Supply and delivery of catering for children's month programme – RFQ in eastern cape

Mnquma Local Municipality invites bids for the supply and delivery of catering for the Children's Month Programme. The catering includes party packs, hotdogs, cupcakes, lunch packs, full meal lunches and still water, as specified in the pricing schedule.

Closing date: 03/09/2026

Closing time: 12H00

Submission must be deposited in the tender box before the closing time. No late bids accepted under any circumstances.

Bidding procedure enquiries:

• Mrs. Y Mqingwana (Manager: Supply Chain Management), tel (047) 050 1156, email [email protected]

Technical enquiries:

• Ms N. Mvume (Manager: SPU), tel 047 050 1338 / 082 576 4242, email [email protected]

Submission address:

Mnquma Local Municipality, No 61 Rev Tiyo Soga Building, Blyth Street, Butterworth 4960

Submission channel: hand delivery only into the tender box at Mnquma Local Municipality, No 61 Rev Tiyo Soga Building, Blyth Street, Butterworth 4960. Late, couriered, faxed or emailed bids are rejected under any circumstances.

Envelope: sealed, endorsed on the front with the bid number and project name; on the back with the company name, address, contact person and contact details.

Bids must be submitted on the official forms only, not re-typed, and every page initialled. The tender document must not be reproduced, taken apart, or have pages inserted.

Returnable documents (all must be completed in full, legibly in non-erasable ink, signed and returned):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 2 (Tax Clearance Requirements): original SARS Tax Clearance Certificate or TCS PIN / CSD number.
• MBD 3.1 and MBD 3.3 (Pricing Schedules): firm prices, all taxes included.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims specific-goal points.
• MBD 7.1 (Contract Form): signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices): discloses any abuse of supply chain systems, fraud or corruption convictions.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Schedule 1 (Resolution of Directors/Members) or Schedule 2 (Certificate of Authority for Partnerships/Consortiums/JVs).
• Schedule 3: list of other documents attached.
• Annexure B (Past Experience), Annexure C (Joint Venture Disclosure), Annexure D (Company Composition), Annexure E (Bid Checklist).

Disqualification risks:

• Any returnable form omitted, incomplete or unsigned.
• Late, incomplete, unsigned, faxed, couriered or emailed bids.
• Submission of fraudulent information leads to blacklisting for five years.
• Bids from persons in the service of the state will not be considered.

Evaluation is in two stages:

Stage 1 – Administrative compliance: bidders that do not meet mandatory bid requirements are deemed non-responsive and excluded from further evaluation.

Stage 2 – 80/20 preference point system (Preferential Procurement Regulations 2022):

• Price: 80 points.
• Specific goals: 20 points.

Specific goals and proof required:

• 10 points: promotion of enterprises located in the Mnquma Local Municipality area – proof: municipal rates or confirmation letter, or lease agreement showing the business is domiciled there.
• 10 points: an EME or QSE at least 51% owned by black people – proof: fully completed and signed MBD 6.1 and a full CSD report not older than one month.

No points are awarded if the required proof is not submitted.

Tie-break: if two or more bidders score equal total points, the bidder with the highest specific-goal points wins; if still tied, the award is decided by drawing lots.

Scope: supply and delivery of catering for the Children's Month Programme. Quantities and items:

• Party packs (lollipop, 135g cheese snacks, 20g chocolate with wafer, marshmallow & 36g biscuits, and branded juices; packed in branded boxes as per specification) – 100 units.
• Hotdogs with 300ml soft drink – 100 units.
• Cupcakes with Mnquma logo and Mnquma colours on decorations – 100 units.
• Lunch packs (2 fried chicken pieces, small chips, 1 mini-loaf, soft drink) – 100 units.
• Full meal lunch (rice, samp, 3 vegetables, 2 salads, chicken and beef, with soft drinks) – 50 units.
• Still water (500ml) – 150 units.

Delivery: strict delivery dates will be observed; penalties apply for late delivery. Bidders must note section 22.1 of the General Conditions.

Annexure B (Past Experience) must be completed, indicating the bidder's relevant experience. Annexure D (Company Composition) must be completed. No specific minimum experience or key personnel qualifications are stated.

Goods supplied must conform to the standards in the bidding documents and specifications. The supplier must permit the purchaser to inspect the supplier's records relating to contract performance and have them audited by the purchaser's auditors. Pre-bidding testing, if any, is for the bidder's account. If inspection is a bid condition, the bidder's premises must be open for inspection during production or execution.

