Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Issuing Organization
Passenger Rail Agency of South Africa (PRASA)Location
Eastern Cape
Closing Date
29 Oct 2026
Documents available on tender detail page
Tender Type
Request for Quotation
Delivery Location
8 station street, Station building - East london - East london - 5200
Organization Type
GOVERNMENT
Published
22 Oct 2026
OCDS Reference
ocds-9t57fa-175190
PRASA requires a service provider to deliver catering services across the eastern cape region for 36 months on an as-and-when-required basis, covering executive and standard buffet menus, refreshments, packed lunches and the hire of event equipment such as a 300-seat white steel-frame tent, pa system, cordless roving microphones and podium. Menus must accommodate vegan and halaal dietary requirements, and the supplier must provide trained staff, plates and utensils for buffet service, and emergency short-notice catering. Bids close on 29 october 2026 at 12:00 and are scored 80 points for price and 20 for specific goals under the 80/20 preference system. The decisive hurdle is stage 1a: the prescribed pricing schedule, a signed submission register, certified fedhasa (or equivalent) registration and a certified certificate of acceptability must all be in the bid box at NO. 8 station street, east london by the closing time, or the bid is disqualified.
Closing and submission: 29 October 2026 at 12:00, sealed envelope placed in the bid box at No. 8 Station Street, Station Building, East London, 5200; late bids are not accepted and no compulsory briefing or site visit is required.
Stage 1A disqualifiers: the Section 4 Price Schedule and Pricing and Delivery Form completed in full in the prescribed format, the submission register signed at SCM reception, a certified copy of catering professional-body registration (e.g. FEDHASA) and a certified copy of the Certificate of Acceptability must all be submitted by the closing time — any omission disqualifies.
Catering credentials: registration with a recognised catering professional body such as FEDHASA and a valid Certificate of Acceptability, both as certified copies, are mandatory rather than scoreable.
Pricing: complete the Section 8 Pricing Schedule in South African Rand inclusive of all applicable taxes, on a firm-price basis with cost breakdown and escalation formula; using any other pricing format may render the bid non-responsive, and only unconditional discounts are considered at final evaluation.
Evaluation: 80 points for price using Ps = 80 × (1 − (Pt − Pmin)/Pmin) and 20 points for specific goals — 10 points for an EME that is 51% black owned and 10 points for a 51% black owned bidder, each requiring audited annual financial statements, a B-BBEE certificate, an affidavit or CIPC documents; no proof means no preference points.
Compliance registrations: self-registration on National Treasury's CSD (https://secure.csd.gov.za/) is compulsory for award, with a valid Tax Clearance Certificate valid on the closing date plus a SARS-issued PIN or CSD number; each consortium, joint venture or subcontractor party must submit its own TCS certificate, PIN and CSD number.
Post-award and validity: company registration documents, directors' identity documents, tax clearance, CSD number, proof of bank account and any JV/consortium agreement or trust deed must be produced within seven days of PRASA's request or the award is recalled; bids must remain valid for 60 working days from the closing date, and canvassing any SCM officer or PRASA employee between closing and award is a disqualification risk.
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Date & Time
Thursday, 29 October 2026 - 12:00
Venue
null
Categories
Request for Quotation
8 station street, Station building - East london - East london - 5200
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Recommended Certifications
Having these can improve your winning chances: HACCP Certification, ISO 22000 (Food Safety Management)
AI Document Analysis Stages
Description
22 Oct
2026
Tender Published
Tender was published
29 Oct
2026
Closing Date
Tender closing date
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
These rules commonly apply to South African public-sector procurement.
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Act 108 of 1996 (s217)
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf
Passenger Rail Agency of South Africa (PRASA) seeks a service provider for catering services on an as-and-when-required basis for 36 months in the Eastern Cape region. The contract covers executive and standard buffet menus, refreshments, and equipment hire, with pricing submitted for three years.
To download these documents and access AI-powered analysis, visit the main tender page.
