Supply and deliver food for marion island summer repairs voyage 2026

SCM / Enquiries contact:

• Name: Luxolo Matiwane
• Role: Not specified
• Email: [email protected]
• Telephone: 021 493 7244

Submission address (email): [email protected]

Service delivery address:

Department of Forestry, Fisheries and Environment

East Pier 1 Building

V&A Waterfront

Cape Town

Department postal address:

Nedbank Building, 63 Strand Street

Private Bag PO Box 4390

Cape Town 8000

Submission method: email to [email protected]

Closing: 16 November 2026 at 11:00

Quotation must be on company letterhead with VAT per item, banking details, CSD MAAA number, and quotation expiry date (default 90 days from closing)

Returnable forms (all must be completed, signed and submitted):

• SBD 4 (Declaration of Interest): discloses whether any director/shareholder is employed by the state or connected to the department
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system

Mandatory supporting documents:

• Food Premises Certificate issued by the Municipality in the bidding company's name
• SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit
• CIPC ownership certificate
• CSD registration report or MAAA number
• SARS tax compliance status pin
• Medical certificate (if claiming disability points)

Late submissions will not be accepted

No goods/services to be delivered before official order received

Preference point system: 80/20 (80 points price, 20 points specific goals)

Price scoring formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin) where Pt = tender price, Pmin = lowest acceptable price

Specific goals (20 points total, allocated per goal):

• 50% ownership by Black people: 20 points

• 50% ownership by Women: 20 points

• 50% ownership by People with disabilities: 20 points

To claim points, bidder must submit:

• Completed and signed SBD 6.1
• Valid B-BBEE certificate or qualifying sworn affidavit
• CIPC ownership certificate
• CSD registration report/MAAA number
• Medical certificate with practice number (for disability claim)

Failure to submit required proof = points for specific goals not claimed

DFFE reserves right to validate any information and request additional documentation

No minimum qualifying score stated

Scope: Supply and deliver bulk dry food ingredients and frozen foods (including bread, dairy, fruit & vegetables) for Marion Island Summer Repairs Voyage 2026

Delivery location: SANAP Warehouse, East Pier Building, V&A Waterfront, Cape Town

Delivery timeframe: within 10 days of official purchase order

All items in each food category must be priced; omission disqualifies the bid

Quantities and portion sizes per Annexure B food list (105 line items with pack sizes and quantities)

Frozen products: core temperature ≤ −18 °C throughout cold chain; transported in refrigerated vehicles

Shelf life: expiry date >14 months from delivery date; if manufacturer shelf life <14 months, batch production date not earlier than 2 months before delivery

Quality standards: SABS, Agricultural Product Standards, ISO 22000 or equivalent quality system required

Premises hygiene: comply with SA regulations; facility subject to DFFE environmental control inspection; free of insects, plant propagules, open foodstuffs, rubble

Replacements: damaged/expired items due to supplier negligence replaced at supplier expense within 3 days of written notice

Delivery notes: fully updated notes with each delivery

Batch inspection: preliminary inspection on delivery; non-compliant items listed and replaced within 3 days

Packaging restrictions:

• Prohibited: polystyrene beads, chips, similar small plastic pieces
• Minimise: other polystyrene, corrugated cardboard, plastic strapping

Manpower: supplier provides offloading/sorting labour; prevent contaminant transfer

No delivery before official order received

Failure to deliver on time may lead to cancellation and listing on National Treasury restricted suppliers database

Experience and capability requirements:

• Products must be of high quality to withstand harsh sub-Antarctic conditions on Marion Island
• Supplier must demonstrate ability to maintain cold chain and hygiene standards for remote delivery
• Compliance with packaging specifications to prevent alien species introduction is critical
• No explicit years of experience or reference projects stated
• Implied requirement: capacity to supply full food list quantities within 10 days of order

Quality requirements:

• ISO 22000 certification or similar quality management system required
• All food items must conform to current SABS and Agricultural Product Standards
• Shelf life: expiry >14 months from delivery; if manufacturer shelf life <14 months, batch production date ≤2 months before delivery
• DFFE may reject deliveries not meeting shelf-life specifications; manufacturer confirmation letter required for non-compliance
• Preliminary batch inspection on each delivery; non-compliant items recorded and replaced within 3 days
• Delivery notes required with each delivery
• Facilities subject to inspection by DFFE environmental control officers
• Premises must comply with SA hygiene and health regulations
• Facilities kept clean, free of insects, plant propagules, open foodstuffs, rubble

Pricing: firm prices until delivery; no price adjustments except for exchange rate variations

All-inclusive price: delivery costs, VAT, PAYE, income tax, UIF, skills development levies included

VAT registration: compulsory if taxable supplies >R1 million in 12 months; voluntary registration allowed if >R50,000 in past 12 months

No bid security, performance bond, retention, or guarantee requirements stated

Payment terms not specified

Mandatory eligibility:

• Central Supplier Database (CSD) registration with valid MAAA number
• SARS tax compliance status pin (or CSD report)
• Food Premises Certificate issued by Municipality in bidding company's name (failure = disqualification)
• Not listed on National Treasury Database of Restricted Suppliers

Returnable forms (completed and signed):

• SBD 4: Declaration of Interest (state employment/relationships)
• SBD 6.1: Preference Points Claim for specific goals

B-BBEE evidence for specific-goal points:

• SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit
• CIPC ownership certificate
• Medical certificate with practitioner's practice number (for disability claim)

Joint ventures/partnerships: consolidated B-BBEE certificate in name of joined entities required

Tax compliance: bidder must remain tax compliant for entire contract term

No CIDB grading required (non-construction)

No professional registration requirement stated

Health and safety requirements:

• Premises must comply with all relevant SA government hygiene and health regulations
• Facilities maintained in acceptable hygienic condition to DFFE satisfaction
• Stores kept clean and free of insects, plant propagules, open foodstuffs, rubble
• Facilities subject to inspection by DFFE environmental control officers or delegates
• Cold chain maintained at ≤−18 °C for frozen/refrigerated products during transit, delivery, storage
• Refrigerated vehicles required for frozen food transport
• Offloading delays minimised to prevent temperature rise
• Transport maintained in hygienic condition to DFFE satisfaction
• Supplier provides manpower for offloading/sorting with care to avoid contaminant transfer
• Delivery during DFFE working hours (08:30–15:00) unless written approval obtained

Environmental packaging requirements (Marion Island pristine environment protection):

• Prohibited packaging: polystyrene beads, chips, or similar small plastic pieces
• Must minimise: other polystyrene forms not listed above, corrugated cardboard, plastic strapping
• All packaging materials and specifications must be fully complied with to prevent alien species introduction
• Control and prevention of alien species is a major priority for the remote island location

Contract terms derived from RFQ conditions:

• Prices firm for duration; no escalation except exchange rate
• Quotation validity: 90 days from closing (unless otherwise stated)
• DFFE reserves right to conduct due diligence on submitted information
• DFFE reserves right not to appoint any tenderer
• DFFE reserves right to negotiate prices with preferred tenderer(s) within legislative requirements
• No delivery before official purchase order received
• Failure to deliver within agreed timelines may result in order cancellation and listing on National Treasury restricted suppliers database
• Equivalent brands accepted where pictures/brand names used for illustration
• DFFE may request additional information to validate claims
• Supplier must replace non-compliant items at own expense within 3 days
• Supplier must maintain cold chain and hygiene standards throughout