Professional catering services for atm events, workshops and conferences, paarl — two-year contract

• Closing date and time: Friday 27 November 2026 at 11:00.
• Advert date: 03 November 2026.
• Compulsory briefing session: none indicated.
• Quotation validity: at least 60 days from submission.

Bidding procedure and CSD enquiries

• Contact: Fabian Ontong
• Role: Finance Assistant
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Technical enquiries

• Contact: Rodene Williams
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Submission address

Historium Building

11 Pastorie Avenue

Paarl

7646

Service delivery address

Afrikaans Language Museum and Monument

11 Pastorie Avenue

Paarl

7646

Submission

• Method: hand delivery into the bid box at the Historium Building, 11 Pastorie Avenue, Paarl, 7646.
• Closing: Friday 27 November 2026 at 11:00. Late submissions are not accepted.
• Format: one completed and signed quotation, punched into a file with dividers between schedules and numbered Schedule 1 to Schedule 11.
• It is the bidder's responsibility to ensure the submission reaches the ATM.

Returnable documents — failure to lodge any of these leads to immediate disqualification

• CSD registration number.
• Original, valid SARS tax clearance certificate.
• Original, valid B-BBEE certificate.
• Certified proof of company registration documents.
• Completed and signed SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 6.2, SBD 7.2, SBD 8 and SBD 9, plus the General Conditions of Contract initialled on every page.

Schedule checklist

• Schedule 1: CSD supplier registration number.
• Schedule 2: request for quotation document.
• Schedule 3: SBD 1, 3.3, 4, 6.1, 6.2, 7.2, 8 and 9.
• Schedule 4: proof of company registration.
• Schedule 5: bank rating or letter from the bank.
• Schedule 6: valid tax clearance.
• Schedule 7: B-BBEE verification certificate.
• Schedule 8: company profile.
• Schedule 9: qualifications and CVs of key personnel assigned to the contract.
• Schedule 10: at least three written client testimonials.
• Schedule 11: detailed formal quotation, valid for 60 days.

Disqualification risks

• Any page of the quotation not returned, or not signed or initialled.
• Pricing changes or corrections that are not signed or initialled.
• Changes to the quotation specifications without the ATM's prior written agreement.
• Use of correction fluid or tape anywhere in the quotation.
• Any affidavit, certificate, declaration or annexure left unsigned or incomplete.
• Rates and prices schedules not completed as required.
• Omission of the original, valid tax clearance certificate.
• Failure to submit required written proposals, explanations, samples or certificates.

Form obligations

• SBD 1: bidder and contact details, signed as the offer cover page.
• SBD 3.3: professional services pricing schedule.
• SBD 4: declaration of interest in the state.
• SBD 6.1: preference points claim.
• SBD 6.2: local production and content declaration.
• SBD 7.2: contract form for services.
• SBD 8: declaration of past supply chain management practices.
• SBD 9: certificate of independent bid determination.
• The successful bidder must complete and sign the written contract form.

Evaluation stages

• Criteria 1 — legality of the quotation (primary): quotations that do not comply are not considered.
• Criteria 2 — ability to evaluate the quotation: incomplete rates and prices, information not furnished as required, or incomplete written proposals may disqualify the bid.
• Criteria 3 — price and preference: qualifying bidders are scored on price and B-BBEE status level.

Scoring — 80/20 preference point system

• Price: 80 points.
• Preference (B-BBEE status level of contributor): 20 points.
• Total: 100 points.

B-BBEE preference points

• Level 1: 20 points
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Level 5: 8 points
• Level 6: 6 points
• Level 7: 4 points
• Level 8: 2 points
• Non-compliant contributor: 0 points

Other

• No minimum functionality score or minimum qualifying score is stated.
• The ATM is not obliged to accept the lowest quotation and may award the RFQ in whole or in part without giving reasons.
• Before award, the ATM verifies bidders against National Treasury's List of Restricted Suppliers and Register for Tender Defaulters.
• A minimum 12-month warranty on services or products delivered must be offered in writing.

Scope

• Supply high-quality meals, snacks and beverages for ATM events, workshops, conferences and day-to-day staff functions.
• Deliver food punctually to the ATM in hygienic packaging or serving arrangements.
• Maintain correct food storage and temperature control during transport and serving.
• Provide cutlery, crockery and serving utensils where required.
• Plan menus with ATM staff, covering portion sizes, dietary requirements and presentation.
• Cater for events from small workshops of 10–20 people up to larger events of 200+ people.

Menu proposal requirement

• A full catering proposal must be submitted for four standard event sizes: small workshop (15 people), medium workshop (50), conference (100) and large event (200).
• Each proposal must set out the full menu of meals, refreshments and beverages, alternative menu options where applicable, the total event cost including VAT, the cost per person, and all delivery, preparation, setup and serving costs.
• Menus must be detailed enough for the ATM to compare quality, variety and quantity between bidders.

Hygiene and safety

• Staff must wear uniforms and follow hygiene protocols.
• All municipal and provincial health and safety regulations must be complied with.
• Equipment used must meet food safety standards.
• Waste disposal and cleaning procedures must be maintained during and after events.

Reporting

• Invoices and delivery notes are required for every catering service rendered.
• A short post-event report on meals served, numbers and food quality feedback must be provided.

Dietary capability

• Menus must cater for vegetarian, halal and allergy requirements.

• Minimum 5 years' experience in professional catering services, supported by references.
• At least three written client testimonials must be submitted (Schedule 10).
• A company profile must be submitted (Schedule 8).
• Qualifications and CVs of the key personnel assigned to the contract must be submitted (Schedule 9).
• Catering staff must hold valid food handling certificates.
• The bidder must have adequate equipment and transport to deliver food safely to the ATM.