Pricing schedule for catering items: Party packs (lollipop, 135g cheese snacks, 20g chocolate with wafer, marshmallow & 36g biscuits & branded juices) – 100 units; Hotdogs with 300ml soft drink – 100; Cupcakes with Mnquma logo – 100; Lunch packs (2 fried chicken pieces, small chips, 1 mini-loaf & soft drink) – 100; Full meal lunch (rice, samp, 3 vegetables, 2 salads, chicken & beef with soft drinks) – 50; Still water (500ml) – 150. Prices must include VAT and all expenses. Strict delivery dates will be observed and penalties imposed for late deliveries.

Pricing must be firm – non-firm prices (including those subject to exchange rate variations) are not considered.

All prices must be tendered including VAT, customs or excise duty, and any other levy or tax, and must cover all expenses, disbursements and costs (e.g. transport, overheads, accommodation).

Prices must be quoted per the pricing schedule (MBD 3.1 and MBD 3.3).

The bidder's total offer must be stated inclusive of VAT and all other charges.

The offer must remain valid, irrevocable and open for written acceptance for 90 days from the closing date.

Payment: the municipality undertakes to pay within 30 days after receipt of an invoice accompanied by the delivery note.

Late delivery penalties apply.

CSD registration: full CSD report not older than one month must be submitted; all parties to a partnership/consortium/joint venture must be registered on the Central Supplier Database.

Tax compliance: original SARS Tax Clearance Certificate (TCC) must be submitted; certified copies are not acceptable. Alternatively, a SARS TCS PIN or CSD number may be provided. Each consortium/JV/subcontractor party must submit a separate TCC/PIN/CSD.

Catering certificate: a catering certificate is required.

Company registration: CK/company registration and certified ID copies (not older than six months) are required from preferred bidders.

Municipal indebtedness: preferred bidders must furnish a certificate from the municipality (or any municipality) confirming no rates, taxes or municipal service charges are in arrears for more than three months; bidders within the Mnquma jurisdiction will be verified with the MLM Revenue Section.

Exclusions: no bids from persons in the service of the state; bidders or directors must not be listed on the Register of Tender Defaulters or the National Treasury's restricted suppliers database; no fraud or corruption convictions in the past five years; no contract terminated for non-performance in the past five years.

Returnable forms: MBD 1, MBD 2, MBD 3.1, MBD 3.3, MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, plus Schedules 1-3 and Annexures B-E.

Specific goals for this tender: 10 points for promotion of enterprises located in the Mnquma Local Municipality area (proof: municipal rates or confirmation letter or lease agreement); 10 points for an EME or QSE at least 51% owned by black people (proof: fully completed and signed MBD 6.1 and full CSD report not older than one month). No points are claimed if proof is not submitted.

The contract is subject to the General Conditions of Contract (GCC) and, if applicable, Special Conditions of Contract. Key GCC provisions include: performance security may be required within 30 days of award notification; the supplier must not disclose contract documents or information without the purchaser's consent; the purchaser may inspect and audit the supplier's records; the supplier indemnifies the purchaser against third-party claims of patent, trademark or industrial design infringement; the contract may be terminated for default or insolvency; penalties may apply for late delivery; and disputes are settled per the GCC. The successful bidder must sign the contract form (MBD 7.1).

The municipality is under no obligation to accept any proposal and reserves the right to accept the whole or any part. No proposals from persons in the service of the state. Bidders must not be listed on the Register of Tender Defaulters. The tender offer must remain valid for 90 days from closing date. The award may be subject to price negotiation. The municipality reserves the right to extend the tender period. Fraudulent information leads to blacklisting for five years.

Required documents: full CSD report (not older than one month), catering certificate, fully completed and signed tender forms (MBD 1-9), and for partnerships/consortiums/joint ventures, a signed joint venture agreement. All parties must be registered on the Central Supplier Database. Bidders must not be in the service of the state, not listed on the Register of Tender Defaulters, and must not have abused the employer's Supply Chain Management System. Preferred bidders must furnish CK/company registration, certified ID copies not older than 6 months, tax compliance status PIN, and a certificate from the municipality confirming no arrears for rates and taxes.

Evaluation is in two stages: Stage 1 – administrative compliance (bidders not meeting mandatory requirements are non-responsive); Stage 2 – 80/20 preference point system (Price = 80 points, Specific goals = 20 points).