Catering and related services at charlotte maxeke rehabilitation centre – free state department of social development (3-Year contract)

Closing date: 04 November 2026 at 11:00

Advert date: 09 October 2026

Validity period: 120 days from the closing date

No compulsory briefing or site visit is stated.

Bidding procedure enquiries:

• Contact: Mr. Tsoloane Matshaba
• Email: [email protected]
• Telephone: 051 409 0615

Technical enquiries:

• Contact: Ms. Nthabiseng Mabula
• Email: [email protected]
• Telephone: 051 409 0533

Submission address:

Bid Box at Main Entrance/Foyer

Civilia Building, Number 14

Mariam Makeba Street

Bloemfontein, 9300

Submission method: sealed bid documents, clearly marked FSDSD (T) 018/2026, deposited in the bid box at the Main Entrance/Foyer, Civilia Building, Number 14 Mariam Makeba Street, Bloemfontein, 9300, before the closing date and time. The Civilia Building ground floor is accessible during working hours from 07:30 to 16:00.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): priced schedule for the catering service.
• SBD 3.2 (Price Adjustment): for non-firm prices subject to escalation or rate of exchange variations.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim Form): claims preference points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): the contract form for services.
• Special Conditions of Contract (SCC) and General Conditions of Contract (GCC): accepted and signed.
• Nutrition Menus: priced as provided; no other menus acceptable.
• Joint Venture or Consortium Agreement (Annexure A): required if bidding as a JV/consortium.

Disqualification risks:

• Late bids are not accepted for consideration.
• Failure to comply with any mandatory Phase I requirement invalidates the bid.
• Amendments to any special condition by the bidder invalidate the bid.
• Failure to accept the SCC and GCC may result in the bid not being considered.

Evaluation is conducted in four phases:

Phase I – Mandatory and Administrative Requirements (not scored; non-compliance disqualifies):

• CSD registration
• Tax compliance status
• Not restricted from doing business with the state
• Not in the employment of the state
• Valid pricing
• Valid proof of registration of a Dietician with HPCSA
• Completion of SBD forms

Phase II – Functionality (minimum threshold: 70 points; bids below this are not evaluated further):

• Bidder's relevant catering experience: 40 points (R0–R50,000 = 5; above R50,000 up to R100,000 = 10; above R100,000 up to R500,000 = 20; above R500,000 up to R1 million = 25; above R1 million up to R1.5 million = 30; above R1.5 million = 40). Proof: orders or appointment letters on institution letterhead signed by Head of SCM or delegated official, not older than 4 years.
• Number of reference letters related to catering services: 10 points (none = 0; 1–5 = 5; more than 5 = 10). Letters must be signed by Head of SCM or delegated official, not older than 3 months.
• Financial capacity: 20 points. Proof: bank statement not older than 6 months showing cash flow of at least R50,000, OR valid bank guarantee/revolving credit letter of at least R50,000, OR commitment letter from an NCR-accredited financial service provider for R50,000 or more in the bidder's name, not older than 6 months.
• Availability of a Dietician: 10 points (no valid registered dietician = 0; HPCSA-registered with less than 5 years' experience = 5; more than 5 years' experience = 10). Attach CV and certified qualification certificates.
• Locality: 20 points (outside South Africa = 0; outside Free State = 10; within Free State = 20). Proof: lease agreement with rental payment proof, municipal clearance certificate, or municipal account in bidder's name, not older than 3 months.

Phase III – Price and Specific Goals (80/20 preference point system):

• Price: 80 points
• Specific goals: 20 points

Phase IV – Recommendation and Appointment:

• The Bid Adjudication Committee recommends award to the HOD: Social Development.
• The Department reserves the right to appoint more than one service provider; the number/allocation is its prerogative.

The Free State Department of Social Development requires catering and related services at Charlotte Maxeke Rehabilitation Centre for a period of three (3) years, with an option to extend for a further 12 months.

• Bidders must price only for the menus provided in the bid document; no other menus will be acceptable.
• One service provider will be appointed per institution. Bidders may bid for more than one institution but must submit a separate bidding document for each and price the menus accordingly.
• The service is subject to the General Conditions of Contract and Special Conditions of Contract.

Functionality criteria for experience and qualifications:

• Relevant catering experience: 40 points, based on value of completed catering contracts (R0–R50,000 = 5; above R50,000 up to R100,000 = 10; above R100,000 up to R500,000 = 20; above R500,000 up to R1 million = 25; above R1 million up to R1.5 million = 30; above R1.5 million = 40). Proof: orders or appointment letters on institution letterhead signed by Head of SCM or delegated official, not older than 4 years.
• Reference letters: 10 points (none = 0; 1–5 = 5; more than 5 = 10). Letters must be signed by Head of SCM or delegated official, not older than 3 months.
• Availability of a Dietician: 10 points (no valid registered dietician = 0; HPCSA-registered with less than 5 years' experience = 5; more than 5 years' experience = 10). Attach CV and certified qualification certificates.

The supplier must conform to the standards mentioned in the bidding documents and specifications. The supplier must permit the purchaser to inspect the supplier's records relating to performance and have them audited by auditors appointed by the purchaser. Goods/services not complying with contract requirements may be rejected, and the supplier must substitute them at its own cost.

