36-Month canteen services contract for KZN department of agriculture and rural development – cedara

Request for Proposal for the provision of canteen services for staff members at the Department of Agriculture and Rural Development – Cedara, for a period of 36 months.

Closing date: 07 July 2026 at 11h00. No other dates (e.g., briefings, site visits) are specified in the document.

Administrative enquiries: Mrs. Nompumelelo Madlala, Tel: 033 355 9369, Email: [email protected]. Technical enquiries: Mr. A. Hadebe, Tel: 076 925 0023, Email: [email protected] or Ms. Bandile Ndlovu, Tel: 071 484 1380, Email: [email protected]. Submission address: Department of Agriculture and Rural Development, 1 Cedara Road, Cedara 3200, Supply Chain Management Bid Box.

Submit bids by 07 July 2026 at 11h00 to: Department of Agriculture and Rural Development, 1 Cedara Road, Cedara 3200, Supply Chain Management Bid Box. Late, telephonic, faxed, emailed, or telegraphed submissions will not be accepted.

Required documents:

• PART A: Invitation to Bid (SBD 1)
• PART B: Terms and Conditions for Bidding (SBD 1)
• SECTION B: Registration on Central Suppliers Database
• SECTION C: Declaration that Information on Central Suppliers Database is Correct and Up to Date
• PART C: Pricing Schedule (Pages 8-14)
• SECTION D: Bidder’s Disclosure (SBD 4)
• SECTION E: Preference Points Claim Form (SBD 6.1)
• SECTION F: Contract Form (SBD 7)
• SECTION G: General Conditions of Contract
• SECTION H: Special Conditions of Contract
• SECTION I: Authority to Sign the Bid
• SECTION J: Terms of Reference
• SECTION K: Special Terms and Conditions
• PART D: Bid Disqualifying Factors
• ANNEXURE A: Bidder’s Past Experience

Bid documents must be submitted in a sealed envelope with the bidder’s name, address, bid number, and closing date clearly marked. Each page of the bid document must be initialed. Use of correcting fluid is prohibited. Bids will be opened in public as soon as practicable after the closing time. Photocopies of original bid documents may be used, but original signatures are required.

The closing date and time for receipt of Tenders is 07 July 2026 at 11h00. Telegraphic, telephonic, telex, facsimile, e-mail and late Tender Proposals will not be accepted. NB. Tender documents must be submitted at: Department of Agriculture and Rural Development, 1 Cedara Road, Cedara 3200, Supply Chain Management Bid Box DARD 07/2026

Evaluation follows the 80/20 Preferential Procurement Regulations, 2022. Points are allocated as follows: 80 points for price and 20 points for specific goals. The lowest acceptable tender (Pmin) determines the price score using the formula: Ps = (80 / (Pt / Pmin)). For specific goals, preference points are awarded for B-BBEE status. EMEs or QSEs with at least 100% Black ownership qualify for the maximum 20 points. Failure to submit proof or documentation for specific goals will result in no points being awarded for those goals. The organ of state may require substantiation of claims at any time. Collusion, fraud, or corrupt practices will result in disqualification and potential legal action.

Provision of canteen services for staff members at the Department of Agriculture and Rural Development – Cedara for a period of 36 months. The department reserves the right to: accept part of a tender, carry out site inspections or product evaluations, correct mistakes in bid documents, and cancel/terminate the tender process at any stage. Supplies and services may be inspected, tested, or analyzed during or after delivery. Non-compliant supplies/services will be rejected at the supplier’s cost and risk. The supplier must replace rejected items or the purchaser may procure substitutes at the supplier’s expense.

Bidders must complete ANNEXURE A: Bidder’s Past Experience. The bidder’s disclosure form (SBD 4) requires declaration of any state employment, relationships with procuring institution personnel, or interests in related enterprises. Failure to disclose accurate information may result in disqualification. Bidders must certify that they have arrived at their bid independently and without collusion.

The department may carry out site inspections, product evaluations, or explanatory meetings to verify the quality of services. Pre-bidding testing costs are the bidder’s responsibility. If inspections are required during the contract, the purchaser arranges and pays for testing unless supplies/services fail to meet contract requirements, in which case the supplier bears the cost. Non-compliant supplies/services may be rejected. The supplier must remove and replace rejected items at their own cost. Failure to replace may result in the purchaser procuring substitutes at the supplier’s expense.

