Catering services for the city of mbombela (2027–2032): 80/20 preference point system, csd and tax compliance required

{"closingDate":"21 SEPTEMBER 2026","closingTime":"11:00am","briefingSession":"{"date":null,"time":null,"venue":null,"is_compulsory":false}"}

No compulsory briefing session will be conducted for this tender.

{"name":"Mr W. Khumalo","email":"[email protected]","phone":"013 759 2358","department":"Supply Chain Management","address":"ED @ NO: 1 NEL STREET; MBOMBELA;"}

Returnable Documents: VAT REGISTRATION NUMBER, TAX COMPLIANCE STATUS TCS PIN: OR CSD No, MBD 1 will regarded as a FORM OF OFFER and if the forms is not completed in full and,

• A valid Tax Compliance Status (TCS) Pin.,
• Proof of company registration.,
• Certified copies of the Business Director(s)’ identity documents.,
• A full Central Supplier Database (CSD) registration report not older than 30 days from,
• For Company Experience: At least one (1) certified copy of an appointment letter or,
• For the Project/Culinary Leader: A certified copy of the relevant qualification, certified, copy of the identity document, and a comprehensive Curriculum Vitae (CV) of the, preparation or a higher relevant qualification.,
• The CV must clearly indicate the individual’s current employment status. Where the

Returnable documents include: MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 7 (Contract Form), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), Authority to Sign a Bid, Certificate of Authority for Joint Ventures, Tax Clearance Certificate, CSD full report, B-BBEE certificate/affidavit, company registration certificate, municipal rates and taxes statements, and any other documents specified in the checklist.

Unable to extract eligibility criteria

For the 2027–2032 financial period for the city of mbombela

The bidder must provide a method statement or execution plan for delivering catering, PA system, and transport services for the consultative meeting. The plan should address food preparation, transport logistics, equipment setup, and compliance with the specified timelines and quality standards.

• A valid Tax Compliance Status (TCS) Pin.
• Proof of company registration.
• Certified copies of the Business Director(s)’ identity documents.
• A full Central Supplier Database (CSD) registration report not older than 30 days from

the closing date. Summary reports will not be accepted.

• For Company Experience: At least one (1) certified copy of an appointment letter or

purchase order, accompanied by a certified reference letter, demonstrating the

bidding entity’s experience in providing catering services for 100 or more people.

• Certificate of Acceptability (CoA): A certified copy of a valid Certificate of Acceptability

(CoA) for basic food safety and hygiene, issued by Ehlanzeni District Municipality or

an equivalent competent authority. The certificate must be in the name of the bidding

entity or, alternatively, in the name of the business director or culinary leader who will

be responsible for the execution of the services.

• For the Project/Culinary Leader: A certified copy of the relevant qualification, certified

copy of the identity document, and a comprehensive Curriculum Vitae (CV) of the

proposed Project/Culinary Leader must be submitted. The proposed Project/Culinary

Leader must have a minimum of three (3) years’ relevant experience in food handling

and preparation and must possess, as a minimum, a certificate in food handling and

preparation or a higher relevant qualification.

• The CV must clearly indicate the individual’s current employment status. Where the

proposed Project/Culinary Leader is not employed by the bidding entity, the bid must

be accompanied by a signed consent/commitment letter from the individual

confirming their availability and intention to assist the bidding entity with the

implementation and execution of the project.

4.2. Municipal rates and taxes requirements (Bidding Entity)

• The bidder must submit a valid and current municipal rates and taxes statement for

the business premises issued by the relevant local authority.

• Where the business operates in an area under the jurisdiction of a recognised

traditional authority, the bidder may submit proof of residence issued by the relevant

tribal authority.

• Where the business premises are leased, the bidder must submit a valid lease

agreement together with the lessor's current municipal rates and taxes statement for

the leased premises.

• The physical business address reflected on the Central Supplier Database (CSD)

must correspond with the address reflected on the company's registration documents.

• The Municipality reserves the right to verify the municipal rates and taxes information

against the details reflected on the CSD and the company's registration documents.

• It remains the responsibility of the bidder to ensure that the company's municipal

rates and taxes account is fully paid and not in arrears.

4.3. Director(s) Municipal Compliance

• The bidder must submit valid and current municipal rates and taxes statements for

each active director, including directors of consortium or joint venture partners, for the

residential addresses reflected on the company's CIPC registration documents.

• Where a director resides in an area under the jurisdiction of a recognised traditional

authority, proof of residence issued by the relevant tribal authority may be submitted.

• Where a director occupies leased residential premises, the bidder must submit a valid

lease agreement together with the lessor's current municipal rates and taxes

statement for the leased property.

• The residential address reflected on the municipal rates and taxes statement, proof of

residence, or lease agreement must correspond with the residential address of the

respective director as recorded on the company's CIPC registration documents.

• The Municipality reserves the right to verify the municipal rates and taxes compliance

of each director using the director's identity number and the residential address

reflected on the CIPC registration documents.

• It remains the responsibility of the bidder to ensure that the municipal rates and taxes

obligations of all active directors, consortium or joint venture partners, and, where

applicable, the lessor, are fully settled and not in arrears.

