Venue hire and catering services for central office strategic planning – south cape tvet college (RFQ bb 58/2026 re-advert)

Closing date: 11 November 2026

Closing time: 11:00

Event date: 27 November 2026, 10:00 to 15:00

Enquiries - SCM Department

• Contact: Barryline Botha
• Email: [email protected]
• Telephone: 044 884 0359

Enquiries - Human Resource Department

• Contact: Zoleka Maimane
• Email: [email protected]
• Telephone: 044 884 0359

Submission address: South Cape TVET College Central Office Building, Ground Floor, 125 Mitchell Street, George

Submission email: [email protected]

Venue must be located in or near George, within reasonable distance of the above Central Office address.

Submission method: deposit in the bid box at South Cape TVET College Central Office Building, Ground Floor, 125 Mitchell Street, George, or email to [email protected]. Bids must be received by 11:00 on 11 November 2026. Late bids are not accepted. Bids must be submitted on the official forms provided, not re-typed.

Returnable forms and documents (must be completed, signed and submitted; omissions may disqualify):

• SBD 1 (Invitation to Bid): provides bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any employment by the state or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the PPPFA.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Price Declaration Form and Price Schedule with detailed breakdown.
• Company registration (CIPC) documents listing all members with percentages, share certificates (if a company), shareholding breakdown per race, gender and percentage.
• Valid tax clearance certificate or printed certificate with PIN, or CSD number.
• B-BBEE certificate or sworn affidavit for EMEs/QSEs.
• Latest municipal account or valid lease agreement.
• Declaration & Commissioner of Oaths form.
• For consortia/JVs, the same documents for each party.

Proof of authority to sign (e.g. company resolution) must be submitted.

Evaluation under the Preferential Procurement Regulations, 2017. The applicable preference point system is the 80/20 system (for requirements up to R50 million). Total points out of 100: 90 for price and 10 for specific goals (B-BBEE preference points). Bidders must be registered on the CSD or provide a SARS TCS PIN. No bid will be considered from persons in the service of the state or companies with directors/members in the service of the state. Tax matters and municipal rates/services charges must be in order. No collusive bidding or restrictive practices as per the Competition Act. Failure to submit all required documents may result in disqualification.

Scope: Venue hire and catering for the Central Office Strategic Planning session for approximately 75 delegates on 27 November 2026, 10:00 to 15:00.

Catering requirements:

• Welcoming drinks for 75 people: 100% fruit juice or equivalent non-alcoholic, at least two flavours, chilled, minimum one serving per person.
• Buffet lunch for 75: chicken and beef/lamb or equivalent meat option; two starches (e.g. rice, potatoes/pasta); minimum two vegetable dishes; one fresh salad; one dessert suitable for buffet service; minimum two jugs of juice per table; 16 x 1 litre bottles of sparkling juice (Grapetiser/Appletiser or equivalent).
• Proposed menu must be submitted with the quotation, clearly identifying proteins, starches, vegetables, salad, dessert and beverages.

Dietary requirements: Reasonable provision for special dietary needs (e.g. vegetarian) communicated by the College in advance.

Venue requirements:

• Must comfortably accommodate minimum 75 delegates, suitable for formal strategic planning with round tables of 8 to 10 delegates.
• Clean, professionally maintained, adequately lit, with ventilation/air conditioning.
• Adequate secure parking for delegates.
• Must be located within George or immediate surrounding area, near South Cape TVET College Central Office, 125 Mitchell Street, George.
• Provide name and full physical address of proposed venue in quotation.

Food quality and hygiene: All food freshly prepared, good quality, stored/handled/served at correct temperature per applicable food hygiene and safety requirements. Preparation, buffet and serving areas kept clean and hygienic throughout.

The bid must include a proposed menu covering proteins, starches, vegetables, salad, dessert and beverages. The venue must be clearly identified with name and full physical address. No detailed method statement is required beyond these elements.

The bidder must be a suitably qualified and experienced service provider, but no specific years of experience or references are stated. Key personnel qualifications are not specified.

