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

Closing date: 03 November 2026 at 11:00

Advert date: 09 October 2026

Validity period: 120 days from the closing date

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) 012/2026, deposited in the bid box at the main entrance foyer, Civilia Building, 14 Mariam Makeba Street, Bloemfontein, 9300. The ground floor is accessible during working hours 07:30–16:00. Bids must be delivered by the closing time; late bids are not accepted.

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 pricing for the three-year catering contract.
• SBD 3.2 (Price Adjustment): details for non-firm price escalation, if applicable.
• SBD 4 (Declaration of Interest): discloses whether any director/shareholder is employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims preference points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): the contract form for services.
• Joint Venture or Consortium Agreement (Annexure A), if applicable.

Bidders must indicate their company name and CSD registration number (MAAA) on the bid.

Disqualification risks:

• Failure to comply with any mandatory Phase I requirement.
• Amendments by the bidder to any special condition of contract.
• Late submission, regardless of reason.

Evaluation is in four phases:

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

• CSD registration
• Tax compliance status
• Bidder/members/individuals not restricted
• Bidder/members/individuals not in the employment of the State
• Pricing
• Valid proof of registration of a Dietician with HPCSA
• Completion of all SBD forms

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

• Relevant catering experience: 40 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). Supporting orders/appointment letters on institution letterhead, signed by Head of SCM or delegated official, not older than four years.
• Number of catering reference letters: 10 points (none = 0; 1–5 = 5; more than 5 = 10). Reference letters signed by Head of SCM or delegated official, not older than three months.
• Financial capacity: 20 points (bank statement not older than six months showing cash flow of at least R50 000, or valid bank guarantee/revolving credit of at least R50 000, or letter of commitment from an NCR-accredited financial service provider for R50 000 or more; all not older than six months).
• Availability of a registered Dietician: 10 points (no valid registered dietician = 0; HPCSA-registered, non-full-time, with less than five years' experience = 5; with more than five years' experience = 10).
• Locality: 20 points (outside South Africa = 0; outside Free State = 10; within Free State = 20). Proof of residence required.

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

• Price: 80 points
• Specific goals: 20 points
• Only bidders meeting the 70-point functionality threshold proceed to this phase.

Phase IV – Recommendation and Appointment:

• The Bid Adjudication Committee recommends award to the HOD: Social Development.
• The Department may appoint more than one service provider; the number/allocation is its prerogative.

Scope: Provision of catering and related services at Tshireletsong Child and Youth Care Centre for the Free State Department of Social Development.

Contract period: Three (3) 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, and must be firm.

Service delivery location: Tshireletsong Child and Youth Care Centre (specific address not stated in the document).

Bidder's relevant catering experience (40 points): value of completed catering contracts, supported by orders/appointment letters on institution letterhead signed by Head of SCM or delegated official, with corresponding reference letters, not older than four years. Reference letters (10 points): signed by Head of SCM or delegated official, not older than three months. Availability of a registered Dietician (10 points): CV and certified qualification certificates; HPCSA registration required; more than five years' experience earns full points.

The goods/services must conform to the standards mentioned in the bidding documents and specifications. The supplier must permit inspection of records and audits by the purchaser. Rejected supplies must be removed and substituted at the supplier's cost.

Firm pricing on the attached schedule (SBD 3.1), inclusive of VAT and all applicable taxes and delivery costs. No price adjustments during the first year; thereafter once annually. Bidders must price only the menus provided in the bid document.

Pricing format: Firm prices on the attached pricing schedule (SBD 3.1), inclusive of VAT and all applicable taxes and delivery costs.

Price adjustments: No price adjustments allowed during the first year of the contract, including statutory increases. After 12 months from commencement, price increases will be considered once annually.

Financial capacity (functionality criterion, 20 points):

• Bank statement not older than six months showing cash flow of at least R50 000 over the past six months, OR
• Valid bank guarantee letter not older than six months indicating revolving credit of at least R50 000, OR
• Letter of commitment from an NCR-accredited financial service provider for R50 000 or more, not older than six months.

Performance security: The successful bidder must furnish performance security within 30 days of contract award notification, in the amount specified in the SCC (amount not stated in the document).

Mandatory requirements (non-compliance disqualifies the bid):

• Registration on the Central Supplier Database (CSD).
• Tax compliance status with SARS (TCS PIN or CSD number); must remain compliant for the entire contract term.
• Bidder/members/individuals must not be restricted suppliers.
• Bidder/members/individuals must not be in the employment of the State.
• Valid proof of registration of a Dietician with HPCSA.
• Completion of all SBD forms.

B-BBEE requirements (specific goals, 20 points under the 80/20 system):

• 51% or more women-owned enterprise: 5 points – CIPC ownership certificate plus DTIC-format sworn affidavit, or B-BBEE certificate with SANAS logo.
• 51% or more youth-owned company: 5 points – CIPC ownership certificate plus DTIC-format sworn affidavit, or B-BBEE certificate with SANAS logo.
• Disability: 5 points – medical certificate from a registered medical practitioner confirming disability.
• SMME (Promotion of SMMEs in terms of RDP goals): 5 points – DTIC-format sworn affidavit or B-BBEE certificate indicating 100% black ownership.

Failure to submit proof for specific goals means those points are not claimed. The organ of state may require substantiation of any preference claim.

Specific goals under the 80/20 system (20 points): women-owned (5), youth-owned (5), disability (5), SMME (5). Proof required as per the preference points claim form. Failure to submit proof means points are not claimed.

No specific health and safety requirements are stated beyond the general conditions of contract. The bid is subject to the GCC and SCC.

A Service Level Agreement will be entered into with the Department to clarify operational provisions, subject to the GCC and SCC. The Department may terminate or suspend the agreement if funds are no longer available, with the successful bidder entitled to payment for services delivered up to the date of cancellation or suspension. Mediation proceedings are not applicable to this contract (notwithstanding GCC clause 27).

SCC prevails over GCC in case of conflict. Bids must be sealed and marked with the bid number. The Department may negotiate prices with shortlisted bidders. All communication must be in writing. Bidders must notify the Department of any discrepancies. Amendments to special conditions invalidate the bid. Joint ventures must submit a JV agreement and register on CSD. One service provider per institution; bidders may bid for multiple institutions with separate bids. Contract is for three years with an option to extend for 12 months.

Mandatory Phase I requirements (non-compliance disqualifies): CSD registration, tax compliance status, not restricted, not in the employment of the State, pricing, valid proof of registration of a Dietician with HPCSA, and completion of all SBD forms. Foreign bidders are also subject to tax compliance requirements.

Four-phase evaluation: Phase I mandatory (not scored, disqualifies if failed); Phase II functionality (minimum 70/100); Phase III price and specific goals (80/20); Phase IV recommendation and appointment. Functionality criteria and scoring as detailed in the main evaluation section.