Provision of canteen and catering services to csir pretoria campus – 5-Year RFP (national)

{"name":"Ms Teams","email":"[email protected]","phone":"27813762187","department":"of Trade and Industry,","address":"2.4 Proposals submitted must be signed by a person or persons duly authorised."}

The CSIR reserves the right to:

14.1 Extend the closing date of this RFP;

14.2 Correct any mistakes before closing date and time of the tender that may have been in the

Bid documents or occurred at any stage of the tender process;

14.3 Verify any information contained in the bidder’s submission;

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14.4 Request documentary proof regarding the bidder’s submission;

14.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the product/service offered by the bidder(s) or verify any

information whether before or after the adjudication of this RFP;

14.6 Award this tender to a bidder that did not score the highest total number of points, only in

accordance with Section 2(1)(f) of the PPPFA (Act );

14.7 Request audited financial statements or other documents for the purpose of a due diligence

exercise to determine if the bidder will be able to execute the contract;

14.8 Award this RFP as a whole or in part;

14.9 Award this RFP to multiple bidders;

14.10 Cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated

and/or after the preferred bidder(s) have been notified of their status as such;

14.11 Post tender negotiate on any elements on the bid, including but not limited to technical,

transformation, price, and contractual terms and conditions.;

14.12 Not to award a contract to a bidder who is associated with a security breach that materially

adversely affects other entities or if any directors or officers of a bidder are formally charged

of fraudulent or illegal conduct which, would harm the CSIR’s reputation by its continued

association with the bidder.

15 conflict of interest, corruption and fraud

15.1 The CSIR reserves its right to disqualify any bidder who either itself or any of whose

members (save for such members who hold a minority interest in the bidder through shares

listed on any recognised stock exchange), indirect members (being any person or entity

who indirectly holds at least a 15% interest in the bidder other than in the context of shares

listed on a recognised stock exchange), directors or members of senior management,

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whether in respect of CSIR or any other government organ or entity and whether from the

Republic of South Africa or otherwise ("Government Entity")

a. engages in any collusive tendering, anti-competitive conduct, or any other similar

conduct, including but not limited to any collusion with any other bidder in respect of the

subject matter of this bid;

b. seeks any assistance, other than assistance officially provided by a Government Entity,

from any employee, advisor or other representative of a Government Entity in order to

obtain any unlawful advantage in relation to procurement or services provided or to be

provided to a Government Entity;

c. makes or offers any gift, gratuity, anything of any value or other inducement, to any

Government Entity's officers, directors, employees, advisors or other representatives in

order to obtain any unlawful advantage in relation to procurement or services provided

or to be provided to a Government Entity;

d. accepts anything of value or an inducement that would or may provide financial gain,

advantage or benefit in relation to procurement or services provided or to be provided

to a Government Entity;

e. pays or agrees to pay to any person any fee, commission, percentage, brokerage fee,

gift or any other consideration, that is contingent upon or results from, the award of any

tender, contract, right or entitlement which is in any way related to procurement or the

rendering of any services to a Government Entity;

f. has in the past engaged in any matter referred to above; or

g. has been found guilty in a court of law on charges of fraud and/or forgery, regardless of

whether or not a prison term was imposed and despite such bidder, member or

director’s name not specifically appearing on the List of Tender Defaulters kept at

National Treasury.

16 misrepresentation during the lifecycle of the contract

16.1 The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that the CSIR relies upon the bidder’s Tender as a material

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representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

16.2 It follows therefore that misrepresentations in a Tender may give rise to service termination

and a claim by the CSIR against the bidder notwithstanding the conclusion of the Service

Level Agreement between the CSIR and the bidder for the provision of the Service in

question. In the event of a conflict between the bidder’s proposal and the Service Level

Agreement concluded between the parties, the Service Level Agreement will prevail.

17 preparation costs and limitation of liability

The Bidder will bear all its costs in preparing, submitting and presenting any response or

Tender to this bid and all other costs incurred by it throughout the bid process. Furthermore,

no statement in this bid will be construed as placing the CSIR, its employees or agents

under any obligation whatsoever, including in respect of costs, expenses or losses incurred

by the bidder(s) in the preparation of their response to this bid.

A bidder participates in this bid process entirely at its own risk and cost. The CSIR shall not

be liable to compensate a bidder on any grounds whatsoever for any costs incurred or any

damages suffered as a result of the Bidder’s participation in this Bid process.

The CSIR has set minimum standards that a bidder needs to meet in order to be evaluated

and selected as a successful bidder. The minimum standards consist of the following:

Site visit and Food Price and

Technical Evaluation

Elimination Criteria Presentation Preference Points

Criteria Objective Criteria

(Phase 1) (Phase 3) Evaluation

(Phase 2)

(Phase 4)

Only bidders that Bidder(s) are required Bidder(s) are required Bidder(s) will be The CSIR reserves the right

comply with ALL the to achieve a to achieve a evaluated out of to award this tender to a

criteria set on predetermined predetermined 100 points i.e., 80 bidder that did not score the

paragraph 28.1 on minimum threshold on minimum threshold of points for Price highest total number of

Phase 1 below will each of the individual 50 points overall. and 20 points for points in accordance with

proceed to criteria, and a Only bidder (s) who met Preference Points. Section (2) (1) (f) of the

Technical/Functional predetermined and/or exceeded the PPPFA (Act ).

Evaluation (Phase 2). minimum threshold on minimum threshold

100 points overall. Only points on Phase 3 Any bidder who was

bidder (s) who met below will proceed to previously issued with non-

and/or exceeded the Price and Preference conformance notice due to

minimum threshold Points Evaluation. their failure to comply with

points on Phase 2 (Phase 4) contractual obligations

below will proceed to including food safety

Site Visit and Food practices and hygiene

Presentation (Phase 3). requirements in line with

R and

Certificate of Acceptability

(CoA) will not be eligible for

the award of business.

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28.1 Elimination Criteria (Phase 1)

Proposals will be eliminated under the following conditions:

a) Bidder that submits late bids will not be considered.

b) Bidder that submits to the incorrect location or email address will not be considered

(Only electronic submission to [email protected] would be considered).

c) Bidder that is listed on the NT database of restricted suppliers will not be considered.

d) Bidder that is registered on the NT Register of Tender Defaulters will not be considered.

e) Bidder who fails to attend the compulsory MS Teams online briefing session will not be

considered.

f) Bidder that did not submit mandatory returnable documents as outlined in Annexure E:

Proposal Form and List of Returnable Documents (Mandatory Returnable

Documents Table).

28.2 Technical Evaluation Criteria (Phase 2)

The evaluation of the functional / technical detail of the proposal will be based on the

following criteria:

No ELEMENT WEIGHT

1 Company experience

20%

2 Experience of Project / Operations Manager

20%

3 Bank rating letter

10%

4 Methodology and Approach

40%

5 SHEQ Plan, SHEQ Policy Statement and SHEQ Risk Register 10%

Total (%) 100%

Proposals with functionality / technical points of less than the pre-determined minimum

overall percentage of 70% and less than 50% on each of the individual criteria will be

eliminated from further evaluation on Site Visit and Food Presentation evaluation.

Refer to Annexure C (a) (Technical Evaluation Matrix/Rubrics) for the scoring

ranges/rubrics that will be used to evaluate functionality.

