Request for proposals: fit-out and operate a coffee shop at murray's bay harbour, robben island world heritage site (RFP: RIM-RFP02/2026/27)

Compulsory site briefing: Wednesday, 23 September 2026, 10:00–12:00. Email names to [email protected] to book a ferry. Failure to attend invalidates the bid.

Technical enquiries:

• Contact: Ms. Seithati Dutywa
• Role: SCM administrator
• Email: [email protected]
• Telephone: 021 413 4200

SCM enquiries:

• Contact: Mr. Molefi MacheLa
• Role: Senior Manager SCM
• Email: [email protected]
• Telephone: 021 413 4246

Briefing ferry booking:

• Email: [email protected]

Submission: online via eTender portal (https://www.etenders.gov.za/)

Submission method: online only via the eTender portal (https://www.etenders.gov.za/). Faxed or emailed submissions are not accepted. Tutorial: https://youtu.be/B7pNseNJYHM

Envelope format: submit two separate sealed envelopes, one marked "Original Technical Bid" and the other "Original Financial Bid". Both submitted at the same time.

Signing: the original bid must be typed or written in indelible ink, signed by an authorised person, and every page initialled. Interlineations, erasures or overwriting must be initialled.

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure and Declaration): discloses any connection to the state or the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal preference points.
• SBD 7.2 (Contract Form: Professional Services): signed by the successful bidder within 3 days of receipt.
• General Conditions of Contract (GCC): acknowledged.
• Letter of Authority: names the authorised signatory and provides their contact details.
• CSD report: must be attached.
• Company profile.
• Response to Terms of Reference (mandatory and functionality requirements).
• SANAS B-BBEE certificate, sworn affidavit, or DTIC B-BBEE certificate.

Joint ventures/consortia must also submit:

• A signed Joint Venture, Consortium or Trust agreement.
• Valid tax clearance certificate or PIN for each member.
• CSD report for each member.
• Consolidated SANAS or CIPC B-BBEE certificate.
• SBD 1, SBD 3, SBD 4, SBD 6, SBD 7 completed using the lead partner's information.

Disqualification risks:

• Late submission (no bids accepted after the deadline).
• Missing or unsigned returnable forms.
• Bid validity shorter than 90 days after closing.
• Failure to attend the compulsory site briefing.
• Fronting for another entity.
• Contacting the entity about the bid between submission and award.
• Attempting to influence evaluation or award decisions.
• Non-compliance with the above invalidates the bid.

Three-stage evaluation:

Stage 1 – Mandatory requirements (failure leads to immediate disqualification):

• At least five years' experience operating a coffee shop in a high-traffic environment.
• Audited financial statements for the previous three financial years (or independently reviewed where applicable).
• Experience in commercial catering.
• Compliance with food safety legislation.
• Qualified management and personnel.
• Sound financial management systems.
• Complete technical proposal (concept, menu philosophy, staffing, training, sustainability, maintenance, customer service, marketing, health and safety, risk management).
• Complete financial proposal (capital investment, fit-out costs, equipment costs, projected operating expenditure, projected revenue, proposed concession fee or revenue-sharing model, financial projections).
• Detailed implementation programme (mobilisation, procurement, fit-out, installation, commissioning, recruitment, training, trial operations, operational commencement).

Stage 2 – Technical evaluation (minimum qualifying score: 70/100):

• Business Plan with clear timeframes (30 points): financial capacity to start within 15 days of award (10), products/services analysis (5), operational strategy including costs (10), SWOT analysis (5).
• Similar projects completed and contactable references (30 points): no similar projects = 0; one project = 5; two–three projects = 10; four–five projects = 20; six or more projects = 30. Points only awarded where both an appointment document (letter, contract, purchase order, or inventory report) and a corresponding completion certificate or reference letter are submitted, duly signed and clearly relating to the same project.
• Key Personnel (20 points): no evidence or no suitably qualified personnel = 0; basic team structure with limited relevant experience = 15; experienced management team, qualified coffee technicians, competent barista and customer support personnel = 20. Evidence: organogram, CVs, qualifications and certifications.

