Catering for NLC heritage day celebration — polokwane office (23 sep 2026, 24 delegates)

RFQ issue date: 26 August 2026. Closing date and time: 28 August 2026 @ 11:00 (compulsory). Event/service date: 23 September 2026 (lunch at 12:00). RFQ validity period: 60 days from closing date. No compulsory briefing or site visit stated.

SCM enquiries: Calvin Kabinde, email [email protected], telephone 012 432 1308. Technical enquiries: telephone 012 432 1302. All questions must be forwarded via email. No canvassing of Commission officers or employees between closing date and award date.

Submission channel: E-Tender Portal only. Email submissions will not be considered. Closing date and time: 28 August 2026 @ 11:00 (South African Standard Time). Late and incomplete submissions will not be accepted. Returnable documents (all must be completed, signed and submitted with the quotation): SBD 1 (Invitation to Bid) — signed offer cover page; SBD 4 (Bidder's Disclosure) — declares interest, state employment and related-party relationships; SBD 6.1 (Preference Points Claim) — claims specific-goal points under the 80/20 system; NLC Pricing Schedule — completed and signed quotation; POPIA Consent Form — original signed consent for processing personal information; B-BBEE Certificate or Sworn Affidavit — evidence for specific-goal points; Full CSD Report with SARS Tax Compliance Status — proves CSD registration and tax compliance; Certificate of Acceptability (COA) for food premises — valid copy from the local municipality within Polokwane Province. Disqualification risks: any returnable form left unsigned or omitted; submission after closing time; failure to disclose all CSD-registered active companies linked to directors; bidder listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Required submissions: SBD 1 (Invitation to Bid) — signed; SBD 4 (Bidder's Disclosure) — fully completed and signed; SBD 6.1 (Preference Points Claim) — signed; NLC Pricing Schedule — completed and signed; POPIA Consent Form — original signed; B-BBEE Certificate or Sworn Affidavit; Full CSD Report with SARS Tax Compliance Status; Certificate of Acceptability for food premises from Polokwane municipality. All SBD forms must be fully completed and signed by authorised person.

Five-stage evaluation. Stage 1 — RFQ closing date and submission compliance (28 August 2026 @ 11:00, E-Tender Portal only). Stage 2 — Administrative compliance: signed SBD 1, SBD 6.1; original signed POPIA consent form; B-BBEE certificate/sworn affidavit; full CSD report with SARS tax compliance status. Stage 3 — Mandatory requirements (failure to meet any disqualifies): fully completed SBD 4; completed and signed NLC Pricing Schedule; valid Certificate of Acceptability for food premises from Polokwane municipality. Stage 4 — Price and specific goals (80/20 system): Price — 80 points maximum, calculated as Ps = 80 × (1 − (Pt − Pmin) / Pmin) where Pt is the tender price and Pmin the lowest acceptable price. Specific goals — 20 points total: Black ownership (100% = 8 pts, 51–99% = 4 pts, <51% = 0 pts); Women ownership (100% = 4 pts, 30–99% = 2 pts, <30% = 0 pts); Youth ownership (100% = 4 pts, 30–99% = 2 pts, <30% = 0 pts); Disability ownership (≥20% owners with disability = 4 pts, 10–20% = 2 pts, <10% = 0 pts). Evidence required: CIPC report/CSD report/IDs for black ownership; B-BBEE certificate/sworn affidavit for women and youth ownership; doctor's letter confirming disability and CSD report for disability ownership. Stage 5 — Due diligence, contract negotiation and award; preferred bidder may be asked for best and final offer.

Event: NLC Heritage Day Celebration — Polokwane Office. Date required: 23 September 2026. Lunch time: 12:00. Venue: No 5 Landros Mare Street, Polokwane 0699. Number of delegates: 24. Menu (all for 24 delegates): Starch — 3 items: Rice, Dumpling, Pap. Meat — African variety, 4 meats: Mala-Mogodu, Hard Body chicken, Chicken feet, Lamb stew. Vegetables — 2 items: Beetroot, Spinach/Morogo (without cream). Salads — 2 items: Chakalaka, Potato salad. Beverages — 100% fruit juice (liquid fruit) and fizzy drinks, 17 cans (1 can per person). Special diet — Vegetarian dish. Service provider must bring own cutlery, plates, table cloths, cups and serviettes. Food must be delivered on time. Service provider must print the specification and bring it daily. Service provider must use refuse bags and remove all waste generated within the facility after service. Reporting: service provider reports to the National Lotteries Commission. Duration: one day (the specified date) after receipt of appointment letter and purchase order.

Catering specification for 24 delegates: Starch — Rice, Dumpling, Pap (3 items). Meat — Mala-Mogodu, Hard Body chicken, Chicken feet, Lamb stew (4 African variety meats). Vegetables — Beetroot, Spinach/Morogo without cream (2 items). Salads — Chakalaka, Potato salad (2 items). Beverages — 100% fruit juice (liquid fruit) and fizzy drinks, 17 cans (1 per person). Special diet — Vegetarian dish. Service provider must bring own cutlery, plates, table cloths, cups and serviettes. Food must be delivered on time (lunch at 12:00). Service provider must print specification and bring it daily. Service provider must use refuse bags and remove all waste generated within the facility after service.

