed envelope.
• All SBD forms must be completed in full in black ink; changes must be countersigned; Tippex not permitted.
• Late, telegraphic, telefax or emailed bids will be disqualified.
• The pricing schedule (Annexure B) and SBD 3.2 must be attached and marked PRICING SCHEDULE.
• Returnable forms: SBD 1 (Invitation to Bid), SBD 3.2 (Pricing Schedule – non-firm prices), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7 (Contract Form – for successful bidder).
• Proof of authority (e.g. company resolution) must accompany the signed bid.
• Failure to submit the original bid document results in disqualification.

Evaluation follows a three-phase process using the 80/20 preference point system.

Phase 1 – Mandatory and administrative compliance:

• Mandatory requirements (disqualifying if not met): letter of financial ability/good standing, completed SBD 1, completed SBD 3.2, Certificate of Acceptability (R.638), proof of insulated transportation, ISO/SANS 9001:2015, SANS 10330 (HACCP), SANS 10133, proof of footprint in Gauteng, Western Cape and KwaZulu-Natal, and attendance at the compulsory briefing.
• Administrative compliance (correctable within a reasonable period): SBD 4, SBD 6.1, ID copies of employees and owners, CIPC registration, tax compliance status, CSD registration, Halaal certificate, and joint venture/consortium agreements if applicable.

Phase 2 – Functional/technical evaluation (per Lot):

• Stage 1 Desktop evaluation (total 75 points, minimum threshold 45):
• Company experience in delivering groceries to prestige clients (30 points): less than 5 years = 0; 5–7 years = 9; >7–10 years = 11; >10 years = 15. Service performance: <50% = 0; 50–69% = 8; 70–79% = 10; 80–90% = 12; >90% = 15.
• Project Manager's experience (15 points): less than 5 years = 0; 5–7 years = 10; >7–9 years = 12; >9 years = 15.
• Minimum of three completed projects of at least R500,000 each (10 points): less than 3 = 0; 3–5 = 8; more than 5 = 10.
• Methodology approach (20 points): no plan or plan without clear deliverables = 0; limited plan = 10; detailed plan with clear deliverables and timeframes = 20.
• Stage 2: Company presentation evaluation (25 points, minimum threshold 13):
• Proposed project plan (13 points): non-feasible = 0; feasible = 7; fully compatible = 13.
• Previous knowledge and experience (12 points): non-compliant = 0; partially compliant = 6; fully compliant = 12.

Phase 3 – Price and specific goals:

• 80/20 system: price 80 points, specific goals 20 points.
• Specific goals: women-owned (10 points), youth-owned (3 points), people with disabilities (2 points), black women-owned (5 points).
• Bidders must submit proof for claimed specific goals (e.g. ID documents, CSD verification) or forfeit those points.
• Panel selection based on highest preferential points; the BEC determines the maximum number of bidders on the panel.

The Presidency requires a panel of prestige service providers for the supply and delivery of groceries across four Lots, for a three-year period. Bidders may bid for one or more Lots; a separate pricing schedule and technical submission are required for each selected Lot.

Lot 1 – Dry goods, groceries, dairy, frozen foods and beverages:

• Includes dry goods (rice, pasta, flour, sugar, cereals, canned goods, condiments, oils), dairy (milk, cheese, yoghurt, butter, cream – fresh and UHT), frozen foods, bakery products, hospitality consumables, and beverages (soft drinks, water, cordials, wines and spirits).
• Ambient goods: standard delivery vehicles.
• Fresh dairy: refrigerated transport at 0°C to 4°C.
• Frozen: transport at -18°C or below.
• Minimum shelf life at delivery: 6 months for dry goods; 5 days for fresh dairy; 50% of shelf life remaining for frozen.

Lot 2 – Fresh fruit and vegetables:

• Includes fresh seasonal fruit, fresh vegetables, salad ingredients and garnishes, and organic/premium-grade produce where specified.
• Refrigerated transport at 2°C to 7°C.
• Produce must be fresh, free of damage, disease, bruising or contamination.
• Minimum shelf life: not less than 3 days remaining at delivery.
• No previously frozen produce may be supplied as fresh.