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28.3 Site visit and Food Presentation (Phase 3)

No ELEMENT DESCIRPTION OF CRITERIA WEIGHT

1 Site visit and The bidder must make a facility accessible where they are

food currently working and be able to demonstrate the following: 100%

presentation o Kitchen Preparation Area

o Dishwashing Cleanliness

o Walk-In Refrigeration

o Food Servery

o Staff Appearance

Total (%) 100

Proposal with site visit and presentation score of less than the pre-determined minimum

percentage of 50%, will be eliminated from further evaluation on Price and Preference

Points Evaluation.

Refer to Annexure C (b) (Site Visit and Food Presentation Evaluation Matrix/Rubrics)

for the scoring ranges/rubrics that will be used to evaluate functionality.

28.4 Price and Preference Points Evaluation (Phase 4)

Only Bidders that have met minimum thresholds on site visit and presentation will be

evaluated for price and preference points. Price and Preference Points will be evaluated as

per Annexure G: Preference Points Award Form.

29 objective criteria

The CSIR reserves the right to award this tender to a bidder that did not score the highest

total number of points in accordance with Section (2) (1) (f) of the PPPFA (Act )”,

under the following conditions:

• The directors, shareholders or officers of the bidder must not be formally charged of

fraudulent or illegal conduct which could harm the CSIR’s reputation by associating with

the bidder.

• Any bidder who was previously issued with non-conformance notice due to their failure

to comply with contractual obligations including food safety practices and hygiene

requirements in line with R and Certificate of Acceptability (CoA) will not be

eligible for the award of business.

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30 national treasury central supplier database (csd) registration

Respondents are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all organs

of state and facilitate the verification of certain key supplier information. Business may not

be awarded to a Respondent who has failed to register on the CSD. Only foreign suppliers

with no local registered entity need not register on the CSD. In order to enable the CSIR to

verify information on the CSD, Respondents are required to provide the unique registration

reference number.

Before any negotiations will start with the winning bidder it will be required from the winning

bidder to:

• be registered on National Treasury’s Central Supplier Database (CSD). Registrations

can be completed online at: www.csd.gov.za;

• provide the CSIR of their CSD registration number.

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Annexure A

Standard Bidding Document (SBD) 1

Part a: invitation to bid

You are hereby invited to bid for requirements of the csir

BID NUMBER: RFP No.1232/20/08/2026 CLOSING DATE: 20 August 2026 CLOSING TIME: 16:30

Request for Proposals (RFP) for the provision of Canteen and Catering Services to the CSIR

The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific

research and technology development organisations in Africa. In partnership with national

and international research and technology institutions, the CSIR undertakes directed and

multidisciplinary research and technology innovation that contributes to the improvement of

the quality of life of South Africans. The CSIR’s main site is in Pretoria while it is represented

in other provinces of South Africa through regional offices.

2 submission of proposals

2.1 All proposals are to be submitted electronically to [email protected]. No late proposals

will be accepted.

2.2 All proposals will only be considered if received by the CSIR before the closing date and

time (as indicated on the cover page). The CSIR business hours are between 08h00 and

16h30.

2.3 All proposal submissions are to be clearly subject referenced with the RFP number and

RFP Description. Proposals must consist of two parts, each of which must be sent in two

separate emails with the following subject:

PART 1: Technical Proposal (Please indicated the RFP Number on each File/folder)

PART 2: Pricing Proposal, Specific Goals claim documentation: RFP No.: (Please

indicated the RFP Number on each File/folder)

2.4 Proposals submitted must be signed by a person or persons duly authorised.

2.5 Proposals submitted at incorrect location and/or address, will not be accepted for

considerations and where practicable, will be returned unopened to the Bidder(s).

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2.6 Proposals received after the closing date and time, at the address indicated in the bid

documents, will not be accepted for consideration and where practicable, will be returned

unopened to the Bidder(s).

2.7 All dates and times in this bid are South African standard time.

2.8 Any time or date in this bid is subject to change at the CSIR’s discretion. The establishment

of a time or date in this bid does not create an obligation on the part of the CSIR to take any

action or create any right in any way for any bidder to demand that any action be taken on

the date established. The bidder accepts that, if the CSIR extends the deadline for bid

submission (the Closing Date) for any reason, the requirements of this bid otherwise apply

equally to the extended deadline.

2.9 Documents submitted via cloud solutions such as: WeTransfer, Google Drive,

Dropbox, etc. will not be considered.

2.10 The naming / labelling syntax of files or documents must be short and simple.

2.11 The CSIR will award the contract to qualified bidder(s)’ whose proposal is determined to be

the most advantageous to the CSIR, taking into consideration the technical (functional)

solution, price, specific goals and objective criteria.

3 counter conditions

Bidders’ attention is drawn to the fact that amendments to any of the RFP Conditions or

setting of counter conditions by Bidders or qualifying any RFP Conditions will result in the

invalidation of such bids.

4 fronting

4.1 Government supports the spirit of broad based black economic empowerment and

recognizes that real empowerment can only be achieved through individuals and

businesses conducting themselves in accordance with the Constitution and in an honest,

fair, equitable, transparent and legally compliant manner. Against this background the

Government condemn any form of fronting.

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4.2 The Government, in ensuring that Bidders conduct themselves in an honest manner will, as

part of the RFP evaluation processes, conduct or initiate the necessary

enquiries/investigations to determine the accuracy of the representation made in bid

documents. Should any of the fronting indicators as contained in the Guidelines on Complex

Structures and Transactions and Fronting, issued by the Department of Trade and Industry,

be established during such enquiry / investigation, the onus will be on the Bidder / contractor

to prove that fronting does not exist. Failure to do so within a period of 14 days from date

of notification may invalidate the bid / contract and may also result in the restriction of the

Bidder /contractor to conduct business with the public sector for a period not exceeding ten

years, in addition to any other remedies the CSIR may have against the Bidder / contractor

concerned.

5 pricing proposal

5.1 Pricing must be provided in South African Rand (including all applicable taxes less all

unconditional discounts).

5.2 Prices that are subject to escalation and exchange rate fluctuations are to be clearly

indicated, with the currency and ROE used in the quotation must be clearly indicated.

5.3 Price should include additional cost elements such as travel cost, freight, insurance until

acceptance, duty where applicable, etc.

5.4 Payment will be according to the CSIR Payment Terms and Conditions.

5.5 Please provide a detail pricing using a Pricing Schedule outlined under Annexure D.

Pricing must strictly be in accordance with the Pricing Schedule.

6 appointment of service provider

6.1 The contract will be awarded to the bidder who scores the highest total number of points

during the evaluation process, except where the law permits otherwise.

6.2 Appointment as a successful service provider shall be subject to the parties agreeing to

mutually acceptable contractual terms and conditions. In the event of the parties failing to

reach such agreement, CSIR reserves the right to appoint an alternative supplier.

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6.3 Awarding of contracts will be published on the same platform where the bid was published,

and no regret letters will be sent to unsuccessful bidders.

7 service level agreement

7.1 Upon award the CSIR and the successful bidder will conclude an agreement in line with

applicable form of contract ( i.e. Draft Supplier Agreement) regulating the specific terms

and conditions applicable to the services being procured by the CSIR, more or less in the

format of the draft Service Level Indicators (Annexure J) included in this tender pack.

7.2 Bidder(s) are requested to:

7.2.1. Comment on draft Service Level Indicators and where necessary, make proposals to

the indicators;

7.2.2. Explain each comment and/or amendment; and

7.2.3. Use an easily identifiable colour font or “track changes” for all changes and/or

amendments to the Service Level Indicators for ease of reference.

7.3 The CSIR reserves the right to accept or reject any or all amendments or additions proposed

by a bidder if such amendments or additions are unacceptable to the CSIR or pose a risk

to the organisation.

