Catering services at boiketlong old age home – 3-Year contract (free state department of social development)

Advert date: 09 October 2026

Closing date: 02 November 2026 at 11:00

Validity period: 120 days from closing date

Contract period: 3 years, with option to extend for a further 12 months

No compulsory briefing or site visit is stated.

Bidding procedure enquiries:

• Contact: Mr. Tsoloane Matshaba
• Email: [email protected]
• Telephone: 051 409 0615

Technical enquiries:

• Contact: Ms. Nthabiseng Mabula
• Email: [email protected]
• Telephone: 051 409 0533

Submission address:

Bid Box, Main Entrance Foyer

Civilia Building, 14 Mariam Makeba Street

Bloemfontein, 9300

Submission method: sealed bid document, clearly marked FSDSD (T) 009/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, 14 Mariam Makeba Street, Bloemfontein, 9300.

Access hours: Civilia Building ground floor accessible 07:30–16:00 on working days.

Closing: 02 November 2026 at 11:00. Late bids are not accepted.

Bids must be submitted on the official forms provided, not re-typed.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): cover page with bidder and contact details.
• SBD 3.1 (Pricing Schedule – Firm Prices): priced offer for the catering service.
• SBD 3.2 (Price Adjustment): non-firm price escalation details if applicable.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): contract agreement.
• Signed acceptance of the Special Conditions of Contract.
• Valid proof of registration of a dietician with HPCSA.
• Joint Venture or Consortium Agreement (Annexure A) if bidding as a JV/consortium.
• Company name and CSD registration number must be indicated.

Disqualification risks:

• Failure to comply with any Phase I mandatory requirement.
• Amendments to any Special Condition of Contract by the bidder.
• Late submission, regardless of reason.
• Bids from persons in the service of the state are not considered.

Evaluation is in four phases:

Phase I – Mandatory and administrative requirements (not scored; failure disqualifies): CSD registration, tax compliance, not restricted, not in state employment, pricing, HPCSA dietician registration, completion of SBD forms.

Phase II – Functionality (scored out of 100; minimum qualifying score: 70/100):

• Relevant catering experience: 40 points (scaled by value of prior catering appointments: R0–R50k = 5; R50k–R100k = 10; R100k–R500k = 20; R500k–R1m = 25; R1m–R1.5m = 30; above R1.5m = 40). Proof: orders/appointment letters on institution letterhead signed by Head of SCM or delegated official, not older than 4 years, with corresponding reference letters.
• Number of reference letters: 10 points (none = 0; 1–5 = 5; more than 5 = 10). Letters signed by Head of SCM or delegated official, not older than 3 months.
• Financial capacity: 20 points. Proof: bank statement not older than 6 months showing cash flow of at least R50,000 over the past 6 months, OR bank guarantee/revolving credit letter of at least R50,000, OR commitment letter from NCR-accredited financial service provider for R50,000 or more, not older than 6 months.
• Availability of dietician: 10 points (no valid registered dietician = 0; HPCSA-registered, not full-time, less than 5 years' experience = 5; more than 5 years' experience = 10). Proof: CV and certified qualification certificates.
• Locality: 20 points (outside South Africa = 0; outside Free State = 10; within Free State = 20). Proof: lease agreement with rental payment proof, municipal clearance certificate, or municipal accounts in bidder's/company's/director's name, not older than 3 months.

Phase III – Price and specific goals: 80/20 preference point system (80 points price, 20 points specific goals) under Preferential Procurement Regulations 2022.

Phase IV – Recommendation and appointment: Bid Adjudication Committee recommends to HOD. Department may appoint more than one service provider.

Bidders scoring below 70 on functionality are not evaluated further.

Scope: Provision of catering and related services at Boiketlong Old Age Home on behalf of the Free State Department of Social Development.

Contract duration: 3 years, with option to extend for 12 months.

Menus: Bidders must price only the menus provided in the bid document (Section 4 – Nutrition Menus). No other menus are acceptable.

Pricing: Prices must be inclusive of all relevant taxes and transportation, and firm.

Price adjustments: No adjustments during the first year (including statutory increases); after 12 months, adjustments considered once annually.

Service provider allocation: One service provider per institution; bidders may bid for more than one institution but must submit a separate bid document for each and price menus accordingly.

Communication: All communication with the Department must be in writing.

Confidentiality: All bid and contract information must be kept confidential; documents remain the property of the Department.

Experience: Bidders must demonstrate relevant experience in the catering environment, with points awarded based on the value of prior catering appointments (up to 40 points). Proof: orders/appointment letters on institution letterhead signed by Head of SCM or delegated official, not older than 4 years, with corresponding reference letters.

Reference letters: 1–5 letters = 5 points; more than 5 = 10 points. Letters must be signed by Head of SCM or delegated official and not older than 3 months.

Key personnel: A dietician registered with HPCSA is required. Points awarded based on experience (less than 5 years = 5 points; more than 5 years = 10 points). CV and certified qualifications must be attached.

No specific quality management requirements are stated beyond the requirement to comply with the nutrition menus provided by the Department and the general obligation to deliver services in accordance with the contract. The Department may inspect the supplier's records and premises as per the GCC.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Prices must be inclusive of VAT and all applicable taxes, quoted in RSA currency, and include all delivery costs. The offer must remain valid for 120 days from the closing date.

Price adjustments: No adjustments during the first year; after 12 months, adjustments considered once annually. If non-firm prices apply, the prescribed formula uses 85% of the original bid price escalated and 15% firm. Bidders must provide a breakdown of price factors totalling 100% and the applicable indices.

