Request for quotation: panel of caterers for the national lotteries commission (4 months)

The NLC is a Schedule 3A public entity established under the Lotteries Act, 1997, and regulated by the PFMA. It regularly hosts meetings, events, and stakeholder engagements requiring catering services that accommodate diverse religious and ethnic groups. The purpose is to appoint qualified and experienced caterers for a panel to provide catering services as and when required for a period of four months. Objectives include timely and efficient catering, maintaining quality and hygiene standards, cost-effectiveness, and offering diverse menu options including vegetarian, kosher, and halal.

Closing date: 14 August 2026 at 11:00 (Standard South African Time). Enquiries deadline: 06 August 2026. Compulsory briefing session: none. Tender validity period: 120 days from closing date.

Compulsory briefing session: none.

Bidding procedure enquiries: Innocent Tshakela, telephone (012) 432 1470, email [email protected]. Technical enquiries: Supply Chain Management, telephone (012) 432 1300, email [email protected]. All questions must be submitted by email to [email protected], copying [email protected]. Responses to queries may be shared with other bidders.

Submission is online only via the e-Tender portal (https://www.etenders.gov.za/). No email or hard copy submissions will be accepted. Bids must be in PDF format with properly indexed folders protected from modifications. Folder 1 (Administrative): SBD 1, SBD 6.1, valid SARS Tax Pin, CSD registration report, POPIA consent form, and valid B-BBEE certificate or sworn affidavit (consolidated for JVs). Folder 2 (Mandatory): SBD 4, JV agreement or MoU (if applicable), pricing schedule (Annexure 1), certified copy of local municipality Certificate of Acceptability for food premises, certified copy of COIDA registration certificate, and proof of address (municipality statement, lease agreement, or letter from Ward Councillor/Tribal Authority). Folder 3 (Technical): technical proposal, company experience, and Annexure 3. Late or incomplete submissions will not be accepted. Bidders must ensure successful submission on the portal; discrepancies must be resolved with National Treasury.

Bid submissions must be in PDF format with properly indexed folders protected from modifications. Folder 1 (Administrative) includes SBD 1, SBD 6.1, valid SARS Tax Pin, CSD registration report, POPIA Consent Form, and valid B-BBEE Certificate/Sworn Affidavit (or consolidated for JV). Folder 2 (Mandatory) includes SBD 4, JV Agreement/MoU, pricing schedule (Annexure 1), valid certified copy of local municipality Certificate of Acceptability for food premises, valid certified copy of COIDA Registration Certificate, and proof of address (municipality statement, lease agreement, or letter from Ward Councillor/Tribal Authority). Folder 3 (Technical) includes technical proposal, company experience, and Annexure 3.

Evaluation is in stages. Stage 1 (Administrative Compliance): SBD 1, SBD 6.1, valid SARS Tax Pin, CSD registration, POPIA consent, and valid B-BBEE certificate. Stage 3 (Mandatory Compliance): SBD 4, JV agreement/MoU, pricing schedule, health certificate (Certificate of Acceptability from local municipality, not older than 3 months, in the selected province), COIDA letter of good standing, and proof of address. Stage 4 (Technical Evaluation): rating scale 0-5 applied to Written Reference Letters (40%), Catering Approach and Execution Plan (40%), and Company Experience (20%). Minimum threshold score is 70%; only bidders scoring above 70% proceed. Stage 5 (Pricing and Specific Goals): 80/20 preference point system, 80 points for price and 20 for specific goals (black, women, youth, disability ownership). Stage 6 (Due Diligence, Contract and Award): NLC may conduct due diligence, site visits, and negotiate best and final offers.

Scope of work: provision of meals (breakfast, lunch, snacks), catering for meetings, conferences, workshops, and events, beverages and refreshments, special dietary meals (vegetarian, vegan, halal, kosher, allergen-free), setup and breakdown of catering service areas, provision of serving staff, equipment, and utensils, and compliance with health, safety, and hygiene regulations. Deliverables: service within 24-72 hours of request; equipment setup and food delivery at least 30 minutes to an hour before serving; supply nutritional, quality food in a hygienic environment. Locations: NLC Head Office and Gauteng Provincial Offices at 333 Grosvenor Street, Block D, Hatfield Gardens, Hatfield, Pretoria, and other provincial offices as directed. Caterers must ensure adequate crockery, cutlery, glassware, tablecloths and catering equipment; provide and arrange décor when required; ensure waiters/waitresses dress appropriately and wear correct PPE while on NLC premises. Successful panel reports to the Finance Division. Contract duration: four months, effective from appointment, signing of SLA, or as directed by NLC.