8 enquiries and contact with the csir

Any enquiry regarding this RFP shall be submitted in writing to CSIR to the email and format

outlined in the table on cover page of this RFP document.

Any other contact with CSIR personnel involved in this tender is not permitted during the

RFP process other than as required through existing service arrangements or as requested

by the CSIR as part of the RFP process.

9 medium of communication

All documentation submitted in response to this RFP must be in English.

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10 correctness of responses

10.1 The bidder must confirm satisfaction regarding the correctness and validity of their proposal

and that all prices and rates quoted cover all the work/items specified in the RFP. The

prices and rates quoted must cover all obligations under any resulting contract.

10.2 The bidder accepts that any mistakes regarding prices and calculations will be at their own

risk.

11 verification of documents

11.1 Bidders should check the numbers of the pages to satisfy themselves that none is missing

or duplicated. No liability will be accepted by the CSIR in regard to anything arising from the

fact that pages are missing or duplicated.

11.2 Pricing schedule and specific goals credentials should be submitted with the proposal, but

as a separate document and no such information should be available in the technical

proposal.

12 responsibility for sub-contractors and bidder’s personnel

A bidder is responsible for ensuring that its personnel (including agents, officers, directors,

employees, advisors and other representatives), its sub-contractors (if any) and personnel

of its sub-contractors comply with all terms and conditions of this bid. In the event that the

CSIR allows a bidder to make use of sub-contractors, such sub-contractors will at all times

remain the responsibility of the bidder and the CSIR will not under any circumstances be

liable for any losses or damages incurred by or caused by such sub-contractors.

13 additional terms and conditions

13.1 A bidder shall not assume that information and/or documents supplied to CSIR, at any time

prior to this request, are still available to CSIR, and shall consequently not make any

reference to such information document in its response to this request.

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13.2 Copies of any affiliations, memberships and/or accreditations that support your submission

must be included in the tender.

13.3 In case of proposal/s from a joint venture, the following must be submitted together with the

proposal/s:

• A joint venture agreement signed by both parties clearly indication the lead partner,

including split of work;

• Copy of a valid certificate or consolidated B-BBEE score card;

• The Tax Compliance Status (TCS) or CSD Report of each joint venture partner;

• Proof of ownership/shareholder certificates/copies; and

• Company registration certificate/s.

13.4 An omission to disclose material information, a factual inaccuracy, and/or a

misrepresentation of fact may result in the disqualification of a tender, or cancellation of any

subsequent contract.

13.5 No goods and/or services should be delivered to the CSIR without an official CSIR Purchase

order or signed supplier agreement. The CSIR purchase order number must be quoted on

the invoice. Invoices without CSIR purchase order numbers will be returned to supplier.

13.6 Failure to comply with any of the terms and conditions as set out in this document will

invalidate the Proposal.

This RFP is for the provision of canteen and catering services to the CSIR Pretoria campus

for a period of 5 years. The service offering must include all requirements as set out in

Annexure B.

Pretoria campus for a period of 5 years.

Bid response documents may be deposited in the bid box situated at csir scientia

The CSIR requires that all tender submissions be submitted electronically to [email protected]. Should tender file size

exceed 25MB, bidders submit tender in multiple emails. Use the tender number RFP No.1232/20/08/2026 and description

of the tender as the subject on your email.

Bidding procedure enquiries may be directed

To technical enquiries may be directed to:

CONTACT PERSON Supply Chain Management CONTACT PERSON Supply Chain Management

Telephone telephone

Number 012 841 - 2291 number 012 841 - 2291

Facsimile number n/a facsimile number n/a

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT registration

Number

Supplier tax compliance central

Compliance system pin: supplier

Or

Status database

No: MAAA

1 are you

2 are you a

THE ACCREDITED Yes No

Foreign based

Representative

Supplier for the

IN SOUTH AFRICA Yes No [IF YES, ANSWER THE

Goods /services

For the goods questionnaire

/Works offered?

/Services /works [if yes enclose proof] below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

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Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax

Compliance status system pin code from the south african revenue service (SARS) and if

Not register as per 2.3 Below.

Part b: terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not

Be accepted for consideration.

1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the

Manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the

Preferential procurement regulations, 2022, the general conditions of contract (gcc)

And, if applicable, any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form

(Sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to

Enable the organ of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a

Csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with directors who

Are persons in the service of the state, or close corporations with members persons in the

Service of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the

Bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

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

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Annexure B

Technical Specification/Scope of Services

For the provision of Canteen and Catering Services to the CSIR Pretoria

campus for a period of 5 years.

RFP No.1232/20/08/2026

1. Invitation for proposal

Proposals are hereby invited for the provision of Canteen and Catering Services to the CSIR

Pretoria campus for a period of 5 years.

The purpose of the Request for Proposal (RFP) is to obtain capability, pricing and general

information on the business of potential Contractors for the CSIR to determine the

Contractors most capable of providing the service.

This RFP document details and incorporates, as far as possible, the tasks and

responsibilities of the potential bidder required by the CSIR.

This RFP does not constitute an offer to do business with the CSIR, but merely serves as

an invitation to bidder(s) to facilitate a requirements-based decision process.

Responses to this Request for Proposal (RFP) (hereinafter referred to as a Bid or a

Proposal) are requested from suitably qualified entities (hereinafter referred to as a

Respondent or Bidder) for the provision of Canteen and Catering Services to the CSIR

Pretoria campus for a period of 3 years.

2. Proposal requirements

All proposals are to be submitted in a format specified in this enquiry However, bidders

are welcome to submit additional / alternative proposals over and above the originally

specified format.

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2.1. Technical Proposal

The following must be submitted as part of the technical proposal:

a. The bidder must submit a detailed company profile detailing the number of years in catering

and canteen servicing. The bidder must also include projects which they have completed in

the past. This includes a minimum of three (3) contactable references for services

completed between 2018 and 2026 including current one.

b. The bidder must submit a detailed CV of the Project / Operations Manager, as a point of

contact to the CSIR Scientia campus. The CV must clearly indicate a minimum of 3 years

relevant experience in managing canteen and catering services.

c. The bidder must submit a satisfactory bank rating letter.

d. The bidder must submit a detailed Methodology and Approach, indicating how they will

execute the services to meet the requirements of the CSIR.

e. The bidder must submit SHEQ Plan, SHEQ policy statement and SHEQ Risk Register.

2.2. Financial Proposal:

The following must be submitted as part of the financial proposal:

• Cover Letter.
• Completed Pricing Schedule (Annexure D) on official company letterhead.
• CSD registration report (RSA suppliers only).

3. Proposal specification

3.1. Scope of Work

A Service Level Agreement will be entered into with the successful bidder, which will also

include performance measurement scorecard and management tools to be adhered to in

order to ensure efficient performance of the contract. This Scope of Work is subject to all

conditions and requirements as stated in this section of this document as well as any other

accompanying documents in this pack and shall be undertaken in the manner stated herein

as well as the Service Level Agreement. CSIR’s business hours are from 08h00 to 16h30,

Monday to Friday.

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3.1.1 The provision of Services

a) This is an all-inclusive canteen and catering service providing basic meals (breakfast

and lunch, cooked and fast foods), non-alcoholic beverages, snacks and other items

on a daily basis to on-site personnel, visitors, tenants and contractors.

b) This facility will be operated and managed on a full risk (no subsidy or management

fee payable by the CSIR) basis. A monthly minimal service fee of R3000.00, subject

to annual review will be payable by the Service Provider and discussed at contract

negotiation.

c) The contract will make provision for:

• Canteen services
• Catering Services
• Maintenance of own equipment (CSIR owned equipment to be maintained

by the CSIR on a fair wear and tear basis).

