Catering services for departmental service excellence awards ceremony – government tender in kwazulu-natal

Closing date: 12 November 2026

Closing time: 11:00

Event date: 17 November 2026

Venue: 455A Jan Smuts Highway, Mayville, Durban Conference Centre

Meal delivery time: 20:00

No compulsory briefing session or site visit applies.

Bidding procedure enquiries

• Contact: Sifiso Mncwabe
• Telephone: 033 355 5577
• Email: [email protected]

Technical enquiries

• Contact: Ms N.L Mkutshulwa
• Telephone: 082 447 6632
• Email: [email protected]

Submission address

Department of Public Works KZN, Oliver Tambo House, Head Office

191 Prince Alfred Street

Pietermaritzburg

3200

Service delivery address

455A Jan Smuts Highway

Mayville

Durban Conference Centre

Durban

Submission method: sealed envelope deposited in the bid box.

Bid box address:

Department of Public Works KZN, Oliver Tambo House, Head Office

191 Prince Alfred Street

Pietermaritzburg

3200

Envelope requirements:

• Separate sealed envelope per bid.
• Write the bidder's name and address, the quotation number (ZNQ 82/26/27) and the closing date on the envelope.
• The envelope must contain no documents relating to any other bid.

Document format:

• Use the official forms as issued; retyping or redrafting is not permitted.
• Photocopies of the original documents are allowed only if each carries an original signature.
• Initial every page of the bid document.
• Initial every alteration; correcting fluid is prohibited.
• Do not enclose bidding documents in packages containing samples.

Returnable documents:

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 3.1 (Pricing Schedule – Firm Prices): itemised priced offer.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the department.
• SBD 6.1 (Preference Points Claim Form): claims the 20 specific-goals points.
• Sworn affidavit (EME or QSE) or B-BBEE certificate: supports the preference claim.
• CSD registration and declaration that CSD information is correct and current.
• SARS tax compliance status PIN or CSD number.
• Three reference letters for similar projects of similar value.
• Authority to sign, such as a company resolution.
• SBD 7 (Contract Form): completed by the successful bidder only.

Disqualification risks:

• Late submission; posted, telegraphic, telephonic, telex, facsimile or emailed bids are not accepted.
• Bid not deposited in the designated bid box.
• Missing or unsigned returnable form.
• Failure to initial every page or to initial an alteration.
• Use of correcting fluid.
• Not registered on the CSD at the closing time.
• Failure to submit the three reference letters.

Evaluation stages:

1. Administrative compliance: completeness and correctness of bid documents, CSD registration and compliance with bid regulations.
2. Mandatory requirements: three reference letters for similar projects of similar value, submitted with the quotation. Failure leads to immediate disqualification.
3. Preference points: 80/20 system.

Scoring:

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals:

• Ownership by Black People: 100% ownership qualifies for the 20 points.
• Documentary proof: a sworn affidavit signed and dated by a Commissioner of Oaths.

Price formula (80/20):

Ps = 80 × (1 − (Pt − Pmin) / Pmin)

Where Ps is the price score, Pt the bid price under consideration and Pmin the lowest acceptable bid price.

Preference claim:

• A bidder that does not submit the required proof forfeits the specific-goals points.
• The department may require substantiation of any preference claim before or after adjudication.
• The department reserves the right not to award to the lowest bidder.

Scope: catering, décor, sound and lighting for the Departmental Service Excellence Awards ceremony.

Event details:

• Date: 17 November 2026.
• Venue: 455A Jan Smuts Highway, Mayville, Durban Conference Centre.
• Meal delivery time: 20:00.
• Meals must be set up at the venue before the event starts.

Standard meals for 120 guests:

• Water bottles: 140.
• Savoury rice.
• Lamb curry.
• Roasted chicken.
• Four salads: butternut, potato, beetroot and green salad.
• 100% assorted liquid fruit juice and cold drinks, 330 ml cans: 120 (50 juice, 70 cold drinks).
• Crockery, a full set of cutlery and glassware.

