Catering services for the 16 days of activism launch – cape winelands district municipality (q 2026/063)

Technical enquiries:

• Contact: Lee Meisenheimer
• Email: [email protected]
• Telephone: 0861 265 263

Bidding procedure enquiries:

• Department: Financial Services, Supply Chain Management
• Telephone: 086 126 5263

Submission address:

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Event venue:

Klapmuts Community Hall

Submission method: sealed envelope, endorsed with the quotation number (Q 2026/063) and description, placed in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, before the closing time. Telexed, faxed or emailed tenders are not accepted. Quotations are opened publicly shortly after closing.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and locality points under the 80/20 system.
• MBD 7.1/7.2 (Contract Form): records the contract terms.
• MBD 8 (Declaration of Bidder's Past SCM Practices): certifies no abuse of supply chain management.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Authority for Signatory: copy of the board/members/partners/trustees resolution authorising the signatory.
• Credit Order Instruction: authorises payment arrangements.
• Questionnaire (Annexure I): required for preference points.
• Tax Compliance Status Pin printed from the SARS website.
• Certified copy of the bidder's and directors' municipal accounts for the month preceding the closing date.
• B-BBEE certificate or sworn affidavit (for EME/QSE).
• Certificate of Acceptability (COA) for food premises.
• Municipal Health Services Inspection Report.
• Certificate of Halaal Endorsement (if claiming Halaal).
• Three contactable references of previous catering services.

Disqualification risks:

• Corrections made with correction fluid (Tippex).
• Missing pages from the original document.
• Omission of any returnable form or unsigned document.
• Failure to submit the Inspection Report or COA.
• Late submission, regardless of reason.

Evaluation stages:

1. Compliance with specifications and mandatory requirements (COA, Inspection Report, Halaal certificate if applicable).
2. Value for money and capability to execute the contract.
3. Preference points under the 80/20 system (Preferential Procurement Regulations 2022):

• 80 points for the lowest acceptable price.
• 20 points for specific goals, split 50/50:
• B-BBEE status level of contributor (10 points).
• Locality (10 points): 5 points if the enterprise's head office, primary place of business, or regional/satellite office is within the Cape Winelands District; 5 points if within the Western Cape Province.

Bidders who do not submit a B-BBEE certificate or affidavit score zero for B-BBEE but are not disqualified.

Minimum qualifying score: not stated.

Scope: Provision of catering for 250 people at the CWDM 16 Days of Activism launch.

Event details:

• Venue: Klapmuts Community Hall
• Date: 25 November 2026
• Time: Event starts at 10:00, lunch served at 12:30

Menu requirements (all quantities for 250 people):

• 250 x 100% beef burger with lettuce, two slices of tomato and cheese, with a portion of hot chips (slap chips) on the side. 240 Halaal meals and 10 vegetarian meals (vegetarian meals separately packed and clearly labelled).
• 250 x 500ml soft drinks (variety of flavours)
• 250 x 500ml natural still water (bottled)
• Plastic/disposable forks and knives with disposable sachets of salt and pepper
• Serviettes

Food requirements:

• Food must be strictly Halaal.
• Meals must be pre-packed in biodegradable containers.
• All food handling, preparation, storage and transport must comply with the Foodstuffs, Cosmetics and Disinfectants Act, 1972 and the Regulations Governing General Hygiene Requirements for Food Premises, the Transport of Food and Related Matters, 2018 (Regulation R638).
• Food must be kept at core temperatures not exceeding those specified in Annexure E of the regulations.
• All persons handling food must wear protective clothing.
• Foodstuffs must be transported in accordance with Regulation 13.

References: Provide three contactable references of previous catering services.

Pricing:

• Prices must be market-related and VAT inclusive.
• Prices quoted must remain fixed for the contract period; no variation is allowed.

Payment:

• Payment within 30 calendar days of receipt of a valid invoice.
• Payment in Rand.
• VAT registration number of the municipality: 4700193495.
• If the contract value exceeds R2.3 million, the bidder must be VAT-registered; the price will be deemed VAT inclusive.

Bid security, performance bonds, guarantees, retention: not stated.

Financial capacity/turnover requirements: not stated.

Registration:

• Must be registered and accredited on the CWDM Supplier Database and the Central Supplier Database (CSD). Registration details must be updated every 12 months; payment is withheld if outdated. The municipality may decline to award to unregistered suppliers.

Tax compliance:

• Tax Compliance Status Pin printed from the SARS website must accompany the bid; each consortium/JV member must submit a separate pin.
• No contract is concluded with a bidder whose tax matters are not in order.

Municipal accounts:

• Certified copy of the bidder's and directors' municipal accounts for the month preceding the closing date must accompany the bid.
• Bidders or directors in arrears by more than three months on municipal rates, taxes or service charges, without a settlement arrangement before the closing date, will be unsuccessful. Tenants must prove rent includes municipal charges and is not in arrears.

B-bbee:

• Original and valid B-BBEE Status Level Verification Certificate, or a certified copy, must be submitted to claim points. Non-compliant bidders score zero preference points but are not disqualified.
• EMEs (annual revenue ≤ R10 million) may submit a sworn affidavit confirming revenue and black ownership.
• QSEs (annual revenue between R10 million and R50 million) may submit a sworn affidavit or a B-BBEE certificate.
• Certificates must be issued by SANAS-accredited verification agencies, IRBA-approved registered auditors, or accounting officers as contemplated in the CCA.
• Trusts, consortia or joint ventures must submit a consolidated B-BBEE certificate.

Food safety:

• Valid Certificate of Acceptability (COA) for food premises in terms of Regulation R638.
• If transport is not covered by the COA, a valid certificate for temperature-controlled transport (≥+60°C) is required.
• Municipal Health Services Inspection Report confirming premises are adequate to prepare, store and provide safe food.
• Halaal bidders must hold a valid Certificate of Halaal Endorsement from the Muslim Halaal Trust.

Other:

• CIDB registration: not applicable (no construction).
• Letter of Good Standing from the Commissioner of Compensation: not stated as required for this tender.