3.1.2 The canteen and catering services should offer the following:

a) Breakfast in the morning (07h00 – 10h00)

b) Lunch (12h00 – 14h00)

c) Provide a ‘Meal-of-the day’

d) A small menu, varied on a regular basis, consisting of stylish light lunches

e) Halaal, vegetarian and kosher alternatives should always be accommodated on the

menu on request

f) Pastries/light snacks for teatime/meetings on request

g) Quality and variety of hot and cold beverages (excluding alcoholic beverages)

h) Convenience food available during the day

i) Provide a catering service for internal meetings and ad-hoc functions on request.

However, this will not prohibit service receivers from making use of external Service

Providers for catering services relating to internal meetings and ad-hoc functions,

although such practice shall not be promoted.

3.1.3 The preferred Service Provider must:

a) Provide catering services for meetings and functions in line with customer

requirements which will be done on a pre-order only.

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b) Be prepared to cater for all dietary preferences with valid certification such as

Certificate of Acceptability for Food Premises from respective authorities where

applicable.

c) Ensure that the quality of food prepared adheres to acceptable food industry

standards and is prepared in a clean and hygienic manner in accordance with all

health and safety regulations.

d) Provide adequate catering equipment, cutlery and crockery as required.

e) Serve takeaway meals in packaging appropriate for a microwave.

f) Price each category and indicate the price per category from the meal table below,

the proposed rates must be valid for 12 months after the date of submission.

g) Deliver the services within a reasonable time frame as agreed in the Service Level

Agreement.

h) Provide a variety of menu options as per agreed menu cycles.

i) Shortlisted candidates will be subjected to hosting and food tasting as part of the

selection criteria.

3.1.4 Compliance with SHE requirements

The Service Provider shall, at all times, comply with Safety, Health and Environmental

requirements of the CSIR during the performance of their contract as per Annexure L, Site

SHEQ file content.

3.2 Specific Terms and Conditions

3.2.1The Service Provider is required to:

a) Ensure compliance with their tax obligations for the duration of the contract.

b) Comply with all relevant employment legislations, applicable bargaining council agreements

(including UIF, PAYE, etc.).

c) Comply with the Occupational Health and Safety Regulation Act and applicable standards

and requirements (e.g., prior to operations, ensure availability of risk assessment, training

of staff on their duties and risks applicable in their environment, appoint and train key staff

who will perform safety, health, and environmental roles, etc).

d) Comply with the requirements of "Regulation 638" of the Foodstuffs, Cosmetics and

Disinfectants Act and obtain Certificate of Acceptability (CoA) for food premises

prior to operations.

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e) Ensure adequate food safety and hygiene standards are maintained at all times.

f) Appoint a key person who will be responsible for the implementation, management and

coordination of the agreement between the CSIR and the service provider.

g) Conduct business in a courteous and professional manner.

h) Ensure that all personnel working under this contract are in good health and pose no risk

to any of CSIR’s employees, visitors, contractors and tenants (documentary evidence of

conformance –e.g., periodic medical surveillance records etc. - to be availed as and when

required by the CSIR or any other authority acting on its instruction).

i) Ensure operational risk assessment is conducted and appropriate mitigating actions are put

in place prior to the commencement of operations.

j) Ensure that all personnel working under this contract are adequately trained prior to the

commencement of operations (competency training, firefighting, and first aider training).

Documentary evidence of staff competence to be availed as and when required by the CSIR

or any other authority acting on its instruction.

k) Comply with the CSIR security and emergency policies, procedures and regulations (The

staff shall be subjected to a security audit performed by CSIR).

l) Ensure that all work performed, and all vehicles, plant and equipment brought onto or used

on site will be in compliance with the Occupational Health and Safety Act of and

any other applicable standards, by-laws and regulations promulgated in terms of this Act

and the standard instructions of the CSIR.

m) Maintain its equipment in good order so as to comply with the CSIR’s occupational health

and safety standards.

n) Provide all personnel working under this contract with uniforms, which state the name of

the Service Provider and that can be clearly identified from other Service Providers, CSIR

personnel, etc. The CSIR reserves the right to order the immediate removal of a staff

member that does not adhere to CSIR rules.

o) Provide all personnel working under this contract with adequate and appropriate Personal

Protective Equipment (PPE) and clothing and to ensure these items are in an acceptable

condition for the type of environment being used in and worn at all times.

p) Ensure that the CSIR is informed of any removal and replacement of personnel. For security

reasons, the CSIR reserves the right to conduct security screening and vetting of all

personnel working under this contract.

q) Take reasonable care of CSIR owned equipment and facilities.

r) Issue and circulate monthly and/or weekly menus to CSIR employees.

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3.2.2 The CSIR shall

a) Conduct business in a courteous and professional manner with the Service Provider.

b) Provide appropriate information as and when required and only in situations where it is

required by the Service Provider to fulfil their duties.

c) Not accept responsibility for any damages suffered by the Service Provider or their

personnel for the duration of the contract.

d) Not accept any responsibility of accounts/expenses incurred by the Service Provider that

was not agreed upon by the contracting parties.

e) Provide a fully fitted kitchen and a storage facility for equipment and materials in Building

f) Shall provide or make available to the service provider:

• Electricity
• Water points
• Geyser
• Refrigeration
• Equipment list and signed schedule as per finished build.

3.3 Contractor’s Obligations

3.3.1Safety, Health and Environment (SHE) requirements

The service provider shall comply with Safety, Health and Environmental requirements of

the CSIR during the performance of their contract as per Annexure L, Site SHEQ file

content. The service provider shall ensure that personnel to be assigned for this contract

are adequately trained on material and equipment safety in respect of their duties.

Refresher and outlined training and development programmes should be held on a

continuous basis and proof of participation provided to the CSIR. The service provider shall

provide their staff with relevant Personal Protective Equipment (PPE) in a form of uniform

with name tags, for efficient performance of their duties. All safety equipment, PPE,

Chemicals etc. shall be approved according to the legislated industry standards, thus SABS.

3.3.2 Security and Identification

The CSIR will issue the service providers’ personnel with personal identification cards

provided the service provider can provide proof that the assigned personnel are under their

employ. The costs for the CSIR identification cards will be carried by the service provider.

It is the responsibility of the service provider to ensure that proper identification of their staff

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in their company’s uniform is provided. The successful bidder will be required to conduct

background checks and proper vetting of the personnel to be assigned for this contract,

then provide evidence of such reports to the CSIR. The service providers’ personnel will be

required to at all times wear their uniforms to be supplied by the service provider, at their

cost, bearing the name and logo of the service provider.

3.3.3 Medical Fitness

The Contractor shall ensure that all the workers are certified medically fit by a registered

Occupational Health Nursing Practitioner. The service providers personnel must be covered

for health insurance purposes and such cover will be at the service provider’s cost.

3.3.4 First Aid

a) The service provider shall be responsible for the provision and replenishing of first aid

boxes, which shall be under the control of a trained first aid provider.

b) In cases of emergency, the supervisor on site shall refer the incident to the on-site clinic to

assess the situation or assistance.

3.3.5 Fair Labour Practice

The service provider is expected to comply with all Department of Employment and Labour

legislation, Codes of Conduct and Fair Labour Practices.

3.3.6 Insurance

The service provider is required to have Public Liability Insurance to the value of R5 million

and/ or above. Proof to be submitted with Bid.

