RFQ for panel of packaging suppliers to air chefs (johannesburg, durban, cape town) — 12-Month as-and-when-required supply

Air Chefs, a Schedule 2 public entity and airline caterer, operates at three sites: Johannesburg, Durban, and Cape Town. Air Chefs requires a panel of service providers to supply and deliver packaging materials for a period of twelve (12) months to all Air Chefs' locations on an as-and-when-required basis. Air Chefs mainly require packaging for in-flight catering, airline lounges, canteens, in-house bakery, and in-house cleaners. The appointed service providers will be responsible for the supply and delivery of packaging materials which will be coordinated with the Air Chefs Operations Department. Air Chefs reserves the right, at its sole discretion, to procure additional packaging materials, products, or related items from the service providers during the term of this Agreement that were not included in the original list, specifications, or pricing schedule attached to this RFQ. Air Chefs will procure additional packing when client needs change and existing suppliers are unable to supply this need; when further market analysis results show that there are other suppliers who are capable of supplying any of the packaging and meet the relevant commercial and compliance requirements; when existing suppliers are unable to supply the required product due to stock outs; or when a client nominates a product that is not available from any of the above suppliers.

Briefing session: None scheduled

Site visit: Air Chefs reserves the right to conduct manufacturing/storage premises visits where food safety-compliant packaging material is produced or stored. Not compulsory for all bidders; discretionary verification measure.

Enquiries and submission contacts:

• Name: Lina Lekaka

Email: [email protected]

• Name: Mohau Mafitoe

Email: [email protected]

• Name: Koketso Nape

Email: [email protected]

Head office:

20 Jones Road

Jet Park

Kempton Park

Postal address:

PO Box 2275

Kempton Park

1620

Telephone: +27 (11) 978 1881

Fax: +27 (11) 397 8883

Cape Town office:

Fox Trot, 3 Thunder City

Cape Town International Airport

7525

Postal address:

PO Box 3

Cape Town

7252

Telephone: +27 (21) 936 3336

Fax: +27 (21) 935 0601

Submission method: email

Closing: 8 October 2026 at 16:00 CAT

Validity period: 90 days from issue date (5 October 2026)

Returnable documents — mandatory (all required; missing any disqualifies):

• Annexure A: Pricing Schedule (detailed quotation, VAT inclusive) — incomplete pricing leads to disqualification
• Approved food safety certificate: HACCP, ISO 22000, FSSC 22000, or valid BRCGS Packaging Materials certificate
• Manufacturer/supplier declaration on letterhead confirming: food contact suitability; food-grade raw materials; safety for intended use; compliance with food-contact standards; traceability to original manufacturer
• Written confirmation of ability to deliver to Johannesburg, Durban, Cape Town, or all Air Chefs operational locations on as-and-when-required basis
• Company registration documents
• Valid B-BBEE certificate or sworn affidavit (EME/QSE affidavit where applicable)
• SARS Tax Compliance Status (Tax Pin)
• SBD 4 (Declaration of Interest): completed and signed (Annexure B)

Non-mandatory:

• CSD Summary Report

Submission email addresses:

• [email protected]
• [email protected]
• [email protected]

Disqualification risks:

• Late or incomplete submissions
• Missing or unsigned returnable forms
• Incomplete pricing schedule
• Failure to submit all mandatory administrative and legislative documents
• Bidder, owner, shareholder or director charged, implicated or found involved in criminal activities
• Bidder or director listed on Register of Tender Defaulters
• Previous abuse of Air Chefs' supply chain management system
• Failure to perform on previous contract with written notice given

Mandatory returnable documentation:

1. Pricing Schedule (Detailed Quotation, VAT Inclusive) (Annexure A) — incomplete schedule disqualifies
2. Approved Food Safety Certificate (HACCP / ISO 22000 / FSSC 22000 / valid BRCGS Packaging Materials certificate)
3. Manufacturer/supplier declaration on letterhead: food contact suitability; food-grade raw materials; safety for intended use; compliance with food-contact standards; traceability to original manufacturer
4. Written confirmation of delivery capability to Johannesburg, Durban, Cape Town or all operational locations
5. Company registration documents
6. Valid B-BBEE Certificate or Sworn Affidavit (EME/QSE where applicable)
7. SARS Tax Compliance Status (Tax Pin)
8. SBD 4 — Declaration of Interest (completed and signed) (Annexure B)

Non-mandatory:

• CSD Summary Report

Disqualification for failure to submit all mandatory documents.

