Supply and delivery of 40 premium picnic baskets and refreshments for iziko picnic on the lawn at rust en vreugd, 23 october 2026

Closing date and time: 20 October 2026 at 11:00

Event date: 23 October 2026 (Picnic on the Lawn at Rust en Vreugd)

Advert date: 12 October 2026

Site visit: Not applicable

Quotes valid for 60 days from the bid closing date

Site visit: Not applicable.

Technical enquiries:

• Contact: Namhla Moyeni

• Email: [email protected]

• Contact: Seboku Bofolo

• Email: [email protected]

Submission (email):

• [email protected]
• [email protected]

Event address:

Iziko Rust en Vreugd Museum

78 Buitenkant St

Cape Town City Centre

Cape Town, 8000

Submission method: email

Submission email: [email protected] and [email protected]

Closing time: 20 October 2026 at 11:00

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

• Signed RFQ document (cover page with company details, CSD number, B-BBEE level, quote price and signature)
• SBD 4 (Declaration of Interest): discloses whether any director/shareholder is employed by an organ of state or connected to Iziko personnel; failure to disclose all CSD-registered companies linked to directors leads to disqualification
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system
• Central Supplier Database (CSD) report with supplier number and company details, plus Tax Status Verification Pin and tax registration number
• Valid tax certificate and/or tax pin
• Valid B-BBEE certificate or sworn affidavit
• Detailed pricing structure on company letterhead (full cost breakdown inclusive of VAT, disbursements, escalations)
• Company profile demonstrating relevant catering, picnic hamper, event catering or food-service experience
• At least two references for comparable catering/picnic hamper/event projects
• Food safety/hygiene compliance documentation where applicable
• Detailed menu/product specification, portion sizes and packaging proposal

Disqualification risks:

• Any returnable document omitted or unsigned
• Bid document not filled in correctly or completely, or not complying with the specification
• Submission received after the closing date and time
• Supplier not registered on the CSD or with non-compliant tax status
• Any alterations to the bid document other than filling in the tenderer's details and tender price
• Bidder listed on the Register for Tender Defaulters or the List of Restricted Suppliers
• Submission classified as non-responsive if supporting documentation is not provided

Evaluation system: 80/20 preference points (80 points for price, 20 points for specific goals, total 100)

Price points: calculated from the Total Evaluated Bid Price using the 80/20 formula; only amounts captured on the pricing table are considered

Specific goals (20 points) based on black ownership:

• 50% or more black ownership = 20 points
• Less than 50% black ownership = 10 points
• 0% black ownership = 0 points

Evidence required for specific goals: proof of B-BBEE certificate, company registration, identification documentation and CSD report

Failure to submit proof/documentation for specific goals means those points are not claimed

Iziko may require substantiation of any preference claim at any time

No minimum qualifying score stated

Scope: Supply, prepare, package, deliver and set up 40 premium picnic baskets for the Picnic on the Lawn income-generation event at Rust en Vreugd on 23 October 2026. Each basket must serve 4 people (total serving capacity approximately 160 people). Also provide bottled water and other drinks for 100 guests.

Picnic basket contents (per basket, serving 4):

• One cheese board/platter, appropriately portioned for 4 people
• Biltong (portion suitable for sharing by 4)
• Fresh strawberries (sufficient portion for 4)
• Fresh grapes (sufficient portion for 4)
• Any additional food items must be clearly identified and separately priced or included in the basket price
• 10 of the 40 baskets must be vegetarian/vegan

Drinks and water:

• Bottled drinking water (500ml) for 100 guests
• Drinks/refreshments for 100 guests (specify selection, bottle/can size and quantity)
• All drinks delivered chilled or in suitable condition for service
• Advise whether ice, coolers or other chilling arrangements are included

Packaging and presentation:

• Attractive, clean and secure picnic-basket packaging suitable for outdoor use and an income-generation event
• Indicate whether serving utensils, napkins, plates, cups or other picnic accessories are included

Delivery and setup:

• Delivery to Rust en Vreugd at the agreed time, including off-loading and placement as directed by Iziko
• Coordinate delivery and placement with the Iziko event coordinator
• Baskets must arrive fully assembled and ready for placement
• Remove any supplier-owned transport packaging, crates or waste generated through delivery unless otherwise agreed

Food quality and hygiene:

• All food fresh, of good commercial quality, prepared in accordance with applicable food safety and hygiene requirements
• Use clean, suitable food-grade packaging and containers
• Maintain appropriate temperature control and safe handling during preparation, transport and delivery
• Clearly indicate ingredients and potential allergens for the cheese selection and any other prepared food items
• Disclose the source/type of biltong and confirm all food supplied is fit for human consumption

No substitutions to the specified requirements may be made without prior approval from Iziko.

The supplier must provide 40 professionally presented picnic baskets, each suitable for sharing by four people with premium presentation appropriate for an Iziko income-generation event. Each basket must include a cheese board/platter portioned for four, biltong, fresh strawberries and fresh grapes, with portion sizes clearly indicated. Bidders must provide a detailed menu/product breakdown showing quantity and portion size per basket, identify and separately price any additional food items, and indicate whether serving utensils, napkins, plates, cups or other picnic accessories are included. Bottled drinking water (500ml) and drinks/refreshments must be provided for 100 guests, delivered chilled or in suitable condition for service; the supplier must advise whether ice, coolers or other chilling arrangements are included. No substitutions may be made without prior approval from Iziko. Delivery must be made to Rust en Vreugd at the agreed time, coordinated with the Iziko event coordinator; baskets must arrive fully assembled and ready for placement, and the supplier must remove supplier-owned transport packaging, crates or waste generated through delivery unless otherwise agreed.

