Catering services tender - thekolohelong old age home, free state (3 years)

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) 010/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, Number 14, Mariam Makeba Street, Bloemfontein, 9300. The ground floor is accessible during working hours 07:30–16:00. Bids must be received by the closing time; late bids will not be considered.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices, valid for 120 days from closing date.
• SBD 3.2 (Price Adjustments): non-firm price escalation details, if applicable.
• SBD 4 (Declaration of Interest): discloses whether any director/shareholder is employed by the state or connected to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• SBD 7.2 (Contract Form – rendering of Services): contract agreement.
• Joint Venture or Consortium Agreement (Annexure A): required if bidding as a JV/consortium.

Disqualification risks:

• Failure to comply with any mandatory requirement in Phase I.
• Amendments to any special conditions by the bidder.
• Bids received after the closing time.
• Bids from persons in the service of the state.

Evaluation is in four phases:

Phase I – Mandatory and Administrative Requirements (not scored; failure disqualifies):

• CSD registration.
• Tax compliance status (SARS TCS PIN or certificate).
• Bidders, members or individuals must not be restricted from doing business with the state.
• Bidders, members or individuals must not be in the employment of the state.
• Pricing submitted.
• Valid proof of registration of a Dietician with HPCSA.
• Completion of all SBD forms.

Phase II – Functionality (minimum qualifying score: 70/100):

• Relevant catering experience (max 40 points): based on value of completed catering contracts, with supporting orders/appointment letters on institution letterhead, not older than 4 years. Points: R0–R50,000 = 5; above R50,000–R100,000 = 10; above R100,000–R500,000 = 20; above R500,000–R1 million = 25; above R1 million–R1.5 million = 30; above R1.5 million = 40.
• Number of reference letters related to catering (max 10 points): no reference letter = 0; 1–5 letters = 5; more than 5 = 10. Letters must be signed by Head of SCM or delegated official, not older than 3 months.
• Financial capacity (max 20 points): bank statement not older than 6 months with cash flow of not less than R50,000; OR valid bank guarantee letter not older than 6 months indicating revolving credit of not less than R50,000; OR letter of commitment to provide funding from an NCR-accredited service provider for R50,000 or more, not older than 6 months.
• Availability of Dietician (max 10 points): valid HPCSA-registered Dietician (sessional, not full-time) with less than 5 years experience = 5; more than 5 years = 10. Attach CV and certified certificates.
• Locality (max 20 points): outside South Africa = 0; outside Free State = 10; within Free State = 20. Provide proof of residence (lease agreement, municipal clearance certificate, or municipal account in bidder's name, not older than 3 months).

Phase III – Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Only bidders scoring at least 70 on functionality proceed to this phase.

Phase IV – Recommendation and Appointment:

• Bid Adjudication Committee recommends to HOD: Social Development for award.
• The Department may appoint more than one service provider; allocation is at the Department's discretion.
• The Accounting Officer may negotiate prices with shortlisted bidders.

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

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

Menus:

• Bidders must only price for the nutrition menus provided in the bid document (Section 4). No other menus are acceptable.

Dietician requirement:

• A valid HPCSA-registered Dietician must be available (sessional, not full-time in the institution).

Service delivery location:

• Thekololelong Old Age Home (specific address not stated in the document).

Pricing format:

• Firm prices, inclusive of all applicable taxes and transportation.
• Prices must be valid for 120 days from closing date.
• Price adjustments: no adjustments allowed during the first year of the contract (including statutory increases). After 12 months, price increases considered once annually.
• Bidders must price only for the menus provided in the bid document.

Financial capacity (functionality criterion, max 20 points):

• Bank statement not older than 6 months with cash flow of not less than R50,000 for the past 6 months; OR
• Valid bank guarantee letter not older than 6 months indicating revolving credit of not less than R50,000; OR
• Letter of commitment to provide funding from an NCR-accredited service provider for R50,000 or more, not older than 6 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).

Payment:

• Payment terms are governed by the GCC; specific terms not stated in the document.

Mandatory requirements (Phase I – failure disqualifies):

• CSD registration: must be registered as a service provider on the Central Supplier Database (CSD).
• Tax compliance: must be tax compliant and provide a SARS Tax Compliance Status PIN or certificate. Foreign suppliers must complete the pre-award questionnaire.
• Not restricted: bidders, members or individuals must not be restricted from doing business with the state.
• Not employed by the state: bidders, members or individuals must not be in the employment of the state.
• Dietician registration: valid proof of registration of a Dietician with HPCSA.
• Completion of all SBD forms.

B-BBEE requirements:

• Preference points claimed under the 80/20 system (specific goals, 20 points).
• Specific goals and required evidence:
• 51% or more women-owned enterprise (5 points): CIPC Ownership Certificate and Sworn Affidavit in DTIC format, OR B-BBEE Certificate with SANAS logo.
• 51% or more youth-owned company (5 points): CIPC Ownership Certificate and Sworn Affidavit in DTIC format, OR B-BBEE Certificate with SANAS logo.
• Disability (5 points): medical certificate from a registered medical practitioner.
• SMME (Promotion of SMMEs in terms of RDP Goals) (5 points): Sworn Affidavit in DTIC format OR B-BBEE Certificate indicating 100% black ownership.

Joint Venture/Consortium:

• If bidding as a JV/consortium, a JV agreement must be submitted with the bid.
• Each entity must be registered on CSD; after closing, the JV must be registered on CSD.
• A joint bank account must be opened within 30 days after award.

Other:

• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.