3.3.7 Relief Staff

a) The service provider will provide relief-staff, in the event of labour unrest, seasonal workload

peaks or to replace staff on training, leave or sick leave provided that CSIR’s Contract

Manager is given reasonable notice and details of this.

b) The service provider will bear all costs related to the provision of relief staff.

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3.3.8 Contract Management

a) The Operations Manager, deployed at CSIR Pretoria Campus as point of contact with the

CSIR Contract Manager for all service requests and ensuring compliance with service level

agreements.

b) Prepare and submit a consolidated monthly canteen and catering report with performance

measurement scorecard to CSIR Contract Manager and Supervisor: Estate Management.

c) Attend to quarterly contract performance review meetings, ensure remedial actions are

implemented and improved contractor performance.

3.4 Performance Management

3.4.1 Supervision

The Service Provider

a) At all times during the rendering of the contracted services ensure strict and effective

supervision of the work and of its employees.

b) At all times respond to the reasonable instructions or requests of the CSIR Contract

Manager and Supervisor: Estate Management.

c) Furnish CSIR Contract Manager with a monthly meal plan/schedule.

d) Furnish CSIR Contract Manager and Supervisor: Estate Management with a monthly report

stating services delivered as well as progress made in implementation of the plan/schedule

furnished to CSIR.

e) Furnish CSIR with plans to deliver on undelivered services and reasons for omitted services

as part of the monthly report. Plans to prevent reoccurrences will also be part of the report.

f) Attend to quarterly contract performance review meetings, ensure remedial actions are

implemented and improved contractor performance.

3.4.2 Control of Works

a) The service provider shall be responsible to provide records for services rendered,

consumables used, equipment and any applications it may deem necessary for the

execution of the service. This shall form part of the monthly reporting.

b) The expected response time, upon request for services will be forty-eight (48) hours.

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3.4.3 Service Level Agreement

a) The service provider will sign a Service Level Agreement with the CSIR to ensure scope of

work is achieved and continually monitor the quality of the catering and canteen service

rendered through a performance measurement scorecard.

b) Poor contractor performance, if not resolved timeously within stipulated time frames and to

the satisfaction of CSIR management, could result in termination of the contract.

3.4.4 Complaints and Compliments Register

a) A complaint and compliment register, in which complaints/compliments in respect of the

service have been recorded, will be made available at an agreed point or points per building.

b) The supervisor will be required to check the entries in the book(s) on a daily basis to

ascertain what complaints have been made and to ensure that these receive attention within

24 hours at the most. Complaints will need to be resolved within 48 hours, will be registered

in writing with the CSIR Contract Manager and Supervisor: Estate Management.

c) All complaints and compliments shall be included in the monthly performance report and

performance measurement scorecard indicating the nature of the complaint and remedial

actions implemented.

d) The Service Provider will be required to conduct the customer satisfaction surveys in

consultation with the Contract Manager / Supervisor Estates on regular basis.

3.4.5 Staff Welfare

(a) Service Provider(s) must make a provision of adequate Managerial and Supervisory staff

to ensure successful execution of the contract.

(b) The Service Provider(s) must disclose a pay date for its employees and maintain good staff

welfare practices.

(c) Promotion of staff welfare (employee value proposition and corporate social responsibility)

through submission of a written and approved /signed-off employment policy inclusive of

pay / salary date, on company letterhead, indicating conditions of employment as per Basic

Conditions of Employment Act requirements and associated benefits such as

medical support, job security, categories of leaves, skills development, performance

rewards, staff retention

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Tax compliance 13

Tax Compliance Status (TCS) or CSD Report of each joint venture partner

Tax compliance

Tax compliance central

Tax compliance status system pin code from the south african revenue service (SARS) and if

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS website

Tcs pin is available but the bidder is registered on the central supplier database (csd), a

CSD Report of each joint venture partner

CSD registration number

Csd number

Csd number must be provided

CSD registration report (RSA suppliers only)

Central supplier database (csd) registration

Central Supplier Database (CSD) proves non-compliant

Central Supplier Database

Central Supplier Database (CSD)

Central supplier database (csd), a

joint venture agreement signed by both parties clearly indication the lead partner,

Proof of ownership/shareholder certificates/copies

Abase (csd) registration

• Annexure D – Pricing Schedule

11.2 Pricing schedule and specific goals credentials should be submitted with the proposal, but

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a

Csd number must be provided.

• A joint venture agreement signed by both parties clearly indication the lead partner,
• The Tax Compliance Status (TCS) or CSD Report of each joint venture partner;

B-BBEE Details: to this request, are still available to CSIR, and shall consequently not make any

reference to such information document in its response to this request.

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13.2 Copies of any affiliations, memberships and/or accreditations that support your submission

must be included in the tender.

13.3 In case of proposal/s from a joint venture, the following must be submitted together with the

proposal/s:

• A joint venture agreement signed by both parties clearly indication the lead partner,

including split of work;

• Copy of a valid certificate or consolidated B-BBEE score card;
• The Tax Compliance Status (TCS) or CSD Report of each joint venture partner;
• Proof of ownership/shareholder certificates/copies; and
• Company registration certificate/s.

13.4 An omission to disclose material information, a factual inaccuracy, and/or a

misrepresentation of fact may result in the disqualification of a tender, or cancellation of any

subsequent contract.

13.5 No goods and/or services should be delivered to the CSIR without an official CSIR Purchase

order or signed supplier agreement. The CSIR purchase order number must be quoted on

the invoice. Invoices without CSIR purchase order numbers will be returned to supplier.

13.6 Failure to comply with any of the terms and conditions as set out in this document will

invalidate the Proposal.

14 special conditions

The CSIR reserves the right to:

14.1 Extend the closing date of this RFP;

14.2 Correct any mistakes before closing date and time of the tender that may have been in the

Bid documents or occurred at any stage of the tender process;

14.3 Verify any information contained in the bidder’s submission;

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14.4 Request documentary proof re

separate emails with the following subject:

PART 1: Technical Proposal (Please indicated the RFP Number on each File/folder)

PART 2: Pricing Proposal, Specific Goals claim documentation: RFP No.: (Please

indicated the RFP Number on each File/folder)

2.4 Proposals submitted must be signed by a person or persons duly authorised.

2.5 Proposals submitted at incorrect location and/or address, will not be accepted for

considerations and where practicable, will be returned unopened to the Bidder(s).

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2.6 Proposals received after the closing date and time, at the address indicated in the bid

documents, will not be accepted for consideration and where practicable, will be returned

unopened to the Bidder(s).

2.7 All dates and times in this bid are South African standard time.

2.8 Any time or date in this bid is subject to change at the CSIR’s discretion. The establishment

of a time or date in this bid does not create an obligation on the part of the CSIR to take any

action or create any right in any way for any bidder to demand that any action be taken on

the date established. The bidder accepts that, if the CSIR extends the deadline for bid

submission (the Closing Date) for any reason, the requirements of this bid otherwise apply

equally to the extended deadline.

2.9 Documents submitted via cloud solutions such as: WeTransfer, Google Drive,

be established during such enquiry / investigation, the onus will be on the Bidder / contractor

to prove that fronting does not exist. Failure to do so within a period of 14 days from date

of notification may invalidate the bid / contract and may also result in the restriction of the

6.1 The contract will be awarded to the bidder who scores the highest total number of points

during the evaluation process, except where the law permits otherwise.

6.2 Appointment as a successful service provider shall be subject to the parties agreeing to

mutually acceptable contractual terms and conditions. In the event of the parties failing to

reach such agreement, CSIR reserves the right to appoint an alternative supplier.

