Request for pricequotation for the appointment of a catering service provider for the national lotteries commission education and awareness workshop - mpumalanga

The National Lotteries Commission (NLC) is a public entity established by Lotteries Act No. 57 of 1997, as amended, to regulate the South African lotteries industry. The NLC requires a suitably qualified service provider for catering services for an Education and Awareness Workshop in Mpumalanga.

Event details: 19 August 2026, lunch at 12:00 pm, at Siphokuhle Secondary School, Kwangema Trust, Piet Retief, 2380, Mpumalanga.

Catering requirements: pre-packaged lunch for 150 delegates (2 starches, meat x2, 2 salads, 2 vegetables), 300 units of bottled still water (SANBWA compliant), and 150 units of soft drinks (100% fruit juice or soft drinks, canned).

Service notes: bring own cutlery, plates, tablecloths, cups and serviettes; deliver food on time; print specification and bring it to the event; remove waste after service.

Reporting: the service provider reports to the NLC.

Duration: one day, after receipt of appointment letter and purchase order.

Closing date: 13 August 2026 at 11:00 (Standard South African Time).

Service date: 19 August 2026, lunch at 12:00 pm.

RFQ validity period: 60 days from closing date.

Technical enquiries: Calvin Kabinde, telephone 012 432 1302, email [email protected].

Bidding procedure enquiries: NLC contact person, telephone 012 432 1300, email [email protected].

Submission: E-Tender Portal.

Submission channel: bids must be submitted via the E-Tender Portal only; email submissions will not be considered.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 4 (Declaration of Interest): discloses any state employment or connections to the procuring institution; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• POPIA consent form: original signed consent for processing of personal information.
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs).
• Full CSD report with SARS tax compliance status.
• NLC pricing schedule: complete and signed.
• Valid municipality certificate of acceptability for food premises (Mpumalanga COA).

Disqualification risks:

• Late or incomplete submissions.
• Any returnable form unsigned or omitted.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Failure to submit requested hard copies (certified qualifications, memberships, COIDA) within 3 working days of request renders the bidder non-responsive.

Required documents for submission: Signed standard bidding documents (SBD 1, SBD 4, SBD 6.1), original signed POPIA consent form, B-BBEE certificate or sworn affidavit, full CSD report with SARS tax compliance status, complete and signed pricing schedule/quotation, valid municipality certification (MPUMALANGA COA) for food premises.

Evaluation follows the Preferential Procurement Regulation 2022 and the PPPFA, using the 80/20 preference point system.

Stages:

• Stage 1: RFQ closing date and submission instructions.
• Stage 2: Administrative compliance (signed SBD forms, POPIA consent, B-BBEE certificate/sworn affidavit, full CSD report with SARS tax compliance).
• Stage 3: Mandatory requirements (SBD 4, signed pricing schedule, valid Mpumalanga municipality food premises certificate).
• Stage 4: Price and specific goals.
• Stage 5: Due diligence, contract and award.

Price: maximum 80 points, calculated as Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals (maximum 20 points):

• Black owned: 100% = 8 points; 51%-99% = 4 points; less than 51% = 0 points.
• Women owned: 100% = 4 points; 30%-99% = 2 points; less than 30% = 0 points.
• Youth owned: 100% = 4 points; 30%-99% = 2 points; less than 30% = 0 points.
• Disability owned: 20% or more = 4 points; more than 10% but less than 20% = 2 points; less than 10% = 0 points.

Evidence for specific goals: copies of IDs, CIPC report, CSD report, B-BBEE certificate/sworn affidavit, doctor's letter confirming disability.

Event: Education and Awareness Workshop - MP, on 19 August 2026, lunch at 12:00 pm.

Venue: Siphokuhle Secondary School, Kwangema Trust, Piet Retief, 2380, Mpumalanga.

Pre-packaged lunch for 150 delegates, each containing:

• 2 starches (pap and dumpling/samp/rice).
• Meat x2: roasted/grilled chicken and lamb/beef.
• 2 salads: potato salad and chakalaka.
• 2 vegetables: pumpkin and spinach.

Bottled still water: 300 units, must comply with SANBWA standards for hygiene, food safety, quality, packaging and environmental legislation.

Soft drinks: 150 units of 100% fruit juice (can) or soft drinks (can), one drink per person.

