Catering services for national lotteries commission – northern cape (RFQ re-issue)

Closing date and time: 16 November 2026 at 11:00 (Standard South African Time).

Service date: 20 November 2026 (09:00–16:30), lunch at 12:00.

RFQ issue date: 12 November 2026.

Quotation validity: 60 days from closing date.

Enquiries and submission:

• Contact person (bidding procedure): NLC
• Telephone: 012 432 1308
• Technical enquiries contact: SCM
• Telephone: 012 432 1302
• Email: [email protected]

For all RFQ questions, email [email protected] and [email protected].

Submission email: [email protected] (CC [email protected]).

Submission method: email to [email protected], CC [email protected].

• Quotations must be submitted in English.
• Late or incomplete submissions will not be accepted.
• No services may be rendered or goods delivered before an official Commission purchase order is received.
• Bids must remain valid for 60 days from the closing date.
• Returnable forms and documents (all must be completed, signed, and submitted):
• SBD 1 (Invitation to Bid): completed and signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by an organ of state or connected to anyone at the Commission; false declarations lead to disqualification.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• POPIA consent form: signed consent for processing of personal information.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs); for a joint venture, a consolidated certificate/affidavit.
• Full CSD report with SARS tax compliance status.
• Proof of residence from a local municipality within the Northern Cape.
• Quotation: complete and signed.
• Bidders may be required to courier hard copies of certified qualifications, membership certificates, COIDA, etc. to the SCM unit within 3 working days of request; failure renders the bid non-responsive.

Evaluation stages:

1. Stage 1 – Submission: Must be received by the closing date and time, submitted via the specified email.
2. Stage 2 – Administrative compliance: Submission of all required documents as listed in submission guidelines.
3. Stage 3 – Mandatory requirements: Fully completed SBD 4, complete and signed quotation, and valid proof of residence from a Northern Cape municipality. Failure disqualifies the bid.
4. Stage 4 – Price and specific goals (80/20 system): Price carries a maximum of 80 points (formula: Ps = 80(1 - (Pt - Pmin)/Pmin)), with specific goals carrying up to 20 points. Total maximum 100 points.
5. Stage 5 – Due diligence, negotiation, and award: The Commission may conduct due diligence on the preferred bidder and may negotiate improvements in price, delivery, or content.

Specific goals (20 points total):

• Black-owned entities:
• 100% black ownership: 8 points
• 51% to 99% black ownership: 4 points
• Less than 51% black ownership: 0 points

Evidence: Copies of ID documents or 3-month CIPC report, or CSD report.

• Women-owned entities:
• 100% women ownership: 4 points
• 30% to 99% women ownership: 2 points
• Less than 30% women ownership: 0 points

Evidence: B-BBEE certificate or sworn affidavit.

• Youth-owned entities:
• 100% youth ownership: 4 points
• 30% to 99% youth ownership: 2 points
• Less than 30% youth ownership: 0 points

Evidence: B-BBEE certificate or sworn affidavit.

• Disability-owned entities:
• 20% or more owners with disability: 4 points
• More than 10% but less than 20% owners with disability: 2 points
• Less than 10% owners with disability: 0 points

Evidence: Doctor's letter confirming disability (not older than 1 year from closing date) and CSD report.

The service covers catering for the Fraud Awareness Campaign 2026 in the Northern Cape.

Event date: 20 November 2026 (09:00–16:30). Lunch served at 12:00.

Venue: 11A Schmidt's Drift Road, Kimberley, 8300 – Northern Cape.

Catering required for 13 delegates:

• Starch: bread rolls (13)
• Meat: braai wors and chicken (13)
• Vegetables: corn (13)
• Salads: Greek salad and chakalaka (13)
• Beverages: soft drinks (include 2 sugar-free and 1 juice) (13)

Special instructions:

• No pre-packed food.
• Provider must supply necessary condiments and keep drinks on ice upon delivery.
• Provider must bring own cutlery, plates, tablecloths, glasses, dessert bowls, toothpicks, and serviettes.
• Food warmers must have adequate warming capacity.
• Deliver food on time; lateness is not tolerated.
• Salads must be mild (not too spicy).
• No processed cheese.
• No extra greasy food; use oil moderately.
• No dairy in vegetables (e.g., creamed spinach or cheesy sauces).

Bidders may be required, at the Commission's request, to submit via courier hard copies of certified qualifications, membership certificates, and COIDA documentation within a minimum of 3 working days from the request date. Failure to submit within the requested period renders the bidder non-responsive.

Central Supplier Database (CSD):

• Mandatory registration on CSD; provide CSD registration number and full CSD report.
• Failure to register prevents award; foreign suppliers without a local registered entity are exempt.

Tax compliance:

• Must be tax-compliant; provide SARS tax compliance status PIN (TCS) or CSD number where applicable.
• For joint ventures or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.

B-bbee:

• Must submit a valid B-BBEE certificate, or a sworn affidavit for EMEs/QSEs, to claim preference points.
• For joint ventures, a consolidated B-BBEE certificate/affidavit is required.

Other:

• Must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Must be covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) for all employees.
• Bidders must not be in collusion; collusive bidding leads to automatic disqualification and possible restriction from doing business with the state.
• Bids must be submitted in English.

Bidders must ensure all employees and any sub-contractors are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA), with proof of registration and good standing available on request.

The Commission may require hard copies of certified COIDA certificates and other relevant certifications within 3 working days if requested.

Contract duration is one day (the service date) after receipt of the appointment letter and purchase order.

The RFQ document is confidential; bidders may use it only for preparing a proposal.

No services may be rendered or goods delivered before an official Commission purchase order is received.

The Commission will conduct performance reviews; non-performance will be addressed with a formal letter and remedial actions, with escalation if not corrected.

The bidder warrants that all employees are covered under COIDA for the duration of the RFQ and contract.

Bidders may not make news releases about the RFQ or award without Commission consent.

The RFQ stipulations take precedence over any other document; PPPFA fills gaps where the RFQ is silent.

Bidding may be restricted or disqualified for collusive conduct.

The evaluation is conducted in five stages:

1. Closing and submission format.
2. Administrative compliance (all required documents).
3. Mandatory requirements (SBD 4, signed quotation, proof of residence in Northern Cape) – failure disqualifies.
4. Price (80 points) and specific goals (20 points) under the 80/20 preference point system.
5. Due diligence and negotiation before award.