Catering services for the NLC education and awareness workshop – piet retief, mpumalanga (RFQ2026-008-011) – closing 13 august 2026 11:00

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

Event date: 19 August 2026 — lunch served at 12:00 pm.

RFQ validity period: 60 days from closing date.

Bidding procedure enquiries:

• Contact person: Calvin
• Telephone: 012 432 1300
• Email: [email protected]

Technical enquiries:

• Email: [email protected]
• Telephone: 012 432 1302

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

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

Returnable documents — all must be completed, signed and submitted with the quotation:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the Commission; false disclosure disqualifies the bid.
• 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.
• Completed pricing schedule.
• Valid municipality certificate of acceptability for food premises (Mpumalanga COA only).

Disqualification risks:

• Late or incomplete submissions.
• Any returnable form left unsigned or omitted.
• Failure to submit requested hard copies of certified qualifications, memberships certificates, COIDA etc. within 3 working days of request.

Other rules:

• Bids must be submitted in English.
• No services may be rendered before an official Commission Purchase Order is received.
• Bidders must not canvass Commission officers between closing and award; collusion leads to disqualification and restriction from state business.

Required documents for submission: Signed standard bidding documents (SBD 1, SBD 6.1), original signed POPIA consent form, B-BBEE Certificate or Sworn Affidavit, full CSD report with SARS tax compliance status, SBD 4, completed pricing schedule, valid municipality certificate (MPUMALANGA COA).

Evaluation stages:

• Stage 1: RFQ closing date and submission instructions — deadline 13 August 2026 at 11:00, late RFQs not accepted, submit via E-Tender Portal.
• Stage 2: Administrative compliance — signed SBD forms (SBD 1, SBD 6.1), original signed POPIA consent form, B-BBEE certificate or sworn affidavit, full CSD report with SARS tax compliance status.
• Stage 3: Mandatory requirements — fully completed SBD 4, complete and signed pricing schedule, valid municipality certificate of acceptability for food premises (Mpumalanga COA only). Failure results in disqualification.
• Stage 4: Price and specific goals under the 80/20 preference point system.
• Stage 5: Due diligence, contract and award — the Commission may undertake due diligence and negotiate best and final offers.

Scoring:

• Price: maximum 80 points, formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: maximum 20 points, allocated as follows:
• Black-owned entities: 8 points for 100% black ownership, 4 points for 51% to 99%, 0 for less than 51%.
• Women-owned entities: 4 points for 100% women ownership, 2 points for 30% to 99%, 0 for less than 30%.
• Youth-owned entities: 4 points for 100% youth ownership, 2 points for 30% to 99%, 0 for less than 30%.
• Disability-owned entities: 4 points for 20% or more owners with disability, 2 points for more than 10% but less than 20%, 0 for less than 10%.

Evidence for specific goals: copies of IDs or 3-month CIPC report, B-BBEE certificate or sworn affidavit, letter from doctor confirming disability, CSD report.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Event: Education and Awareness Workshop — Mpumalanga.

Date: 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)
• 2 meats — roasted/grilled chicken and lamb/beef
• 2 salads (potato salad and chakalaka)
• 2 vegetables (pumpkin and spinach)

Bottled still water: 300 units, complying with South African National Bottled Water Association (SANBWA) standards for legal, hygiene, food safety, quality, packaging and environmental legislation.

Soft drinks: 150 cans of 100% fruit juice or soft drinks, one per person.

Caterer obligations:

• Bring own cutlery, plates, tablecloths, cups and serviettes.
• Deliver food on time.
• Print the specification and bring it on the day.
• 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 required to submit, via courier to the SCM unit within 3 working days of request, hard copies of certified qualifications, memberships certificates, COIDA and similar documents for assessment. Failure to submit within the requested period renders the bidder non-responsive.

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

Evaluation uses the 80/20 preference point system; price carries 80 points.

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

CSD registration — bidders must be registered on the Central Supplier Database (www.csd.gov.za) and submit a full CSD report with SARS tax compliance status. The Commission may not award business to an unregistered bidder; only foreign suppliers with no local registered entity are exempt.

Tax compliance — bidders must provide a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Where no TCS is available, a CSD number must be provided. Each party in a consortium, joint venture or sub-contracting arrangement must submit a separate TCS certificate/PIN/CSD number.

B-BBEE — bidders must 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 local municipality in Mpumalanga (Mpumalanga COA only) is a mandatory requirement.

COIDA — bidders warrant that all employees are covered under the Compensation for Occupational Injuries and Diseases Act; the Commission may request proof of registration and good standing with the Compensation Fund.

POPIA — bidders must submit an original signed consent form for processing of personal information.

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

Restricted suppliers — bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

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

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

Confidentiality — the RFQ document contains confidential information; 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.

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

Precedence — the RFQ stipulations take precedence over any other attached document; where the RFQ is silent, the PPPFA applies. The Commission's decision on applicability is final and binding.

News releases — bidders may not make any news releases concerning the RFQ or its award without the Commission's consent.

Language and interpretation — bids must be submitted in English; gender-specific words imply all genders; headings are for reference only.

COIDA — bidders warrant that all employees (including sub-contractors' employees) are covered under the Compensation for Occupational Injuries and Diseases Act for the duration of adjudication and any subsequent agreement; the Commission may request proof of registration and good standing.

Personal information — bidder personal information is collected for assessing the proposal and awarding the bid; it may be passed to third parties as compelled by law (e.g., National Treasury's Database of Restricted Suppliers); processed under POPIA and the NLC Data Privacy Policy; signing the document constitutes consent.

Confidentiality of bids — bids will not be revealed to other bidders; bidders must notify the Commission in writing of any unauthorised access to personal information.

Communication — enquiries must be directed to the specified contact; responses may be shared with other bidders; canvassing Commission officers between closing and award is prohibited; collusion leads to automatic disqualification and restriction from state business.

Supplier performance — the Commission conducts regular performance reviews; non-performance is addressed with a formal letter specifying remedial actions; failure to remedy leads to escalating performance management actions; joint reviews may be requested.

CSD registration — bidders must register on the Central Supplier Database (www.csd.gov.za) and provide their CSD registration number and a CSD Summary report; tax matters must be compliant. The Commission may not award business to a bidder who has failed to register; only foreign suppliers with no local registered entity are exempt.

Mandatory requirements — fully completed SBD 4, complete and signed pricing schedule, and a valid municipality certificate of acceptability for food premises (Mpumalanga COA only). Failure to meet any mandatory requirement results in disqualification.

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

Evaluation follows the Preferential Procurement Regulation of 2022 and the PPPFA.

Stage 1: RFQ closing date and submission instructions — deadline 13 August 2026 at 11:00, late RFQs not accepted, submit via E-Tender Portal.

Stage 2: Administrative compliance — signed SBD forms (SBD 1, SBD 6.1), original signed POPIA consent form, B-BBEE certificate or sworn affidavit, full CSD report with SARS tax compliance status.

Stage 3: Mandatory requirements — fully completed SBD 4, complete and signed pricing schedule, valid municipality certificate (Mpumalanga COA only).

Stage 4: Price and specific goals under the 80/20 system — 80 points for price, 20 points for specific goals (black, women, youth, disability ownership).

Stage 5: Due diligence, contract and award — the Commission may undertake due diligence and negotiate best and final offers.