No specific experience or qualification thresholds stated beyond the mandatory Certificate of Acceptability for food premises from Polokwane municipality. Bidders may be requested to submit certified qualifications, membership certificates, COIDA etc. via courier within 3 working days of request; failure to submit renders the bidder non-responsive.

Pricing schedule/quotation must be completed and signed on the NLC Pricing Schedule. Price evaluation uses the 80/20 formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin) where Ps = points for price, Pt = tender price, Pmin = lowest acceptable price. Maximum 80 points for price. Quotation validity period: 60 days from closing date (28 August 2026).

Pricing format: completed and signed NLC Pricing Schedule (quotation). Price evaluation formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin); maximum 80 points for price. Quotation validity: 60 days from closing date (28 August 2026). No bond, guarantee or insurance requirements stated. No advance payment terms stated; services/goods only after official purchase order.

CSD registration mandatory (www.csd.gov.za); attach full CSD report with SARS tax compliance status (TCS PIN or printed TCS certificate). Tax matters must be compliant. B-BBEE certificate or sworn affidavit required to claim specific-goal points. SBD 1, SBD 4, SBD 6.1 must be fully completed and signed by authorised person. POPIA consent form (original signed) required. Certificate of Acceptability (COA) for food premises from local municipality within Polokwane Province mandatory. COIDA compliance: bidder warrants all employees (including contractors) covered under Compensation for Occupational Injuries and Diseases Act; Commission may request proof of registration and good standing with Compensation Fund. Foreign suppliers with no local registered entity exempt from CSD registration. Bidder must not be listed on Register for Tender Defaulters or List of Restricted Suppliers. Must disclose any director/shareholder employed by an organ of state and any relationship with procuring institution staff. Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.

B-BBEE preferential procurement under 80/20 system. Specific goals total 20 points: Black ownership max 8 points (100%=8, 51-99%=4, <51%=0); Women ownership max 4 points (100%=4, 30-99%=2, <30%=0); Youth ownership max 4 points (100%=4, 30-99%=2, <30%=0); Disability ownership max 4 points (≥20%=4, 10-20%=2, <10%=0). B-BBEE certificate or sworn affidavit required as evidence. Commission supports B-BBEE in ownership, skills transfer, employment equity and procurement practices (SMME development).

Bidder warrants that all employees (including employees of any contractor appointed) are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) for the duration of adjudication and any subsequent agreement. Commission reserves the right to request documentary proof of registration and good standing with the Compensation Fund, or similar proof acceptable to the Commission.

No services or goods may be rendered before an official Commission Purchase Order is received. Commission reserves the right to conduct due diligence on the preferred bidder as part of material risk evaluation. Contract negotiation stage allows improvement in price, delivery or content without disadvantaging other tenderers; bidders may be requested to provide best and final offers. Performance reviews: annual for contracts longer than one year; at completion for contracts less than one year. Non-performance addressed with formal remedial action letters; non-adherence leads to escalating performance management actions. Joint performance reviews possible for continuous improvement. Confidentiality: document contains confidential information; no part may be used, copied or disclosed without written permission. Intellectual property vests with the Commission. RFQ takes precedence over attached documents; PPPFA applies where RFQ is silent. Bids must be submitted in English. Collusion leads to automatic disqualification and restriction from doing business with organs of state. News/press releases require Commission consent.

Confidentiality: document contains confidential information; no use/copy/disclosure without written permission. Late/incomplete submissions not accepted. No services before official purchase order. CSD registration mandatory. News/press releases require Commission consent. RFQ precedence over attachments; PPPFA applies where RFQ silent. Bids in English. COIDA compliance required (registration/good standing). POPIA compliance for personal information processing. Collusion leads to disqualification and restriction from state business. Supplier performance reviews per contract requirements. Industrial Participation Policy (NIP) applies to contracts with imported content; bidders must sign and submit relevant SBD.

Mandatory: (1) Fully completed SBD 4; (2) Completed and signed NLC Pricing Schedule; (3) Valid Certificate of Acceptability for food premises from Polokwane municipality. Administrative compliance: signed SBD 1, SBD 6.1; original signed POPIA consent form; B-BBEE certificate/sworn affidavit; full CSD report with SARS tax compliance status. CSD registration mandatory (www.csd.gov.za). Tax matters must be compliant. COIDA coverage warranted. Foreign suppliers with no local entity exempt from CSD.

Five-stage evaluation: Stage 1 — submission compliance (28 Aug 2026 @ 11:00, E-Tender Portal only). Stage 2 — administrative compliance (SBD 1, SBD 6.1, POPIA consent, B-BBEE certificate/affidavit, CSD report). Stage 3 — mandatory requirements (SBD 4, pricing schedule, COA certificate). Stage 4 — price and specific goals (80/20): 80 points price (Ps = 80(1-(Pt-Pmin)/Pmin)); 20 points specific goals: Black ownership (100%=8, 51-99%=4, <51%=0), Women ownership (100%=4, 30-99%=2, <30%=0), Youth ownership (100%=4, 30-99%=2, <30%=0), Disability ownership (≥20%=4, 10-20%=2, <10%=0). Stage 5 — due diligence, negotiation, award.