Catering and décor services for the cape winelands grade 12 top achievers' awards event

Closing date: 11 November 2026 at 11:00

Technical enquiries

• Contact: Thembeka Naku
• Telephone: 021 888 5157
• Email: [email protected]

Bidding procedure enquiries

• Contact: Colette Springveldt
• Telephone: 021 888 5188
• Email: [email protected]

General SCM helpline: 086 126 5263

Submission address

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Municipal Health Services (for catering inspection report): 0861 265 263

Submission method: physical, sealed envelope

• Envelope must show the quotation number Q 2026/035 and the description.
• Deposit in the official tender box at Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch.
• Closing time: 11:00 on Wednesday, 11 November 2026. Late bids are not accepted.

Returnable documents (complete, in black ink, no Tippex corrections):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the cover.
• MBD 4 (Declaration of Interest): discloses any connection to state employees.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points.
• MBD 7.1/7.2 (Contract Form): signs the contract on award.
• MBD 8 (Declaration of Past Supply Chain Management Practices): confirms no improper past conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Annexure I (Questionnaire) and Annexure L (Preference Points Claim Form) must be completed for preference points.
• Authority to Sign / Board Resolution: authorises the signatory.
• Credit Order Instruction, Capability of Bidder form.

Disqualification risks:

• Bids with Tippex corrections, missing pages, unsigned forms, or omitting the required resolution.
• Faxed, emailed or late bids.
• Bids from persons in the service of the state.

Evaluation basis: compliance with specifications, value for money, capability to execute the contract, and PPPFA requirements.

Preference point system: 80/20 (contract value R50 million or less).

• Price: 80 points (lowest compliant price gets 80).
• Specific goals: 20 points, split 50/50:
• 10 points for B-BBEE status level contributor.
• 10 points for locality (enterprise head office or primary place of business or regional/satellite office located in the district or province).
• Bidders who do not submit B-BBEE evidence score 0 for that portion but are not disqualified.
• Locality proof required: municipal account in the bidder's name not older than 90 days, a lease agreement, or an official bank letter confirming the registered business address.
• Failure to complete Annexure I and MBD 6.1 results in no preference points.

Service: catering and décor for the Cape Winelands Grade 12 Top Achievers Awards event, hosted annually by the District Municipality in partnership with the Cape Winelands Education Department. Event to be held in the Drakenstein area.

Catering for 350 people (finger lunch):

• 300 guests: standard menu, no special dietary requirements.
• 50 guests: Halaal meals, served at clearly identified Halaal tables (8 people per table).

Required menu items:

• Roasted chicken drumsticks
• Assorted cold meats
• Small cocktail rolls with chicken mayonnaise
• Small vetkoek with curried mince
• Assorted crackers with assorted cheese toppings
• Garnish: lettuce, cocktail tomatoes, avocado, cucumber
• Vegetable spring rolls with sweet-and-sour sauce
• Summer fruit platters
• Mini lemon tartlets
• Mini chocolate éclairs
• 750ml chilled sparkling Grapetiser and Appletiser (or equivalent)
• 100% fruit juice served in glass jugs
• Crockery, cutlery, drinking glasses
• Chilled still water with mint on tables

Décor for 350 people (chairs and tables available at venue, 8 per table):

• 14 metres of black, red and silver stage draping
• 44 black tablecloths for rectangular tables
• 350 black chair covers to match the décor
• 44 red table runners
• Silver décor per table
• Red serviettes
• 10m red carpet with 4 gold stanchions

Catering compliance:

• Obtain an Inspection Report from Municipal Health Services at 0861 265 263 stating the premises and facilities are adequate to prepare, store and provide safe food in the required quantities.
• Submit the Inspection Report before the event date to be considered.
• Comply with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and Regulations Governing General Hygiene Requirements for Food Premises and the Transport of Food, 2012 (Regulation R. November 2012): valid certificate of acceptability (COA), proper containers, correct core temperatures (Regulation 8(4)), protective clothing, and transport rules.
• Confirm dietary requirements (including Halaal) before the event.