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6.3 Awarding of contracts will be published on the same platform where the bid was published,

and no regret letters will be sent to unsuccessful bidders.

order to obtain any unlawful advantage in relation to procurement or services provided

or to be provided to a Government Entity;

d. accepts anything of value or an inducement that would or may provide financial gain,

advantage or benefit in relation to procurement or services provided or to be provided

to a Government Entity;

e. pays or agrees to pay to any person any fee, commission, percentage, brokerage fee,

gift or any other consideration, that is contingent upon or results from, the award of any

tender, contract, right or entitlement which is in any way related to procurement or the

rendering of any services to a Government Entity;

f. has in the past engaged in any matter referred to above; or

g. has been found guilty in a court of law on charges of fraud and/or forgery, regardless of

whether or not a prison term was imposed and despite such bidder, member or

director’s name not specifically appearing on the List of Tender Defaulters kept at

right to withdraw an award made, or cancel a contract concluded with a successful bidder

in the event that it is established that such bidder was in fact not tax compliant at the time

of the award or has submitted a fraudulent Tax Clearance Certificate to the CSIR, or whose

verification against the Central Supplier Database (CSD) proves non-compliant. The CSIR

further reserves the right to cancel a contract with a successful bidder in the event that such

bidder does not remain tax compliant for the full term of the contract.

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National Treasury,

or who have been placed on National Treasury’s List of Restricted Suppliers. The CSIR

reserves the right to withdraw an award, or cancel a contract concluded with a Bidder should

it be established, at any time, that a bidder has been blacklisted with National Treasury by

another government institution.

(Phase 1) (Phase 3) Evaluation

(Phase 2)

(Phase 4)

Only bidders that Bidder(s) are required Bidder(s) are required Bidder(s) will be The CSIR reserves the right

comply with ALL the to achieve a to achieve a evaluated out of to award this tender to a

criteria set on predetermined predetermined 100 points i.e., 80 bidder that did not score the

paragraph 28.1 on minimum threshold on minimum threshold of points for Price highest total number of

Phase 1 below will each of the individual 50 points overall. and 20 points for points in accordance with

proceed to criteria, and a Only bidder (s) who met Preference Points. Section (2) (1) (f) of the

Technical/Functional predetermined and/or exceeded the PPPFA (Act ).

Evaluation (Phase 2). minimum threshold on minimum threshold

100 points overall. Only points on Phase 3 Any bidder who was

bidder (s) who met below will proceed to previously issued with non-

and/or exceeded the Price and Preference conformance notice due to

minimum threshold Points Evaluation. their failure to comply with

points on Phase 2 (Phase 4) contractual obligations

below will proceed to including food safety

40%

5 SHEQ Plan, SHEQ Policy Statement and SHEQ Risk Register 10%

Total (%) 100%

food currently working and be able to demonstrate the following: 100%

presentation o Kitchen Preparation Area

o Dishwashing Cleanliness

o Walk-In Refrigeration

o Food Servery

o Staff Appearance

Total (%) 100

total number of points in accordance with Section (2) (1) (f) of the PPPFA (Act )”,

under the following conditions:

• The directors, shareholders or officers of the bidder must not be formally charged of

fraudulent or illegal conduct which could harm the CSIR’s reputation by associating with

the bidder.

• Any bidder who was previously issued with non-conformance notice due to their failure

to comply with contractual obligations including food safety practices and hygiene

requirements in line with R and Certificate of Acceptability (CoA) will not be

eligible for the award of business.

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30 national treasury central supplier database (csd) registration

Respondents are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all organs

of state and facilitate the verification of certain key supplier information. Business may not

be awarded to a Respondent who has failed to register on the CSD. Only foreign suppliers

with no local registered entity need not register on the CSD. In order to enable the CSIR to

verify information on the CSD, Respondents are required to provide the unique registration

reference number.

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3.1.1 The provision of Services

a) This is an all-inclusive canteen and catering service providing basic meals (breakfast

and lunch, cooked and fast foods), non-alcoholic beverages, snacks and other items

on a daily basis to on-site personnel, visitors, tenants and contractors.

b) This facility will be operated and managed on a full risk (no subsidy or management

fee payable by the CSIR) basis. A monthly minimal service fee of R3000.00, subject

to annual review will be payable by the Service Provider and discussed at contract

negotiation.

c) The contract will make provision for:

• Canteen services
• Catering Services
• Maintenance of own equipment (CSIR owned equipment to be maintained

by the CSIR on a fair wear and tear basis).

3.1.2 The canteen and catering services should offer the following:

a) Breakfast in the morning (07h00 – 10h00)

b) Lunch (12h00 – 14h00)

c) Provide a ‘Meal-of-the day’

d) A small menu, varied on a regular basis, consisting of stylish light lunches

e) Halaal, vegetarian and kosher alternatives should always be accommodated on the

menu on request

f) Pastries/light snacks for teatime/meetings on request

g) Quality and variety of hot and cold beverages (excluding alcoholic beverages)

h) Convenience food available during the day

i) Provide a catering service for internal meetings and ad-hoc functions on request.

applicable.

c) Ensure that the quality of food prepared adheres to acceptable food industry

standards and is prepared in a clean and hygienic manner in accordance with all

health and safety regulations.

d) Provide adequate catering equipment, cutlery and crockery as required.

e) Serve takeaway meals in packaging appropriate for a microwave.

f) Price each category and indicate the price per category from the meal table below,

the proposed rates must be valid for 12 months after the date of submission.

g) Deliver the services within a reasonable time frame as agreed in the Service Level

h) Provide a variety of menu options as per agreed menu cycles.

i) Shortlisted candidates will be subjected to hosting and food tasting as part of the

selection criteria.

3.1.4 Compliance with SHE requirements

3.2 Specific Terms and Conditions

3.2.1The Service Provider is required to:

a) Ensure compliance with their tax obligations for the duration of the contract.

b) Comply with all relevant employment legislations, applicable bargaining council agreements

(including UIF, PAYE, etc.).

c) Comply with the Occupational Health and Safety Regulation Act and applicable standards

and requirements (e.g., prior to operations, ensure availability of risk assessment, training

of staff on their duties and risks applicable in their environment, appoint and train key staff

who will perform safety, health, and environmental roles, etc).

d) Comply with the requirements of "Regulation 638" of the Foodstuffs, Cosmetics and

Disinfectants Act and obtain Certificate of Acceptability (CoA) for food premises

prior to operations.

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e) Ensure adequate food safety and hygiene standards are maintained at all times.

f) Appoint a key person who will be responsible for the implementation, management and

coordination of the agreement between the CSIR and the service provider.

g) Conduct business in a courteous and professional manner.

h) Ensure that all personnel working under this contract are in good health and pose no risk

to any of CSIR’s employees, visitors, contractors and tenants (documentary evidence of

conformance –e.g., periodic medical surveillance records etc. - to be availed as and when

required by the CSIR or any other authority acting on its instruction).

i) Ensure operational risk assessment is conducted and appropriate mitigating actions are put

in place prior to the commencement of operations.

j) Ensure that all personnel working under this contract are adequately trained prior to the

commencement of operations (competency training, firefighting, and first aider training).

or any other authority acting on its instruction.

k) Comply with the CSIR security and emergency policies, procedures and regulations (The

staff shall be subjected to a security audit performed by CSIR).

l) Ensure that all work performed, and all vehicles, plant and equipment brought onto or used

on site will be in compliance with the Occupational Health and Safety Act of and

any other applicable standards, by-laws and regulations promulgated in terms of this Act

and the standard instructions of the CSIR.

m) Maintain its equipment in good order so as to comply with the CSIR’s occupational health

and safety standards.

n) Provide all personnel working under this contract with uniforms, which state the name of

the Service Provider and that can be clearly identified from other Service Providers, CSIR

personnel, etc. The CSIR reserves the right to order the immediate removal of a staff

member that does not adhere to CSIR rules.

o) Provide all personnel working under this contract with adequate and appropriate Personal

Protective Equipment (PPE) and clothing and to ensure these items are in an acceptable

condition for the type of environment being used in and worn at all times.

p) Ensure that the CSIR is informed of any removal and replacement of personnel. For security

reasons, the CSIR reserves the right to conduct security screening and vetting of all

personnel working under this contract.

q) Take reasonable care of CSIR owned equipment and facilities.

r) Issue and circulate monthly and/or weekly menus to CSIR employees.

