Supply and delivery of coffee, hot chocolate, specialty teas and accompaniments for saa inflight services

Closing date and time: 15 October 2026 at 16:00.

No briefing, site visit, or clarification deadline stated in the document.

Note: SAA may request documentation, clarification, samples or site verification before appointment.

No named contacts, email addresses or telephone numbers appear in the annexure. Use the main RFP contact details.

Submission address: not stated in this annexure; follow the main RFP instructions.

Service delivery: SAA inflight services — deliveries to agreed SAA catering and operational locations.

Closing: 15 October 2026 at 16:00.

Submission method: not specified in the annexure; follow the main RFP instructions.

Returnable forms required (compress each to one line):

• SBD 1 (Invitation to Bid): cover page with bidder and contact details, signed as the offer.
• SBD 3.1/3.2/3.3 (Pricing Schedule): firm, non-firm, or professional-services pricing as applicable.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SAA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the applicable PPPFA system.
• SBD 6.2 (Declaration for Local Production and Content): declares local production and content percentage.
• SBD 7.1/7.2 (Contract Form): purchase of goods or rendering of services contract form.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past restrictive practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.

Mandatory documents with bid:

• Company profile and relevant service experience.
• Detailed product list and technical specifications for each item offered.
• Food safety certification and quality assurance documentation.
• Product labels or mock-up labels for review.
• Shelf-life information and storage requirements.
• Proof of authorised distribution where branded products are supplied.
• Delivery capability, lead times, and contingency arrangements.
• Pricing schedule per product category and unit of measure.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Late submission.
• Failure to submit mandatory supporting documents listed above.
• Samples may be requested for evaluation; these will not be returned.

Bidders must submit: company profile and relevant service experience; detailed product list and technical specifications per item; food safety certification and quality assurance documentation; product labels or mock-up labels; shelf-life information and storage requirements; proof of authorised distribution for branded products; delivery capability, lead times and contingency arrangements; pricing schedule per product category and unit of measure.

Evaluation approach: not a scored points system in the annexure; evaluation considerations listed below.

Evaluation considerations (no weightings or minimum score stated in this document):

• Product quality, taste, consistency and suitability for airline and catering service.
• Compliance with food safety, labelling, and packaging requirements.
• Ability to provide consistent supply and meet operational delivery requirements.
• Value for money, including unit pricing, packaging format, and operational efficiency.
• Supplier experience, responsiveness, and ability to support SAA service standards.
• Preference may be given to reputable South African or African-origin products aligned to SAA brand positioning.

Pre-qualification / gate criteria implied:

• Legal registration as a business entity.
• Valid tax clearance from SARS.
• Valid food safety certification and hygiene controls.
• Proven experience supplying food and beverage products to airlines, catering, hospitality or similar high-volume environments.
• Proof of authorised distribution rights for any branded products offered.
• Product specification capability: ability to source African-origin coffee and teas and meet all packaging, labelling, shelf-life and technical requirements.

Scope: supply, packaging, labelling and delivery of hot beverage products and accompaniments for SAA inflight and lounge services.

Brand alignment: SAA champions premium African-produced coffees and teas.

Product categories and specifications:

Coffee:

• Freeze-dried coffee: African origin, single origin, unblended Coffea arabica, medium to dark roast. Sachet: 18–20 g to brew 1 litre per pot. Foil sachet.
• Instant coffee sticks: 1.5–1.8 g per sachet, foil sachet, recognised brand.
• Decaffeinated coffee: 1.5–1.8 g per sachet, foil sachet.
• Hot chocolate: 14–20 g per sachet, foil sachet.
• Cappuccino: supplier standard, foil sachet.
• Minimum shelf life: 9 months.
• Quality: fresh, smooth, balanced; no excessive bitterness, burnt notes, astringency, flatness or stale flavour.
• Must be suitable for onboard brewing equipment and altitude consumption.

Tea:

• Ceylon tea: manufactured and packaged in South Africa. ±2 g per tea bag, tagged, box of 100.
• Rooibos, Earl Grey, English Breakfast, Chamomile, Green Tea, Ginger tea: ±2 g per tea bag, individually wrapped, tagged.

Sugar:

• White and brown sugar sachets: 3–5 g per sachet, individually sealed, free-flowing, granulated.
• Brand preference: recognised South African brands.

Sweeteners:

• Single-serve non-nutritive sweetener sachets: 0.5–1 g per sachet.
• Accepted types: Aspartame, Acesulfame-K, Sucralose, Stevia (Reb A), Saccharin.
• Clearly labelled, clean taste, quick dissolution.

