Catering services for 1000 attendees at employment and career exhibition fair, flagstaff town hall on 23 october 2026

Closing date: 20 October 2026

Closing time: 12:00 (12H00)

Service delivery date: 23 October 2026 (Employment and Career Exhibition Fair at Flagstaff Town Hall)

Advert date: 13 October 2026

No compulsory briefing or site visit mentioned.

Technical enquiries:

• Contact: Y Bam
• Role: Corporate Services
• Email: [email protected]
• Telephone: 039 253 1096

Supply Chain Management enquiries:

• Contact: A Ntongana
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: 039 252 0131

Submission address (tender box):

135 Main Street

Flagstaff

4810

Service delivery address:

Flagstaff Town Hall

Flagstaff

Submission method: hand delivery only to tender box at Ingquza Hill Local Municipality, 135 Main Street, Flagstaff, 4810 (Municipal Reception).

Closing: 20 October 2026 at 12:00 local time.

No late, couriered, faxed or emailed tenders accepted.

Tender must be in a sealed envelope endorsed with bid number IHLM/63/2026-27/HUMAN and description "CATERING FOR 1000 PEOPLE".

All pages of the tender document must be initialled.

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

• MBD 1 (Invitation to Bid): bidder details and offer cover page.
• MBD 2 (Tax Clearance Certificate Requirements): tax compliance declaration.
• MBD 3.1 (Pricing Schedule – Firm Prices): firm pricing schedule for purchases.
• MBD 3.3 (Pricing Schedule and Specification): priced specification for catering items.
• MBD 4 (Declaration of Interest): discloses state employment and relationships.
• MBD 6.1 (Preference Points Claim): claims specific-goal points with supporting proof.
• MBD 7.1 (Contract Form – Purchase of Goods/Works): contract acceptance by successful bidder.
• MBD 8 (Declaration of Past SCM Practices): declares no abuse, fraud, corruption or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.

Additional mandatory documents:

• Valid full CSD proof of registration.
• Valid SARS TCS PIN printout (or CSD number if TCS unavailable).
• Certificate of Acceptability (CoA) for food handling.
• Signed letter confirming no undisputed municipal accounts overdue by more than 30 days, with proof.

Disqualification risks:

• Missing or unsigned returnable forms.
• Submission after closing time.
• Non-firm prices or prices excluding VAT and all costs.
• Failure to provide original bid documentation (no copies).

Evaluation system: 80/20 preference point system (price 80 points, specific goals 20 points).

Price points calculated on lowest acceptable tender using standard 80/20 formula.

Specific goals and points:

• Company owned by black youth (18–35 years): 4 points – verified by CSD registration report and ID copy of owner/director.
• Company owned by black women: 6 points – verified by CSD registration report and ID copy of owner/director.
• Company owned by black people living with disability: 2 points – verified by letter from a medical practitioner.
• Company owned by black people: 8 points – verified by CSD registration report and ID copy of owner/director.

Total maximum points: 100.

No minimum qualifying score stated in the document.

Failure to submit required proof for specific goals means zero points for those goals.

Tender validity period: 90 days from closing date.

Only original bid documentation provided by the municipality will be considered.

Scope: Catering for 1000 people attending the Employment and Career Exhibition Fair.

Venue: Flagstaff Town Hall.

Event date: 23 October 2026.

Quantities and items:

• 4 slices of variety flavoured sandwiches: 1000 portions
• 330 ml, different flavours of 100% fruit juice: 1000 units
• 500 ml still water: 1000 units
• Boxes of bananas: 3 boxes
• Boxes of seasonal fruit: 6 boxes
• Boxes of apples: 3 boxes

All prices must include VAT (15%), transport, overheads, accommodation and all other costs.

Prices are firm and final; non-firm prices (including exchange-rate variations) will not be considered.

Delivery costs must be included in the bid price for delivery at the prescribed destination.

Certificate of Acceptability (CoA) for food handling is mandatory.

Bidders must be suitably qualified and experienced service providers for catering.

No specific years of experience, reference projects or key personnel qualifications stipulated.

Pricing schedules: MBD 3.1 (Firm Prices – Purchases) and MBD 3.3 (Pricing Schedule and Specification).

All prices in RSA currency, inclusive of VAT (15%), customs/excise duty, all levies and taxes.

Prices must cover all expenses, disbursements, costs (transport, overheads, accommodation), general risks, liabilities, obligations, overhead charges and profit.

Prices are final and binding; only firm prices accepted.

Separate pricing schedule required if different delivery points influence pricing.