Stage 3 – Price and specific goals (80/20 or 90/10 system for income-generating assets):

• Price points: 80 or 90, calculated using the formula Ps = 80(1 + (Pt - Pmax)/Pmax) or Ps = 90(1 + (Pt - Pmax)/Pmax).
• Specific goals (20 or 10 points): Black People Equity at minimum 51% Black owned (5 or 2.5), minimum 51% Black Women's Equity (5 or 2.5), Local economy empowerment – bidders domiciled in South Africa with valid proof of address (5 or 2.5), Employment of local talent – organisational structure and plan (5 or 2.5). No evidence = 0.

Financial envelopes are opened only for bidders who pass the technical threshold. The highest evaluated responsive bid is selected, subject to post-qualification verification of financial, technical and production capabilities.

The Robben Island Museum requires a service provider to fit out, operate, maintain and manage a coffee shop on Robben Island World Heritage Site under a concession agreement.

Facility:

• Location: Murray's Bay Harbour, Robben Island.
• Size: 88 m², including office and store.
• No water point; only an existing water line.
• Three available plug points.
• Drawing pack provided as an annexure.

Visitor context:

• Approximately 250,000 visitors annually.
• Off-peak season: 1 May – 31 August, 09:00–16:00.
• Peak season: 1 September – 30 April, 08:00–20:00.

Scope of work:

Design and fit-out:

• Develop detailed interior designs.
• Procure and install furniture, kitchen equipment, counters, lighting, HVAC, flooring, décor, point-of-sale systems, signage.
• Arrange utilities connections where required.

Maintenance:

• Maintain fixtures, equipment, furniture, kitchen equipment, public seating and finishes.

Operations (seven days per week, subject to visitor demand):

• Food preparation, beverage services, cash management, customer service, cleaning, stock control, security, daily maintenance.
• Staff recruitment, uniforms, standard operating procedures.
• Health and safety compliance and food safety certification.
• Waste management programme and Environmental Management Plan.
• Monthly operational reports and financial reports as required.

Heritage and environmental requirements:

• No work may compromise the Outstanding Universal Value of Robben Island.
• Comply with heritage conservation requirements, in consultation with RIM Heritage.
• No permanent alterations without written approval from RIM/SAHRA.
• Use sustainable materials, minimise waste, implement recycling, adopt water conservation, use energy-efficient equipment.

Proposal content required:

• Concept proposal: theme, interior design, menu philosophy, visitor experience, branding, sustainability initiatives.
• Fit-out methodology: approach, furniture/equipment, kitchen layout, programme of work, estimated implementation period, heritage compliance.
• Operational plan: staffing model, marketing strategy, operating hours, supply chain arrangements, food safety management, maintenance programme, customer service standards, security arrangements, waste management.
• Environmental sustainability approach: reduce waste, promote recycling, reduce energy consumption, improve water efficiency, support sustainable procurement.
• Community development: local employment, skills development, supplier development, community participation.
• Financial proposal: capital investment, fit-out costs, operating costs, revenue projections, proposed concession fee or revenue-sharing model (indicative and non-binding).
• Project team: organogram, key personnel, qualifications, experience.

Financial proposal must include:

• Capital investment.
• Fit-out costs.
• Equipment costs.
• Projected operating expenditure.
• Projected revenue.
• Proposed concession fee or revenue-sharing model.
• Financial projections.

Financial proposals are indicative and non-binding.

Evaluation of the financial bid will consider information provided on SBD 3 and/or the pricing schedule/fee structure.

No bid security, guarantee, retention or payment terms are specified in the document.

CSD registration:

• Bidders must be registered on the Central Supplier Database (CSD) and attach the CSD report to the bid.

Tax compliance:

• Submit a valid SARS Tax Compliance Status (TCS) PIN or certificate. If no TCS PIN is available, provide a CSD number.
• Joint ventures, consortia and trusts: each member must submit a separate TCS certificate/PIN/CSD number.

B-bbee:

• Submit a SANAS B-BBEE certificate, sworn affidavit, or DTIC B-BBEE certificate.
• Joint ventures/consortia: consolidated SANAS or CIPC B-BBEE certificate.
• Specific goals points are claimed via SBD 6.1.

State employment:

• No bids from persons in the service of the state, companies with directors who are, or close corporations with members who are.

Foreign suppliers:

• Must complete the questionnaire in SBD 1 regarding residency, branch, permanent establishment, income and tax liability in South Africa.

Bid validity:

• Bids must remain valid for 90 days after closing date.

No CIDB grading is specified (not construction-related).