Bidders must price only the menus provided in the bid document.

Pricing format: Firm prices, inclusive of VAT and all applicable taxes, quoted in RSA currency. All delivery costs must be included in the bid price.

Offer validity: 120 days from closing date.

Price adjustment formula (if non-firm prices apply): 85% of original bid price escalated, 15% remains firm. Bidders must provide a breakdown of price factors totalling 100% and the applicable indices.

Financial capacity (functionality criterion):

• Bank statement not older than 6 months showing cash flow of at least R50,000 over the past 6 months, OR
• Bank guarantee/revolving credit letter of at least R50,000, not older than 6 months, OR
• Commitment letter from NCR-accredited financial service provider for R50,000 or more, not older than 6 months.

Performance security: Not specified in the document.

Payment terms: Not specified in the document.

CSD registration: Mandatory – bidders must be registered on the Central Supplier Database with valid, updated documentation.

Tax compliance: Mandatory – bidders must be tax compliant at submission and for the full contract term. Submit SARS Tax Compliance Status PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire. Consortia/JVs/sub-contractors must each submit separate TCS/CSD numbers.

Restricted suppliers: Bidders, members or individuals must not be on the Register for Tender Defaulters or List of Restricted Suppliers.

State employment: Bidders, members or individuals must not be in the employment of the State.

HPCSA registration: Valid proof of registration of a dietician with the HPCSA is a mandatory requirement.

B-BBEE: Preference points claimed under the 80/20 system (20 points for specific goals). Specific goals: 51%+ women-owned (5 points), 51%+ youth-owned (5 points), disability (5 points), SMME promotion (5 points). Proof required: CIPC ownership certificate plus DTIC-format sworn affidavit, or B-BBEE certificate with SANAS logo; for disability, medical certificate; for SMME, DTIC affidavit or B-BBEE certificate indicating 100% black ownership.

Local content: Not specified in the document.

CIDB grading: Not applicable (not a construction tender).

Preference points are claimed under the Preferential Procurement Regulations 2022 using the 80/20 system (80 points price, 20 points specific goals). Specific goals and points:

• 51% or more women-owned enterprise: 5 points
• 51% or more youth-owned company: 5 points
• Disability: 5 points
• SMME promotion (RDP goals): 5 points

Proof required: CIPC ownership certificate plus DTIC-format sworn affidavit, or B-BBEE certificate with SANAS logo; for disability, a medical certificate from a registered medical practitioner; for SMME, a DTIC-format sworn affidavit or B-BBEE certificate indicating 100% black ownership.

Failure to submit proof means preference points are not claimed. The Department may require substantiation of any claim, and fraudulent claims may lead to disqualification, contract cancellation, restriction from public-sector business for up to 10 years, or criminal prosecution.

No specific health and safety requirements are stated in the document. General GCC provisions on safety and compliance may apply.

The bid and any resulting contract are subject to the National Treasury General Conditions of Contract (GCC) issued under Treasury Regulation 16A of the Public Finance Management Act, 1999. The GCC covers performance security, inspections, delivery, insurance, warranty, payment, penalties, termination for default and insolvency, force majeure, dispute settlement, and limitation of liability. The Special Conditions of Contract (SCC) prevail over the GCC in case of conflict.

Contract duration: 3 years, with option to extend for a further 12 months.

Termination: The Department may terminate or suspend services if funds are no longer available, with payment for services delivered up to the date of cancellation.

Dispute resolution: Mediation under GCC clause 27 is not applicable.

Joint ventures/consortia: Must submit a JV agreement (Annexure A), register on CSD after closing, and open a joint bank account within 30 days of award.

Service Level Agreement: May be entered into, subject to GCC and SCC.

Failure to accept the SCC and GCC may result in the bid not being considered.

Special Conditions of Contract (SCC) prevail over the GCC in case of conflict. Key conditions:

• Bids must be sealed, marked FSDSD (T) 009/2026, and delivered to the bid box at Civilia Building, 14 Mariam Makeba Street, Bloemfontein, before closing.
• Prices must be firm and inclusive of all taxes and transportation.
• No price adjustments during the first year; thereafter once annually.
• Only menus provided in the bid document may be priced.
• Amendments to SCC by the bidder invalidate the bid.
• Supplier status may be verified after award; default triggers restriction procedure (SCM Practice Note No. 5/2006).
• Joint ventures/consortia must submit a JV agreement and open a joint bank account within 30 days of award.
• The Department may terminate or suspend services if funds are unavailable.
• Mediation under GCC clause 27 is not applicable.
• One service provider per institution; separate bids for each institution.
• Outcomes published in Provincial Tender Bulletin, Departmental Website, and e-Tenders portal.
• Contract period: 3 years with option to extend for 12 months.
• Failure to accept SCC and GCC may result in the bid not being considered.

Mandatory requirements (Phase I, not scored; failure disqualifies):

• CSD registration with valid, updated documentation.
• Tax compliance status (SARS TCS PIN or CSD number).
• Not restricted suppliers.
• Not in the employment of the State.
• Pricing submitted.
• Valid proof of registration of a dietician with HPCSA.
• Completion of all SBD forms.

Consortia, joint ventures and sub-contractors must each submit separate TCS/CSD numbers.

Evaluation is in four phases: Phase I mandatory and administrative; Phase II functionality (minimum 70/100); Phase III price and specific goals (80/20 system); Phase IV recommendation and appointment. Functionality criteria: relevant experience (40 points), reference letters (10 points), financial capacity (20 points), dietician availability (10 points), locality (20 points). The Department reserves the right to appoint more than one service provider.