Lot 3 – Fish and seafood:

• Includes fresh fish (hake, salmon, tuna, yellowtail, kingklip and other approved species), fresh shellfish (prawns, mussels, calamari, oysters), frozen seafood, and smoked fish/seafood for prestige platters.
• All products must be fresh and never previously frozen unless specified otherwise.
• Refrigerated transport at 0°C to 4°C for fresh fish; frozen at -18°C or below.
• Must comply with SANS and Department of Agriculture fish quality standards.
• HACCP certification mandatory for this Lot.

Lot 4 – Meat and poultry:

• Beef and lamb: A2 and A3 grade only (stamp must be visible).
• Pork: Classes P and O only.
• Chicken and poultry: A Grade only.
• Mince: 100% A Grade beef only.
• Processed meat products (cold meats, charcuterie) for prestige platters.
• All meat and poultry must be fresh and never previously frozen.
• Refrigerated transport at 0°C to 7°C.
• Carcasses approved per veterinary requirements.
• Packaging: clear see-through plastic bags with butchery stamp, date and validity.
• No foreign odour, bruising, decay or disease; free from skirting, neck tissue and udder material.

General requirements:

• Delivery within 12 hours of purchase order, 7 days a week including public holidays.
• All perishables delivered in clean, closed, insulated refrigerated vehicles; temperature not exceeding 7°C for chilled and -18°C for frozen.
• Vehicles must comply with Regulation R.364; proof of vehicle compliance and temperature monitoring logs available on request.
• All food subject to inspection and approval by the receiving officer; the department may conduct unannounced inspections and reject non-conforming consignments.
• Bidders must have a footprint in Gauteng, Western Cape and KwaZulu-Natal (proof of residence required).
• Bidders must demonstrate capacity for short-notice orders, reliable cold chain, and contingency arrangements for supply disruptions.
• Project manager must be appointed to oversee order processing, customer communication, complaints, and reporting.

Methodology requirements:

• Provide a detailed project plan showing how purchase orders will be handled, including clear deliverables, response times for short-notice orders, escalation procedures, and timeframes for each task.
• Demonstrate capacity for fast and reliable supply, reliable cold chain, and contingency arrangements for supply disruptions.
• Provide proof of vehicle registration if owned, or a formal agreement with a third-party transporter.
• The project plan will be evaluated in Stage 1 (desktop) and Stage 2 (presentation).
• Stage 2 presentation must cover: provincial rollout plan, staffing and account management, and risk and contingency planning.

Experience and qualifications:

• Bidder must have a minimum of 5 years' experience in supplying and delivering goods in the Lots bid, to prestige institutional or hospitality clients (e.g. boards of blue-chip companies, diplomatic functions, World Bank, UN).
• The Presidency returnable project reference form (Annexure A) must be completed, signed, and include contact details of clients.
• Project Manager must have 5 years' experience in corporate and hospitality environments; detailed CV required.
• Minimum of three completed projects, each with a value of at least R500,000.
• Experience will be scored: less than 5 years = 0; 5–7 years = 9; >7–10 years = 11; >10 years = 15.
• Service performance: <50% = 0; 50–69% = 8; 70–79% = 10; 80–90% = 12; >90% = 15.
• Project Manager experience: less than 5 years = 0; 5–7 years = 10; >7–9 years = 12; >9 years = 15.
• Completed projects: less than 3 = 0; 3–5 = 8; more than 5 = 10.

Quality standards:

• All goods must comply with applicable food safety, hygiene and transportation legislation.
• Meat grades: beef and lamb A2/A3, pork classes P and O, chicken A Grade, mince 100% A Grade beef.
• All meat, meat products and fish must be fresh and never previously frozen.
• Products must be inspected and approved by the receiving officer at delivery.
• Sampling and testing per the Agricultural Product Standard Act, 1990.
• The department may conduct unannounced inspections; deviations lead to rejection of the whole consignment.
• Meat appearance: characteristic colour, no foreign odour, clean, free from bruising, decay or disease; no skirting, neck or udder material.
• Packaging: clear see-through plastic bags with butchery stamp, date and validity; comply with Labelling Regulations under the Foodstuffs, Cosmetics and Disinfectants Act, 1972.
• Transportation: clean, closed, insulated refrigerated vehicles; temperature not exceeding 7°C for chilled and -18°C for frozen; comply with Regulation R.364; temperature monitoring logs available on request.
• National standards: ISO 9001:2015/SANS 9001:2015, SANS 10330:2020 (HACCP), ISO 22000:2018, SANS 10133:2011. Newer versions apply.