Pricing must be on SBD 3.1 (Pricing Schedule – Firm Prices). Prices must be inclusive of all taxes and transportation, and firm. No price adjustments during the first year; after 12 months, increases considered once annually. Bidders must price only for the menus provided in the bid document. The offer must remain valid for 120 days from the closing date. Item priced: supply and delivery of catering for the departmental institution for three (3) years, in RSA currency (VAT inclusive), delivery cost included.

Pricing format: firm prices, inclusive of all applicable taxes and transportation.

• Prices must be quoted in RSA currency (VAT inclusive).
• No price adjustments allowed during the first year of the contract, including statutory increases. After 12 months, price increases will be considered once annually.
• The offer must remain valid for 120 days from the closing date.
• Financial capacity requirement (functionality criterion): bank statement showing cash flow of at least R50,000 for the past six months, OR a valid bank guarantee/revolving credit letter of at least R50,000, OR a commitment letter from an NCR-accredited financial service provider for R50,000 or more in the bidder's name, not older than six months.
• Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the SCC (amount not stated in the document).

Mandatory requirements (Phase I) – failure to comply invalidates the bid:

• Registration on the Central Supplier Database (CSD), with all documentation updated and valid.
• Valid tax compliance status with SARS (Tax Compliance Status PIN or CSD number). Foreign suppliers must complete the pre-award questionnaire.
• Bidders/members/individuals must not be restricted from doing business with the state.
• Bidders/members/individuals must not be in the employment of the State.
• Valid proof of registration of a Dietician with HPCSA.
• Completion of all SBD forms.

B-BBEE requirements (80/20 preference point system):

• Specific goals (20 points total):
• 51% or more women-owned enterprise: 5 points – CIPC ownership certificate and DTIC-format sworn affidavit, or SANAS-accredited B-BBEE certificate.
• 51% or more youth-owned company: 5 points – CIPC ownership certificate and DTIC-format sworn affidavit, or SANAS-accredited B-BBEE certificate.
• Disability: 5 points – medical certificate confirming disability from a registered medical practitioner.
• SMME promotion (RDP goals): 5 points – sworn affidavit or B-BBEE certificate indicating 100% black ownership status.
• Failure to submit proof for specific goals means no preference points are claimed for those goals.

This tender applies the 80/20 preference point system: 80 points for price and 20 points for specific goals. Specific goals and points: 51% or more women-owned enterprise (5 points); 51% or more youth-owned company (5 points); disability (5 points); SMME promotion in terms of the RDP goals (5 points). Supporting documents: CIPC ownership certificate plus DTIC-format sworn affidavit or SANAS-accredited B-BBEE certificate; medical certificate confirming disability from a registered medical practitioner; for SMME claims, a sworn affidavit or B-BBEE certificate indicating 100% black ownership status.

No specific health and safety requirements are stated in the document beyond the general obligation to comply with the GCC and SCC.

The contract is for three (3) years with an option to extend for a further 12 months. A Service Level Agreement may be entered into to clarify operational provisions, subject to the GCC and SCC. If funds are no longer available, the Department may terminate or suspend the agreement by notice; the bidder must stop performance and minimise expenditure, and is entitled to payment for services delivered up to the date of cancellation or suspension. Mediation proceedings are not applicable to this contract (notwithstanding GCC clause 27).

The bid and contract are subject to the GCC issued under Treasury Regulation 16A (PFMA); the SCC supplement the GCC and prevail where they conflict. Sealed bid documents, clearly marked FSDSD (T) 018/2026, must be delivered to the address on SBD 1 before the closing date and time. The Accounting Officer may negotiate prices with shortlisted bidders. All communication must be in writing. Amendments to any special condition by the bidder invalidate the bid. Supplier status may be verified after award; default triggers restriction procedure per SCM Practice Note No. 5/2006. Joint ventures/consortia must submit a JV agreement (Annexure A); each entity must be CSD-registered, the JV/consortium registered on CSD after closing, and a joint bank account opened within 30 days after award. One service provider appointed per institution; bidders may bid for more than one institution but must submit separate documents and price menus accordingly. Outcomes published in the Provincial Tender Bulletin, Departmental Website and e-Tenders portal. Contract is for three (3) years with an option to extend for a further 12 months.

Mandatory (Phase I) requirements – failure to comply invalidates the bid: (1) CSD registration; (2) valid tax compliance status with SARS; (3) not restricted from doing business with the state; (4) not in the employment of the State; (5) pricing; (6) valid proof of registration of a Dietician with HPCSA; (7) completion of SBD forms.

Evaluation is conducted in four phases. Phase I – mandatory and administrative requirements (not scored; non-compliance disqualifies). Phase II – functionality, minimum threshold 70 points. Functionality criteria: (1) relevant catering experience – 40 points; (2) reference letters – 10 points; (3) financial capacity – 20 points; (4) availability of a Dietician – 10 points; (5) locality – 20 points. Phase III – price and specific goals evaluated on the 80/20 preference point system. Phase IV – recommendation and appointment; the Bid Adjudication Committee recommends award to the HOD. The Department reserves the right to appoint more than one service provider.