4.4. General note

• For all key personnel whose CV is submitted, certified copies of qualifications and

certified copies of identity documents must be submitted with the bid (if applicable).

• Certified copies must not be older than three (3) months to be considered valid.
• Copies of certified copies will not be accepted; only certified copies of original

documents shall be recognised.

• Failure to comply with the above requirements will result in immediate disqualification.

section 14 of the Companies Act registration document in

line with the applicable

b) A Certificate issued by CIPRO in line with section 2 legislation?

of the Close Corporation Act

NB: The registration of Close Corporations (CCs) was

replaced by introduction of the New Companies Act which

came to effect in April 2011. CCs to be recognized as valid

registration certificate will be up to 2010.

2. Company Profile a) A Company Profile is a professional introduction of Has the bidder attached N/A

your Business that aims to inform Clients about its a company profile and its

purpose, vision, trustworthiness, products and experience is relevant to

services, and experience of your Company. It is add value on this

basically a “CV for your Business/Company” project?

3. Certification of documents to be a) The certification of documents must be done by a Has the bidder certified YES

submitted together with the tender commissioner of oath as prescribed in the Justices all documents to be

document. of the Peace and Commissioners of Oaths Act 16 certified as per special

of 1963 and its Regulations. conditions of bid?

b) Acceptable certified copies are copies originally Check validity on the

qualifications, Licenses and Lawyers or notary public (who are members of a commissioner of oaths

certificates, accreditation by recognised professional body), Actuaries or stamp is compliant as

professional bodies, proof of accountants (who are members of a recognised per example copied from

ownership document, appointment professional body), Members of the judiciary, the Regulations.

letters, completion certificates, etc. Directors, managers or company secretaries of a

banks or regulated financial services business.

c) Commissioner of Oaths stamps can be purchased

at Stationary shops, but it can be custom made

following the below example:

is required for an audit to be conducted. inconsistent declaration

may lead to immediate

disqualification.

13. Recent annual financial statement a) Applicable to private companies with a public Has the bidders N/A

(AFS) for three consecutive years interest score of less than 100. furnished MBD 5 as

(unaudited AFS). mandatory?

NB: if a company provides any b) If, with respect to a particular company, every Has the bidder attached

financial statements in terms of person who is a holder of, or has a beneficial the relevant AFS as

section 29 of the Companies Act, interest in, any securities issued by that company is required by law in line

such statements must comply with with his/her declaration also a director of the company, that company is

the provision of the Act. on MBD 5? exempt from the requirements in this section to

have its annual financial statements audited or

independently reviewed.

NB: An independent review will suffice if the company has

opted to have its financial statement audited or is required

by its Memorandum of Incorporation (MOI) to do so.

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

of complex projects various aspects of the contract to establish if the minimum threshold on

bidders has the capabilities to execute the contract functionality in order to

qualify for further or not. The various aspect may include but not

evaluation on price and limited to: track record and experience on similar

B-BBEE? projects, human resource and their individual

The Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent competent authority must be submitted, in the name of the bidding entity or the responsible culinary leader. This ensures compliance with food safety and hygiene standards.

Invitation to Bid................................................................................. 3 – 5

Special Conditions........................................................................ .... 6 – 9

Notes / Checklist for mandatory returnable document ............................... 10 – 18

Specifications and pricing schedule ...................................................... 19

Pricing Schedule – Firm Prices............................................................. 20

Declaration of interest......................................................................... 21 – 23

the bidder (business) or any of its directors to the municipality, or to any other municipality or

municipal entity, are in arrears for more than three months. Similarly, none submission of

proof of valid and up-to-date rates and taxes statement will render the submission nonresponsive.

dates specified in the Specification and Pricing Schedule. Upon signing of the contract, the

successful bidder will be required to provide the services and deliver all required deliverables

in full compliance with the tender specifications and within the prescribed timelines.

involved, each party must submit JV/Consortium, have the

separate required returnable parties involved attached

documents. all individual required

documents as per

special condition of bid?

9. Latest municipal rates and taxes a) If the business is operated and its director(s) are Has the bidder attached YES

certificates from relevant local residing within a municipal area, bidders are latest municipal rates

authority for the business and all expected to attach latest municipal rate and taxes and taxes from relevant

business directors certificates for the business and ALL its directors. local authority for the

company / business and

OR b) If the business is operated and its director(s) are all company directors /

residing within a tribal authority. Bidders are

Proof of resident from tribal authority owners? expected to attach proof of resident for the

for the business and all business business and ALL its directors. In case of lease, has the

directors bidders attached lease

c) If the business directors are leasing a facility for

OR agreements and lessor’s residential purposes, they are required to attach proof of res from a tribal

Lease agreement with the Lessor’s individual lease agreement with lessor’s latest authority or latest

latest municipal rates and taxes municipal rates and taxes for a facility is within a municipal rates and

certificates from relevant local Municipal boundary and if the business is renting taxes certificate?

authority. office / business facility, the bidders are required to

attach lease agreement for the business with Is the account not in

NB: All accounts owing any lessor’s latest municipal rates and taxes for a areas for more than 90

municipality for more than 90 days facility within a municipal boundary. If the facility days (3 months)?

will be disqualified as prescribed on leased is in a rural area, lease agreement will be

the MSCM Regulations. accompanied with the lessor’s proof of residential

from a tribal authority.

