What are the submission requirements for this tender (Ref: RFQ54 AM (26/27))?

• Submit a formal quotation on your official company letterhead, not the RFQ document itself. • The quotation must include: VAT per item (where applicable), your CSD (MAAA) number, and accurate banking details. • Email your quotation to Quotations@dffe.gov.za. Use the RFQ number in the email subject line. • Late submissions will not be considered. • You must also submit: a completed and signed SBD 4 and SBD 6.1, and your CSD report. • Do not deliver any goods or services before receiving an official purchase order or formal appointment letter from DFFE.

How will bids be evaluated?

{ "mandatory": [ "Valid food and health certificate.", "Tax compliance (verified via CSD or SARS e-Filing).", "Registration on the Central Supplier Database (CSD) with a valid MAAA number.", "Submission of all required SBD documents (SBD 4, SBD 6.1).", "No listing on the National Treasury’s Database of Restricted Suppliers and Defaulters." ], "preferencePoints": { "criteria": ">50% ownership by Black People, Women, or People with Disabilities.", "points": "20 points if criteria met; 0 points otherwise.", "documentation": [ "SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit.", "Medical certificate (for disability claims).", "CIPC ownership certificate." ] }, "disqualification": [ "Non-compliance with tax status (7-day rectification period allowed).", "Submission of fraudulent or inaccurate information (e.g., fake B-BBEE credentials).", "False declarations on SBD documents.", "Failure to quote in line with specifications.", "Collusive bidding or corruption (may lead to criminal investigation and 10-year restriction from public sector contracts)." ] }

What are the technical specifications?

• Scope: Supply and delivery of catering services for 100 people at the Ehlanzeni District Municipality Council Chamber. • Service Date: 30 June 2026. • Meal Times: Breakfast at 07:00 and Lunch at 13:00. • Breakfast Menu (100 pax): Includes assorted teas/coffee, milk, sugar, sweeteners, lemon slices, assorted sandwiches, scones, muffins. Requires 3 serving stations (1 for ministerial briefing, 2 for VIPs). • Lunch Menu (100 pax): Includes two starches (rice and samp), two salads (potato and three bean), two vegetables (pumpkin and spinach), two meats (roasted chicken and beef stew). Requires 2 serving stations. • Beverages: 400 x 300ml canned fruit juice, 100 x 300ml soft drinks, 400 x 500ml water bottles. • Equipment to be supplied: 3 urns, 2 extension cords, 4 trestle tables, 4 tablecloths. • You must ensure sufficient personnel on site for food distribution. • Pictures/brand names in the specification are for illustration; equivalent brands are acceptable.

What financial requirements apply to bidders?

• Submit your quotation with a detailed pricing schedule. • All prices must be firm and include 15% VAT. • The total quoted price must include all delivery costs, taxes, levies (PAYE, UIF, Skills Development). • Price validity period: 90 days from the RFQ closing date (26 June 2026). DFFE reserves the right to extend this period via written notice. • The quotation must show: Total Amount (Excl. VAT), Total VAT, and Grand Total Amount (Incl. VAT).

What compliance and legal requirements must bidders meet?

• Mandatory: Submit a valid Central Supplier Database (CSD) report with your CSD MAAA number. • Tax Compliance: You must be tax compliant. Your status will be verified via CSD or SARS e-Filing. Non-compliance at award stage leads to a 7-working-day rectification period; continued non-compliance results in disqualification. • B-BBEE: Submit a SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit to claim preference points for ownership. • Submit all required SBD forms (SBD 4 and SBD 6.1) duly completed and signed. • Foreign Suppliers: If you answer 'NO' to all questions regarding residence, branch, income, or tax liability in RSA, you do not need a SARS Tax Compliance Status PIN. • Disqualification risks include: submitting fraudulent information, false declarations on SBDs, being listed on the National Treasury's restricted supplier database, or failure to quote as per the specification.

What are the important dates and deadlines for this tender?

• Closing Date and Time: 26 June 2026 at 11:00. • Delivery Date for Services: 30 June 2026. • No briefing session is scheduled.

Who should be contacted for queries about this tender?

• For RFQ enquiries, email: rfqenquiries@dffe.gov.za • To submit your quotation, email: Quotations@dffe.gov.za • Physical Delivery Address: Ehlanzeni District Municipality Council Chamber, Mpumalanga Province.

