Catering services tender – winkie direko secure care centre, free state

Advert date: 09 October 2026

Closing date: 04 November 2026 at 11:00

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

14 Mariam Makeba Street

Bloemfontein, 9300

Submission method: sealed, completed bid document, clearly marked with bid number FSDSD (T) 016/2026, deposited in the bid box at the Main Entrance Foyer, Civilia Building, 14 Mariam Makeba Street, Bloemfontein, 9300. The Civilia Building ground floor is accessible 07:30–16:00 on working days. Bids must arrive before the closing time; 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 per the attached schedule, VAT inclusive.
• SBD 3.2 (Price Adjustment): completed if non-firm pricing is claimed, with the required breakdown.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal 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 status (PIN or CSD number).
• Valid proof of registration of a Dietician with HPCSA.
• Supportive documentation for all functionality criteria.

Disqualification risks:

• Any amendment to the Special Conditions of Contract by the bidder.
• Failure to accept the Special Conditions and General Conditions of Contract.
• Omission of any mandatory returnable form or required proof.
• Submission after the closing time, regardless of reason.

Evaluation is in four phases:

• Phase I – Mandatory and administrative requirements (not scored): CSD registration, tax compliance, not restricted, not in state employment, pricing submitted, valid HPCSA Dietician registration, all SBD forms completed. Failure invalidates the bid.
• Phase II – Functionality (scored out of 100):
• Relevant catering experience: 40 points (based on value of previous appointments, with supporting orders/appointment letters and reference letters, documents not older than 4 years).
• Number of reference letters for catering services: 10 points (1–5 letters = 5 points; more than 5 = 10 points; letters not older than 3 months).
• Financial capacity: 20 points (bank statement with cash flow of at least R50,000 over 6 months, or bank guarantee of at least R50,000, or NCR-accredited funding commitment of R50,000 or more).
• Availability of a registered Dietician: 10 points (HPCSA registered, not full-time in the institution; less than 5 years' experience = 5 points, more than 5 years = 10 points).
• Locality: 20 points (within Free State = 20 points; outside Free State = 10 points; outside South Africa = 0 points).
• Minimum qualifying score: 70 out of 100 on functionality. Bids 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. The Department may appoint more than one service provider; one per institution.

Scope: Provision of catering and related services at Winkie Direko Secure Care Centre for 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 nutrition menus provided in the bid document (Section 4). No other menus are acceptable.

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

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 the menus accordingly.

Experience (functionality criterion, 40 points):

• R0 to R50,000 = 5 points
• Above R50,000 to R100,000 = 10 points
• Above R100,000 to R500,000 = 20 points
• Above R500,000 to R1 million = 25 points
• Above R1 million to R1.5 million = 30 points
• Above R1.5 million = 40 points

Supporting evidence: orders or appointment letters on the institution's letterhead, signed by Head of SCM or delegated official, with corresponding reference letters indicating successful completion. Documents must not be older than 4 years.

Reference letters (10 points):

• No reference letter = 0 points
• 1 to 5 reference letters = 5 points
• More than 5 reference letters = 10 points

Reference letters must be signed by Head of SCM or delegated official, on the institution's letterhead, and not older than 3 months.

Dietician (10 points):

• Valid HPCSA-registered Dietician (not full-time in the institution) with less than 5 years' experience = 5 points
• With more than 5 years' experience = 10 points

Attach CV and certified copies of qualifications.

No specific quality management requirements are stated beyond the general GCC provisions that goods/services must conform to the standards in the bidding documents and specifications. The Department may inspect the supplier's records and have them audited.

Pricing schedule (SBD 3.1): Supply and delivery of catering for departmental institutions for a period of 3 years. Unit price in RSA currency, VAT inclusive. Refer to the attached Pricing Schedule and Annexures for specifications. Delivery costs must be included in the bid price. All applicable taxes included. Offer valid for 120 days from closing date.

Price adjustments (SBD 3.2): Non-firm prices subject to escalation; 85% of the original bid price escalates, 15% remains firm. A breakdown of price factors must total 100%. Rate of exchange variations apply to foreign portions, with proof from the bank required.

Pricing format: Firm prices, VAT inclusive, per the attached Pricing Schedule (SBD 3.1). All delivery costs must be included in the bid price.

Price adjustments: Non-firm prices subject to escalation are allowed under SBD 3.2, using the prescribed formula (85% of the original bid price escalates, 15% remains firm). A breakdown of price factors must total 100%.

Financial capacity (functionality criterion):

• Bank statement not older than 6 months showing cash flow of at least R50,000 over the past 6 months, 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, issued after the advert date and not later than the closing date.