Catering approach and execution plan (max 5 pages) for the selected province, addressing ad-hoc catering requests in different local/district municipalities. The plan must cover: catering services plan during normal and urgent requests, local development for youth empowerment, planned business partners for the contract duration, and sub-contracting plan (not more than 30%) for areas outside the town of business operations. Each of the four services is evaluated separately, 10 points each. The plan is scored on a rating scale of 0-5.

Written reference letters for catering services carried out in the past 5 years, each accompanied by a purchase order. Letters must include company name, contact name, email, phone, duration, value, and brief description of services, on client's letterhead, dated and signed. Multiple references from the same state entity count as one. Company profile (max 7 pages) demonstrating capacity and experience in catering, including years of experience, previous services, clients, organogram, and people management. Bidders who do not demonstrate capacity will be scored zero even if they list experience.

Pricing must be transparent, VAT inclusive, and non-firm, reviewed annually with provision for CPI-based increases. Payments made upon satisfactory delivery and valid invoices. Pricing schedule per Annexure 1. Work allocated on rotational basis or via RFQs, considering pricing, availability, past performance, and NLC Rotation Strategy.

Pricing: transparent pricing structures required. Prices are non-firm and reviewed annually, with provision for price increases in terms of the consumer price index. Prices must be VAT inclusive. Payments made upon satisfactory delivery of services and submission of valid invoices. Work allocated on a rotational basis or through RFQs among panel members, considering pricing, availability, past performance, and NLC Rotation Strategy. Pricing schedule must be submitted per Annexure 1.

CSD registration: mandatory, with CSD registration report. Tax compliance: valid SARS Tax Pin required. B-BBEE: valid B-BBEE certificate or sworn affidavit (consolidated for JVs). SBD 1 (Invitation to Bid): signed as cover page. SBD 4 (Declaration of Interest): discloses any employment by the state or relationships with the procuring institution; false declarations lead to disqualification. SBD 6.1 (Preference Points Claim): claims specific goals points. POPIA consent form: signed consent for processing personal information. COIDA: valid certified copy of registration certificate or letter of good standing from Compensation Commissioner or Registered Mutual Association. Health certificate: valid certified copy of local municipality Certificate of Acceptability for food premises, not older than 3 months, valid for the selected province (e.g., Tshwane for Gauteng). Proof of address: municipality statement, lease agreement, or letter from Ward Councillor/Tribal Authority. JV agreement or MoU required for joint ventures. Bids must be in English. No canvassing of NLC officers between closing and award; collusion leads to disqualification.

Specific goals for preference points: Black ownership (100% = 8 points, 51-99% = 4 points, less than 51% = 0 points), women ownership (100% = 4 points, 30-99% = 2 points, less than 30% = 0 points), youth ownership (100% = 4 points, 30-99% = 2 points, less than 30% = 0 points), disability ownership (20% or more = 4 points, 10-20% = 2 points, less than 10% = 0 points). Total specific goals points = 20. Evidence required: copies of IDs, CIPC report, CSD report, B-BBEE certificate or sworn affidavit, and doctor's letter confirming disability not older than 1 year from closing date.

Compliance with health, safety, and hygiene regulations is required. Caterers must ensure waiters/waitresses dress appropriately and wear correct Personal Protective Equipment (PPE) for catering services while on NLC premises. A valid certified copy of COIDA registration certificate or letter of good standing is required. A valid local municipality Certificate of Acceptability for food premises is mandatory, not older than 3 months, and valid for the selected province.

1.3 All copyright and intellectual property herein vests with the NLC.

1.4 Late and incomplete submissions will not be accepted.

1.5 No services must be rendered, or goods delivered before an official NLC Purchase Order

form has beenreceived.

1.6 This RFP will be evaluated in terms of the 80/20 preference point system

1.7 Suppliers are required to register on the Central Supplier Database (CSD) at www.csd.gov.za.

1.8 Suppliers must provide their CSD registration number (and attach a CSD Registration report) and

ensure that tax matters are compliant.

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

and copy [email protected]. All enquiries to be responded within 3 days of receiving the

enquiry.

1.10 The NLC shall identify catering needs and issue RFQs.

1.11 The NLC shall select caterers from the panel for specific assignments.

1.12 The NLC shall monitor performance and ensure compliance with standards.

applicable and to what extent. Bidders are hereby acknowledging that the decision of the

commission in this regard is final and binding. The onus to enquire and obtain clarity in this regard

rests with the Bidder(s). The Bidder(s) shall take care to restrict its enquiries in this regard to the

most reasonable interpretations required to ensure the necessary consensus.

