Catering services tender - botshabelo haven, free state department of social development

Closing date: 02 November 2026 at 11:00

Advert date: 09 October 2026

Validity period: 120 days from closing date

No compulsory briefing or site visit is stated.

Bidding procedure enquiries:

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

Technical enquiries:

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

Submission address:

Bid Box at Main Entrance Foyer

Civilia Building, Number 14

Mariam Makeba Street

Bloemfontein, 9300

Submission method: sealed bid document, clearly marked with bid number FSDSD (T) 011/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, Number 14, Mariam Makeba Street, Bloemfontein, 9300. The building is accessible 07:30–16:00 on working days. Bids must be received by the closing time; late bids are not considered. Bids must be submitted on the official forms provided (not re-typed) or online. Each bidder must indicate their name and CSD registration number on the bid. 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 valid for 120 days.
• SBD 3.2 (Price Adjustment): details of price escalation formula and factors.
• SBD 4 (Declaration of Interest): discloses any state employment or connection with the procuring institution; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): contract agreement.
• Special Conditions of Contract (SCC) and General Conditions of Contract (GCC): acceptance required.
• Nutrition Menus: only menus provided in the bid document may be priced.
• Joint Venture or Consortium Agreement (Annexure A): required if bidding as a JV/consortium.
• Proof of CSD registration and SARS tax compliance PIN or TCS certificate.
• Valid proof of registration of a Dietician with HPCSA.
• Supporting documents for functionality claims (experience, reference letters, financial capacity, locality).

Disqualification risks:

• Any returnable form omitted or unsigned.
• Failure to comply with mandatory requirements (Phase I).
• Amendments to special conditions by the bidder.
• Bids received after closing time.
• Bidders on the Register for Tender Defaulters or List of Restricted Suppliers.

Documents to be submitted: SBD 1 (Invitation to Bid), SBD 3.1 (Price Schedule), SBD 3.2 (Price Adjustment), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), SBD 7.2 (Contract Form), Special Conditions of Contract (SCC), General Conditions of Contract (GCC), Nutrition Menus, Joint Venture or Consortium Agreement (if applicable). Bidders must submit sealed completed bid document marked FSDSD (T) 011/2026 to the address indicated on SBD1 on or before closing date and time. Bid response documents may be deposited in the bid box at Civilia Building, Number 14, Mariam Makeba Street, Bloemfontein, 9300.

Evaluation is in four phases:

Phase I – Mandatory and administrative requirements (not scored): CSD registration, tax compliance status, not restricted, not in employment of the state, pricing, valid HPCSA Dietician registration, completion of SBD forms. Failure disqualifies.

Phase II – Functionality (minimum qualifying score: 70/100). Criteria and points:

1. Relevant catering experience (max 40 points): based on value of past contracts – R0–R50k=5, >R50k–R100k=10, >R100k–R500k=20, >R500k–R1m=25, >R1m–R1.5m=30, >R1.5m=40. Proof: orders/appointment letters on institution letterhead signed by Head of SCM or delegated official, with corresponding reference letters, not older than 4 years.
2. Reference letters (max 10 points): 0 letters=0, 1–5=5, >5=10. Letters signed by Head of SCM or delegated official, not older than 3 months.
3. Financial capacity (max 20 points): bank statement not older than 6 months with cash flow ≥R50,000 for past 6 months, OR bank guarantee letter not older than 6 months with revolving credit ≥R50,000, OR NCR-accredited letter of commitment for funding ≥R50,000 in the bidder's name not older than 6 months.
4. Availability of Dietician (max 10 points): valid HPCSA registered Dietician (sessional, not full-time) – less than 5 years experience=5, more than 5 years=10.
5. Locality (max 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 account in bidder's name, not older than 3 months.

Phase III – Price and specific goals: 80/20 preference point system. Price max 80 points, specific goals max 20 points.

Phase IV – Recommendation and appointment: Bid Adjudication Committee recommends to HOD. The department may appoint more than one service provider; one per institution. The department may negotiate prices with shortlisted bidders.

Scope: Provision of catering and related services at Botshabelo Haven on behalf of the Free State Department of Social Development for a period of three (3) years, with an option to extend for a further 12 months.

• Bidders must price only for the menus provided in the bid document (Section 4 – Nutrition Menus). No other menus are acceptable.
• Prices must be inclusive of all relevant taxes and transportation.
• One service provider will be appointed per institution. Bidders may bid for more than one institution, but must submit a separate bid document for each and price the menus accordingly.
• A valid HPCSA registered Dietician must be available (sessional, not full-time).
• All delivery costs must be included in the bid price.

Bidder's relevant experience in catering: points based on value of past contracts (see evaluation criteria). Proof: orders/appointment letters on institution letterhead signed by Head of SCM or delegated official, with corresponding reference letters, not older than 4 years. Reference letters: signed by Head of SCM or delegated official, not older than 3 months. Availability of a valid HPCSA registered Dietician (sessional, not full-time) with experience points: less than 5 years=5, more than 5 years=10.

No specific quality management requirements are stated beyond the general conditions. The department may inspect the supplier's records and have them audited. Goods/services must conform to standards in the bidding documents and specifications. The department may communicate with bidders for clarity after closing and prior to award; all communication must be in writing.