Goods and services must conform to the specifications and standards in the bidding documents. The supplier's premises and records may be inspected by the Municipality or its auditors. All pre-bidding testing is for the bidder's account. Non-compliant goods/services may be rejected; the supplier must replace them at its own cost. For catering, an inspection report from Municipal Health Services confirming adequate premises and facilities is required, and compliance with food safety regulations is mandatory.

No detailed pricing schedule or bill of quantities was provided in the extracted text. The bidder must quote a total bid price on the official forms. Prices must remain fixed. The VAT registration number of the Municipality is 4700193495. If the contract value exceeds R2.3 million, the bidder must be VAT registered, and the price is deemed VAT inclusive. Invoices must show VAT clearly.

Payment: within 30 calendar days of receiving a valid invoice and delivery note.

• Invoices must show VAT clearly; the Municipality's VAT registration number is 4700193495.
• If the contract value exceeds R2.3 million, the bidder must be VAT registered; prices are deemed VAT inclusive.
• Prices quoted must remain fixed for the contract duration; no variation without authorisation.
• Performance security: required within 30 days of award notification, as specified in the Special Conditions of Contract (not detailed in this document).

Registration

• Must be registered on the CWDM Accredited Supplier Database and the Central Supplier Database (CSD).
• Supplier database details must be updated every 12 months; outdated details may block payment.

Tax

• A SARS Tax Compliance Status PIN (or CSD number if no PIN) must accompany the bid. It will be verified on the SARS website.
• For consortia/JVs, each member must submit a separate TCS PIN or CSD number.
• No contract will be awarded to a bidder with outstanding tax matters.

Municipal arrears

• No contract with any bidder (or directors) whose municipal rates, taxes or service charges are in arrears for more than three months.
• Submit a certified copy of municipal accounts for the month preceding the tender closure date; if renting, proof that rates are included and rent is not in arrears.

B-bbee

• Submit a valid B-BBEE Status Level Verification Certificate (SANAS-accredited or IRBA-approved auditor) or a sworn affidavit for EMEs/QSEs.
• EME (revenue ≤ R10 million): sworn affidavit confirming revenue and black ownership; automatically Level 4, with higher levels for >51% or 100% black ownership.
• QSE (revenue between R10 million and R50 million): sworn affidavit or verification certificate.
• Entities above R50 million: valid B-BBEE certificate.
• Trusts, consortia or JVs must submit a consolidated certificate.

Coida

• Provide a Letter of Good Standing (valid at closing date) from the Department of Employment and Labour or licensed insurer, if applicable per special conditions.

CIDB

• Not explicitly required for this catering/décor quotation; CIDB registration mentioned only as 'if applicable'.

Catering must comply with the Regulations Governing General Hygiene Requirements for Food Premises and the Transport of Food, 2012, including a valid certificate of acceptability, correct food temperatures, protective clothing for handlers, and proper transport. The Municipal Health Services inspection report must be submitted. No additional OHS requirements specific to this tender were found beyond these food safety measures.

The contract is governed by the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC); SCC prevails on conflict. The supplier warrants goods/services are new and defect-free for 12 months after delivery (or 18 months from shipment, whichever earlier). Payment within 30 days of invoice. Prices fixed; variation orders up to 15% (20% for construction-related) without price escalation. No assignment without consent; subcontracting requires prior written consent. Delays attract penalties at the current prime interest rate per day of delay. The Municipality may terminate for default, insolvency, or corrupt/fraudulent practices, and may impose a restriction from public sector business for up to 10 years. Disputes go through mutual consultation then mediation, then courts. The contract is subject to South African law.

The evaluation applies the 80/20 preferential points system under the Preferential Procurement Regulations 2022. Price earns up to 80 points; 20 points are split equally between B-BBEE status level (10 points) and locality (10 points). Locality points are awarded based on where the enterprise's head office, primary place of business, or regional/satellite office is located. Bidders must submit B-BBEE evidence (certificate or sworn affidavit) and proof of locality to claim these points. Failure to complete the questionnaire (Annexure I) and the preference points claim form (MBD 6.1) results in zero preference points.