Organization
Passenger Rail Agency of South Africa (PRASA)Contact Person
Simnikiwe Nqulo
Phone
012-748-7456
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Catering services for PRASA in the Eastern Cape Region over 36 months, on an as-and-when-required basis. The scope covers executive breakfast, executive lunch and standard lunch menus (all buffet style), refreshments, and hire of event equipment such as tents, PA systems, furniture, tableware and décor.
Important Dates
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Closing: 29 October 2026 at 12:00.
No compulsory briefing or site visit is stated.
Validity period: 60 working days from the closing date; PRASA may request an extension on the same terms.
Contact Information
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Bidding procedure enquiries
Complaints
Bid submission address
Bid box
No. 8 Station Street
Station Building
East London
5200
Submission Guidelines
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Submission method: sealed envelope deposited in the bid box at No. 8 Station Street, Station Building, East London, 5200.
Closing: 29 October 2026 at 12:00. Late bids are not accepted.
Submission register: bidders must complete and sign the register at reception at the SCM Offices when handing in documents.
Format: use the official forms as issued — bids may not be re-typed; all prices in South African Rand including all applicable taxes.
Stage 1A returnable documents (non-submission by the closing date and time disqualifies):
Stage 1B documents (may be requested within seven days of award; failure recalls the award):
Stage 1C scoring documents (optional; no submission scores zero for that criterion): audited annual financial statements or B-BBEE certificate/affidavit; CIPC documents or B-BBEE certificate/affidavit.
Standard forms: SBD 1 (invitation to bid cover), SBD 4 (declaration of interest), SBD 6.1 (preference points claim).
Disqualification risks:
Returnable Documents
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Three categories of returnable documents.
Mandatory (Stage 1A) — non-submission by the closing date and time disqualifies:
Stage 1B — basic compliance documents, to be produced within seven days of request, failing which the award is recalled:
Scoring documents (Stage 1C, optional; no submission scores zero): audited annual financial statements or B-BBEE certificate/affidavit; CIPC documents or B-BBEE certificate/affidavit.
Evaluation Criteria
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Stage 1A — mandatory requirements; only compliant bidders are evaluated further and non-compliance disqualifies.
Stage 1B — other mandatory compliance documents, called for within seven days of request.
Stage 1C — documents used for scoring; not mandatory, but no submission scores zero.
Stage 2 — Price and Specific Goals.
Points: Price 80; Specific Goals 20; total 100.
Preference point system: 80/20.
Price formula: Ps = 80 × (1 − (Pt − Pmin)/Pmin), where Pt is the bid price and Pmin the lowest acceptable price.
Specific goals (20 points):
No proof submitted with the bid means the preference points are not claimed.
Administrative responsiveness: bids must be complete and include all returnable documents; incomplete bids are disqualified.
PRASA may award to the highest scoring bidder unless objective criteria justify another award.
Technical Specifications
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Scope: catering services for PRASA in the Eastern Cape Region over 36 months, on an as-and-when-required basis.
Executive breakfast menu (buffet): tea, coffee, still and sparkling bottled water, 340 ml juice (including sugar-free), 440 ml fizzy cans (including sugar-free), 300 ml flavoured smoothies, liquid milk, brown sugar, sweeteners, fresh assorted muffins per 6-pack (poppy seed, blueberry, banana, carrot), fresh scones, assorted sandwiches, cheddar cheese, 15 g mini jam tubs, 8 g mini butter tubs, savoury and plain croissants, mixed fruit per 1 kg, double and single cream yoghurt per 6-pack (plain, granadilla, strawberry), muesli.
Executive lunch menu (buffet): basmati rice, steamed bread or pap, roasted potatoes, butternut or roasted mixed vegetables, creamed spinach, roasted chicken or butter chicken, mutton stew, butterfish, two salads (beetroot, chakalaka or potato), green salad.
Standard lunch menu (buffet): normal rice, samp and beans or steamed bread, spinach, butternut or roasted mixed vegetables, roasted chicken, beef/chicken/mutton stew, vegan lunch pack, two salads, green salad, butterfish, packed lunch in a paper bag (50 g energy bar, small chips, apple, water, boerewors roll), fruit basket (biltong, small chips, dried fruit, 1 L fruit juice, 1 L sparkling water, chocolate).