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

Payment: The Department may terminate or suspend the contract if funds are no longer available; the bidder is entitled to payment for services delivered up to the date of cancellation or suspension.

Mandatory requirements (Phase I):

• CSD registration: must be registered on the Central Supplier Database; ensure all documentation is updated and valid.
• Tax compliance: must be tax compliant at submission and for the entire contract term; submit a SARS TCS PIN or CSD number, or a printed TCS certificate. Foreign suppliers must complete the pre-award questionnaire.
• Not restricted: bidders, members, or individuals must not be on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Not in state employment: bidders, members, or individuals must not be in the employment of the state.
• HPCSA Dietician: valid proof of registration of a Dietician with HPCSA must be submitted.
• SBD forms: all required SBD forms must be completed and signed.

B-BBEE / specific goals (SBD 6.1, 80/20 system):

• 51% or more women-owned enterprise: 5 points – CIPC ownership certificate and DTIC affidavit, or B-BBEE certificate with SANAS logo.
• 51% or more youth-owned company: 5 points – CIPC ownership certificate and DTIC affidavit, 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 – DTIC affidavit or B-BBEE certificate indicating 100% black ownership.
• Failure to submit proof for specific goals means those points are not claimed.

Preference points under PPPFA 2022: 80/20 system. Price 80 points; specific goals 20 points. Specific goals: 51% or more women-owned enterprise (5 points); 51% or more youth-owned companies (5 points); disability (5 points); SMME promotion in terms of RDP goals (5 points). Proof required: CIPC ownership certificate and DTIC affidavit or B-BBEE certificate with SANAS logo; medical certificate for disability; affidavit or B-BBEE certificate indicating 100% black ownership for SMME.

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

Contract duration: 3 years, with an option to extend for a further 12 months.

Termination/suspension: The Department may terminate or temporarily suspend services if funds are no longer available; the bidder is entitled to payment for services delivered up to the date of cancellation or suspension.

Dispute resolution: Mediation is not applicable to this contract, notwithstanding GCC clause 27.

Confidentiality: Evaluation and award information is not disclosed until the successful bidder is notified. No material or information derived from the procurement may be used for purposes other than those of the Free State Department of Social Development unless authorised in writing.

Service Level Agreement: An SLA may be entered into to clarify operational provisions; it is subject to the GCC and SCC.

Verification: The Department may verify the supplier's status after award; default may lead to restriction per SCM Practice Note No. 5/2006.

Acceptance: Failure to accept the SCC and GCC may result in the bid not being considered.

Special Conditions of Contract: subject to GCC and SCC; SCC prevails over GCC. Submission of sealed bids. Status: invitation for catering and related services at departmental institutions for three years. Pricing: inclusive of all relevant taxes and transportation; no price adjustments in first year; price adjustment after 12 months and annually thereafter; bidders must only price for menus provided in the bid document. Negotiations: Accounting Officer may negotiate prices with shortlisted bidders. Communication and confidentiality: written communications; no warranties on accuracy; bidders must notify discrepancies; confidentiality obligations. Counter conditions: amendments by bidder invalidate bid. Verification of bidders after award; default leads to restriction per SCM Practice Note 5/2006. Joint venture agreements: JV/consortium agreement to be submitted; entities registered on CSD; joint bank account within 30 days after award. Agreements: SLA may/shall be entered into; subject to GCC/SCC; Department may terminate or suspend if funds unavailable. Settlement of disputes: mediation not applicable notwithstanding GCC clause 27. Allocation and award: one service provider per institution; bidders may bid for more than one institution but must submit separate bid document and price menus accordingly; outcome published in Provincial Tender Bulletin, Departmental Website and e-Tenders portal. Extension: three years with option to extend for further 12 months. Acceptance of special conditions and contract required.

Mandatory and administrative requirements: CSD registration; tax compliance status; bidders/members/individuals not restricted; bidders/members/individuals not in employment of the State; pricing; valid proof of registration of Dietician with HPCSA; completion of SBD forms. Failure to comply with Phase I invalidates the bid. Tax compliance must be maintained for the contract term; foreign bidders are also subject to tax compliance. Bidders must be registered on CSD and documentation must be updated and valid.

Evaluation phases: Phase I mandatory and administrative requirements; Phase II functionality; Phase III price and specific goals; Phase IV recommendation and appointment. Functionality threshold: minimum 70 points. Functionality criteria and points: bidder's relevant experience in catering (40 points based on value of previous appointments); number of reference letters related to catering services (10 points); financial capacity (20 points); availability of dietician (10 points); locality (20 points). Bids not meeting 70 functionality points are not evaluated further on price and specific goals. Price and specific goals evaluated under 80/20. Department reserves the right to appoint more than one service provider. Bid Adjudication Committee recommends to HOD.