Catering services for 300 people – flagstaff (IHLM/16/2026-27/MMS)

Technical enquiries: Municipal Manager's Department, P. Ntshobo, 039 252 0131, [email protected]. Supply Chain Management enquiries: A. Ntongana, 039 252 0131, [email protected]. Submission address: 135 Main Street, Flagstaff, 4810 (Procurement Section).

Submission method: hand-delivered only to the tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810. No late, couriered, faxed or emailed tenders will be accepted. Closing date: 21 August 2026. Closing time: 12H00. Tender must be in a sealed envelope endorsed with the bid number IHLM/16/2026-27/MM'S and description "Catering for 300 People". Each page of the tender document must be initialled. The document must not be taken apart, have pages omitted, wording changed, or have documents inserted between its pages. All mandatory returnable documents must be attached. Tender validity period: 90 days from closing date.

Preference point system: 80/20 (price 80 points, specific goals 20 points). Specific goals and points: Women-owned company 5 points, Youth-owned company (18-35 years) 5 points, People living with disability-owned company 2 points, Company owned by black people 8 points. Total points: 100. Failure to submit proof or documentation for specific goals means points for those goals are not claimed. The municipality may require substantiation of any preference claim at any time.

Catering for 300 people at Flagstaff Municipal Offices. Menu items: Lunch for 300 people including starch (samp with beans, savory rice with robot peppers, chakalaka mild), 2 vegetables, salads (creamed spinach/green salad, beetroot, potato salad), meat (chicken and beef). Beverages: 330ml soft drink (150 units), 330ml canned juice, 500ml bottled water. All prices must include VAT, customs/excise duty, and any other applicable taxes. All delivery costs must be included in the bid price. Strict delivery dates will be observed; penalties will be imposed for late deliveries.

No specific experience or qualification requirements stated beyond the mandatory Certificate of Acceptability for catering and general compliance requirements.

All prices must be tendered including VAT, customs or excise duty and any other duty, levy, or other applicable tax. All prices must be in accordance with units specified in the schedule. All prices must include all expenses, disbursements and costs (e.g. transport, overheads, accommodation etc.) required for execution. All prices tendered will be final and binding. Only firm prices accepted. Expected delivery date must be indicated.

Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered. All prices must be tendered including VAT, customs or excise duty, and any other duty, levy, or applicable tax. Prices must include all expenses, disbursements, and costs (transport, overheads, accommodation, etc.) required for execution. Tender offer must remain valid, irrevocable, and open for acceptance for 90 days from closing date. Withdrawal during validity period only permitted with municipality's written consent; unauthorized withdrawal makes tenderer liable for additional expenses incurred by the municipality.

Mandatory returnable documents (failure to submit leads to disqualification): Full CSD proof of registration; Signed declarations (MBD 1-9) attached to the tender document; Certificate of Acceptability (CoA) for catering; Valid SARS TCS pin printout; Signed letter confirming no undisputed municipal accounts overdue by more than 30 days with proof. Additional compliance: Bidder must not be in the service of the state; must not be listed on the National Treasury's Database of Restricted Suppliers or Register of Tender Defaulters; must not have abused the SCM system, been convicted of fraud/corruption in the past five years, or failed to perform on previous government contracts. Upon award, bidders must submit rates clearance certificate from their respective municipalities. Bidders within municipal jurisdiction will be verified with IHLM Revenue section. MBD forms required: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance Certificate Requirements), MBD 3.1 (Pricing Schedule - Firm Prices), MBD 3.3 (Pricing Schedule and Specification), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.1 (Contract Form), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination).

Specific goals under 80/20 preference point system: Women-owned company 5 points, Youth-owned company (18-35 years) 5 points, People living with disability-owned company 2 points, Company owned by black people 8 points. Verification: CSD registration report/ID copy of owner/director for women, youth, and black ownership; letter from medical practitioner for disability ownership. Points not claimed if proof not submitted.

Certificate of Acceptability (CoA) for catering is a mandatory returnable document. This certifies compliance with food safety and hygiene regulations under the Regulations Governing General Hygiene Requirements for Food Premises and the Transport of Food (R638 of 2018).

Tender offer remains valid, irrevocable, and open for acceptance for 90 days from closing date. Withdrawal during validity period only with municipality's written consent. Unauthorized withdrawal makes tenderer liable for additional expenses incurred by municipality. Contract subject to Ingquza Hill Local Municipality's Supply Chain Management Policy and Combating of Abuse of SCM System Policy.

Municipality reserves the right to extend tender period by notice in press and on website. Municipality reserves the right to accept whole or any part of proposal/tender. No proposals considered from persons in service of the state, listed on Register of Tender Defaulters, or who have abused SCM system/failed to perform on previous contracts. Bidders within municipal jurisdiction will be verified with IHLM Revenue section. Upon award, bidders must submit rates clearance certificate from their respective municipalities.

Tenders must be hand-delivered to the tender box at 135 Main Street, Flagstaff, 4810 by 12H00 on 21 August 2026. No late, couriered, faxed, or emailed tenders accepted. Tender must be in sealed envelope endorsed with bid number and description. Each page must be initialled. Document must not be reproduced, taken apart, have pages omitted, wording changed, or have documents inserted. All mandatory documents must be attached.

Preference point system: 80/20 (price 80 points, specific goals 20 points). Specific goals and points: Women-owned company 5 points, Youth-owned company (18-35 years) 5 points, People living with disability-owned company 2 points, Company owned by black people 8 points. Total points: 100. Verification documents required: CSD registration report/ID copy of owner/director for women, youth, and black ownership; letter from medical practitioner for disability ownership. Failure to submit proof means points for specific goals are not claimed.