Food quality and hygiene requirements: all food and refreshments freshly prepared, good quality, stored, handled and served at correct temperature per applicable food hygiene and safety requirements. Catering preparation, buffet and serving areas maintained clean and hygienic throughout the event. The venue must be clean, professionally maintained, adequately lit and ventilated. Inspections may be carried out by the purchaser; non-complying goods/services may be rejected, and costs of testing non-compliant goods/services are for the supplier.

Pricing schedule quantities: venue hire including tables, chairs, venue setup (1); welcoming drinks (75); buffet lunch (75); juice jugs (2 per table) (16); sparkling juice 1L (16). Provide unit price (excl VAT) and total amount (excl VAT) for each, plus subtotal, VAT @15% if applicable, and total price including VAT. The total price must include all costs; no undisclosed extra charges accepted. Foreign suppliers responsible for all taxes and duties outside RSA; local suppliers responsible for taxes, duties and license fees until delivery. No contract with bidders with outstanding tax matters or municipal arrears.

Pricing: The total quotation price must include all costs for the complete venue and catering package. No undisclosed additional charges accepted after appointment. Price must include VAT and delivery costs. Prices must remain valid for 60 days from bid submission. Payment in Rand.

Pricing schedule (quantities):

• Venue hire including tables, chairs, venue setup: 1
• Welcoming drinks: 75
• Buffet lunch: 75
• Juice jugs (2 per table): 16
• Sparkling juice 1L: 16

Payment terms: Tax invoices and supporting documents must be submitted by the 1st business day of a calendar month for payment by end of that month, otherwise by end of following month. Original, correct and complete documents required. Payment by electronic bank transfer. No penalty interest for late invoices. No contract with bidders with outstanding tax matters or municipal arrears.

Mandatory registrations and documents:

• CSD registration or SARS TCS PIN.
• Valid tax clearance certificate (original or printed with PIN).
• CIPC company registration documents; share certificates for companies with original stamp; shareholding breakdown per race, gender and percentage.
• B-BBEE certificate issued by SANAS-accredited verification agency, or sworn affidavit for EMEs/QSEs. Required to qualify for preference points.
• Latest municipal account or valid lease agreement.
• Declaration of Interest (SBD 4) and other SBD forms completed.
• Bidders must not be persons in the service of the state, nor companies with directors/members in the service of the state.
• Bidders must not have tax matters or municipal rates/services arrears.

No CIDB grading is specified for this catering and venue hire procurement.

No specific OHS requirements stated beyond general food hygiene and safety. The venue must be clean, professionally maintained, adequately lit and equipped with suitable ventilation/air conditioning. Food must be stored, handled and served at the correct temperature in accordance with applicable food hygiene and safety requirements.

The contract is a once-off service delivery. Standard GCC apply; special conditions prevail over general conditions if in conflict. Payment within 30 days of invoice. Supplier shall not assign or subcontract without written consent. Delays in performance attract penalties at the current prime interest rate per day of delay and may lead to termination for default. Termination for default can occur for failure to deliver, failure to perform obligations, or corrupt/fraudulent practices; supplier may be restricted from doing business with the public sector for up to 10 years. Force majeure clauses apply. Disputes: amicable resolution, then mediation, then South African courts. Contract governed by South African law, written in English.

Special conditions include the required documentation list: company registration (CIPC), B-BBEE certification, latest municipal account or valid lease agreement, copy of original tax clearance or printed certificate with PIN, CSD registration number. Contract period is once-off service delivery. Payment terms: invoices with supporting documents due by 1st business day of month for payment by end of that month, otherwise following month. No penalty interest. Payment by electronic transfer. The purchaser may not accept undisclosed additional charges.

The bid is evaluated under the 80/20 preference point system. Maximum points: 90 for price, 10 for specific goals (B-BBEE). Bidders must complete SBD 6.1 to claim preference points. Other evaluation conditions: CSD registration or TCS PIN, valid tax clearance, not in service of the state, no tax or municipal arrears, no collusive bidding.