Evaluation is three-phase pass/fail with technical threshold:

Phase 1 — Mandatory requirements:

• Complete pricing schedule (Annexure A) submitted
• Fail = disqualification

Phase 2 — Administrative and legislative requirements:

• All 7 documents listed under compliance requirements submitted and valid
• Fail = disqualification; only compliant bidders proceed to Phase 3

Phase 3 — Technical (functionality) compliance:

• Minimum qualifying score: 70 points total
• Scoring breakdown:
• Reference letters: 30 points maximum
• 3 letters meeting all 5 criteria: 30 points
• 2 letters meeting all criteria: 20 points
• 1 letter meeting all criteria: 10 points
• Partial or none: 0 points
• Criteria: signed/stamped by authorised official; under 3 years old; contactable with valid details; supply and delivery of packaging material; clear statement of service and duration
• Multiple letters for same project not accepted
• Distribution network and service coverage: 50 points maximum
• Warehousing/storage/distribution infrastructure evidence (owned, leased, shared, contracted): 15 points
• Facility evidence (photos, profiles, agreements, certifications): 5 points
• Transportation capacity evidence (vehicles, agreements, insurance): 10 points
• Distribution and delivery plan with contingency for urgent requirements: 10 points
• Previous distribution experience in food service, catering, hospitality, FMCG, retail, or demonstrable systems/resources: 10 points
• Quality assurance and food safety compliance: 20 points maximum
• Signed product traceability procedures/policy, manufacturer authorisation, signed recall procedures/policy, approved food safety certificate: 20 points
• Partial or non-submission: 0 points

Note: Minimum threshold applies per evaluation section overall, not just total score. Below 70 points = bid not considered further.

All bidders passing Phases 1, 2 and 3 qualify for the panel. Panel appointment does not guarantee any minimum volume, value or business allocation.

Scope: Supply and delivery of packaging materials to Air Chefs (Schedule 2 public entity, airline caterer) for 12 months on as-and-when-required basis

Operational sites: Johannesburg, Durban, Cape Town

End-use applications: In-flight catering, airline lounges, canteens, in-house bakery, in-house cleaners

Packaging materials required (49 line items including):

• Foil catering products (heavy duty, dishes, lids)
• Paper products (cocktail serviettes, galley wipes, cookie tulips, kraft boxes)
• Plastic products (cutlery, spoons, forks, knives, teaspoons, bags, tubs, lids, trolley covers, piping bags, sleeves, aprons)
• Sachets (pepper, salt)
• Cleaning and hygiene (dishwash liquid, scourers, refuse bags, chafing fuel)
• PPE (beard masks, nitrile gloves, mop caps in green/white/blue/red/yellow)
• Bakery items (muffin cups, silicon baking paper)
• Wine (Overmeer Grand Cru 5L, Overmeer Dry Red 5L)
• Miscellaneous (ice bags, cling wrap, toothpicks, cutlery wraps, U-cards)

Additional procurement rights: Air Chefs may procure additional packaging materials, products or related items not in original list during contract term when:

• Client needs change and existing suppliers cannot supply
• Market analysis identifies capable new suppliers (with National Treasury compliance)
• Existing suppliers have stock-outs
• Client nominates unavailable product

Service delivery: Coordinated with Air Chefs Operations Department; 24/7 operational environment requiring uninterrupted supply

