Provision of venue and catering services for a 3-Day event in gauteng (29-30 sep & 01 oct 2026)

Open to all tenderers meeting the following: (1) Must be a registered business entity (partnership, sole proprietor, close corporation, company, etc.); (2) Must be authorized to submit tender on behalf of company; (3) Must submit required documentation to claim specific goal points; (4) Information submitted must be true and correct; (5) No fraudulent claims or unfulfilled contract conditions from previous engagements with organs of state.

Price definition: Your tender price must include all applicable taxes, less any unconditional discounts.

Rand value: The total estimated contract value includes all applicable taxes.

Preference points are awarded for Specific Goals. You must submit proof to claim points for:

• SMME status (10 points).
• >50% Black female ownership (5 points).
• >50% Black youth ownership (5 points).
• Failure to submit required proof means you forfeit these points.
• The organ of state can require verification of claims at any time.
• Fraudulent claims can lead to disqualification, contract cancellation, cost recovery, blacklisting for up to 10 years, and criminal prosecution.
• You must complete the declaration section of the SBD 6.1 form, providing company name, registration number, and type.

You must complete a declaration in the SBD 6.1 form, including:

• Company/firm name and registration number.
• Company type (select from options provided).
• A signed declaration by an authorised person certifying that:
• The information provided is true and correct.
• Preference points claimed comply with the general conditions.
• You may be required to furnish documentary proof to support your claims if awarded the contract.
• Fraudulent claims or failure to fulfil contract conditions may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and a claim for damages.
• Recommendation for blacklisting from all organ of state business for up to 10 years.
• Criminal prosecution.

Bidder declaration (signed):

• Confirmation to act honestly, fairly, and with due skill, care, and diligence in ASA’s interests.
• Confirmation to employ resources, procedures, and technological systems effectively for service performance.
• Confirmation to act with circumspection and treat ASA fairly in conflicting interests.
• Confirmation to comply with all statutory or common law requirements.
• Confirmation to disclose relevant material information and conflicts of interest.
• Confirmation to avoid fraudulent/misleading advertising, canvassing, or marketing.
• Confirmation to conduct business transparently, prioritizing ASA’s interests.
• Confirmation to not use or disclose ASA’s information without written consent.
• Include: Name, surname, signature, position, bidder’s name, and date.

Scope: Provision of a suitable venue and catering services for a 3-day event (29, 30 September, and 01 October 2026).

Bidder must declare and confirm in technical response:

• Will act honestly, fairly, and with due skill, care, and diligence in ASA’s interests.
• Has and will effectively employ resources, procedures, and technological systems for proper service performance.
• Will act with circumspection and treat ASA fairly in situations of conflicting interests.
• Will comply with all applicable statutory or common law requirements.
• Will disclose relevant material information, including actual or potential conflicts of interest.
• Will avoid fraudulent or misleading advertising, canvassing, or marketing.
• Will conduct business transparently, prioritizing ASA’s interests.
• Will not use or disclose ASA’s information without written consent.

Mandatory compliance requirements:

• Tax compliance: Valid tax clearance certificate required. ASA may withdraw award or cancel contract if bidder is non-compliant at award time, submits fraudulent certificate, or fails to remain compliant during contract term.
• Central Supplier Database (CSD) registration: Verification against CSD must prove compliant.
• No tender defaulters: Bidder (or its members, directors, partners, or trustees) must not appear on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers. ASA may withdraw award or cancel contract if bidder is blacklisted.
• Anti-corruption: Bidders must not engage in collusive tendering, anti-competitive conduct, or offer inducements to ASA officials or representatives. Disqualification applies if bidder or related parties have engaged in such conduct or been convicted of fraud/forgery.
• Sub-contractors: Bidder is responsible for ensuring sub-contractors and their personnel comply with all tender terms. ASA is not liable for sub-contractor actions.

Termination and suspension:

• ASA may terminate or suspend services if funds are unavailable or services do not meet specifications. Bidder will be paid in full for services delivered up to the date of cancellation/suspension.

SLA requirements:

• Must include resources allocated to ASA.
• Must include details of inclusions and exclusions.
• Must include standard turnaround times.

Evaluation and award process:

• ASA reserves the right to award to a bidder that did not score the highest points, in accordance with PPPFA Act Section 2(1)(f).
• ASA may negotiate terms (including price) with preferred bidders only.
• ASA may accept part of a tender rather than the whole.
• Site inspections, product evaluations, or explanatory meetings may be conducted to verify service quality, before or after adjudication.
• ASA may correct mistakes in bid documents or process at any stage.
• ASA may cancel/terminate the tender process at any stage, including after closing date, presentations, or evaluations.
• Multiple awards may be made based on size or geographic considerations.

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Returnable Documents: The bidder must complete and submit SBD 4 (Bidder’s Disclosure) as part of the bid submission. The form requires declarations on state employment, relationships with procuring institution officials, and interests in other enterprises. Incomplete or false declarations will lead to disqualification.

1. Not listed on the Register for Tender Defaulters or List of Restricted Suppliers. 2. Must disclose any state employment of bidder, directors, trustees, shareholders, members, partners, or persons with controlling interest. 3. Must disclose any relationship with employees of Agrément South Africa. 4. Must certify that bidding is independent without collusion, communication, or arrangement with competitors. 5. Must not have been involved in drafting the specifications for this tender.

No technical specifications for venue and catering services are provided in this document. The document focuses on bidder disclosure requirements.

• Any person (natural or juristic) may submit a bid.
• The bidder must complete the SBD 4 disclosure form, declaring: - Whether the bidder or any directors/trustees/shareholders/members/partners or persons with controlling interest are employed by the state. If yes, provide names, ID numbers, and state employee numbers. - Whether the bidder or any connected person has a relationship with anyone employed by the procuring institution. If yes, provide particulars. - Whether the bidder or any directors/trustees/shareholders/members/partners or persons with controlling interest have an interest in any other related enterprise bidding for this contract. If yes, provide particulars.
• The bidder must certify that the disclosure is true and complete. False declarations may result in bid rejection or action under PFMA SCM Instruction /22.
• Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be automatically disqualified.

• Any person (natural or juristic) may bid.
• The bidder must complete the SBD 4 disclosure form.
• Bidders on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• The bidder must declare: - State employment of bidder or its directors/trustees/shareholders/members/partners or persons with controlling interest. Provide details if yes. - Relationship with any person employed by the procuring institution. Provide particulars if yes. - Interest in any other related enterprise bidding for this contract. Provide particulars if yes.
• The bidder must certify the disclosure is true and complete. False declarations may lead to disqualification and legal action.

The evaluation includes checks for collusion and ethical compliance. The bidder must declare no consultations, communications, agreements, or arrangements with competitors regarding quality, quantity, specifications, prices, market allocation, or submission decisions.