2.3 Preferential procurement reform

2.3.1 The commission supports B-BBEE as an essential ingredient of its business. In accordance with

government policy, the NLC insists that the private sector demonstrates its commitment and track

record to B-BBEE in the areas of ownership (shareholding), skills transfer, employment equity and

procurement practices (SMME Development) etc.

2.4 National Industrial Participation Programme

2.4.1 The Industrial Participation policy, which was endorsed by Cabinet on 30 April 1997, is applicable to

contracts that have an imported content. The NIP is obligatory and therefore must be complied with.

2.4.2 Bidders are required to sign and submit the Standard Bidding Document (SBD).

2.5 Language

2.5.1 Bids shall be submitted in English.

2.6 Gender

2.6.1 Any word implying any gender shall be interpreted to imply all other genders.

2.7 Headings

2.7.1 Headings are incorporated into this RFQ document and submitted in response thereto, for ease of

reference only and shall not form part thereof for any purpose of interpretation or for any other

purpose.

2.8 Occupational Injuries and Diseases Act

2.8.1 The Bidder warrants that all its employees (including the employees of any sub-contractor that may

be appointed) are covered in terms of the Compensation for Occupational Injuries and Diseases Act

and that the cover shall remain in force for the duration of the adjudication of this RFQ

and/ or subsequent agreement. the commission reserves the right to request the Bidder to submit

documentary proof of the Bidder’s registration and “good standing” with the Compensation Fund, or

similar proofacceptable to the commission.

2.9 Processing of the Bidder’s Personal Information

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2.9.1 All Personal Information of the Bidder, its employees, representatives, associates and sub-

contractors (“Bidder Personal Information”) required under this RFQ is collected and processed for

the purpose of assessing the content of its tender proposal and awarding the bid. The Bidder is

advised that Bidder Personal Information may be passed on to third parties to whom the commission

is compelled by law to provide such information. For example, where appropriate, the commission is

compelled to submit information to National Treasury’s Database of Restricted Suppliers.

2.9.2 All Personal Information collected will be processed in accordance with POPIA and with the

commission Data Privacy Policy.

2.9.3 The following persons will have access to the Personal Information collected:

2.9.4 The commission personnel participating in procurement/award procedures;

2.9.5 Members of the public: within seven working days from the time the bid is awarded, the following

information will have to be made available on National Treasury’s e-Tender portal:

2.9.5.1 contract description and bid number.

2.9.5.2 names of the successful bidder(s) and preference points claimed.

2.9.5.3 the contract price(s) (if possible).

2.9.5.4 contract period.

2.9.5.5 names of directors; and

2.9.5.6 date of completion/award

2.9.6 The commission will ensure that the rights of the Bidder and of its employees and representatives

(i.e., the right of access and the right to rectify) are effectively guaranteed in accordance with the

procedures as specified in the commission PAIA manual.

2.9.7 In signing this document, the Bidder consents to the use of its Personal Information for the purposes

as specified in section 2.9.1 above.

Special requirements for the panel of caterers: ensure adequate crockery, cutlery, glassware, tablecloths and catering equipment; provide and arrange décor when required; ensure waiters/waitresses dress appropriately and wear correct Personal Protective Equipment (PPE) for catering services while on NLC premises. Work will be allocated on a rotational basis or through requests for quotations among panel members. Allocation will consider pricing, availability, past performance, and the prescribed NLC Rotation Strategy.

Evaluation criteria: Stage 1 Administrative Compliance (pre-qualification) requires SBD 1, SBD 6.1, valid SARS Tax Pin, CSD registration, POPIA consent, and valid B-BBEE certificate. Stage 3 Mandatory Compliance requires SBD 4, JV agreement/MoU, pricing schedule, health certificate (Certificate of Acceptability from local municipality, not older than 3 months, in the selected province), COIDA letter of good standing, and proof of address. Stage 4 Technical Evaluation uses a rating scale of 0-5 for criteria: Written Reference Letters (40%), Catering Approach and Execution Plan (40%), and Company Experience (20%). Minimum threshold score is 70%. Stage 5 Pricing and Specific Goals: 80/20 preference point system, with 80 points for price and 20 points for specific goals (black ownership, women ownership, youth ownership, disability ownership). Stage 6 Due Diligence, Contract and Award: NLC may conduct due diligence, site visits, and negotiate best and final offers.