Lead times and stock availability: Critical operational factor; priority given to shortest confirmed lead times and immediate stock availability at time of request

Air Chefs intends to establish a panel of approved packaging manufacturers and suppliers to support its operational requirements in Johannesburg, Durban and Cape Town. No bidder shall acquire an entitlement to appointment solely by virtue of participating in the RFQ process. Appointment to the panel does not constitute a guarantee of any minimum volume, value, expenditure or allocation of business. The establishment of the panel shall not constitute an award for any specific quantity of goods or services. Individual requirements shall be procured through the quotation process prescribed in this RFQ. Air Chefs reserves the right, subject to applicable legislation, its approved procurement policies and delegated authority, to amend, suspend, withdraw or cancel the procurement process where objectively justifiable and properly documented grounds exist. Service Provider Selection Methodology: Air Chefs operates in a 24-hour, seven-day airline catering environment, where the timely availability of packaging materials is essential to operational continuity. Orders shall be placed with the supplier that offers the most advantageous combination of factors, including the lowest quotation in instances where multiple SAP-approved suppliers provide similar products or services. However, where only one (1) supplier is available on the SAP system for a specific product or service, that supplier will be utilized. In addition to pricing considerations, priority will be given to suppliers with the shortest confirmed lead times and/or immediate stock availability at the time of the request to ensure business continuity and uninterrupted operations. This approach promotes value for money, operational efficiency, and service reliability while maintaining compliance with applicable governance requirements, procurement policies, and internal control frameworks. Price Lock: Each manufacturer or larger distributor will provide a locked price valid for a defined period (e.g. three months to six months) or market related price that is economical (Negotiated lower prices), giving Air Chefs cost predictability. Verification of Price: For each procurement requisition on SAP by stores or lounges, the locked or negotiated prices will be verified against the supplier's system and supplier's negotiated prices on SAP for the specific packing category required. For those suppliers without a dedicated system, that can be accessed by Air Chefs officials on SAP for the latest prices. It would be impractical to follow a full quotation process (Impracticality of sourcing three (3) quotations from the Panel) and evaluation process each time goods are required, given the impracticability and complex nature of the Air Chefs operations (Operating 24/7) which results in lengthy procedures that will delay procurement and negatively impact daily catering operations. Considering the nature of Air Chefs' business, where packaging items must be procured and delivered without interruption to sustain continuous service, a streamlined confinement process is both necessary and justified. Award Principle: Air Chefs shall administer the panel and subsequent quotation process in a manner that promotes fairness, equity, transparency, competitiveness and cost-effectiveness, while safeguarding operational continuity and value for money. Panel ranking shall constitute the predetermined basis for the sequential invitation of quotations and shall not, in itself, constitute an automatic entitlement to any particular procurement opportunity. Each quotation award shall be based on the supplier's ability to satisfy the specific requirements of the procurement and shall be made in accordance with the evaluation criteria, decision rules, applicable legislation, Air Chefs' approved procurement policies and delegated authority. All material decisions, including the rationale for bypassing a higher-ranked panel member, excluding a quotation, or awarding to a supplier other than the lowest-priced responsive quotation, shall be objectively justified, appropriately authorised and supported by a complete audit trail. Nothing in this methodology shall be construed as creating a guarantee of business, expenditure or volume for any panel member.

Reference letters — mandatory for technical evaluation (30 points):

• Three reference letters required on official client letterhead with contact details
• Service period: 1 April 2023 to 31 March 2026 (within last 3 years)
• Each letter must: be signed/stamped by authorised company official; be under 3 years old; include contactable valid details for verification; specify supply and delivery of packaging material at satisfactory level; contain clear statement of service and duration
• Scoring: 3 compliant letters = 30 points; 2 = 20 points; 1 = 10 points; partial/none = 0
• Multiple letters for same project not accepted

Distribution capability — mandatory demonstration (50 points):

