Request for quotation: catering service provider for heritage day celebration – national lotteries commission, northern

Closing date: 28 August 2026 at 11:00 (South African Standard Time).

RFQ issue date: 26 August 2026.

Event date: 23 September 2026 (lunch at 12:00).

RFQ validity period: 60 days from closing date.

All enquiries: Calvin Kabinde at [email protected].

Procurement enquiries: 012 432 1308.

Technical enquiries: 012 432 1302.

Submit only via the e-Tender Portal. Email submissions will not be considered. The quotation and all supporting documents must be uploaded before the closing date and time. Late or incomplete submissions will be disqualified. Returnable forms (all must be fully 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.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• POPIA consent form: grants consent to process personal information for procurement.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Full CSD summary report with SARS tax compliance status.
• NLC pricing schedule (complete and signed).
• Valid Certificate of Acceptability for food premises from a municipality in Northern Cape.

Important operational conditions: bring your own cutlery, plates, tablecloths, cups, and serviettes; deliver food on time; print out the specification and bring it on the day; use refuse bags and remove all waste after the service.

Documents to submit: signed SBD 1, SBD 6.1, POPIA consent form, BBBEE Certificate or sworn affidavit, full CSD summary report with SARS tax compliance status, and the mandatory requirements listed (SBD 4, pricing schedule, Certificate of Acceptability).

Evaluation is conducted in five stages:

Stage 1: Submission by the deadline and on the e-Tender Portal.

Stage 2: Administrative compliance – all required documents must be submitted.

Stage 3: Mandatory requirements – failure results in disqualification.

Stage 4: Price and specific goals using the 80/20 preference point system.

• Price (max 80 points): formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals (max 20 points):

• Black ownership: 8 pts for 100%, 4 pts for 51-99%, 0 pts below 51%.

• Women ownership: 4 pts for 100%, 2 pts for 30-99%, 0 pts below 30%.

• Youth ownership: 4 pts for 100%, 2 pts for 30-99%, 0 pts below 30%.

• Disability ownership: 4 pts for 20%+ owners with disability, 2 pts for 10-20%, 0 pts below 10%.

Stage 5: Due diligence, negotiation, and award. The Commission may request best and final offers.

Event: NLC Heritage Day Celebration – Northern Cape Office.

Date: 23 September 2026.

Lunch time: 12:00.

Venue: 11A Schmidtsdrift Road, Rhodesdene, Kimberley.

Number of delegates: 12 (beverages for 17 pax).

Menu:

• Starch: rice, dumpling, pap (3 types).
• Meat: African variety – mala-mogodu, hard body chicken, chicken feet, lamb stew (4 meats).
• Vegetables: beetroot and spinach/morogo (without cream).
• Salads: chakalaka and potato salad.
• Beverages: 100% fruit juice and fizzy drinks in cans (1 can per person).
• Special diet: vegetarian dish.

Service duration: one day only.

The caterer must bring their own cutlery, plates, tablecloths, cups, and serviettes. Deliver food on time. Remove all waste after service.

The service provider reports to the NLC.

7.2.2.4. 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.

7.2.3. Preferential procurement reform

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

government policy, the commission 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.

7.2.4. National Industrial Participation Programme.

7.2.4.1. 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. Bidders

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

7.2.5. Language

7.2.5.1. Bids shall be submitted in English.

7.2.6. Gender

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

7.2.7. Headings

7.2.7.1Headings 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.

7.2.8. Occupational Injuries and Diseases Act

7.2.8.1 The Bidder warrants that all its employees (including the employees of any 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 proof acceptable to the commission.

7.2.9. Processing of the Bidder’s Personal Information

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

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

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

and award of the bid shall be conducted in accordance with applicable legislation including the

unit of the NLC, within a minimum of 3 working days from the date of request, hard copies of

certified qualifications, memberships certificates, COIDA etc. which may have been requested

for assessment. Failure to submit the information within the requested period shall render the

bidder non-responsive.

Stage 4: Evaluation on Price and Specific Goals as per PPR2022. The 80/20 Principle is based

on Price and special goals for the NLC.

The following formula to be used to calculate the points out of 80 for price, inclusive of all applicable taxes. A

maximum of 80 points is allocated for price on the following basis:

Pricing must be submitted on the NLC pricing schedule. No other pricing format is specified. No bonds, guarantees, or insurance requirements are stated. No minimum turnover or financial capacity thresholds are mentioned.

Mandatory registrations:

• Central Supplier Database (CSD) registration at www.csd.gov.za. Provide CSD summary report with SARS tax compliance status.
• Tax compliance: submit SARS Tax Compliance Status PIN or TCS certificate, or CSD number if no TCS.

Mandatory documents:

• SBD 4 (Declaration of Interest): fully completed and signed.
• NLC pricing schedule: complete and signed.
• Valid Certificate of Acceptability for food premises from the local municipality in Northern Cape Province.

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

COIDA: 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.

Foreign suppliers: if applicable, complete the foreign supplier questionnaire. No local entity required.

Bidders may be required to submit certified hard copies of qualifications, membership certificates, COIDA, etc. within 3 working days if requested.