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3.2.2 The CSIR shall

a) Conduct business in a courteous and professional manner with the Service Provider.

b) Provide appropriate information as and when required and only in situations where it is

required by the Service Provider to fulfil their duties.

c) Not accept responsibility for any damages suffered by the Service Provider or their

personnel for the duration of the contract.

d) Not accept any responsibility of accounts/expenses incurred by the Service Provider that

was not agreed upon by the contracting parties.

e) Provide a fully fitted kitchen and a storage facility for equipment and materials in Building

f) Shall provide or make available to the service provider:

• Electricity
• Water points
• Geyser
• Refrigeration
• Equipment list and signed schedule as per finished build.

3.3 Contractor’s Obligations

3.3.1Safety, Health and Environment (SHE) requirements

the CSIR during the performance of their contract as per Annexure L, Site SHEQ file

content. The service provider shall ensure that personnel to be assigned for this contract

are adequately trained on material and equipment safety in respect of their duties.

continuous basis and proof of participation provided to the CSIR. The service provider shall

provide their staff with relevant Personal Protective Equipment (PPE) in a form of uniform

with name tags, for efficient performance of their duties. All safety equipment, PPE,

If a bidder breaches the conditions of this bid and, as a result of that breach, the CSIR incurs

costs or damages (including, without limitation, the cost of any investigations, procedural

impairment, repetition of all or part of the bid process and/or enforcement of intellectual

property rights or confidentiality obligations), then the bidder indemnifies and holds the

CSIR harmless from any and all such costs which the CSIR may incur and for any damages

or losses the CSIR may suffer.

19 precedence

This document will prevail over any information provided during any briefing session

whether oral or written, unless such written information provided, expressly amends this

document by reference.

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20 tax compliance

No tender shall be awarded to a bidder who is not tax compliant. The CSIR reserves the

right to withdraw an award made, or cancel a contract concluded with a successful bidder

in the event that it is established that such bidder was in fact not tax compliant at the time

of the award or has submitted a fraudulent Tax Clearance Certificate to the CSIR, or whose

verification against the Central Supplier Database (CSD) proves non-compliant. The CSIR

further reserves the right to cancel a contract with a successful bidder in the event that such

bidder does not remain tax compliant for the full term of the contract.

21 tender defaulters and restricted suppliers

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National Treasury,

or who have been placed on National Treasury’s List of Restricted Suppliers. The CSIR

reserves the right to withdraw an award, or cancel a contract concluded with a Bidder should

it be established, at any time, that a bidder has been blacklisted with National Treasury by

another government institution.

22 governing law

South African law governs this bid and the bid response process. The bidder agrees to

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind

that may arise out of or in connection with the subject matter of this bid, the bid itself and all

processes associated with the bid.

23 confidentiality

Except as may be required by operation of law, by a court or by a regulatory authority having

appropriate jurisdiction, no information contained in or relating to this bid or a bidder’s

tender(s) will be disclosed by any bidder or other person not officially involved with the

CSIR’s examination and evaluation of a Tender.

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No part of the bid may be distributed, reproduced, stored or transmitted, in any form or by

any means, electronic, photocopying, recording or otherwise, in whole or in part except for

the purpose of preparing a Tender. This bid and any other documents supplied by the CSIR

remain proprietary to the CSIR and must be promptly returned to the CSIR upon request

together with all copies, electronic versions, excerpts or summaries thereof or work derived

there from.

Throughout this bid process and thereafter, bidder(s) must secure the CSIR’s written

approval prior to the release of any information that pertains to (i) the potential work or

activities to which this bid relates; or (ii) the process which follows this bid. Failure to adhere

to this requirement may result in disqualification from the bid process and civil action.

24 availability of funds

Should funds no longer be available to pay for the execution of the responsibilities of this

bid, the CSIR may terminate the Agreement at its own discretion or temporarily suspend all

or part of the services by notice to the successful bidder who shall immediately make

arrangements to stop the performance of the services and minimize further expenditure:

Provided that the successful bidder shall thereupon be entitled to payment in full for the

services delivered, up to the date of cancellation or suspension.

25 personal information

25.1 Each Party consents to the other Party holding and processing “personal information” (as

defined in the POPI Act) relating to it for legal, personnel, administrative and management

purposes (including, if applicable, any “special personal information” relating to him/her, as

defined in the POPI Act). Notwithstanding the generality of the aforesaid, each Party hereby

undertakes to comply with all relevant provisions of the POPI Act and any other applicable

data protection laws. The bidder further agrees to comply with all CSIR’s reasonable internal

governance requirements pertaining to data protection.

25.2 Each Party consents to the other Party making such information available to those who

provide products or services to such parties (such as advisers, regulatory authorities,

governmental or quasi-governmental organisations and potential purchasers of such Party

or any part of their business).

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25.3 While performing any activity where a Party is handling personal information as a

“responsible party” (as defined in the POPI Act), each Party undertakes that it will process

the personal information strictly in accordance with the terms of the POPI Act, this Contract,

and the other Party’s instructions from time to time, and take appropriate operational

measures to safeguard the data against any unauthorised access.

25.4 Each Party acknowledges that in the course of conducting business with each other, each

Party intends to maintain and process personal information about the other Party in an

internal database. By signing this Contract, each Party consents to the maintenance and

processing of such personal information.

Where relevant, the bidder shall procure that all of its personnel, agents, representatives,

contractors, sub-contractors and mandataries shall comply with the provisions of this clause

25 (Personal Information). The CSIR shall be entitled on reasonable notice to conduct an

inspection or audit bidders’ compliance with the requisite POPI Act safeguards.

26 disclaimer

This RFP is a request for proposals only and not an offer document. Answers to this RFP

must not be construed as acceptance of an offer or imply the existence of a contract

between the parties. By submission of its proposal, bidders shall be deemed to have

satisfied themselves with and to have accepted all Terms & Conditions of this RFP. The

CSIR makes no representation, warranty, assurance, guarantee or endorsements to bidder

concerning the RFP, whether with regard to its accuracy, completeness or otherwise and

the CSIR shall have no liability towards the bidder or any other party in connection therewith.