• Capability and capacity to store, distribute and deliver packaging materials to Johannesburg, Durban and Cape Town within specified service levels and lead times throughout contract period
• Evidence of: warehousing/storage/distribution/logistics infrastructure (owned, leased, shared, contracted); facility documentation; transportation capacity; delivery plan with contingency for urgent requirements; previous distribution experience in food service, catering, hospitality, FMCG, retail or equivalent demonstrable systems/resources

Quality systems — mandatory evidence (20 points):

• Documentary evidence of implemented quality management systems, recall procedures, manufacturer accreditation, product traceability processes, food safety compliance controls
• Signed product traceability procedures/policy, manufacturer authorisation, signed recall procedures/policy, approved food safety certificate required for full points

Food safety certification required — one of:

• HACCP, or
• ISO 22000, or
• FSSC 22000, or
• Valid BRCGS Packaging Materials certificate

Declaration required on manufacturer/supplier letterhead confirming:

• Product intended for direct or indirect food contact
• Manufactured using food-grade raw materials
• Safe for intended use
• Complies with applicable food-contact requirements and recognised industry standards
• Traceable to original manufacturer

Quality management systems evidence required:

• Implemented quality management systems
• Recall procedures
• Manufacturer accreditation
• Product traceability processes
• Food safety compliance controls

For full technical points (20 points): submit signed product traceability procedures/policy, manufacturer authorisation, signed recall procedures/policy, and approved food safety certificate. Partial or non-submission scores zero.

Pricing Schedule (Detailed Quotation, VAT Inclusive) (Annexure A) — mandatory returnable document. An incomplete pricing schedule will lead to the bidder being disqualified. All prices quoted must be inclusive of Value Added Tax (VAT). Pricing should be given based on an individual component that would make up the solution based on technical and functional requirements.

Pricing format: Detailed quotation per individual component (Annexure A), VAT inclusive

• Incomplete pricing schedule = disqualification
• Prices must be component-based reflecting technical and functional requirements

Price lock mechanism: Each manufacturer or larger distributor to provide locked price valid for defined period (3-6 months) or market-related economical price (negotiated lower prices) for cost predictability

Price verification: Locked/negotiated prices verified against supplier system and SAP-negotiated prices per packing category; suppliers without dedicated system accessible via SAP

Payment terms: Subject to Air Chefs Conditions of Contract and Order (available on request)

No bid security, bond, guarantee, retention or insurance requirements stated

No minimum turnover or financial capacity threshold stated

Mandatory registrations and certifications:

• CSD registration: CSD Summary Report (non-mandatory but encouraged)
• SARS: Valid Tax Compliance Status (Tax Pin) — mandatory
• B-BBEE: Valid certificate or sworn affidavit (EME/QSE affidavit where applicable) — mandatory
• CIPC: Company registration documents — mandatory

Food safety compliance:

• Approved food safety certificate: HACCP, ISO 22000, FSSC 22000, or valid BRCGS Packaging Materials certificate — mandatory
• Manufacturer/supplier declaration on letterhead confirming: food contact suitability; food-grade raw materials; safety for intended use; compliance with food-contact requirements and recognised industry standards; traceability to original manufacturer — mandatory
• Signed product traceability procedures/policy — required for technical scoring
• Signed recall procedures/policy — required for technical scoring
• Manufacturer authorisation — required for technical scoring

Other mandatory:

• SBD 4 (Declaration of Interest): completed and signed — mandatory
• Written confirmation of delivery capability to Johannesburg, Durban, Cape Town or all locations — mandatory

Disqualification grounds:

• Bidder or director listed on Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act 2004)
• Previous abuse of Air Chefs supply chain management system
• Previous contract failure with written notice given
• Criminal charges, implication or involvement of bidder, owner, shareholder or director

Site access: Air Chefs reserves right to conduct manufacturing/storage premises visits for food safety verification

