Warm meals supply – western cape gov tender

Closing date: Wednesday, 26 August 2026 at 11:00. No briefing or site visit is specified.

Technical enquiries: Shaun Minnies, 021 888 5849, [email protected]. Bidding procedure enquiries: Colette Springveldt, 021 888 5188, [email protected]. General SCM enquiries: 086 126 5263. Submission address: 29 Du Toit Street, Stellenbosch.

Submission method: sealed envelope endorsed with the quotation number and description, deposited in the official tender box at 29 Du Toit Street, Stellenbosch, before 11:00 on 26 August 2026. Late bids are not accepted. Telexed, faxed or e-mailed bids are not accepted. Bids must be on the official forms provided (not re-typed). Complete the document in black ink; correction fluid (Tippex) disqualifies. Missing pages disqualify. Returnable forms: MBD 1 (Invitation to Bid), MBD 4 B (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.1/7.2 (Contract Form), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination), Authority for Signatory / Board Resolution, Credit Order Instruction, Municipal Rates and Services declaration, Capability of Bidder schedule, Form of Offer, Acceptance, Questionnaire (Annexure I). Bids must be registered on the CWDM Supplier Database and Central Supplier Database. Quotations opened publicly after closing.

Evaluation under the 80/20 preference points system: 80 points for lowest price (if compliant), 20 points for specific goals. Specific goals split 50/50: 10 points for B-BBEE status level contributor, 10 points for locality (enterprise head office, primary place of business, or regional/satellite office located in the district or province). To claim preference points, bidders must submit the Questionnaire (Annexure I) and MBD 6.1; failure results in no preference points. Bidders without a B-BBEE certificate or sworn affidavit score 0 for B-BBEE but are not disqualified. Evaluation also considers compliance with specifications, value for money, capability to execute, and PPPFA regulations. For meals for 200 or more people, an Inspection Report from Municipal Health Services is mandatory and must be submitted with the bid; failure leads to immediate disqualification for that sub-category.

Scope: supply, pack and deliver warm meals for disaster management incidents on a month-to-month basis for a period not exceeding 12 months. Meals required at short notice for affected communities, from a small number to 100 or more people. Delivery areas: Breede Valley, Drakenstein, Langeberg, Stellenbosch and Witzenberg municipal areas. Meals must be pre-packed separately in suitable durable biodegradable containers, with disposable cutlery. Each recipient must receive the same quantity of food. Service provider must be available at all times and telephonically contactable to place orders. Delivery within 4 hours of receipt of official order. Category 1 (4 or more hours notice): beef stew, rice and roll; chicken curry, rice and salad; mince curry, rice and salad; boboti, rice and sweet potatoes; macaroni and cheese; 2 pieces crumbed chicken (no wings), potatoes and vegetables; hamburgers and chips; all with 200ml juice. Category 2 (under 4 hours, after hours or weekends): 2 pieces crumbed chicken (no wings), chips and roll; beef or chicken burger and chips; all with 200ml juice. Category 3 (sandwiches): two slices brown bread with cheese, tomato and butter; cheese spread and butter; liver spread and butter; packaged with a boiled egg and 200ml juice. Catering for 199 or less people requires a Certificate of Acceptability (COA); catering for 200 or more requires a COA and an Inspection Report.

Food safety: Certificate of Acceptability for Food Premises by CWDM required for all bidders. For catering 200 or more meals, an Inspection Report from Municipal Health Services must confirm premises and facilities are adequate to prepare, store and provide safe food in requested quantities; this report must be submitted with the bid or the bid is disqualified. Compliance with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and regulations. Meals must be pre-packed in suitable durable biodegradable containers with disposable cutlery. The municipality may inspect, test or analyse goods/services; non-compliant goods may be rejected at the supplier's cost and risk.

Pricing format: bidders must quote a total bid price on the official pricing schedule (MBD 6.1 / pricing form). Prices must remain fixed for the contract period. If the contract value exceeds R1,000,000, the bidder must be VAT-registered and the price is deemed VAT-inclusive. VAT must be shown clearly on each invoice. Payment within 30 days of invoice. No bill of quantities or schedule of rates is specified.

Payment within 30 calendar days of receiving a valid invoice. Payment in Rand. Prices quoted must remain fixed for the contract period. If the contract value exceeds R1,000,000, the bidder must be VAT-registered and the price is deemed VAT-inclusive. VAT must be shown clearly on each invoice. Tax invoices for supplies over R3,000 must disclose the recipient's VAT registration number. No performance security amount is specified in the tender.

Registration: bidders must be registered on the CWDM Accredited Supplier Database and the Central Supplier Database (CSD). Tax compliance: a Tax Compliance Status PIN from SARS must accompany the bid; the municipality verifies it on the SARS website. For consortia/joint ventures, each member must submit a separate PIN. Municipal accounts: certified copies of the bidder's and directors' municipal accounts for the month preceding closing must accompany the bid; bidders or directors in arrears for more than three months (without a settlement arrangement) are unsuccessful. B-BBEE: original or certified copy of a valid B-BBEE Status Level Verification Certificate (SANAS-accredited agency, IRBA-approved auditor, or accounting officer) or sworn affidavit for EMEs/QSEs, to claim preference points. CIDB: if applicable, registration number must be included. COIDA: Letter of Good Standing from the Department of Employment and Labour (valid at closing date) if required under special conditions. Food safety: Certificate of Acceptability for Food Premises by CWDM must be submitted with the bid; for 200+ meals, an Inspection Report from Municipal Health Services is mandatory. Compliance with the Foodstuffs, Cosmetics and Disinfectants Act, 1972.

No specific health and safety requirements beyond food safety are stated. The supplier must comply with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and hold a Certificate of Acceptability for Food Premises. For 200+ meals, an Inspection Report from Municipal Health Services is required. The municipality may inspect premises at all reasonable hours.

Contract duration: month-to-month basis for a period not exceeding 12 months. The municipality may extend the contract if additional funds become available. The municipality may accept more than one quotation. Prices must not vary from those quoted. The municipality may vary quantities (higher or lower) and offer the revised scenario to the successful bidder, then to the second-placed bidder if declined. Subcontracting the whole contract is prohibited; subcontracting any part requires prior written consent. The supplier must not assign obligations without consent. Delays: penalties calculated at the current prime interest rate per day of delay on the delivered price of delayed goods/services. Termination for default: failure to deliver, failure to perform obligations, or corrupt/fraudulent practices. Termination may lead to a restriction from doing business with the public sector for up to 10 years. Disputes: amicable resolution, then mediation, then South African courts. Governing law: South African law. Governing language: English. Confidentiality: supplier must not disclose contract information without prior written consent; municipality may inspect and audit supplier records. Warranty: goods new, unused, no defects; warranty 12 months after delivery/acceptance or 18 months after shipment, whichever earlier.

The bid is evaluated under the 80/20 preference points system. 80 points for lowest compliant price, 20 points for specific goals: 10 points for B-BBEE status level contributor, 10 points for locality (enterprise head office, primary place of business, or regional/satellite office located in the district or province). To claim preference points, bidders must complete the Questionnaire (Annexure I) and MBD 6.1. For meals for 200 or more people, an Inspection Report from Municipal Health Services is mandatory and must be submitted with the bid; failure leads to immediate disqualification for that sub-category.