Executive meals for 20 guests:

• Water bottles: 20.
• Mince lasagne.
• Grilled fish.
• Three salads: roasted vegetables, beetroot and green salad.
• 100% assorted liquid fruit juice and cold drinks, 330 ml cans: 20 (10 juice, 10 cold drinks).

Halaal meals for 10 guests:

• Water bottles: 10.
• Roast chicken.
• Beef curry.
• Savoury rice.
• Four salads: butternut, potato, beetroot and green salad.
• 100% assorted liquid fruit juice and cold drinks, 330 ml cans: 10 (5 juice, 5 cold drinks).

Décor (prepared before the event):

• Red carpet for award recipients.
• Black tablecloths with gold overlays for 18 round tables.
• Black tablecloths for 6 square tables.
• Black chair covers with gold sashes: 150.
• Black napkins: 150.
• Centrepieces with candles.
• Gold underplates: 150.
• Crystal champagne and wine glasses: 150.
• Podium décor.
• Stage décor.
• Backdrop signage reading “KZN Public Works and Infrastructure Service Excellence Awards 2025/2026” in gold.

Sound and lighting:

• PA system suitable for a venue seating 200 guests.
• Two roving microphones.
• Stage lights.

Bidders must submit three reference letters for similar projects of similar value with the quotation.

Failure to submit the reference letters leads to immediate disqualification.

Use SBD 3.1 (Pricing Schedule – Firm Prices).

Pricing requirements:

• Firm prices only; non-firm prices and prices subject to exchange-rate variation are not accepted.
• Prices must include VAT at 15%.
• The offer must remain valid for 120 days from the closing date.

Schedule structure:

• Item description, quantity, unit price and total amount for each item.
• Subtotal, VAT at 15% and grand total.

SBD 3.2 (Non-Firm Prices) and SBD 3.3 (Professional Services) do not apply.

Pricing:

• Firm prices only; non-firm prices and prices subject to exchange-rate variation will not be considered.
• Prices must include VAT at 15%.
• The offer must remain valid for 120 days from the closing date.

Pricing schedule:

• SBD 3.1 (Firm Prices) applies.
• SBD 3.2 (Non-Firm Prices) and SBD 3.3 (Professional Services) do not apply.
• Provide unit price and total for each item, then subtotal, VAT and grand total.

No bid security, performance guarantee, retention or turnover threshold is stated.

Registration and tax:

• CSD registration is mandatory; a bidder not registered at the closing time is disqualified.
• Submit a SARS tax compliance status PIN or, where no PIN is available, a CSD number.
• Consortia, joint ventures and subcontractors must each submit a separate tax compliance status certificate, PIN or CSD number.

B-bbee:

• The 80/20 preference system applies, with 20 points for specific goals.
• Claim 20 points through 100% ownership by Black People.
• Evidence: a sworn affidavit signed and dated by a Commissioner of Oaths, or a B-BBEE certificate or sworn affidavit for EMEs and QSEs.

Eligibility:

• No bid will be considered from a person in the service of the state, a company with a director in state service, or a close corporation with a member in state service.
• Foreign suppliers must complete the RSA residency questionnaire.

Returnable forms:

• SBD 4 (Declaration of Interest): discloses state employment and relationships with the department.
• SBD 6.1 (Preference Points Claim Form): claims the specific-goals points.
• SBD 7 (Contract Form): signed by the successful bidder.
• Authority to sign, such as a company resolution.

No CIDB grading or local-content threshold is stated.

The successful bidder must complete and sign SBD 7 (Contract Form).

Prices must be firm and include VAT at 15%.

The offer remains valid for 120 days from the closing date.

No delivery, penalty or termination terms are stated.

Preference points are awarded under the 80/20 system: 80 for price and 20 for specific goals.

Specific goals:

• 100% ownership by Black People qualifies for the 20 points.
• Proof: a sworn affidavit signed and dated by a Commissioner of Oaths.

Price score formula:

Ps = 80 × (1 − (Pt − Pmin) / Pmin)

Where Ps is the price score, Pt the bid price under consideration and Pmin the lowest acceptable bid price.

A bidder that does not submit the required proof forfeits the specific-goals points.