Catering and related services at leratong child and youth care centre – 3-Year contract (free state department of social development)

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 with bid number FSDSD (T) 013/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, 14 Mariam Makeba Street, Bloemfontein, 9300. The building is accessible 07:30–16:00 on working days.

Closing: 03 November 2026 at 11:00. Late bids are not 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): priced for the menus provided in the bid document.
• SBD 3.2 (Price Adjustment): for non-firm prices subject to escalation.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• SBD 7.2 (Contract Form – rendering of Services): the contract agreement.
• Joint Venture or Consortium Agreement (Annexure A) if bidding as a JV/consortium.
• Proof of CSD registration and tax compliance status (TCS PIN or CSD number).
• Valid proof of registration of a Dietician with HPCSA.

Disqualification risks:

• Any mandatory form omitted or unsigned.
• Counter-conditions added to the SCC or GCC.
• Failure to accept the SCC and GCC in full.

Evaluation phases:

Phase I – Mandatory and Administrative (not scored; non-compliance disqualifies): CSD registration, tax compliance, not restricted, not employed by the state, pricing, valid HPCSA-registered Dietician proof, completion of SBD forms.

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

• Relevant catering experience (up to 40 points): value of successfully completed catering contracts, with orders/appointment letters and reference letters, not older than 4 years.
• Reference letters (up to 10 points): signed by Head of SCM or delegated official, not older than 3 months.
• Financial capacity (up to 20 points): bank statement or bank guarantee letter or NCR-accredited funding commitment showing at least R50,000, not older than 6 months.
• Availability of registered Dietician (up to 10 points): HPCSA-registered, with CV and certified qualifications; more than 5 years' experience scores higher.
• Locality (up to 20 points): proof of residence in the Free State scores highest.

Phase III – Price and Specific Goals (80/20 system): 80 points for price, 20 for specific goals.

Phase IV – Recommendation and Appointment: the department may appoint more than one service provider.

Scope: Provision of catering and related services at Leratong Child and Youth Care Centre for a period of three (03) years, with an option to extend for a further 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, firm. No price adjustments during the first year; after 12 months, annual increases may be considered.

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

Pricing format: Firm prices, inclusive of all taxes and transportation, submitted on SBD 3.1.

Price adjustments: None during the first year; after 12 months, annual increases considered.

Financial capacity (functionality criterion): Demonstrate at least R50,000 cash flow or credit via:

• Bank statement not older than 6 months showing cash flow of not less than R50,000; or
• Bank guarantee letter not older than 6 months indicating revolving credit of not less than R50,000; or
• Letter of commitment from an NCR-accredited financial service provider for R50,000 or more, issued after the advert date and before closing.

Performance security: Required within 30 days of contract award, amount specified in SCC (not stated in the document).

Mandatory compliance:

• CSD registration (Central Supplier Database) – must be registered and valid.
• Tax compliance status – TCS PIN or CSD number; must be tax compliant at submission and throughout the contract.
• Not restricted on the Register for Tender Defaulters or List of Restricted Suppliers.
• Not employed by the state.
• Valid proof of registration of a Dietician with HPCSA.
• B-BBEE: Preference points claimed under the 80/20 system. Specific goals (20 points total):
• 51% or more women owned: 5 points – CIPC ownership certificate and sworn affidavit (DTIC format) or B-BBEE certificate with SANAS logo.
• 51% or more youth owned: 5 points – same evidence as above.
• Disability: 5 points – medical certificate from a registered medical practitioner.
• SMME (Promotion of SMMEs in terms of RDP Goals): 5 points – sworn affidavit (DTIC format) or B-BBEE certificate indicating 100% black ownership.
• Joint ventures/consortia: Each entity must be CSD registered; a JV agreement must be submitted with the bid; a joint bank account must be opened within 30 days after award.