Refreshments: shortbread, creamed choc coconut, classic coconut and ginger biscuits (200 g each), still and sparkling water per 6-pack, 340 ml assorted juice per 6-pack, 440 ml assorted fizzy cans per 6-pack, 2 kg brown sugar, sweeteners per 100 sticks, 95 g freeze-dried instant coffee, 100 g teabags per box, liquid milk per 6 × 1 litre.
Equipment to be hired: picture stand, thick white candles and stands, flower vase, coffin spray for male and female, bunch of flowers, white square tablecloths, chair covers and tie-backs (PRASA blue), black plastic chairs, executive chairs, artificial grass, disposable coffee cups with lids, white structured steel-frame tent seating 300 people, PA system, two cordless roving microphones, clear podium.
Service standards:
Pricing Schedule
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdfPrices in South African Rand, inclusive of all applicable taxes, on a firm basis.
Complete the bill of quantities in line with the schedule, with a cost breakdown and the price escalation basis and formula.
Use the prescribed price schedule only; deviation may render the bid non-responsive.
Unconditional discounts are considered only in the final evaluation stage.
If the highest scoring bidder's price is not market related, PRASA may negotiate with the highest, then second, then third scoring bidder; if no market-related price is agreed, the RFQ is cancelled.
Bidders must state their earliest delivery period in working days from date of order.
The Section 8 schedule lists items with units of measure and quantities for Year 1, Year 2 and Year 3, covering refreshments, platters, disposables, event equipment and menus.
Financial Requirements
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Pricing format: complete the Section 8 Pricing Schedule; prices in South African Rand inclusive of all applicable taxes; firm prices with the basis stated; bill of quantities completed in line with the schedule; cost breakdown and price escalation basis/formula required.
Pricing must follow the prescribed schedule — a different format may render the bid non-responsive.
Unconditional discounts are considered only in the final evaluation stage.
Market-related price: if the highest scoring bidder's price is not market related, PRASA may negotiate with the highest, then second, then third scoring bidder; if no market-related price is agreed, the RFQ is cancelled.
Payment: within 30 days of receipt of a correct tax invoice.
Warranty: items must be fit for purpose and free from defects for one year from acceptance, unless the order states otherwise.
Delivery period: bidders must offer their earliest delivery period in working days from date of order.
Compliance Requirements
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)CSD: bidders must self-register on National Treasury's Central Supplier Database (https://secure.csd.gov.za/); no award may be made to an unregistered supplier. Only foreign suppliers with no local registered entity are exempt.
Tax: valid Tax Clearance Certificate valid on the closing date, plus a SARS-issued tax compliance PIN or CSD number. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate/PIN/CSD number.
Catering professional registration: registration with a recognised catering body such as FEDHASA, with a certified copy of the certificate.
Certificate of Acceptability: certified copy required.
B-BBEE: preference points claimed under the 80/20 system — EME 51% black owned (10 points) and 51% black owned (10 points), supported by audited annual financial statements, B-BBEE certificate, affidavit or CIPC documents.
Company documents: CIPC registration documents and directors' identity documents.
Banking: proof of bank account.
Joint ventures/consortia: signed agreement, trust deed or written confirmation of intent.
SBD forms: SBD 1, SBD 4 and SBD 6.1 must be completed and signed.
Exclusion: bids from persons in the service of the state, or companies with directors who are, will not be considered. Persons on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
Legal compliance: the successful bidder must comply with all applicable national and local laws.
B-BBEE Requirements
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Preference point system: 80/20, with 20 points for specific goals.
Points not claimed with supporting proof submitted by the closing date are not awarded.
Contractual Terms
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdfPayment: within 30 days of receipt of a correct tax invoice.
Delivery: on or before the date in the order; late delivery or completion may attract a penalty where imposed; no payment for items not supplied as ordered.
Rejection: PRASA may reject non-conforming items or services in writing; rejected goods are returned at the supplier's risk and cost and replacements or rework must be provided within the stated period.
Warranty: items must be fit for purpose and free from defects for one year from acceptance, unless the order states otherwise.
