Catering services for the NLC heritage day celebration, western cape office

Closing date: 27 August 2026 at 11:00 (Standard South African Time).

Event date: 23 September 2026, lunch served at 12:00 pm.

RFQ validity period: 60 days from closing date.

Bidding procedure enquiries: contact person NLC, telephone 012 432 1308.

Technical enquiries: contact person SCM, telephone 012 432 1302.

Email for all questions regarding this RFQ: [email protected]

Submission channel: bids must be submitted only via the E-TENDER PORTAL. Email submissions will not be considered.

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

• SBD 1 (Invitation to Bid): the signed offer cover page with bidder and contact details.
• SBD 4 (Bidder's Disclosure): discloses whether any director or shareholder is employed by an organ of state or connected to anyone at the procuring institution, and certifies independent bid determination.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference 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.
• Certificate of Acceptability for food premises from a local municipality within the Western Cape Province.

Disqualification risks:

• Late or incomplete submissions will not be accepted.
• Any returnable form left unsigned or omitted.
• Bidders found to be in collusion will be automatically disqualified and restricted from doing business with organs of state.

The RFQ is evaluated under the 80/20 preference point system prescribed by the PPPFA and PPR 2022.

Stage 1: RFQ closing date and submission instructions.

Stage 2: Administrative compliance — signed SBD forms, POPIA consent, B-BBEE certificate/affidavit, and full CSD report.

Stage 3: Mandatory requirements — fully completed SBD 4, complete and signed pricing schedule, and a valid Certificate of Acceptability for food premises from a Western Cape municipality. Failure results in disqualification.

Stage 4: Price and specific goals (80/20 split):

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

Stage 5: Due diligence, contract and award. The Commission may undertake due diligence on the preferred bidder and may request best and final offers.

Event: NLC Heritage Day Celebration, Western Cape Office.

Date: 23 September 2026. Lunch at 12:00 pm.

Venue: 1C Summer Greens Drive, Milnerton, Western Cape.

Delegates: 14.

Menu required:

• 3 starches: rice, dumpling and pap.
• African variety of 4 meats: mala-mogodu, hard body chicken, chicken feet and lamb stew.
• 2 vegetables: beetroot and spinach/morogo without cream.
• 2 salads: chakalaka and potato salad.
• Beverages: 100% fruit juice (liquid fruit) and fizzy drinks in cans, 1 drink per person.
• Special diet: vegetarian dish.

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 on the day.
• The catering company must use refuse bags and remove waste generated within the facility after service.

Duration: one day, as per the day specified, after receipt of the appointment letter and purchase order.

Bidders may be requested to submit hard copies of certified qualifications, membership certificates, COIDA, etc., within a minimum of 3 working days from the date of request. Failure to submit within the requested period renders the bidder non-responsive.

CSD registration: bidders must be registered on the Central Supplier Database and provide a full CSD report with SARS tax compliance status. The Commission may not award business to a bidder who has not registered.

Tax compliance: bidders must be tax compliant and provide a SARS TCS PIN or CSD number. Where no TCS is available, a CSD number must be provided.

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

Mandatory certification: a valid Certificate of Acceptability for food premises from a local municipality within the Western Cape Province is required.

COIDA: bidders warrant that all employees are covered under the Compensation for Occupational Injuries and Diseases Act, and must provide proof of registration and good standing if requested.

SBD 4 (Bidder's Disclosure): bidders must declare any employment relationship with an organ of state or connection to procuring institution personnel, and certify independent bid determination.

SBD 6.1 (Preference Points Claim): bidders claim preference points for specific goals under the 80/20 system.

POPIA: bidders must submit a signed consent form for processing of personal information.

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

• No services may be rendered or goods delivered before an official Commission Purchase Order form has been received.
• The RFQ is evaluated under the 80/20 preference point system prescribed by the PPPFA and PPR 2022.
• Bidders must be registered on the Central Supplier Database; the Commission may not award business to a bidder who has not registered.
• Bidders must provide their CSD registration number and a CSD Summary report, and ensure tax compliance.
• Bidders must not make any news releases concerning the RFQ or award without the Commission's consent.
• The RFQ takes precedence over any other attached documents in case of contradiction.
• Bidders must comply with the National Industrial Participation Programme where applicable.
• Bids must be submitted in English.
• Bidders warrant COIDA coverage for all employees.
• Personal information is processed in accordance with POPIA and the Commission's Data Privacy Policy.
• Bidders must not canvass any officer or employee of the Commission between closing date and award.
• Collusion between bidders results in automatic disqualification and restriction from doing business with organs of state.
• The Commission conducts supplier performance reviews; non-performance may lead to escalating performance management actions.

Terms and conditions: confidential information, no services before purchase order, late submissions not accepted, no news releases without consent, precedence of documents, B-BBEE support, NIP compliance, bids in English, gender interpretation, headings for reference only, COIDA coverage, POPIA processing, CSD registration, confidentiality, communication restrictions, supplier performance reviews.

Mandatory requirements: Fully completed Standard Bidding Documents (SBD4), complete and signed pricing schedule/quotation, and a valid Certificate of Acceptability for food premises from the local municipality within Western Cape Province. Bidders must be registered on the Central Supplier Database (CSD) and provide CSD number and summary report, and ensure tax compliance.

Evaluation stages: Stage 1 – RFQ closing date and submission instructions; Stage 2 – Administrative compliance (signed SBD forms, POPIA consent, B-BBEE certificate/affidavit, CSD report); Stage 3 – Mandatory requirements; Stage 4 – Price and specific goals using the 80/20 preference point system (80 points for price, 20 points for specific goals: black-owned, women-owned, youth-owned, disability-owned); Stage 5 – Due diligence, contract and award.