Pricing format: Complete the pricing schedule in South African Rand (ZAR), distinguishing quantities, unit/basic price, price inclusive of applicable taxes and total price. The Total Evaluated Bid Price is used for price evaluation under the 80/20 system; only amounts captured on the table are considered.

Pricing schedule items:

1. Premium picnic basket (including cheese board, biltong, strawberries, grapes and vegan options, serving 4 people) — quantity 40
2. Bottled drinking water 500ml — quantity 100
3. Drinks/refreshments for guests (specify 500ml) — quantity 100
4. Picnic basket packaging/presentation — quantity 40
5. Delivery, off-loading and placement at Rust en Vreugd — 1 lot
6. Setup/presentation support — 1 lot
7. Additional/optional items — as applicable
8. Other mandatory costs/taxes/fees — as applicable

Sub-total, VAT and Total to be completed.

Payment terms:

• Iziko may withhold payment for a deliverable until it is submitted and accepted as complete by the project manager

Other requirements:

• Attach a breakdown of assumptions, resource categories and rates used to prepare pricing
• Quotes valid for 60 days from the bid closing date
• A formal detailed quotation must be sent with the proposal; the pricing schedule and formal quotation must include all applicable costs and no variation is permitted after award
• Indicate delivery period in weeks after receiving official order

Contract formation:

• The proposal and appended documentation form the basis for a formal contract to be negotiated and concluded; a mere offer and acceptance does not constitute a contract
• The lowest or only quotation will not necessarily be accepted
• Iziko reserves the right to accept or reject any quotation and to withdraw its decision at any time

Mandatory registrations and status:

• Central Supplier Database (CSD) registration with a valid supplier number and tax status verification pin
• Valid tax clearance certificate and/or tax pin
• Valid B-BBEE certificate or sworn affidavit (to determine status level)

B-BBEE specific goals (20 points):

• 50% or more black ownership = 20 points
• Less than 50% black ownership = 10 points
• 0% black ownership = 0 points

Evidence: B-BBEE certificate, company registration, identification documentation, CSD report

Disqualification:

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified
• Bidders must disclose any employment by an organ of state or relationship with Iziko personnel, and any interest in other enterprises registered on the CSD
• Failure to disclose all CSD-registered active companies linked to all directors leads to disqualification
• Non-compliant tax status leads to disqualification

Experience requirements:

• Company profile demonstrating relevant catering, picnic hamper, event catering or food-service experience
• At least two references for comparable catering/picnic hamper/event projects

Preference points are awarded for specific goals based on black ownership: 50% or more black ownership = 20 points; less than 50% black ownership = 10 points; 0% black ownership = 0 points. Supporting evidence required: proof of B-BBEE certificate, company registration, identification documentation and CSD report.

Food safety and hygiene: All food must be fresh, of good commercial quality and prepared in accordance with applicable food safety and hygiene requirements. The supplier must use clean, suitable food-grade packaging and containers, and maintain appropriate temperature control and safe handling during preparation, transport and delivery. The bidder must clearly indicate ingredients and potential allergens for the cheese selection and any other prepared food items, disclose the source/type of biltong, and confirm all food supplied is fit for human consumption. The bidder must include 10 vegetarian/vegan baskets. Delivery and event-day: Delivery to Rust en Vreugd at the agreed time, coordinated with the Iziko event coordinator; baskets must arrive fully assembled and ready for placement; packaging and food presentation must be clean, neat and event-appropriate; the supplier must remove any supplier-owned transport packaging, crates or waste generated through delivery unless otherwise agreed.

The proposal and appended documentation read together form the basis for an agreement to be negotiated and concluded in a formal contract between Iziko and the preferred service provider. A mere offer and acceptance does not constitute a formal contract. The lowest or only quotation will not necessarily be accepted. Iziko and its Council reserve the right to accept or reject any quotation and to withdraw its decision to seek the provision of these services at any time.

Mandatory administrative documents: (1) Central Supplier Database report with supplier number and company details, plus Tax Status Verification Pin and tax registration number; (2) detailed pricing structure on company letterhead with full cost breakdown inclusive of VAT, disbursements and escalations; (3) valid B-BBEE certificate or sworn affidavit; (4) signed RFQ document; (5) valid tax certificate and/or tax pin; (6) SBD 4 and SBD 6.1 documentation; (7) company profile demonstrating relevant catering, picnic hamper, event catering or food-service experience; (8) at least two relevant references for comparable projects; (9) food safety/hygiene compliance documentation where applicable; (10) detailed menu/product specification, portion sizes and packaging proposal. Failure to supply any stipulated administrative document may lead to the quote not being considered.

Proposals are evaluated on the 80/20 preference points system: 80 points for price and 20 points for specific goals, totalling 100 points. The Total Evaluated Bid Price is used to calculate price points, and only amounts captured on the pricing table are considered. Specific goals are based on black ownership: 50% or more = 20 points; less than 50% = 10 points; 0% = 0 points. Evidence required: B-BBEE certificate, company registration, identification documentation and CSD report. Failure to submit proof means specific-goal points are not claimed.