B-BBEE specific goals (max 20 points): black ownership (8 pts for 100%, 4 pts for 51-99%, 0 pts below 51%); women ownership (4 pts for 100%, 2 pts for 30-99%, 0 pts below 30%); youth ownership (4 pts for 100%, 2 pts for 30-99%, 0 pts below 30%); disability ownership (4 pts for 20%+ owners with disability, 2 pts for 10-20%, 0 pts below 10%). Evidence required: ID copies, CIPC report (within 3 months), CSD report, B-BBEE certificate or sworn affidavit, and a doctor's letter for disability.

The National Lotteries Commission (The NL C) is a public entity established by Lotteries Act No.

57 of1997, as amended to regulate the South African lotteries industry. The functions of the NLC

can be divided into two categories, namely “regulation of National Lottery and other Lotteries” and

“administration of the National Lottery Distribution Trust Fund (NLDTF)”.

The Distributing Agencies (DA’s) who are appointed by the Minister of Trade & Industry are

responsible for the adjudication of the funding applications as per the Lotteries Act and applicable

7.2.1 News and press releases

7.2.1.1. Bidders or their agents shall not make any news releases concerning this RFQ or the awarding

of the same or any resulting agreement(s) without the consent of, and then only in coordination

with, the Commission.

7.2.2. Precedence of documents

7.2.2.1. This RFQ consists of several sections. Where there is a contradiction in terms between the

clauses, phrases, words, stipulations, or terms and herein referred to generally as stipulations

in this RFQ and the stipulations in any other document attached hereto, or the RFQ submitted

hereto, the relevant stipulations in this RFQ shall take precedence.

7.2.2.2. Where this RFQ is silent on any matter, the relevant stipulations addressing such matter, and

which appear in the PPPFA shall take precedence. Bidders shall refrain from incorporating any

additional stipulations in its proposal submitted in terms hereof other than in the form of a clearly

marked recommendation that the Commission may in its sole discretion elect to import or to

ignore. Any such inclusion shall not be used for any purpose of interpretation unless it has been

so imported or acknowledged by the Commission.

7.2.2.3. It is acknowledged that all stipulations in the PPPFA are not equally applicable to all matters

addressed in this RFP. It, however, remains the exclusive domain and election of the

[Tick applicable box]

5.4 I, the undersigned, who is duly authorized to do so on behalf of the company/firm, certify

that the points claimed, based on the specific goals as advised in the tender, qualifies the

company/firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct.

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form.

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

personal information of a data subject (the person/entity to whom personal information relates)

must be obtained for the purpose of processing of application for procurement of goods and

services, in line with the NLC’s supply chain management policy, and storage of your

personal data by means of any form of electronic communication, including automatic

calling machines, facsimile machines, SMSs or e- mail, which is prohibited unless written

consent to the processing is given by the data subject. You may only be approached once for

your consent by us (NLC). You are kindly requested to submit this Form either by post, facsimile

or e-mail to the address, facsimile number or e-mail address as stated above.

1.1 "Processing” means any operation or activity or any set of operations, whether or not by

automatic means, concerning personal information, including the collection, receipt, recording,

organisation, collation, storage, updating or modification, retrieval, alteration, consultation or

use;

1.2 disseminationby means of transmission, distribution or makingavailable in any otherform; or

1.3 merging, linking, as well as restriction, degradation, erasure or destruction of information.

2. “Personal information” means information relating to an identifiable, living, natural person, and

where it is applicable, an identifiable, existing juristic person, including, but not limited to—

2.1 information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social

origin, colour, sexual orientation, age, physical or mental health, well- being, disability, religion,

conscience, belief, culture, language and birth of the person;

2.2 information relating to the education or the medical, financial, criminal or employment history of

the person;

2.3 any identifying number, symbol, e-mail address, physical address, telephone number, location

information, online identifier or other particular assignment to the person;

2.4 thebiometric information of the person;

2.5 the personal opinions, views or preferences of the person;

2.6 correspondence sent by the person that is implicitly or explicitly of a private or confidential nature

or further correspondence that would reveal the contents of the original correspondence.

2.7 the views or opinions of another individual about the person; and

2.8 the name of the person if it appears with other personal information relating to the person or if the

disclosure of the name itself would reveal information about

the person.

No services may be rendered or goods delivered before an official Commission Purchase Order is received. The RFQ document is confidential; no part may be used, copied, or disclosed without permission. All intellectual property vests with the Commission. The Commission reserves the right to conduct due diligence, request best and final offers, and negotiate before award. The supplier must comply with POPIA and the Commission's data privacy policy.

The caterer must bring their own cutlery, plates, tablecloths, cups, and serviettes. Food must be delivered on time. The caterer must print out the specification and bring it on the day. All waste must be removed using refuse bags provided by the caterer. The service is for one day only.

Mandatory requirements: fully completed and signed SBD 4, complete and signed NLC pricing schedule, and a valid Certificate of Acceptability for food premises from a municipality in Northern Cape. Bidders may be asked to submit certified hard copies of qualifications, membership certificates, COIDA, etc. within 3 working days.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals (black ownership, women ownership, youth ownership, disability ownership). Price is scored using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals have sub-points as detailed in the evaluation criteria section. The Commission may request best and final offers and conduct due diligence.