B-BBEE requirement: Valid B-BBEE certificate or sworn affidavit mandatory

• EME/QSE affidavit accepted where applicable
• No specific B-BBEE level threshold stated for qualification
• B-BBEE status required as part of administrative and legislative compliance (Phase 2)
• No preference points system (80/20 or 90/10) explicitly stated; evaluation is pass/fail through phases with technical threshold scoring

Food safety certification — one of the following required:

• HACCP, or
• ISO 22000, or
• FSSC 22000, or
• Valid BRCGS Packaging Materials certificate

Manufacturer/supplier declaration required on letterhead confirming:

• Product intended for direct or indirect food contact
• Manufactured using food-grade raw materials
• Safe for intended use
• Complies with applicable food-contact requirements and recognised industry standards
• Traceable to original manufacturer

Quality assurance and food safety compliance — documentary evidence required of:

• Implemented quality management systems
• Recall procedures
• Manufacturer accreditation
• Product traceability processes
• Food safety compliance controls

Specific submissions for technical scoring:

• Signed product traceability procedures/policy
• Manufacturer authorisation
• Signed recall procedures/policy
• Approved food safety certificate

Site access: Air Chefs reserves right to conduct manufacturing/storage premises visits where food safety-compliant packaging material is produced/stored

Panel appointment terms:

• No entitlement to appointment from participation alone
• No guarantee of minimum volume, value, expenditure or business allocation
• Panel establishment does not constitute award for specific quantity
• Individual requirements procured through subsequent quotation process
• Air Chefs reserves right to amend, suspend, withdraw or cancel procurement process with objectively justifiable and documented grounds

Order placement:

• Orders placed with supplier offering most advantageous combination of factors
• Lowest quotation used where multiple SAP-approved suppliers offer similar products
• Single SAP-available supplier utilised where only one exists for specific product
• Priority to shortest confirmed lead times and/or immediate stock availability
• Ensures business continuity, value for money, operational efficiency, service reliability

Award principle:

• Panel ranking = predetermined basis for sequential quotation invitation only
• No automatic entitlement to any procurement opportunity
• Each award based on supplier ability to satisfy specific requirements
• Material decisions (bypassing higher-ranked member, excluding quotation, non-lowest award) require objective justification, appropriate authorisation, complete audit trail

General conditions:

• All prices VAT inclusive
• Subject to Air Chefs Conditions of Contract and Order (available on request)
• Air Chefs discretion to award to multiple providers for flexibility
• No obligation to award to any bidder or lowest bidder
• Right to retract quotation at any time from issue date without refund
• Service, pricing and availability considered

Disqualification grounds:

• Bidder or director on Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act 2004)
• Abuse of Air Chefs supply chain management system
• Failure to perform on previous contract with written notice
• Criminal charges, implication or involvement of bidder, owner, shareholder or director discovered through due diligence

All prices VAT inclusive. Goods/services subject to Air Chefs Conditions of Contract and Order (available on request). Air Chefs discretion to award to multiple providers for flexibility. No obligation to award to any bidder or lowest bidder. Right to retract quotation at any time from issue date without refund. Service, pricing and availability considered. Pricing per individual component based on technical and functional requirements.

Integrity requirements:

• Bidder and directors not on Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act 2004)
• No abuse of Air Chefs supply chain management system
• No failure to perform on previous contract with written notice
• Due diligence right reserved; criminal charges/implication of bidder, owner, shareholder or director may result in disqualification

Award at sole discretion of Air Chefs. No obligation to accept lowest quotation where defensible.