NB: Domicilium citandi at executandi: Domicilium citandi et

executandi is a Latin legal term meaning the address

nominated by a bidder in a legal contract where legal notices

may be sent.

ensure that all physical addresses reflected either on the

company registration document and CSD are not owing any

municipal rates and taxes for more than three months

including the Lessor’s municipal account in case of lease.

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted, non-firm prices (including

Prices subject to rates of exchange variations) will not be

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claims for Broad Based Black Economic Empowerment Status

B-BBEE preference points are claimed via the B-BBEE certificate or sworn affidavit for EMEs/QSEs. For this tender, 20 points are allocated for specific goals: 5 points for 100% black-owned enterprise, 5 points for at least 30% woman-owned, 2.5 points for at least 30% youth-owned, 2.5 points for at least 30% people with disability-owned, and 5 points for EME located within the City of Mbombela (KaNyamazane area).

The COIDA certificate or letter of good standing must be attached, valid and reflecting the nature of work in line with the scope of works, to ensure compliance with occupational health and safety regulations.

Preferential Procurement Regulations 2022 (Purchases)........................... 24 – 28

Contract Form – Rendering of services.................................................. 29 – 30

Declaration of Bidder’s Past Supply Chain Management Practices ................ 31 – 32

Certificate of independent bid determination..................................................... 33 – 36

Authority to sign a bid ........................................................................ 37 – 38

Certificate of authority for joint ventures ................................................ 39

PPPFA: Preferential Point System ........................................................ 40

exceeding 10 years (see section 28

of this Act).

11. Copy of Public Liability insurance. a) Public liability insurance may vary from one project If applicable, is the N/A

insurance from a

registered financial

institution?

12. Recent audited / independently a) Applicable to private companies that are not Has the bidder furnished N/A

reviewed financial statements for managed by its owners, if: MBD 5 as mandatory for

three consecutive years. all projects estimated to

NB: if a company provides any - It compiles its financial statement internally and be in excess of R10

financial statements in terms of its public interest score is less than 100. million?

section 29 of the Companies Act, Has the bidder attached

• It has its financial statements compiled such statements must comply with the relevant AFS as

independently and its public interest score is the provision of the Act. required by law and is it

between 100 and 349. aligned with his/her

declaration on MBD 5? - the public interest score is 350 points or more,

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions

as indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish

documentary proof to the satisfaction of the organ of state that the claims are

correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Mbd 7.1

2022;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the

price(s) and rate(s) quoted cover all the goods and/or works specified in the bidding

documents; that the price(s) and rate(s) cover all my obligations and I accept that any

mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

Special conditions: no briefing session; bids must be submitted on official forms, not re-typed; tender documents must be completed in black ink, no erasures or tippex; corrections must be dated and signed; bids must be sealed in an envelope marked with bid number, description, and closing date, placed in the bid box at Mbombela Civic Centre before 11:00 on closing date; late, faxed, or emailed bids not accepted; tender validity period is 30 days; prices must be firm and inclusive of VAT; all prices in ZAR; bidders must allow for all taxes; no cession or assignment without written permission; penalties of 2.5% per hour for late delivery; withdrawal of tender may lead to cancellation and liability for additional costs; fraudulent activities will be reported to SAPS and may lead to restriction from doing business for up to 10 years.

Mandatory requirements: valid Tax Compliance Status (TCS) Pin; proof of company registration; certified copies of business directors' ID documents; full CSD registration report not older than 30 days (summary reports not accepted); certified copy of appointment letter or purchase order with reference letter demonstrating experience in catering for 100+ people; valid Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent; for the Project/Culinary Leader: certified qualification, ID copy, and CV with minimum 3 years' relevant experience and a certificate in food handling/preparation; municipal rates and taxes statements for business and all directors (or tribal authority proof of residence or lease agreements with lessor's rates statement); no municipal arrears exceeding 3 months; bidders must not be listed on Register of Bid Defaulters; documents must be certified (not older than 3 months) and submitted in black ink; MBD 1 must be fully completed and signed; total bid price must be reflected on MBD 1.

at Bid Evaluation Committee (BEC) & Bid Adjudication Committee (BAC) are aligned as envisaged by the Bid Specification Committee (BSC).

8. In bids where Consortia / Joint a) This will not be applicable to functionality and B- If the tendering entity / YES

E points claim form in terms of the preferential

This preference form must form part of all tenders invited. It contains general information

and serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

a) The applicable preference point system for this tender is the 80/20 preference

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

this tender to claim points for specific goals with the tender, will be interpreted to

mean that preference points for specific goals are not claimed.

preferences, in any manner required by the organ of state.

Preference Points Claim Form in terms of the

PPPFA: Preferential Point System ........................................................ 40

In order to qualify for preference points for b-bbee]

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

bidders has the capabilities to execute the contract functionality in order to

evaluation on price and limited to: track record and experience on similar

scored in line with the

technology, etc. evaluation criteria set on