Items to be priced:

• 4 slices variety sandwiches x 1000
• 330 ml 100% fruit juice x 1000
• 500 ml still water x 1000
• Bananas: 3 boxes
• Seasonal fruit: 6 boxes
• Apples: 3 boxes

Grand total includes VAT and all other charges.

Pricing format: firm prices only, all-inclusive (VAT, transport, overheads, accommodation, all taxes and levies).

Pricing schedule: MBD 3.1 and MBD 3.3 must be completed with unit prices and grand total.

No bid security, bond or guarantee mentioned.

Payment terms: municipality undertakes to pay within 30 days after receipt of invoice accompanied by delivery note (per MBD 7.1 Part 2).

No retention or advance payment terms stated.

No minimum turnover or financial capacity threshold specified.

Central Supplier Database (CSD): valid full CSD proof of registration mandatory.

Tax compliance: valid SARS TCS PIN printout required; if TCS unavailable, CSD number must be provided. Each party in a consortium/joint venture must submit separate TCS/CSD.

Certificate of Acceptability (CoA): mandatory for food handling.

Municipal accounts: signed letter confirming no undisputed municipal accounts overdue by more than 30 days, with proof.

Declarations: completed and signed MBD 1–9 (Invitation to Bid, Tax Clearance, Pricing Schedules, Declaration of Interest, Preference Points Claim, Contract Form, Past SCM Practices, Independent Bid Determination).

B-BBEE / Specific Goals: points claimed via MBD 6.1 with supporting evidence (CSD report + ID copy for youth/women/black ownership; medical practitioner letter for disability).

No CIDB grading required (catering service, not construction).

No local content requirement stated.

No professional body registration stated.

Foreign suppliers must complete pre-award questionnaire (MBD Part B:3).

Specific goals aligned to B-BBEE ownership categories:

• Black youth (18–35): 4 points – evidence: CSD registration report and ID copy of owner/director.
• Black women: 6 points – evidence: CSD registration report and ID copy of owner/director.
• Black people living with disability: 2 points – evidence: letter from a medical practitioner.
• Black people: 8 points – evidence: CSD registration report and ID copy of owner/director.

Points claimed via MBD 6.1. Failure to submit proof results in zero points for those goals. No B-BBEE certificate or affidavit explicitly required; ownership verified through CSD and ID documents.

Certificate of Acceptability (CoA) for food handling is a mandatory compliance document.

No further occupational health and safety requirements specified in the document.

Contract form: MBD 7.1 (Purchase of Goods/Works) to be signed by successful bidder and municipality.

Contract documents deemed to form the agreement: invitation to bid, tax clearance certificate, pricing schedules, technical specifications, preference claims, declaration of interest, declaration of past SCM practices, certificate of independent bid determination, special conditions of contract, General Conditions of Contract (GCC).

Bid validity: 90 days from closing date; withdrawal during validity only with municipality's written permission.

Unauthorised withdrawal renders bidder liable for additional expenses incurred by municipality, recoverable by set-off against monies due or guarantees.

Contract subject to Ingquza Hill Local Municipality's Supply Chain Management Policy and Combating of Abuse of SCM System Policy.

Payment: within 30 days of invoice and delivery note.

Municipality reserves right to extend tender period by public notice.

Municipality not obliged to accept lowest or any bid.

No bids considered from persons in service of the state or listed on Register of Tender Defaulters.

Municipality not obliged to accept any bid; lowest bid not guaranteed award. No bids from persons in service of the state or listed on Register of Tender Defaulters. Original Tax Clearance Certificate required (certified copies not accepted). All prices firm, inclusive of all costs. Contract subject to municipal SCM Policy and Abuse Policy. Municipality may extend tender period by public notice. Unauthorised withdrawal incurs liability for additional costs.

Mandatory returnable documents:

• Valid full CSD proof of registration.
• Completed and signed MBD 1–9.
• Valid SARS TCS PIN printout (or CSD number if TCS unavailable).
• Certificate of Acceptability (CoA) for food handling.
• Signed letter confirming no undisputed municipal accounts overdue >30 days with proof.

All pages of tender document must be initialled. Tender must be submitted on original municipality documentation. No faxed, couriered or emailed submissions.

Evaluation uses 80/20 preference point system (price 80, specific goals 20). Specific goals: black youth ownership 4 pts, black women ownership 6 pts, black disability ownership 2 pts, black ownership 8 pts. Proof required: CSD report + ID copy for ownership categories; medical practitioner letter for disability. No minimum qualifying score stated. Tender validity 90 days. Only original bid documentation accepted.