Provide catering and décor for cape winelands district phenomenal women awards

• This is a quotation for catering and décor services for the Cape Winelands District Phenomenal Women Awards.
• The successful bidder will be required to sign a written contract (MBD7).
• Bids must be deposited in the tender box at 29 Du Toit Street, Stellenbosch.
• The bid form requires complete supplier information, including contact details, VAT number, COIDA certificate, and tax compliance status.
• Specific goals for preference points: 50% for B-BBEE status and 50% for locality.

• Bid closing date: Wednesday, 01 July 2026.
• Bid closing time: 11:00.
• Event date: 25 August 2026.
• Event time: 08:00 to 14:00.
• No compulsory site or briefing meetings are mentioned.

• For technical enquiries: Contact Myrtle Benjamin at 021 870 3216 or [email protected].
• For bidding procedure enquiries: Contact Traci-lee Louw at 021 888 5143 or [email protected].
• General SCM enquiries: Financial Services, Supply Chain Management at 086 126 5263.
• Document collection: Hard copies available from Supply Chain Management Unit, 29 Du Toit Street, Stellenbosch.
• Submission address: Tender box at 29 Du Toit Street, Stellenbosch.

• Submit your bid in a sealed envelope clearly marked with the quotation number Q 2026/036 and description.
• Deliver the sealed bid to the tender box at Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, by 11:00 on Wednesday, 01 July 2026. Late submissions will not be accepted.
• Complete the official bid forms in black ink only. Do not use correction fluid (Tippex) as this will lead to disqualification.
• Ensure all pages of the original bid document are returned. Missing pages will result in disqualification.
• Bids submitted by telex, fax, or email will not be accepted.
• Do not contact the Municipality about your bid from the bid opening until contract award. Any additional information must be submitted in writing.
• All bidders must be registered on the CWDM Supplier Database and the Central Supplier Database (CSD).

Must be registered on CWDM Supplier Database and Central Supplier Database; tax matters must be in order with SARS; municipal rates and taxes must not be in arrears for more than 3 months; must submit required B-BBEE documentation; subcontracting requires prior written consent; persons in service of state must declare interest.

• Service: Full catering and décor for 150 people at the Phenomenal Women Awards at Paarl Town Hall on 25 August 2026 (08:00-14:00).
• Catering requirements:
• Appetizers: Mini quiche (2 per person) and seasonal fruit kebab (2 per person).
• Starter: Traditional beef and vegetable soup (300ml per person) with cocktail buns.
• Main meal: Plated serving of lemon and apricot chicken thighs, rolled lamb slices, seasonal vegetables, and roast potatoes (specific weights provided).
• Dessert: Hot malva pudding with custard.
• Additional: 150 commemorative cupcakes, provision for 10 halaal and 2 vegetarian meals.
• Drinks: Tea/coffee station, juice jugs on tables, bottled water supplied by CWDM served by provider.
• Staff: Service provider to supply all waiters dressed in black and white, and be responsible for setup, service, and cleanup.
• Gifts: Supply six flower bouquets for judges.
• Décor requirements:
• Tables: White tablecloths and crockery, floral centrepieces, cloth serviettes, full cutlery sets, salt and pepper, white chair covers.
• Hall: Long red carpet entrance, four large standing flower arrangements, draping and balloons for a photobooth.
• Compliance: All food handling must comply with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and the General Hygiene Regulations (R962 of 2012), including valid Certificate of Acceptability (COA) for premises.

• The purchaser reserves the right to inspect, test, and analyse goods or services at any stage.
• If inspections are required by the bid conditions, the bidder's premises must be open for inspection.
• Costs of inspections that confirm compliance are borne by the purchaser. Costs for non-compliant goods/services are borne by the supplier.
• Non-compliant goods may be rejected, and the supplier must replace them at their own cost.

• The bidder's price must be clearly stated as the total bid price on the bid form.
• No specific pricing schedule or bill of quantities is detailed in the extracted text. Bidders must provide their total price for the service as described.

• Prices quoted must be fixed and not vary after submission.
• Payment terms: The Municipality will pay within 30 calendar days of receiving a valid invoice.
• All prices are in South African Rand.
• For contracts exceeding R1 million, the bidder must be VAT registered with SARS and show VAT clearly on invoices.
• The Municipality's VAT number is 4700193495.
• Bidders are responsible for all taxes, duties, and levies.
• No contract will be awarded if the bidder's tax matters are not in order or if municipal rates and services are in arrears.

• Tax Compliance: Submit a valid Tax Compliance Status Pin from SARS or a CSD number if registered on the Central Supplier Database.
• B-BBEE: Submit an original, valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs/QSEs) to claim preference points.
• Central Registration: Must be registered on the CWDM Supplier Database and the Central Supplier Database (CSD).
• Municipal Accounts: Provide a certified copy of the bidder's (and directors') municipal account not older than 90 days, or proof that rent includes municipal charges and is not in arrears.
• COIDA: A valid Letter of Good Standing from the Department of Employment and Labour (or licensed insurer) is required.
• CIDB: Registration number must be provided if applicable.
• Authorised Signatory: A resolution authorising the signatory must be attached.
• No bids from persons in the service of the state.

• A valid Letter of Good Standing under the Compensation for Occupational Injuries and Diseases Act (COIDA) must be submitted with the bid.

• General Conditions of Contract (GCC) and Special Conditions of Contract (SCC) apply. SCC prevails in case of conflict.
• Bid validity: 180 days from the closing date.
• The Municipality reserves the right to accept or reject any bid, and is not bound to accept the lowest quote.
• Subcontracting: The whole contract cannot be subcontracted. Partial subcontracting requires prior written consent.
• Warranties: Goods/services must be new and free from defects. A standard warranty period applies.
• Termination: The Municipality may terminate for default (e.g., failure to deliver, corrupt practices) or insolvency.
• Dispute resolution: Attempt amicable settlement, then mediation, then South African courts.
• Governing law: South African law.
• Notices: Will be sent by post to the address provided in the bid.

• Strict compliance with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and its regulations is mandatory.
• Specifically, adhere to the Regulations Governing General Hygiene Requirements for Food Premises and the Transport of Food (R962 of 2012):
• All food handling must occur on premises with a valid Certificate of Acceptability (COA).
• All food containers must comply with the regulations.
• Food must be kept at or below specified core temperatures.
• All food handlers must wear appropriate protective clothing.
• Food transport must comply with the regulations.

• An inspection report authorised by the applicable Municipal Health Services is required for the premises and facilities used for providing food for this specific event.