Pricing schedule – firm prices (SBD 3.1): offer valid for 120 days. Item: Supply and delivery of catering at Departmental Institution for a period of three (3) years. Refer to Annexure(s) for specifications. Prices must be inclusive of all relevant taxes and transportation. No price adjustments during first year; after 12 months, annual adjustments considered. Bidders must only price for menus provided in the bid document. Price adjustment formula (SBD 3.2): 85% of original bid price subject to escalation, 15% firm; bidders must provide breakdown of factors totalling 100%.

Pricing format: Firm prices (SBD 3.1). Offer valid for 120 days.

• Prices must be inclusive of all applicable taxes and transportation.
• No price adjustments allowed during the first year of the contract, including statutory increases. After 12 months, price increases considered once annually.
• Price adjustments (if applicable) follow the formula in SBD 3.2: 85% of the original bid price subject to escalation, 15% firm. Bidders must provide a breakdown of price factors (labour, transport, etc.) totalling 100%.
• Financial capacity requirement (functionality): bank statement with cash flow of not less than R50,000 for the past six months, OR bank guarantee with revolving credit of not less than R50,000, OR NCR-accredited letter of commitment for funding of R50,000 or more, all not older than six months.
• Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the SCC (amount not stated in the document).

Mandatory requirements (Phase I):

• CSD registration: bidder must be registered on the Central Supplier Database (CSD) and indicate name and CSD number. Register at https://secure.csd.gov.za/ if not already.
• Tax compliance: bidder must be tax compliant and submit a SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Each party in a JV/consortium/subcontracting arrangement must submit separate proof.
• Not restricted: bidder, members, or individuals must not be on the Register for Tender Defaulters or List of Restricted Suppliers.
• Not in employment of the state: no bidder or person in the service of the state may bid.
• Valid proof of registration of a Dietician with HPCSA.
• Completion of SBD forms.
• Foreign suppliers: must complete the pre-award questionnaire in SBD 1 Part B.

B-BBEE / preference points (80/20 system):

• Price: 80 points; Specific goals: 20 points.
• Specific goals (each 5 points):
• 51% or more women-owned enterprise: CIPC ownership certificate and sworn affidavit in DTIC format, OR B-BBEE certificate with SANAS logo.
• 51% or more youth-owned company: CIPC ownership certificate and sworn affidavit in DTIC format, OR B-BBEE certificate with SANAS logo.
• Disability: medical certificate from a registered medical practitioner confirming disability.
• SMME (Promotion of SMMEs in terms of RDP Goals): sworn affidavit in DTIC format OR B-BBEE certificate indicating 100% black ownership.
• Failure to submit proof for specific goals means no points claimed for those goals.

Preference points system: 80/20. Specific goals (each 5 points): 51% or more women-owned enterprise, 51% or more youth-owned company, disability, SMME. Total points: Price 80, Specific Goals 20. Supporting documents required: CIPC ownership certificate and sworn affidavit in DTIC format, or B-BBEE certificate with SANAS logo (for women/youth); medical certificate for disability; sworn affidavit in DTIC format or B-BBEE certificate indicating 100% black ownership for SMME.

No specific health and safety requirements are stated in the document. The GCC includes general clauses on inspections and standards, but no OHS plan or HSE compliance is required.

Contract duration: three (3) years with an option to extend for a further 12 months. A Service Level Agreement (SLA) may be entered into, subject to GCC and SCC. The department may terminate or suspend services if funds are no longer available, with payment for services delivered up to the date of cancellation. Settlement of disputes: mediation is not applicable. Performance security must be furnished within 30 days of contract award (amount not specified). The GCC covers standard clauses including payment, prices, contract amendments, assignment, subcontracts, delays, penalties, termination for default, force majeure, termination for insolvency, limitation of liability, taxes and duties, and prohibition of restrictive practices.

Legislative framework: subject to GCC; SCC prevail in conflict. Submission: sealed, marked, delivered to address. Pricing: inclusive of taxes; no price adjustments first year; only price menus provided. Negotiations: right to negotiate prices with shortlisted bidders. Communication: written; no liability for accuracy; discrepancy notification; confidentiality. Counter conditions: amendments by bidder invalidate bid. Verification: status may be verified; default leads to restriction. Confidentiality: evaluation info not disclosed. Joint ventures: JV agreement must be submitted; entities registered on CSD; joint bank account within 30 days. Agreements: SLA may be entered into; termination if funds unavailable. Disputes: mediation not applicable. Allocation: one service provider per institution; bidders can bid for multiple institutions; outcome published. Extension: option to extend for 12 months. Acceptance: failure to accept may result in not being considered.

Mandatory requirements: CSD registration; tax compliance status; bidders/members/individuals not restricted; not in employment of the State; pricing; valid proof of registration of Dietician with HPCSA. Administrative requirements: completion of SBD forms. Tax compliance: bidders must ensure compliance with tax obligations and submit SARS PIN.

Evaluation phases: Phase I Mandatory requirements; Phase II Functionality (minimum threshold 70 points); Phase III Price and specific goals (80/20 system); Phase IV Recommendation and appointment. Functionality criteria: 1. Relevant experience in catering (max 40 points, based on contract value); 2. Number of reference letters (max 10); 3. Financial capacity (max 20, proof of ≥R50,000); 4. Availability of dietician (max 10, HPCSA registered); 5. Locality (max 20, within Free State). Phase IV: BAC recommends to HOD for award.