Accompaniments:

• Cappuccino or related products where required: dissolution performance and clear labelling.

Onboard equipment compatibility:

• Aircraft: A330-300 (2), A340-300 (2), A320 (15).
• Coffee flasks: 1.2-litre; 18–20 g coffee sachet plus boiling water.
• Tea flasks: 1.2-litre; 10–16 tea bags per flask, minimum 10 cups yield.
• Domestic routes: black and grey flasks. Outstations: silver flasks.
• Water boils at 90–93 °C at altitude; extraction may be weaker than ground conditions.

Packaging and labelling:

• Food-grade packaging suitable for airline and catering operations.
• Single-serve products individually sealed.
• Packaging must withstand handling, storage, uplift, trolley loading and inflight service.
• Outer cartons clearly marked for warehouse handling and stock rotation.
• Labels must show: product name, ingredients, allergen declarations, net weight/volume, batch/lot number, best-before date, manufacturer/distributor details, storage instructions, mandatory warning statements.

Shelf life and storage:

• Coffee and dry accompaniments: minimum 70% remaining shelf life at delivery.
• Tea: long shelf life, maintaining aroma, freshness and quality.
• Milk products: shelf-stable where specified; no leakage, bloating, curdling or spoilage.
• Store and transport under conditions preserving food safety and quality.

Delivery:

• According to agreed schedules, quantities and locations.
• Accurate, complete, supported by delivery notes.
• Maintain continuity of supply; notify SAA in advance of shortages or changes.
• Manageable carton sizes for warehouse, catering and operational handling.
• Ability to respond to urgent operational requirements.

• Proven experience supplying food and beverage products to airlines, catering, hospitality or similar high-volume environments.
• Reliable sourcing, stockholding, distribution and continuity of supply capability to meet SAA operational requirements.

• Comply with all applicable South African food safety, labelling and hygiene legislation.
• Maintain food safety controls across sourcing, production, packing, storage and delivery.
• Products must be free from foreign matter, contamination, leakage, infestation, off-odours, clumping, damaged packaging or any quality defect.
• Provide food safety certification, product specifications and supporting compliance documents on request.
• SAA reserves the right to audit, request corrective actions and reject non-conforming products.

Pricing format: pricing schedule per product category and unit of measure required with bid.

No bid security, bond, guarantee, retention, payment terms, turnover threshold or estimated contract value stated in this annexure.

CSD registration: required (implied by standard government procurement; not explicitly stated in this annexure).

Tax compliance: valid tax clearance certificate from SARS required.

B-BBEE: SBD 6.1 required for preference points; no specific level threshold stated in this annexure.

Local content: SBD 6.2 required; preference may be given to South African or African-origin products.

Food safety and regulatory:

• Comply with all applicable South African food safety, labelling and hygiene legislation.
• Maintain food safety controls across sourcing, production, packing, storage and delivery.
• Provide food safety certification, product specifications and supporting compliance documents on request.
• SAA may conduct audits, request corrective actions and reject non-conforming products.

CIDB: not applicable (goods supply, not construction).

Professional registrations: not stated.

CIPC: legal business registration required.

• Products must be stored and transported under conditions that preserve food safety and quality.
• Milk products must be shelf-stable where specified and must not show leakage, bloating, curdling or spoilage.
• All food safety and hygiene legislation applicable in South Africa must be complied with.

• SAA may award the contract as a whole or in part.
• SAA may request documentation, clarification, samples or site verification before appointment.
• Samples submitted for evaluation will not be returned.
• Any product changes during the contract period require prior written approval from SAA.
• Specification approved by: Phophi Rambau (Specialist: Food & Beverage, 07.07.2026), Nothando Mathe (Acting Senior Manager: Guest Experience, 10.07.26), Abighail Mogapi (Manager: Inflight Logistics, 07.07.2026), Lindi Jordaan (Inflight Services, 07.07.2026).

Coffee and tea specifications, dry goods, onboard equipment, packaging, labelling, shelf life, storage and delivery requirements are covered in the technicalSpecifications field.

Evaluation is based on: product quality, taste, consistency and suitability for airline and catering service; compliance with food safety, labelling and packaging requirements; ability to provide consistent supply and meet operational delivery requirements; value for money (unit pricing, packaging format, operational efficiency); supplier experience, responsiveness and ability to support SAA service standards; preference may be given to reputable South African or African-origin products aligned to SAA brand positioning. No numerical scoring split or minimum qualifying score is stated in this document.