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Section b

Evaluation methodology

Section a 4

General RFP terms and conditions 4

1 introduction 4

2 submission of proposals 4

3 counter conditions 5

4 fronting 5

5 pricing proposal 6

6 appointment of service provider 6

7 service level agreement 7

8 enquiries and contact with the csir 7

9 medium of communication 7

10 correctness of responses 8

11 verification of documents 8

12 responsibility for sub-contractors and bidder’s personnel 8

13 additional terms and conditions 8

14 special conditions 9

15 conflict of interest, corruption and fraud 10

16 misrepresentation during the lifecycle of the contract 11

17 preparation costs and limitation of liability 12

18 indemnity 12

19 precedence 12

20 tax compliance 13

21 tender defaulters and restricted suppliers 13

22 governing law 13

23 confidentiality 13

24 availability of funds 14

25 personal information 14

26 disclaimer 15

Section b 16

Evaluation methodology 16

27 terms of reference 16

28 evaluation criteria 16

29 objective criteria 18

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30 national treasury central supplier database (csd) registration

• Annexure A – Standard Bidding Document (SBD) 1 Form
• Annexure B – Technical Specification
• Annexure C – Technical Evaluation Matrix/Rubrics
• Annexure D – Pricing Schedule
• Annexure E – Proposal Form and List of Returnable Documents
• Annexure F – Certificate of Acquaintance with RFP
• Annexure G – Preference Point Award Form
• Annexure H – Standard Bidding Document (SBD) 4 Form
• Annexure I – RFP Declaration and Breach of Law Form
• Annexure J - Schedule of Experience & Contactable References
• Annexure K – Draft Service Level Agreement
• Annexure L – Site SHEQ File Content

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5.1 Pricing must be provided in South African Rand (including all applicable taxes less all

unconditional discounts).

5.2 Prices that are subject to escalation and exchange rate fluctuations are to be clearly

indicated, with the currency and ROE used in the quotation must be clearly indicated.

5.3 Price should include additional cost elements such as travel cost, freight, insurance until

acceptance, duty where applicable, etc.

5.4 Payment will be according to the CSIR Payment Terms and Conditions.

5.5 Please provide a detail pricing using a Pricing Schedule outlined under Annexure D.

11.1 Bidders should check the numbers of the pages to satisfy themselves that none is missing

or duplicated. No liability will be accepted by the CSIR in regard to anything arising from the

fact that pages are missing or duplicated.

11.2 Pricing schedule and specific goals credentials should be submitted with the proposal, but

as a separate document and no such information should be available in the technical

proposal.

12 responsibility for sub-contractors and bidder’s personnel

A bidder is responsible for ensuring that its personnel (including agents, officers, directors,

employees, advisors and other representatives), its sub-contractors (if any) and personnel

of its sub-contractors comply with all terms and conditions of this bid. In the event that the

14.1 Extend the closing date of this RFP;

14.2 Correct any mistakes before closing date and time of the tender that may have been in the

Bid documents or occurred at any stage of the tender process;

14.3 Verify any information contained in the bidder’s submission;

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14.4 Request documentary proof regarding the bidder’s submission;

14.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the product/service offered by the bidder(s) or verify any

information whether before or after the adjudication of this RFP;

14.6 Award this tender to a bidder that did not score the highest total number of points, only in

accordance with Section 2(1)(f) of the PPPFA (Act );

14.7 Request audited financial statements or other documents for the purpose of a due diligence

exercise to determine if the bidder will be able to execute the contract;

14.8 Award this RFP as a whole or in part;

14.9 Award this RFP to multiple bidders;

14.10 Cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated

and/or after the preferred bidder(s) have been notified of their status as such;

14.11 Post tender negotiate on any elements on the bid, including but not limited to technical,

transformation, price, and contractual terms and conditions.;

14.12 Not to award a contract to a bidder who is associated with a security breach that materially

adversely affects other entities or if any directors or officers of a bidder are formally charged

of fraudulent or illegal conduct which, would harm the CSIR’s reputation by its continued

association with the bidder.

16.1 The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that the CSIR relies upon the bidder’s Tender as a material

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representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

16.2 It follows therefore that misrepresentations in a Tender may give rise to service termination

and a claim by the CSIR against the bidder notwithstanding the conclusion of the Service

costs or damages (including, without limitation, the cost of any investigations, procedural

impairment, repetition of all or part of the bid process and/or enforcement of intellectual

property rights or confidentiality obligations), then the bidder indemnifies and holds the

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind

that may arise out of or in connection with the subject matter of this bid, the bid itself and all

processes associated with the bid.

concerning the RFP, whether with regard to its accuracy, completeness or otherwise and

the CSIR shall have no liability towards the bidder or any other party in connection therewith.

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for health insurance purposes and such cover will be at the service provider’s cost.

3.3.4 First Aid

a) The service provider shall be responsible for the provision and replenishing of first aid

boxes, which shall be under the control of a trained first aid provider.

b) In cases of emergency, the supervisor on site shall refer the incident to the on-site clinic to

assess the situation or assistance.

3.3.5 Fair Labour Practice

legislation, Codes of Conduct and Fair Labour Practices.

3.3.6 Insurance

The service provider is required to have Public Liability Insurance to the value of R5 million

and/ or above. Proof to be submitted with Bid.

3.3.7 Relief Staff

a) The service provider will provide relief-staff, in the event of labour unrest, seasonal workload

peaks or to replace staff on training, leave or sick leave provided that CSIR’s Contract

a) At all times during the rendering of the contracted services ensure strict and effective

supervision of the work and of its employees.

b) At all times respond to the reasonable instructions or requests of the CSIR Contract

Manager and Supervisor: Estate Management.

c) Furnish CSIR Contract Manager with a monthly meal plan/schedule.

d) Furnish CSIR Contract Manager and Supervisor: Estate Management with a monthly report

stating services delivered as well as progress made in implementation of the plan/schedule

furnished to CSIR.

e) Furnish CSIR with plans to deliver on undelivered services and reasons for omitted services

as part of the monthly report. Plans to prevent reoccurrences will also be part of the report.

f) Attend to quarterly contract performance review meetings, ensure remedial actions are

implemented and improved contractor performance.

3.4.2 Control of Works

a) The service provider shall be responsible to provide records for services rendered,

consumables used, equipment and any applications it may deem necessary for the

execution of the service. This shall form part of the monthly reporting.

b) The expected response time, upon request for services will be forty-eight (48) hours.

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3.4.3 Service Level Agreement

a) The service provider will sign a Service Level Agreement with the CSIR to ensure scope of

work is achieved and continually monitor the quality of the catering and canteen service

rendered through a performance measurement scorecard.

b) Poor contractor performance, if not resolved timeously within stipulated time frames and to

the satisfaction of CSIR management, could result in termination of the contract.

3.4.4 Complaints and Compliments Register

a) A complaint and compliment register, in which complaints/compliments in respect of the

service have been recorded, will be made available at an agreed point or points per building.

b) The supervisor will be required to check the entries in the book(s) on a daily basis to

ascertain what complaints have been made and to ensure that these receive attention within

24 hours at the most. Complaints will need to be resolved within 48 hours, will be registered

in writing with the CSIR Contract Manager and Supervisor: Estate Management.

c) All complaints and compliments shall be included in the monthly performance report and

performance measurement scorecard indicating the nature of the complaint and remedial

actions implemented.

d) The Service Provider will be required to conduct the customer satisfaction surveys in

consultation with the Contract Manager / Supervisor Estates on regular basis.

3.4.5 Staff Welfare

(a) Service Provider(s) must make a provision of adequate Managerial and Supervisory staff

to ensure successful execution of the contract.

(b) The Service Provider(s) must disclose a pay date for its employees and maintain good staff

welfare practices.

(c) Promotion of staff welfare (employee value proposition and corporate social responsibility)

through submission of a written and approved /signed-off employment policy inclusive of

pay / salary date, on company letterhead, indicating conditions of employment as per Basic