Catering and décor services for artscape's annual long service awards 2026

Closing date: 06 November 2026 at 12h00

Event date: 26 November 2026 (from 17:30 onwards)

Date issued: 02 November 2026

Technical enquiries:

• Name: Jeremy Vorster
• Email: [email protected]

Supply Chain Management enquiries:

• Email: [email protected]

Submission email: [email protected] and [email protected]

Delivery address:

D.F. Malan Street

Foreshore

Cape Town

Event venue: Artscape Theatre Centre, Cape Town

Documents to submit with the quotation:

• Completed, signed quotation form (the Supplier Response section), including all pricing.
• Valid B-BBEE certificate or sworn affidavit.
• SARS tax number and SARS tax compliance status PIN.
• Completed and signed SBD4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at Artscape.
• SBD6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 system.
• SBD6.2 (Declaration for Local Production and Content): complete only if applicable; certifies local content and includes the local content declaration summary (Annex C).
• SBD8 (Declaration of Bidder's Past Supply Chain Management Practices): confirms no abuse of SCM systems, no fraud or corruption convictions, and no terminated contracts.
• SBD9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Valid Halaal certificate.
• CSD registration details (supplier code and 36-digit security code).

Submission method: email (PDF format advised).

Submission email: [email protected] and [email protected]

Closing date and time: 06 November 2026 at 12h00.

All prices must be firm and VAT inclusive. Brochures or catalogues may be submitted.

Quotation must include: proposed catering menu (canapés, dinner, dessert, beverages); copy of Halaal certificate; detailed cost breakdown for catering (for 80 guests); detailed cost breakdown for décor, table settings, furniture and equipment; number of waitresses and other personnel; delivery, set-up, dismantling and collection costs; any additional charges or exclusions; total quotation amount with VAT clearly indicated; confirmation of availability for 26 November 2026; B-BBEE certificate.

The 80/20 price/preference point system applies.

• Price: maximum 80 points. Scored using the formula Ps = 80 x (1 - (Pt - Pmin)/Pmin), where Pt is the price of the quotation under consideration and Pmin is the price of the lowest responsive quotation.
• B-BBEE preference points: maximum 20 points, awarded as follows:
• Level 1: 20 points
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Level 5: 8 points
• Level 6: 6 points
• Level 7: 4 points
• Level 8: 2 points
• Non-compliant: 0 points

Evaluation is based on the highest total adjudication points (price + preference points). Quotations must be responsive to be evaluated.

Scope: Catering, table settings, décor, and waitressing services for Artscape's Annual Long Service Awards.

Event details:

• Date: 26 November 2026, from 17:30 onwards
• Theme: Exquisite African
• Guests: 120
• Venue: Artscape Theatre Centre, Cape Town

Catering services (all Halaal-compliant):

• Prepare and serve all food and beverages.
• Provide a valid Halaal certificate and display it at the event.
• Provide vegetarian options.
• Canapés and pre-dinner refreshments at 17:30 in the Opera Bar: harvest or grazing table for 120 guests with breads, crackers, biscuits, cold meats and savoury items (Halaal meatballs, koftas), poultry selections, cheeses, fresh fruit and vegetables, vegetarian alternatives, accompaniments, sauces and condiments; juice station, sparkling water, appetisers; appropriate serving platters, side plates, cutlery and napkins.
• Formal dinner service at 18:30–19:30 in the Innovation Lounge: propose a dinner menu for 120 guests for approval before the event; include main-course options, side dishes, at least one vegetarian main course, water and refreshments on tables, and appetisers where applicable.
• Dessert and hot beverages at 20:00 in the Innovation Lounge: dessert selection including Malva pudding, pastries, mini desserts, jams and accompaniments; fully equipped tea and coffee station with cups, saucers, teaspoons, milk, sugar; orange juice, sparkling water and other refreshments as required.

Décor and table-setting (supply, deliver, set up and collect):

• Gold rectangular tablecloths: 20
• Gold napkins: 120
• Black underplates: 120
• Black cutlery sets (forks, knives, spoons): 120
• Black champagne glasses: 120
• Clear wine glasses (for juice and refreshments): 120
• Decorative centrepieces per approved design: 14
• Gold Tiffany chairs: 120
• Black carpet approx. 10 m in length: 1
• Gold stanchions: 10
• Black stanchion ropes: 10 sets or as required

All décor requested in line with the Exquisite African theme; Artscape provides reference photographs for centrepiece design. Any substitutions require prior approval. All items must be of good quality, clean and presentable.

Waitressing and service personnel:

• Provide an adequate number of suitably trained and professionally presented waitresses for the event.

Set-up, delivery and collection:

• Coordinate delivery, preparation and set-up with Artscape's designated representative before the event.
• Artscape kitchen facilities available for food preparation by prior arrangement.

Pricing:

• All prices must be firm and VAT inclusive.
• Quotation must include a detailed breakdown of catering costs, décor/table setting/furniture/equipment costs, number of personnel, delivery/set-up/dismantling/collection costs, and any additional charges or exclusions.
• The total quotation amount must be clearly indicated, with VAT shown separately where applicable.

No bid security, guarantees, or deposits are specified.

Registration:

• Must be registered on the Central Supplier Database (CSD). Provide CSD codes and the 36-digit security code.
• Must provide a SARS tax number and SARS tax compliance status PIN.

B-bbee:

• Submit a valid B-BBEE certificate or a sworn affidavit (for EMEs/QSEs as applicable).
• B-BBEE points are claimable under the 80/20 preference point system; levels 1–8 earn points as listed in evaluation criteria.

Halaal:

• Must hold a valid Halaal certificate; copy to be submitted with the quotation and displayed at the event.

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.
• Failure to submit any required form (SBD4, SBD6.1, SBD6.2 if applicable, SBD8, SBD9, B-BBEE certificate, SARS PIN, Halaal certificate).

Evaluation uses the 80/20 preference point system. Price is allocated up to 80 points using the formula Ps = 80 x (1 - (Pt - Pmin)/Pmin), where Pt is the quoted price and Pmin is the lowest responsive price. B-BBEE preference points are allocated up to 20 points as follows: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0. The contract is awarded to the bidder with the highest total points (price + B-BBEE). Bidders must submit the B-BBEE certificate or affidavit to claim preference points. False claims may lead to disqualification, recovery of damages, contract cancellation, restriction from doing business with the state for up to 10 years, and criminal prosecution.