The following critical criteria will apply during the evaluation of this RFQ. Phase 1 – Mandatory Requirements: Pricing Schedule (Detailed Quotation, VAT Inclusive) (Annexure A) – (An incomplete pricing schedule will lead to the bidder being disqualified). Phase 2 - Administrative and Legislative Requirements: Approved Food Safety certificate (e.g., HACCP or ISO22000 or FSSC 22000) or Valid BRCGS Packaging Materials certificate; declaration on manufacturer's or supplier's letterhead confirming food contact compliance; confirmation of ability to deliver to JHB, Durban, Cape Town or all locations; company registration documents; valid BBBEE Certificate or Sworn Affidavit; SARS Tax Compliance Status (Tax Pin); SBD 4 – Declaration of interest. Bidders will be disqualified should they fail to submit all mandatory documents. Only bidders who are compliant on all mandatory and administrative and legislative requirements will proceed to phase 3 of the evaluation process. Phase 3 - Technical (Functionality) Compliance: The functional/technical evaluation will be based on a threshold, where bidders are expected to achieve a minimum of 70 points. REFERENCE LETTERS (30 points): The bidder must provide three (3) reference letters on official client letterhead, with contact details, for similar services rendered within the last three (3) years (01 April 2023 – 31 March 2026). Three reference letters meeting all five criteria – Thirty (30) points; Two reference letters meeting all five criteria – Twenty (20) points; One reference letter meeting all five criteria – Ten (10) points; Partial submission or no reference letters submitted – Zero (0) points. Reference must include: signed and/or stamped by duly authorized company official; not older than 3 years of submission; contactable with valid contact details for verification; type of service rendered: supply and delivery of packaging material at a satisfactory level; clear statement of service provided and duration of engagement. More than one reference letter pertaining to the same tender/project will not be considered. DISTRIBUTION NETWORK AND SERVICE COVERAGE (50 points): Evidence demonstrating access to warehousing, storage, distribution, or logistics infrastructure capable of supporting service delivery to Johannesburg, Durban, and Cape Town, whether owned, leased, shared or contracted arrangements – Fifteen (15) points; Photographic evidence, facility profiles, service agreements, warehouse certifications, logistics contracts, or equivalent supporting documentation – Five (5) points; Details of logistics partners, transportation arrangements, and distribution networks, evidence of transportation capacity through owned vehicles, leased vehicles, transport agreements, contracted logistics providers, fleet insurance, or equivalent supporting documentation – Ten (10) points; A distribution and delivery plan demonstrating ability to supply all Air Chefs locations within required lead times, including contingency arrangements for urgent requirements – Ten (10) points; Evidence of previous distribution experience in food service, catering, hospitality, FMCG, retail, or similar environments, or alternatively, demonstrable systems, processes, resources, and logistics arrangements capable of supporting the contract requirements – Ten (10) points. QUALITY ASSURANCE AND FOOD SAFETY COMPLIANCE (20 points): Submission of signed product traceability procedures/policy, manufacturer authorisation, signed recall procedures/policy, approved food safety certificate – Twenty (20) points; Partial or non-submission – Zero (0) points. Bidders should note that the minimum of 70 points required is also reliant on meeting a minimum threshold per evaluation section overall. Failure to achieve a minimum of 70 points in the functional/technical will lead to the bid not being considered further in the evaluation. All bidders who successfully meet phase 1, 2 and 3 requirements will qualify for the panel.

Closing: 8 October 2026 at 16:00

Submission method: not stated in the document — bidders must confirm with Air Chefs SOC Ltd

Returnable forms required:

• SBD 4 (Bidder's Disclosure): declares whether any director, shareholder, member or partner is employed by an organ of state; discloses relationships with employees of the procuring institution; discloses interests in other related CSD-registered enterprises. A false declaration disqualifies the bid.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Failure to disclose all CSD-registered active companies linked to all directors.
• Any false statement in the SBD 4 declaration.
• Any collusion, consultation, communication, agreement or arrangement with competitors regarding bid terms, pricing, or market allocation.
• Disclosure of bid terms to any competitor before bid opening or award.
• Involvement in drafting the specifications or terms of reference for this bid.

Note: The document provided is only SBD 4 (Bidder's Disclosure). No other returnable forms, B-BBEE requirements, CIDB grading, CSD registration details, tax clearance requirements, or local content thresholds are stated in this extract. Bidders must obtain the full tender document from Air Chefs SOC Ltd.