Service requirements:

• The catering company must bring its own cutlery, plates, tablecloths, cups and serviettes.
• Food must be delivered on time.
• The specification must be printed and brought to the event.
• The catering company must use refuse bags and remove all waste generated within the facility after service.

Reporting: the service provider reports to the National Lotteries Commission.

Duration: one day, starting after receipt of the appointment letter and purchase order.

Bidders may be requested to submit hard copies of certified qualifications, memberships certificates, COIDA etc. within 3 working days of request; failure to submit renders the bidder non-responsive.

Pricing: bidders must submit a complete and signed pricing schedule (NLC Pricing Schedule).

Evaluation: price is scored out of 80 points using the 80/20 preference point system.

No services may be rendered or goods delivered before an official Commission Purchase Order is received.

CSD registration: mandatory for all bidders except foreign suppliers with no local registered entity. Provide CSD registration number and attach a CSD Summary report.

Tax compliance: bidders must be tax compliant; provide a SARS Tax Compliance Status PIN or printed TCS certificate. Where no TCS is available, a CSD number must be provided.

B-BBEE: submit a B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.

Municipality certificate: a valid certificate of acceptability for food premises from a Mpumalanga municipality is a mandatory requirement.

COIDA: bidders warrant all employees are covered under the Compensation for Occupational Injuries and Diseases Act; proof of registration and good standing may be requested.

POPIA: an original signed consent form for processing of personal information is required.

SBD forms: SBD 1, SBD 4 and SBD 6.1 must be completed and signed.

Bids must be submitted in English.

Food safety: bottled water must comply with SANBWA standards for hygiene, food safety and quality.

Waste management: the catering company must use refuse bags and remove all waste generated within the facility after service.

COIDA: bidders warrant all employees are covered under the Compensation for Occupational Injuries and Diseases Act; proof of registration and good standing may be requested.

Confidentiality: the RFQ document is confidential; no part may be used, copied, disclosed or conveyed without prior written permission from the Commission. All copyright and intellectual property vests with the Commission.

Precedence: this RFQ takes precedence over any attached documents; where the RFQ is silent, PPPFA stipulations apply. The Commission's decision on applicability is final and binding.

Purchase order: no services may be rendered or goods delivered before an official Commission Purchase Order is received.

Supplier performance: the Commission conducts regular performance reviews; ad-hoc reviews occur where non-performance is identified. Non-performance is addressed with a formal letter specifying remedial actions and timeframes; failure to remedy leads to escalating actions.

Communication: bidders may not canvass any officer or employee between closing date and award. Collusion results in automatic disqualification and restriction from doing business with organs of state.

News releases: bidders shall not make any news releases concerning the RFQ or award without the Commission's consent.

Personal information: processed under POPIA; bidders consent to use of their personal information for the RFQ process. Bidders must notify the Commission of any unauthorised access or cybercrime.

COIDA: bidders warrant all employees are covered under the Compensation for Occupational Injuries and Diseases Act; proof may be requested.

Confidentiality: the RFQ document is confidential; no part may be used, copied, disclosed or conveyed without prior written permission. All copyright and intellectual property vests with the Commission.

Late and incomplete submissions will not be accepted.

No services may be rendered or goods delivered before an official Commission Purchase Order is received.

All questions regarding this RFQ must be forwarded to [email protected].

Any supplier who believes the specification is based on a specific brand must inform the Commission via email.

Bidders shall not make any news releases concerning the RFQ or award without consent.

Precedence: this RFQ takes precedence over attached documents; PPPFA stipulations apply where the RFQ is silent. The Commission's decision is final and binding.

Bids must be submitted in English.

Bidders warrant all employees are covered under COIDA.

Personal information is processed under POPIA; bidders consent to its use for the RFQ process.

Evaluation follows the Preferential Procurement Regulation 2022 and the PPPFA, using the 80/20 preference point system.

Stages:

• Stage 1: RFQ closing date and submission instructions.
• Stage 2: Administrative compliance (signed SBD forms, POPIA consent, B-BBEE certificate/sworn affidavit, full CSD report with SARS tax compliance).
• Stage 3: Mandatory requirements (SBD 4, signed pricing schedule, valid Mpumalanga municipality food premises certificate).
• Stage 4: Price and specific goals.
• Stage 5: Due diligence, contract and award.

Price: maximum 80 points, calculated as Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals: black owned (max 8), women owned (max 4), youth owned (max 4), disability owned (max 4), total 20 points.