Catering Services RFQ Ehlanzeni District Municipality Mpumalanga

RFQRFQ for VIP Catering Services- 30 June 2026.pdfReview complete

Description

Source: RFQ for VIP Catering Services- 30 June 2026.pdf

Supply and delivery of catering services for 100 people at Ehlanzeni District Municipality Council Chamber on 30 June 2026.
Detailed menus and quantities are specified for breakfast and lunch.
Equipment list includes urns, extension cords, tables, and tablecloths.

Important Dates

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Closing Date and Time: 26 June 2026 at 11:00.
Delivery Date for Services: 30 June 2026.
No briefing session is scheduled.

Contact Information

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

For RFQ enquiries, email: [email protected]
To submit your quotation, email: [email protected]
Physical Delivery Address: Ehlanzeni District Municipality Council Chamber, Mpumalanga Province.

Submission Guidelines

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Submit a formal quotation on your official company letterhead, not the RFQ document itself.
The quotation must include: VAT per item (where applicable), your CSD (MAAA) number, and accurate banking details.
Email your quotation to [email protected]. Use the RFQ number in the email subject line.
Late submissions will not be considered.
You must also submit: a completed and signed SBD 4 and SBD 6.1, and your CSD report.
Do not deliver any goods or services before receiving an official purchase order or formal appointment letter from DFFE.

Returnable Documents

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Formal quotation on company letterhead with VAT, CSD number, banking details.
Completed and signed SBD 4 and SBD 6.1.
CSD report.

Evaluation Criteria

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Mandatory

Valid food and health certificate.
Tax compliance (verified via CSD or SARS e-Filing).
Registration on the Central Supplier Database (CSD) with a valid MAAA number.
Submission of all required SBD documents (SBD 4, SBD 6.1).
No listing on the National Treasury’s Database of Restricted Suppliers and Defaulters.

Preference Points

Criteria

>50% ownership by Black People, Women, or People with Disabilities.

Points

20 points if criteria met; 0 points otherwise.

Documentation

Technical Specifications

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Scope: Supply and delivery of catering services for 100 people at the Ehlanzeni District Municipality Council Chamber.
Service Date: 30 June 2026.
Meal Times: Breakfast at 07:00 and Lunch at 13:00.
Breakfast Menu (100 pax): Includes assorted teas/coffee, milk, sugar, sweeteners, lemon slices, assorted sandwiches, scones, muffins. Requires 3 serving stations (1 for ministerial briefing, 2 for VIPs).
Lunch Menu (100 pax): Includes two starches (rice and samp), two salads (potato and three bean), two vegetables (pumpkin and spinach), two meats (roasted chicken and beef stew). Requires 2 serving stations.
Beverages: 400 x 300ml canned fruit juice, 100 x 300ml soft drinks, 400 x 500ml water bottles.
Equipment to be supplied: 3 urns, 2 extension cords, 4 trestle tables, 4 tablecloths.
You must ensure sufficient personnel on site for food distribution.
Pictures/brand names in the specification are for illustration; equivalent brands are acceptable.

Experience & Qualifications

Source: RFQ for VIP Catering Services- 30 June 2026.pdf

Disqualification reasons include: tax non-compliance, submitting fraudulent information (e.g., false B-BBEE credentials or experience), false declarations on SBDs, being on the National Treasury restricted supplier list, or not quoting as per specification.

Financial Requirements

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Submit your quotation with a detailed pricing schedule.
All prices must be firm and include 15% VAT.
The total quoted price must include all delivery costs, taxes, levies (PAYE, UIF, Skills Development).
Price validity period: 90 days from the RFQ closing date (26 June 2026). DFFE reserves the right to extend this period via written notice.
The quotation must show: Total Amount (Excl. VAT), Total VAT, and Grand Total Amount (Incl. VAT).

Compliance Requirements

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Mandatory: Submit a valid Central Supplier Database (CSD) report with your CSD MAAA number.
Tax Compliance: You must be tax compliant. Your status will be verified via CSD or SARS e-Filing. Non-compliance at award stage leads to a 7-working-day rectification period; continued non-compliance results in disqualification.
B-BBEE: Submit a SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit to claim preference points for ownership.
Submit all required SBD forms (SBD 4 and SBD 6.1) duly completed and signed.
Foreign Suppliers: If you answer 'NO' to all questions regarding residence, branch, income, or tax liability in RSA, you do not need a SARS Tax Compliance Status PIN.
Disqualification risks include: submitting fraudulent information, false declarations on SBDs, being listed on the National Treasury's restricted supplier database, or failure to quote as per the specification.

