Catering and décor services for the cape winelands sport awards

Closing date: 11 November 2026 at 11:00

Public opening: immediately after closing time on 11 November 2026

No briefing or site visit is advertised.

Bidding procedure enquiries:

• Contact: Financial Services, Supply Chain Management
• Telephone: 086 126 5263

Technical enquiries:

• Contact: Goodman Xawuka
• Telephone: 021 888 5133

Submission address:

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

(Place in official tender box)

Submission method: sealed envelope, placed in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch.

Envelope must be endorsed with the quotation number (Q 2026/010) and description.

Quotations will be opened publicly immediately after closing time.

Closing time: 11:00 on 11 November 2026.

Telexed, faxed or emailed tenders will not be accepted.

The complete original quotation document must be returned; missing pages, corrections made with correction fluid (Tippex), or failure to complete in black ink will disqualify the bid.

Returnable forms (all must be completed, signed and submitted):

• MBD 1 (Invitation to Bid): bidder details and offer cover page.
• MBD 4 (Declaration of Interest): declares any connection to state employees.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality preference points.
• MBD 8 (Declaration of Past Supply Chain Management Practices): discloses past conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Questionnaire (Annexure I): required for locality preference points.
• Authority for Signatory / Board Resolution: authorises the person signing the bid.
• Tax Compliance Status Pin from SARS.
• B-BBEE certificate or sworn affidavit (original or certified copy).
• Municipal account (in bidder's name, not older than 90 days) or lease agreement or bank letter confirming business address to claim locality points.
• Municipal rates and taxes account: certified copy of the bidder's and directors' municipal accounts for the month preceding closing.
• Inspection Report from Municipal Health Services (to be submitted prior to the event).

Evaluation method: 80/20 preference points system under the Preferential Procurement Regulations 2022.

Points allocation:

• Price: maximum 80 points (lowest responsive price gets full 80).
• Specific goals: maximum 20 points, split 50/50:
• B-BBEE status level: 10 points.
• Locality (promoting enterprises in the district/province): 10 points.

Additional evaluation factors mentioned: compliance with specifications, value for money, capability to execute the contract, and adherence to PPPFA.

Bidders who do not submit a B-BBEE certificate or affidavit score zero for that element but are not disqualified.

Preference points awarded only if both the Questionnaire (Annexure I) and MBD 6.1 are completed.

Scope: provision of sit-down catering and décor for the Cape Winelands Sport Awards event, held annually in partnership with the Cape Winelands Sport Council, to recognise sporting achievements.

Event location: Drakenstein area.

Catering: 3-course meal for 350 people, seated 10 per table:

• 300 guests: no dietary requirements.
• 50 guests: Halaal requirements.

Menu (identical for both categories):

• Starter on arrival: warm butternut soup, 3 jars of 100% fruit juice per table (non-alcoholic), 2 x 500ml bottled water per person.
• Main meal (plated): 300g sirloin steak and chicken thigh, savoury rice, roasted baby potatoes, pumpkin and creamed spinach (2 serving spoons per person of each starch and vegetable).
• Dessert (plated): pastry crusted milk tart.

Décor: full décor service for the event.

Food safety requirements:

• Comply with the Foodstuffs, Cosmetics and Disinfectants Act, 1972.
• All food preparation, storage and transport must occur on premises with a valid Certificate of Acceptability (COA) under Regulation 3 of the General Hygiene Regulations, 2012.
• Food containers must comply with Regulation 7; core temperatures per Regulation 8(4); protective clothing per Regulation 9; food transport per Regulation 13.
• Obtain an Inspection Report from Municipal Health Services (0861 265 263) confirming premises are adequate; submit before the event to be considered.

Quality and food safety:

• Must hold a valid Certificate of Acceptability (COA) for food premises under Regulation 3 of the General Hygiene Regulations, 2012.
• Food temperatures must not exceed core temperatures per Regulation 8(4).
• Personnel handling food must wear protective clothing per Regulation 9.
• Food transport must comply with Regulation 13.
• An Inspection Report from Municipal Health Services (0861 265 263) must be submitted before the event; it must confirm premises are adequate for preparing, storing and serving food safely.

Inspection rights: the municipality may inspect the supplier's premises and records at all reasonable hours; costs of inspections for non-compliant goods/services are borne by the supplier; non-compliant goods may be rejected and replaced at the supplier's cost.