• Pricing is submitted on SBD 3.3 (Pricing Schedule — Professional Services), with all applicable taxes included.
• A ceiling price for the total estimated completion of all phases, including all expenses and applicable taxes, must be indicated.
• Hourly and daily rates must be given for each person and position involved in the project; certified invoices are rendered on that basis.
• Cost per phase and man-days per phase must be stated.
• Travel expenses are recoverable at actual cost only, with rate, quantity and amount specified and proof attached to certified invoices.
• Other expenses such as accommodation must be itemised with rate, quantity and amount, with proof attached to invoices.
• The period required to commence the project after acceptance, and the estimated worker-days for completion, must be stated.
• Bidders must indicate whether rates are firm for the full contract period and, if not, the basis for adjustment.
• The quotation must include cost per person for breakfast, lunch and snacks, beverage costs, and additional charges for setup, delivery or special dietary requirements, all VAT inclusive.
• A full menu proposal with total event cost and cost per person is required for events of 15, 50, 100 and 200 people.
• Quotations must remain valid for at least 60 days from submission.

Pricing

• Quotations must state the cost per person for breakfast, lunch and snacks, beverage costs, and any additional charges such as setup, delivery or special dietary requirements.
• All prices must be fully inclusive of VAT.
• Quotations must remain valid for at least 60 days from submission.
• A ceiling price covering all phases and expenses, inclusive of all applicable taxes, must be indicated on the SBD 3.3 pricing schedule.
• Hourly and daily rates for each person and position involved, and the cost per phase with man-days, must be completed on the pricing schedule.
• Travel and other expenses are recoverable only at actual cost, with proof of expenditure attached to certified invoices.

Other

• No bid security or performance guarantee is required.
• No minimum turnover or financial capacity threshold is stated.
• A minimum 12-month warranty on services or products must be provided in writing.

Mandatory eligibility

• Registration on the Central Supplier Database (CSD); bidders not registered must register before their quotation can be considered.
• Original, valid SARS tax clearance certificate, or a tax compliance status PIN.
• Original, valid B-BBEE certificate, or a sworn affidavit for EMEs and QSEs, to claim preference points.
• Certified copy of company registration documents.
• At least 5 years' experience in professional catering services, supported by references.
• Staff must hold valid food handling certificates.
• Professional, uniformed catering staff must be provided.
• Adequate equipment and transport to deliver food safely to the ATM.
• Proof of public liability insurance.
• Ability to provide menus for vegetarian, halal and allergy requirements.
• No bid will be considered from a person in the service of the state, a company with such a director, or a close corporation with such a member.

Returnable forms

• SBD 1: invitation to bid cover page with bidder and contact details.
• SBD 3.3: professional services pricing schedule.
• SBD 4: declaration of interest.
• SBD 6.1: preference points claim.
• SBD 6.2: local production and content declaration.
• SBD 7.2: contract form for services.
• SBD 8: declaration of past supply chain management practices.
• SBD 9: certificate of independent bid determination.
• General Conditions of Contract initialled on every page.

Verification

• The ATM checks the National Treasury List of Restricted Suppliers and Register for Tender Defaulters before awarding.

• Catering staff must wear proper uniforms and follow hygiene protocols.
• All municipal and provincial health and safety regulations must be complied with.
• Equipment used must meet food safety standards.
• Proper food storage and temperature control must be maintained during transport and serving.
• Waste disposal and cleaning procedures must be maintained during and after events.
• Staff must hold valid food handling certificates.

• Contract period: 2 years, subject to satisfactory performance and availability.
• The ATM may amend the RFQ conditions, validity period, specifications or extend the closing date before closure, and will notify all respondents in writing.
• The ATM may decline to appoint any service provider, vary or amend the RFQ terms before adjudication, award in whole or in part without giving reasons, and cancel or withdraw the RFQ in whole or in part without liability.
• The ATM is not bound to accept the lowest quotation; award goes to the bidder that is fully capable, technically acceptable and financially advantageous.
• Appointment is subject to the parties agreeing mutually acceptable contractual terms. If no agreement is reached within 30 days of the appointment date, the ATM may appoint the next highest-rated bidder.
• A minimum 12-month warranty on services or products delivered must be provided in writing.
• Invoices and delivery notes must be issued for all catering services, with a short post-event report on meals served, numbers and food quality feedback.

Stage 1 — legality of the quotation (primary criteria)

• Quotations that do not conform to the primary criteria are not considered.
• Disqualifying: pages not returned; pages not signed or initialled; unsigned pricing alterations; unapproved changes to the specifications; correction fluid or tape used anywhere; unsigned or incomplete affidavits, certificates, declarations and annexures; missing original valid tax clearance certificate.
• May disqualify: unsigned alterations or corrections to material information.

Stage 2 — ability to evaluate the quotation

• Disqualifying: rates and prices schedules not completed as required; failure to submit obligatory written proposals, explanations, samples, prototypes or certificates; prices and information not furnished as specified; incomplete written submissions.

Stage 3 — price and preference

• Qualifying bidders are scored on price and B-BBEE status level of contributor under the 80/20 system.
• Price: 80 points. Preference: 20 points.
• B-BBEE points: Level 1 = 20; Level 2 = 18; Level 3 = 14; Level 4 = 12; Level 5 = 8; Level 6 = 6; Level 7 = 4; Level 8 = 2; non-compliant = 0.
• A minimum 12-month written warranty on services or products is required.