Catering services at dr. Beyers naude halfway house – 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 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) 014/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, 14 Mariam Makeba Street, Bloemfontein, 9300. The ground floor is accessible 07:30–16:00 on working days. Bids must be received by the closing time; late bids will not be considered. Bids must be submitted on the official forms provided (not re-typed) or online. All returnable forms must be completed, signed and included. Returnable forms:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): priced schedule for the catering service.
• SBD 3.2 (Price Adjustment): details of any non-firm price escalation formula.
• 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): claims preference points for specific goals under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): the contract agreement.
• Joint Venture or Consortium Agreement (Annexure A) if applicable.
• Proof of CSD registration and tax compliance status (PIN or CSD number).
• Valid proof of registration of a dietician with HPCSA.

Disqualification risks: failure to comply with any mandatory Phase I requirement, amending any special condition, submitting after the closing time, or providing false information.

Returnable documents include: Invitation to Bid (SBD 1), Price Schedule (SBD 3.1), Price Adjustment (SBD 3.2), Declaration of Interest (SBD 4), Preference Points Claim Form (SBD 6.1), Contract Form (SBD 7.2), Special Conditions of Contract, General Conditions of Contract, Nutrition Menus, and Joint Venture or Consortium Agreement (Annexure A).

Evaluation is in four phases:

Phase I – Mandatory and administrative requirements (not scored): CSD registration, tax compliance status, bidder not restricted, bidder not in the employment of the state, pricing, valid proof of registration of a dietician with HPCSA, and completion of SBD forms. Failure to comply invalidates the bid.

Phase II – Functionality (scored, minimum 70 points to proceed):

• Relevant catering experience (max 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. Proof: orders/appointment letters on institution letterhead signed by Head of SCM or delegated official, with corresponding reference letters, not older than 4 years.
• Number of reference letters (max 10 points): none = 0; 1–5 = 5; more than 5 = 10. Reference letters 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 at least R50,000, OR bank guarantee letter not older than 6 months with revolving credit of at least 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.
• Availability of dietician (max 10 points): valid HPCSA-registered dietician (sessional, not full-time) with less than 5 years experience = 5; with more than 5 years = 10. Attach CV and certified qualification certificates.
• Locality (max 20 points): outside South Africa = 0; outside Free State = 10; within Free State = 20. Proof: lease agreement with proof of rental payments, 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: the department may appoint more than one service provider; the number and allocation is at the department's discretion. The Bid Adjudication Committee recommends to the HOD for award.

Minimum qualifying score: 70/100 for functionality.

Scope: Provision of catering and related services at Dr. Beyers Naude Halfway House on behalf of the Free State Department of Social Development.

Contract period: 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.

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 institution and price the menus accordingly.

The department may appoint more than one service provider.

Bidders must demonstrate relevant experience in the catering environment, with points awarded based on the value of successfully completed catering contracts (see evaluation criteria). A valid HPCSA-registered dietician must be available, with more points for more than 5 years of experience. Proof of experience must be in the form of orders/appointment letters and reference letters, not older than 4 years for experience and 3 months for reference letters.

The department may communicate with bidders for clarity after closing and prior to award. Bidders must notify the department in writing of any discrepancies, ambiguities, errors or inconsistencies in the bid documents. All information related to the bid must be kept confidential. The department makes no representations or warranties about the accuracy or completeness of the bid information.

Pricing must be firm and inclusive of all taxes and delivery costs. Bidders must complete the Pricing Schedule (SBD 3.1) and indicate any price adjustment formula (SBD 3.2). The offer must be valid for 120 days from closing date. Prices must be quoted for the menus provided in the bid document only.

Pricing: Firm prices, inclusive of all applicable taxes and transportation. Prices must be quoted on the attached Pricing Schedule (SBD 3.1). Offer valid for 120 days from closing date.

Price adjustments: No price adjustments allowed during the first year of the contract (including statutory increases). After 12 months, price increases may be considered once annually, subject to the formula in SBD 3.2.

Financial capacity: Bidders must demonstrate financial capacity to deliver, with a bank statement, bank guarantee, or letter of commitment for at least R50,000 (see evaluation criteria).

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

Mandatory requirements (Phase I):

• Registration on the Central Supplier Database (CSD) – must be registered and all documentation updated and valid.
• Tax compliance status – must be compliant with SARS, submit a unique PIN or CSD number, or a printed TCS certificate. Foreign suppliers must complete the pre-award questionnaire.
• Bidders, members, individuals must not be restricted (not on the Register for Tender Defaulters or List of Restricted Suppliers).
• Bidders, members, individuals must not be in the employment of the state.
• Valid proof of registration of a dietician with HPCSA.
• Completion of SBD forms.

B-BBEE: 80/20 preference point system. Specific goals (max 20 points):

• 51% or more women owned enterprise: 5 points – CIPC ownership certificate and sworn affidavit (DTIC format) or B-BBEE certificate with SANAS logo.
• 51% or more youth owned company: 5 points – CIPC ownership certificate and sworn affidavit (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 (DTIC format) or B-BBEE certificate indicating 100% black ownership.

Failure to submit proof for specific goals means no preference points are claimed.

Joint ventures/consortia: Each party must submit a separate TCS certificate/PIN/CSD number. A joint venture agreement must be submitted with the bid. After award, the JV must register on CSD and open a joint bank account within 30 days.

Preference points: 80/20 system. Specific goals include 51% or more women owned (5 points), 51% or more youth owned (5 points), disability (5 points), and SMME (5 points). Supporting documents required: CIPC ownership certificates, sworn affidavits, B-BBEE certificates, medical certificates.

No specific health and safety requirements are stated in the document beyond the general conditions of contract. The bid is subject to the GCC and SCC, which include provisions for inspections and compliance with standards.

The contract is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). The SCC prevails in case of conflict. The department may terminate or suspend the agreement if funds are no longer available, with payment for services delivered up to the date of termination/suspension. Mediation proceedings are not applicable to this contract. The contract may be extended for a further 12 months. A Service Level Agreement may be entered into to clarify operational provisions. The department may negotiate prices with shortlisted bidders. All communications must be in writing. Bidders must accept the SCC and GCC; failure to do so may result in the bid not being considered.

Special conditions: Prices must be inclusive of all taxes and transportation, firm. No price adjustments during first year; thereafter once annually. Bidders must only price for menus provided in the bid document. The department reserves the right to appoint more than one service provider. Negotiations may be held with shortlisted bidders. Joint venture agreements must be submitted with the bid. A Service Level Agreement may be entered into. The department may terminate or suspend the agreement if funds are no longer available. Mediation proceedings are not applicable. The contract may be extended for a further 12 months.

Mandatory requirements: CSD registration, tax compliance status, bidder not restricted, not in employment of the state, pricing, and valid proof of registration of a dietician with HPCSA. Administrative requirements include completion of SBD forms. Failure to comply with Phase I will invalidate the bid.

Evaluation process: Phase I mandatory requirements (not scored), Phase II functionality (minimum 70 points to proceed), Phase III price and specific goals (80/20 system), Phase IV recommendation and appointment. Functionality criteria include relevant experience (max 40 points), reference letters (max 10), financial capacity (max 20), availability of dietician (max 10), and locality (max 20).