Pricing format: fixed price quotation; no price variation allowed.

Prices must include all taxes, duties and levies.

If the contract value exceeds R1 million, the bidder must be VAT-registered; prices above R2.3 million are deemed VAT-inclusive.

Payment within 30 days of invoice and delivery note; payment in Rand.

VAT must be shown on each invoice; invoices above R3,000 must include the recipient's VAT registration number.

Pricing: quoted prices are fixed and must not vary during the contract (no escalation).

Payment: by the municipality within 30 calendar days of receiving a valid invoice and delivery note.

Payment in Rand.

VAT: the VAT registration number of the municipality is 4700193495.

If contract value exceeds R1 million, the bidder must be registered for VAT (though the document also notes a R2.3 million threshold in another clause).

Price above R2.3 million is deemed VAT-inclusive even if stated otherwise.

Prime interest rate penalties apply for late delivery or performance, deducted from the contract price for each day of delay.

Variation orders: the municipality may vary the scope by up to 15% of the contract value (20% for construction, not applicable here).

Mandatory registrations:

• Must be registered on the Cape Winelands District Municipality's Supplier Database and the Central Supplier Database (CSD).

Tax compliance:

• Submit a Tax Compliance Status Pin from SARS (each member of a joint venture must submit separately).
• The municipality verifies the PIN on the SARS website.
• No contract is awarded to a bidder with outstanding tax matters.

Municipal arrears:

• Bidders whose municipal rates and taxes or charges are in arrears for more than three months (without an arrangement) are disqualified.
• If renting, provide proof that rent includes municipal charges and is not in arrears.

B-bbee:

• Submit an original or certified copy of a valid B-BBEE certificate, or sworn affidavit for EMEs/QSEs.
• B-BBEE certificates must be issued by SANAS-accredited verification agencies, IRBA-approved auditors, or accounting officers per the CCA.
• EMEs (revenue ≤ R10 million) may use a sworn affidavit.
• QSEs (revenue R10–R50 million) may use a sworn affidavit or certificate.
• Automatic levels for qualifying EMEs/QSEs: Level 2 for ≥51% black ownership, Level 1 for 100% black ownership.
• Bidders without a certificate or affidavit score zero for B-BBEE but are not disqualified.

CIDB: not required for this catering/décor tender (not construction).

Compensation Fund: a Letter of Good Standing from the Department of Employment and Labour is required if stipulated in special conditions (not stated specifically for this tender).

POPIA: submitting the bid constitutes consent to processing personal information by the municipality.

No specific occupational health and safety (OHS) requirements beyond food hygiene regulations are stated in the document.

General contract conditions require compliance with the Foodstuffs, Cosmetics and Disinfectants Act and the General Hygiene Regulations for food premises.

A Letter of Good Standing from the Compensation Fund may be required if stated in special conditions (not explicitly required here).

Contract duration: bids remain valid for 180 days from closing date; the contract may be extended if additional funds become available.

Warranty: goods must be new, unused and free of defects; warranty period is 12 months after delivery/acceptance or 18 months from shipment, whichever is earlier.

Payments: within 30 days of invoice and delivery note.

Prices: firm and not variable.

Variation: scope may vary up to 15% of contract value (or 20% for construction works).

Assignment: supplier may not assign the contract without written consent.

Subcontracting: the whole contract may not be subcontracted; partial subcontracting requires prior written consent.

Penalties: for late delivery, a penalty at the prime interest rate per day of delay is deducted from the contract price.

Termination: the municipality may terminate for default, insolvency, or corrupt/fraudulent practices; termination for default may lead to a restriction from doing public business for up to 10 years.

Disputes: parties first attempt amicable resolution; after 30 days, mediation; failing that, court proceedings.

Governing law: South African law; English is the governing language.

Confidentiality: the supplier must not disclose contract information without consent; the municipality may inspect and audit supplier records.

Taxes: the supplier is responsible for all taxes, duties and levies.

The bid is evaluated under the 80/20 preference points system (for contracts with a rand value up to the threshold). Price contributes a maximum of 80 points; the remaining 20 points are split equally between B-BBEE status level (10 points) and locality (10 points). Locality points are earned by enterprises based in the district or province where the work is performed, evidenced by a municipal account, lease agreement or bank letter. Bidders must complete the Questionnaire and MBD 6.1 to claim preference points.