Indemnity: the supplier indemnifies PRASA against claims arising from negligence, infringement of rights, breach of statutory duty or defective design, materials or workmanship.
Subcontracting: only with PRASA's prior approval; the successful bidder remains liable for performance.
Governing law: South African law, non-exclusive jurisdiction of the South African courts.
Termination: PRASA may terminate the contract for repeated non-performance.
Special Conditions
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Validity: 60 working days from the closing date; PRASA may request an extension on the same terms if internal processes are not finalised.
POPIA: PRASA processes respondents' personal data only for evaluation and award, and requires respondents to treat PRASA's personal information the same way.
Publication: awards, amendments and cancellations are published on the National Treasury e-Tender portal.
Legal review: proposed contractual terms from a respondent are subject to acceptance or rejection by PRASA's Legal Counsel before award.
No canvassing: any attempt to canvass an SCM officer or PRASA employee between the closing date and award may disqualify the bid.
Changes: no changes to a quotation are accepted after the closing date and time.
Binding offer: a quotation is deemed an offer; any exceptions must be stated clearly.
PRASA's rights: it may modify the requirement and call for re-bids, reject non-conforming or late quotations, cancel the contract if information supplied proves incorrect, and negotiate a market-related price.
If the preferred bidder does not sign or commence within a reasonable period, PRASA may award to the next highest ranked bidder at the quoted price.
Requirements
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdf (RFQ)Stage 1A (non-compliance disqualifies): complete Price Schedule and Pricing and Delivery Form (Section 4); sign the submission register at the SCM Offices; certified copy of registration with a catering professional body such as FEDHASA; certified copy of the Certificate of Acceptability.
Stage 1B (produce within seven days of request, failing which the award is recalled): company registration documents; directors' identity documents; valid Tax Clearance Certificate and SARS PIN; CSD registration number; proof of bank account; JV/consortium agreement or trust deed where applicable; all RFQ documentation, declarations and SBDs completed and signed.
Stage 1C (scoring documents; no submission scores zero): audited annual financial statements or B-BBEE certificate/affidavit; CIPC documents or B-BBEE certificate/affidavit.
Tax and CSD: bidders must be tax compliant with a SARS PIN and registered on the CSD.
Service standards: fresh food; on-time delivery and set-up; special dietary requirements (vegan, halaal) accommodated; presentation standards maintained; trained staff where required; emergency short-notice catering; plates and utensils supplied for buffet serving; equipment of acceptable standard.
Section
Source: APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CATERING SERVICES FOR A PERIOD OF 36 MONTHS ON AN AS AND WHEN REQUIRED BASIS AT PRASA IN THE EASTER .pdfStage 1 — compliance: Stage 1A mandatory requirements, Stage 1B other mandatory documents, Stage 1C documents used for scoring.
Stage 2 — Price and Specific Goals.
Price: 80 points. Specific goals: 20 points. Total: 100 points.
Preference point system: 80/20.
Price formula: Ps = 80 × (1 − (Pt − Pmin)/Pmin).
Administrative responsiveness: incomplete bids are disqualified.
Validity period: 60 working days from the closing date.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Act 5 of 2000
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Act 12 of 2004
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Act 28 of 2024
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Act 2 of 2000
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Act 3 of 2000
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
These rules are linked to the work category, industry, or regulated service area.
Act 54 of 1972
Relevant to food safety, catering, canteens, food handling and nutrition-programme procurement.
Relevant because this tender appears to involve food supply, catering, canteens, nutrition programmes, or food handling.
Act 85 of 1993
Sets health and safety duties for contractors, employers and service providers working on public-sector sites.
Relevant because this tender appears to involve food supply, catering, canteens, nutrition programmes, or food handling.
Act 40 of 2000
Relevant where meat products, meat handling or abattoir certification may apply.
Relevant because this tender appears to involve food supply, catering, canteens, nutrition programmes, or food handling.
Address
8 station street, Station building - East london - East london - 5200
Source confidence
High source confidence
Official source
eTenders.gov.za
Documents found
1
Last checked
22 Oct 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
Key Personnel
Median Estimate
R 3 786 744
Range
Based on 14 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
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