B-BBEE Requirements

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

For joint ventures/consortia, average combined ownership is calculated to determine if >50% threshold for preference points is met.
Submit B-BBEE certificate or sworn affidavit and CIPC ownership certificate to claim points.

Contractual Terms

Source: RFQ for VIP Catering Services- 30 June 2026.pdf

DFFE reserves the right to perform due diligence, request additional information, reject improperly submitted quotations, and negotiate price with the recommended provider.
The department is not obliged to accept the lowest price or any quotation.
The Protection of Personal Information Act (POPIA) applies; DFFE will process bidder information confidentially for evaluation purposes only.
Fraudulent claims can lead to disqualification, contract cancellation, recovery of damages, restriction from future business, and criminal prosecution.

Special Conditions

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Award will be communicated via an official purchase order or appointment letter. Do not commence work before receiving it.
DFFE may accept any offer in full or in part; the lowest offer is not guaranteed acceptance.

Requirements

Source: RFQ for VIP Catering Services- 30 June 2026.pdf (RFQ)

Foreign suppliers must complete a questionnaire regarding residency, branch, income, and tax liability in RSA. If answer is 'NO' to all, a SARS Tax Compliance Status PIN is not required.

Section

Source: RFQ for VIP Catering Services- 30 June 2026.pdf

The 80/20 preference point system is used.
Price score formula: Ps = 80
(1 - (Pt - Pmin) / Pmin).
Specific Goals points (20 max) are awarded for >50% ownership by Black people, Women, or people with disabilities.
Claim points by submitting SBD 6.1 and supporting proof.

Core procurement rules

These rules commonly apply to South African public-sector procurement.

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Act 53 of 2003

high

Provides the empowerment-compliance context often used in public-sector supplier evaluation.

Relevant because this is a South African public-sector procurement opportunity.

Constitution of the Republic of South Africa, 1996 – Section 217

Act 108 of 1996 (s217)

high

Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.

Relevant because this is a South African public-sector procurement opportunity.

Preferential Procurement Policy Framework Act (PPPFA)

Act 5 of 2000

high

Covers preferential procurement and preference-point systems used in public tenders.

Relevant because this is a South African public-sector procurement opportunity.

Prevention and Combating of Corrupt Activities Act (PRECCA)

Act 12 of 2004

high

Supports anti-corruption controls and supplier integrity in procurement processes.

Relevant because this is a South African public-sector procurement opportunity.

Public Procurement Act, 2024 (PPA)

Act 28 of 2024

high

Provides the national framework for public procurement across government.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Access to Information Act (PAIA)

Act 2 of 2000

medium

Supports access to tender records, award decisions and public-sector procurement information.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Administrative Justice Act (PAJA)

Act 3 of 2000

medium

Supports lawful, reasonable and procedurally fair administrative tender decisions.

Relevant because this is a South African public-sector procurement opportunity.

Sector-specific rules

These rules are linked to the work category, industry, or regulated service area.

Foodstuffs, Cosmetics and Disinfectants Act

Act 54 of 1972

high

Relevant to food safety, catering, canteens, food handling and nutrition-programme procurement.

Relevant because this tender appears to involve food supply, catering, canteens, nutrition programmes, or food handling.

Occupational Health and Safety Act (OHS Act)

Act 85 of 1993

high

Vip catering services for ehlanzeni district municipality council chamber event

Eligibility Criteria

Vip catering services for ehlanzeni district municipality council chamber event

Eligibility Criteria

Guide to Professional Services Tenders in South Africa

Catering Tenders: Food Safety & Contract Regulations (2025)

Guide to Financial Services Tenders in South Africa

Writing a Winning Proposal for Consulting Tenders in South Africa

Catering & Event Management Industry Profile

Critical Requirements

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Sector-specific rules

Foodstuffs, Cosmetics and Disinfectants Act

Occupational Health and Safety Act (OHS Act)

National - Environment, Forestry and Fisheries

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