Submit a pricing schedule with firm prices in South African Rand, including all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). The offer must remain valid for 180 days from the closing date. For non-firm prices (if allowed), adjustments will follow the formula: Pa = (1 − V)Pt [D1 + D2 + D3 + D4] + VPt, where 85% of the bid price is adjustable and 15% remains firm. Factors (e.g., labour, transport) must total 100%. For professional services, provide a ceiling price, breakdown of costs per phase, man-days, and rates for personnel. Travel expenses must be itemized with proof of actual costs.

Submit a pricing schedule with firm prices only (non-firm prices will not be considered). Prices must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). The offer must remain valid for 180 days from the closing date. Pricing must cover all obligations, including delivery costs. For professional services, indicate a ceiling price based on the total estimated time for completion, including all expenses. Travel expenses must be specified (e.g., rate/km, class of air travel) and only actual costs are recoverable with proof. Payment terms and adjustments (if applicable) must be detailed. Performance security may be required within 30 days of contract award.

Mandatory compliance requirements: Registration on the Central Supplier Database (CSD) by the closing date. Valid Tax Compliance Status (TCS) PIN from SARS or a CSD number if no TCS PIN is available. Bidders must submit their unique PIN issued by SARS. For consortia/joint ventures, each party must submit a separate TCS certificate/PIN/CSD number. B-BBEE Status: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points. EMEs/QSEs with 100% Black ownership qualify for maximum preference points. Foreign suppliers must confirm residency, branch, or permanent establishment in South Africa or provide proof of tax liability. No bids will be considered from state employees, companies with directors who are state employees, or restricted suppliers (listed on the Register for Tender Defaulters).

B-BBEE preference points are awarded under the 80/20 system. EMEs or QSEs with at least 100% Black ownership qualify for the maximum 20 points. Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to claim points. Affidavits must declare Black ownership %, Black Female ownership %, and Black Designated Group ownership % (youth, disabled, unemployed, rural, military veterans). EMEs must have annual total revenue of R10 million or less; QSEs between R10 million and R50 million. Affidavits are valid for 12 months.

The successful bidder must sign a written contract form (SBD7). The contract will include: warranty for goods (12-18 months), supplier obligations for repairs/replacements, performance security (bank guarantee, irrevocable letter of credit, or cashier’s cheque) within 30 days of award, and insurance for goods during transit. The supplier must provide packing sufficient to prevent damage, comply with marking/documentation requirements, and ensure goods are fully insured. Contracts are subject to General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). The purchaser may inspect supplier records and audit performance. Patent rights indemnification is required. Force majeure clauses apply.

This bid is subject to Treasury Regulations 16A (Public Finance Management Act, 1999) and the KwaZulu-Natal Supply Chain Management Policy Framework. The department reserves the right to accept part of a tender, correct mistakes in bid documents, and cancel/terminate the tender process at any stage. Awards will be published on the departmental website and e-tender portal after acceptance by the successful bidder. Bidders are urged to visit www.kzndard.gov.za/tenders/videos-supplierdevelopment for guidance.

Bidders must ensure compliance with tax obligations and submit a TCS PIN or CSD number. Foreign suppliers must confirm residency, branch, or tax liability in South Africa. No bids will be accepted from state employees or restricted suppliers. Bidders must declare any conflicts of interest or relationships with procuring institution personnel. All alterations to bid documents must be initialed. Correcting fluid is prohibited. Bids must be complete and submitted on official forms.

The 80/20 preference point system applies. Points are allocated as: 80 for price (Ps = 80

• (Pmin / Pt)) and 20 for specific goals (B-BBEE status). The lowest acceptable tender (Pmin) determines the price score. For income-generating contracts, the highest acceptable tender (Pmax) may be used. Specific goals include B-BBEE ownership, with EMEs/QSEs at 100% Black ownership qualifying for maximum points. Failure to submit proof for specific goals results in zero points for those goals. The organ of state may require substantiation of claims at any time.