Catering & related services at matete matches secure care centre – free state dsd tender (3 years)

Closing date: 04 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
• Email: [email protected]
• Telephone: 051 409 0615

Technical enquiries:

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

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) 017/2026, 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. All bids must be submitted on the official forms provided (not re-typed) or online. Bidders must indicate their company 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 details and signature.
• SBD 3.1 (Pricing Schedule – Firm Prices): priced schedule for the catering service.
• SBD 3.2 (Price Adjustment): non-firm price escalation details, if applicable.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific goals points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): signed contract form.
• Joint Venture or Consortium Agreement (Annexure A) if bidding as a JV/consortium.
• Proof of CSD registration and tax compliance (PIN or TCS certificate).
• Proof of registration of a Dietician with HPCSA.
• Supporting documents for functionality criteria (experience, reference letters, financial capacity, dietician CV, locality proof).

Failure to comply with mandatory requirements invalidates the bid. Bids must remain valid for 120 days from the closing date.

Evaluation is in four phases:

Phase I – Mandatory and Administrative: CSD registration, tax compliance, not restricted, not in the service of the state, pricing, valid proof of Dietician registration with HPCSA, and completion of SBD forms. Failure disqualifies.

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

• Relevant catering experience (max 40 points): based on value of completed catering contracts (R0–R50k = 5; R50k–R100k = 10; R100k–R500k = 20; R500k–R1m = 25; R1m–R1.5m = 30; above R1.5m = 40). Proof: appointment letters/orders on institution letterhead signed by Head of SCM or delegated official, with corresponding reference letters, not older than 4 years.
• Reference letters (max 10 points): 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 at least R50,000, or bank guarantee letter with 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 6 months.
• Availability of registered Dietician (max 10 points): HPCSA-registered dietician (not full-time sessional) with less than 5 years' experience = 5; 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 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 (80 points for price, 20 for specific goals).

Phase IV – Recommendation and Appointment: Bid Adjudication Committee recommends to HOD. The department may appoint more than one service provider; one per institution. Bidders may bid for more than one institution but must submit a separate bid document for each.

Scope: Provision of catering and related services at Matete Matches Secure Care Centre on behalf of the Free State Department of Social Development.

Contract period: 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.

Bidders may bid for more than one institution, but must submit a separate bid document for each institution and price the menus accordingly.

Prices must be inclusive of all relevant taxes and transportation, and firm for the first 12 months. Price adjustments allowed only after 12 months, then once annually.

A registered Dietician must be available (HPCSA registration required).

No specific quality management requirements are stated beyond the general conditions. The department may inspect, test, and analyse supplies/services; non-compliant goods may be rejected and replaced at the supplier's cost. The supplier must permit inspection of records and audits. All communication must be in writing.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices), inclusive of VAT and all applicable taxes. Prices must be firm for the first 12 months; price adjustments allowed after 12 months, then once annually, using the formula in SBD 3.2. Bidders must price only for the menus provided in the bid document. All delivery costs must be included in the bid price. The offer must be valid for 120 days from closing date.

Pricing: Firm prices (SBD 3.1) for the catering service, inclusive of VAT and all applicable taxes. Price adjustments (SBD 3.2) may apply after the first year, subject to the formula provided.

Financial capacity: Demonstrate ability to deliver with a bank statement (not older than 6 months) showing cash flow of at least R50,000, or a bank guarantee letter with revolving credit of at least R50,000, or a letter of commitment from an NCR-accredited financial service provider for R50,000 or more.

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: Standard government payment terms apply (not detailed).

Mandatory requirements (Phase I):

• CSD registration (must be registered on the Central Supplier Database).
• Tax compliance status (valid SARS TCS PIN or printed TCS certificate; each JV/consortium/subcontractor party must submit separately).
• Bidders must not be restricted suppliers or in the service of the state.
• Valid proof of registration of a Dietician with HPCSA.
• Completion of all SBD forms.

B-BBEE: 80/20 preference point system; specific goals (20 points) include:

• 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) – 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.

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

No specific health and safety requirements are stated in the document. General conditions apply.

Contract is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC); SCC prevails on conflict. The contract is for 3 years with an option to extend for 12 months. A Service Level Agreement may be entered into to clarify operational provisions. The department may terminate or suspend the contract if funds are no longer available, with payment for services delivered up to that date. Mediation is not applicable for dispute settlement. Bidders must accept the SCC and GCC; failure to accept may result in non-consideration. Amendments to special conditions by bidders invalidate the bid. The department may negotiate prices with shortlisted bidders. All communication must be in writing. Confidentiality obligations apply. The department may verify supplier status after award; defaults may lead to restriction. Joint ventures/consortia must submit a JV agreement with the bid, register on CSD, and open a joint bank account within 30 days after award. Performance security is required within 30 days of contract award (amount not specified).

Special Conditions of Contract (SCC) prevail over GCC on conflict. Bids must be submitted sealed, marked with bid number, to the specified address by closing time. The contract is for 3 years with an option to extend 12 months. Prices firm for first year, then annual adjustments. Only menus provided in the bid document are acceptable. Evaluation is in four phases as described. The department may negotiate prices. All communication in writing. Confidentiality obligations. Joint ventures must submit agreement and register on CSD. Service Level Agreement may be entered into. The department may terminate if funds unavailable. Mediation not applicable. Bidders must accept SCC and GCC.

Evaluation phases: Phase I – Mandatory and Administrative (CSD, tax compliance, not restricted, not in service of state, pricing, HPCSA dietician registration, SBD forms). Phase II – Functionality (minimum 70/100). Phase III – Price and Specific Goals (80/20). Phase IV – Recommendation and Appointment. The department may appoint more than one service provider; one per institution. Bidders may bid for multiple institutions with separate bids.