Catering and related services at thabo mofutsanyana secure care centre – 3-Year contract (fsdsd (t) 015/2026)

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
• Telephone: 051 409 0615
• Email: [email protected]

Technical enquiries:

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

Submission address:

Bid Box, Main Entrance Foyer

Civilia Building, Number 14

Mariam Makeba Street

Bloemfontein, 9300

Submission method: sealed bid document, clearly marked FSDSD (T) 015/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, Number 14, Mariam Makeba Street, Bloemfontein, 9300. The ground floor is accessible 07:30–16:00 on working days. Bids must be received by the closing time; late bids are not considered.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): priced offer, valid 120 days.
• SBD 3.2 (Price Adjustment): non-firm price escalation details.
• SBD 4 (Declaration of Interest): discloses any state employment or connections.
• SBD 6.1 (Preference Points Claim): claims specific-goal points.
• SBD 7.2 (Contract Form – Rendering of Services): contract agreement.
• Joint Venture/Consortium Agreement (Annexure A) if applicable.

Disqualification risks:

• Failure to comply with any mandatory Phase I requirement.
• Amending any special condition of contract.
• Submitting after the closing time.

Evaluation is in four phases:

• Phase I (Mandatory/Administrative): CSD registration, tax compliance, no restriction, not in state employment, valid HPCSA-registered dietician proof, completed SBD forms, pricing. Non-compliance invalidates the bid.
• Phase II (Functionality): scored out of 100. Minimum qualifying score: 70/100. Bidders below 70 are not evaluated further.
• Phase III (Price and Specific Goals): 80/20 preference point system. Price 80 points, specific goals 20 points.
• Phase IV (Recommendation and Appointment): Bid Adjudication Committee recommends to the HOD.

Functionality criteria (100 points total):

• Relevant catering experience (40 points): based on value of completed catering contracts, with orders/appointment letters and reference letters, not older than 4 years.
• Number of reference letters (10 points): 1–5 letters = 5 points, more than 5 = 10 points; letters not older than 3 months.
• Financial capacity (20 points): bank statement or bank guarantee or NCR-accredited funding commitment of at least R50,000, not older than 6 months.
• Availability of registered dietician (10 points): HPCSA-registered, sessional; more than 5 years' experience = 10 points, less = 5 points.
• Locality (20 points): within Free State = 20 points, outside Free State = 10 points, outside South Africa = 0 points. Proof of residence required.

Scope: Provision of catering and related services at Thabo Mofutsanyana Secure Care Centre for the Free State Department of Social Development.

Contract period: 3 years, with 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 taxes and transport, firm for the first 12 months. No price adjustments allowed during the first year; thereafter, adjustments considered once annually.

Service provider allocation: One service provider per institution. Bidders may bid for more than one institution, but must submit a separate bid document for each and price menus accordingly.

Bidders must demonstrate relevant catering experience (up to 40 points) with supporting orders/appointment letters and reference letters not older than 4 years. A registered dietician (HPCSA) must be available, with more than 5 years' experience scoring higher. Financial capacity of at least R50,000 must be proven.

No specific quality management requirements are stated beyond compliance with the GCC standards clause and the nutrition menus provided. The department may inspect and test supplies/services; non-compliant services may be rejected.

Pricing must be firm (SBD 3.1) and inclusive of all taxes and delivery. Price adjustments (SBD 3.2) are allowed after 12 months using the prescribed formula. Bidders must price only the menus provided. The offer must be valid for 120 days.

Pricing format: Firm prices (SBD 3.1), inclusive of all applicable taxes and delivery costs. Price adjustments (SBD 3.2) allowed only after 12 months, once annually, using the prescribed formula.

Financial capacity (functionality criterion):

• Bank statement not older than 6 months showing cash flow of at least R50,000, OR
• Bank guarantee letter not older than 6 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 6 months.

Performance security: Per GCC clause 7, the successful bidder must furnish performance security within 30 days of contract award, in the form and amount specified in the SCC (amount not stated in the document).

Mandatory requirements (Phase I):

• CSD registration (Central Supplier Database) – must be registered and up to date.
• Tax compliance status – must be compliant with SARS; provide TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire.
• 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.
• Valid proof of registration of a dietician with HPCSA.
• Completed SBD forms.

B-BBEE: Preference points claimed under SBD 6.1 for specific goals (women-owned, youth-owned, disability, SMME). Proof required: CIPC ownership certificate, sworn affidavit (DTIC format), or B-BBEE certificate with SANAS logo.

Joint Ventures/Consortiums: Must submit a JV agreement (Annexure A), each entity must be CSD registered, and a joint bank account must be opened within 30 days after award.

No specific health and safety requirements are stated in the document. General GCC clauses on safety and inspections apply.

Contract duration: 3 years with option to extend 12 months. A Service Level Agreement may be entered into. The department may terminate or suspend the contract if funds are unavailable, with payment for services delivered up to that date. Mediation is not applicable for dispute resolution. Performance security is required within 30 days of award. The successful bidder must remain tax compliant throughout the contract.

The contract is subject to the GCC and SCC; SCC prevails on conflict. Bids must be submitted sealed and marked with the bid number. The department may appoint more than one service provider. Bidders may bid for multiple institutions but must submit separate bids. The department may negotiate prices with shortlisted bidders. All communication must be in writing. Bidders must not amend any special condition.

Evaluation follows four phases: mandatory requirements, functionality (minimum 70/100), price and specific goals (80/20 system), and recommendation. Functionality criteria include relevant experience (40 points), reference letters (10 points), financial capacity (20 points), dietician availability (10 points), and locality (20 points).