Pricing schedule requirements:

• Use SBD 3.2 (non-firm prices) – prices include VAT and all applicable taxes.
• A separate pricing schedule must be submitted for each Lot selected.
• Offer valid for 120 days from closing date.
• Price escalation formula applies: 85% of original bid price subject to escalation based on specified indices; 15% firm.
• Provide a breakdown of price factors (labour, transport, etc.) totalling 100%.
• The pricing schedule (Annexure B) and SBD 3.2 must be attached and marked PRICING SCHEDULE.
• Letter of financial ability/good standing required, confirming capacity up to R500,000.

Pricing schedule: SBD 3.2 – non-firm prices (subject to escalation). Prices must include VAT and all applicable taxes.

• A separate pricing schedule must be submitted for each delivery point if pricing differs.
• Offer validity: 120 days from closing date.
• Price escalation formula applies: 85% of the original bid price subject to escalation based on specified indices; 15% remains firm.
• Bidders must provide a breakdown of price factors (labour, transport, etc.) totalling 100%.
• Letter of financial ability/good standing required, confirming capacity to undertake projects up to R500,000. Must be on bank or financial institution letterhead, addressed to the bidder, with branch code, account number, date opened, and bank rating or confirmation of financial capability. Alternatively, a written confirmation from a Development Institution or NCR-licensed micro money lender undertaking to provide funding up to R500,000.
• Payment: within 30 days after receipt of a formal invoice.
• No bid security, bond or guarantee specified.

Mandatory compliance:

• CSD registration (CSD number) or SARS tax pin; tax compliance status required.
• Valid Certificate of Acceptability (Regulation R.638) for food premises.
• ISO/SANS 9001:2015 (Quality Management Systems) certificate.
• SANS 10330 (HACCP) certificate.
• SANS 10133 (application of pesticides in food handling) certificate.
• Halaal certification (or proof of sub-contracted Halaal-certified suppliers).
• Proof of insulated transportation: vehicle registration if owned, or third-party agreement if outsourced.
• Proof of footprint in Gauteng, Western Cape and KwaZulu-Natal (municipality bill, rental or lease agreement).
• Attendance at compulsory briefing session.
• CIPC company registration document.
• ID copies of employees and owners (subject to security screening).
• Bidders must not be persons in the service of the state, nor companies with directors who are state employees.
• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Joint ventures/consortia: signed agreement, SARS pin codes for each party, consolidated CSD registration.
• Successful bidders must submit a valid original tax clearance certificate annually for the contract duration.
• Security clearance required for successful bidders and assigned staff; negative outcome leads to disqualification.
• Non-Disclosure Agreement (NDA) required regarding orders and delivery premises.

Health and safety compliance:

• Applicable legislation includes the Occupational Health and Safety Act, 1993, Compensation for Occupational Injuries and Diseases Act, 1993, and Unemployment Insurance Act.
• Food safety and hygiene standards per Regulation R.364 and the Foodstuffs, Cosmetics and Disinfectants Act, 1972.
• Vehicles and premises must comply with general hygiene requirements for food premises and transportation.
• Proof of vehicle compliance and temperature monitoring logs must be available on request.

Contract duration: three years, commencing on the date of contract signature.

• A service level agreement (SLA) will be signed with appointed panel bidders.
• Payment within 30 days of a formal invoice.
• The Presidency may terminate the contract for negligence or non-performance.
• The Presidency may procure outside the contract if the panel provider fails to meet delivery times or SLA terms.
• The Presidency may conduct unannounced inspections of production processes, products, vehicles and premises; non-conforming consignments will be rejected.
• Equivalent branding: if an alternative brand is offered, it must be explicitly stated; if rejected for quality, the bidder must supply the originally specified brand or the bid is disqualified.
• Successful bidders and staff must undergo security clearance and sign an NDA.
• Contractual breaches or performance risks must be escalated by the Project Manager to SCM and management per the SLA escalation procedure.

Additional evaluation criteria:

• Evaluation is per Lot; bidders must indicate which Lots they are bidding for.
• Phase 1: Mandatory and administrative compliance (disqualifying if mandatory documents missing).
• Phase 2: Functional/technical evaluation – Stage 1 desktop (75 points, minimum 45) and Stage 2 presentation (25 points, minimum 13).
• Phase 3: Price and specific goals (80/20 system).
• The BEC determines the maximum number of bidders on the panel based on budget and fair opportunity.
• Ranking based on highest preferential points scored.