Catering and events services for western cape government health – 3-Year tender

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Functionality: experience in government health facility catering (proof required).

Compliance with all standard and special conditions of bid.

Price: total cost including VAT and delivery.

Preferential procurement: B-BBEE status level (via SEB/CSD).

Halaal/Kosher certification or subcontracting arrangement.

Quality control processes (standardized recipes, etc.).

Supply Chain Sourcing

[email protected] | Tel: 021 483 0695

You are hereby invited to bid for requirements of western cape government health and wellness

Bid number: WCGHSC0380/2026 closing date: friday, 02 october 2026 closing time: 11:00

For the provision of catering and events at head office, western cape government health and we

2.6 Experience

2.6.1 Experience in catering Years Points

20 5

10-15 4

Less than 10 3

Less than 5 2

Less than 1 1

3.1 The Department will conduct site visits to all qualifying bidders that pass Phase 2

3.1.1 Phase 3: Site Visit

service and how the caterer

ensures positive customer

experience.

www.westerncape.gov.za

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Para Section 2: Service Specification

3.1.10 Order Management Review the process for taking,

preparing, and delivering orders to

ensure it is streamlined and

reliable.

• The Halaal requirement extends beyond the raw ingredients and must

include the facilities, transport and equipment used in food preparation.

• Verify that allergen control measures are in place to prevent cross-

contamination and that dietary and allergen information is accurately

communicated.

• Where subcontracting is proposed for halaal services, the primary supplier

remains fully responsible for ensuring that subcontractors comply with all

inspection, certification, and site-visit requirements.

• Kosher catering may be requested on an ad hoc basis and must be

accommodated where reasonably possible.

www.westerncape.gov.za 10

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

practices (First In, First Out - FIFO) to

avoid using expired ingredients.

3.1.8 Quality Control Processes Confirm the use of standardized

recipes to ensure consistency in

food quality.

bidder is:

4.1.3.1 Experienced in providing goods in the Public Health Sector Yes No

• Proof of a least 2 years’ appropriate experience providing meeting catering Yes No

services within government health facilities. Please provide

quotation/contract numbers to support this information.

• Reference letters and contact details of 3 clients, attesting to the bidder’s Yes No

ability to provide a professional, punctual, reliable and cost-effective

service, a sound accounting process and suitable contingency plans in

emergencies.

4.1.4 Applicable Acts

Acts applicable to this bid that should be read in conjunction with the Complies/Doesn’t comply

and MUST refer to the relevant corresponding paragraph below in each case.

1.1.7 Service quality

• Professionalism: Maintain a high level of professionalism in all interactions

and services provided.

• Customer Satisfaction: Ensure the satisfaction of attendees by meeting

dietary needs and providing courteous service

1.1.8 Communication and coordination - event coordination

• Pre-Event Planning: Coordinate closely with event organizers to understand

specific requirements and expectations.

• Communication: Maintain open lines of communication before, during,

and after the event to ensure seamless service delivery

1.1.9 Post event fedback

• Feedback Collection: Gather feedback from event organizers and

attendees to continuously improve service quality.

• Issue Resolution: Promptly address any issues or concerns that arise during

service delivery.

1.1.10 Compliance and legal requirements contractual obligations

• Adherence to Contract: Abide by all terms and conditions outlined in the

service contract, including pricing, service delivery timelines, and quality

standards.

1.1.11 Evaluation and performance - performance reviews

• Regular Evaluations: Conduct regular performance reviews to assess service

quality and adherence to the outlined scope.

• Key Performance Indicators: Track key performance indicators such as

punctuality, food quality, service satisfaction, and compliance with dietary

requirements.

1.1.12 Continuous improvement

• Feedback Implementation: Use collected feedback to make necessary

adjustments and improvements to the catering service.

1.2. Validity period

1.2.1 This bid shall be valid for 90 days from the closing date. If a bidder withdraws

his offer during this period, and a less favourable bid must be accepted as a

result, the bidder will be liable to compensate HO.

1.3 Contract period

1.3.1 This contract between WCDHW and the service-provider will become

effective for 3 years from the day on which it is signed, or the first day of the

following month, unless otherwise provided in the contract.

1.3.2 The contract will end on the last calendar day of the 36th month after the

commencement date, with the option to extend the contract for a period

determined by WCHW if required, after which fresh bids will be invited.

www.westerncape.gov.za 9

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.3. Pricing

4.3.1 The bidder undertakes to provide the services specified to HO in accordance

with the bid prices it has provided according to the requirements in the

WCBD1 and WCBD3.2 forms. Under no circumstances, either before or after

the award of the bid, shall the WCGH negotiate with any party regarding

alternative methods of calculating the cost of the service.

4.3.2 Bid prices must be firm 3-tier prices, where all annual escalations that may be

reasonably expected (e.g. labour such as an annual wage increase

mandated by the Department of Labour, food & transport cost, inflation) have

been incorporated into the prices for each year of the contract, and must

include VAT. No additional requests for increases will be considered,

therefore, during the contract term.

4.3.3 15% VAT is only charged on taxable supplies and does not include exempt

supplies (any supply of goods or services made by a taxable person. It is

compulsory for a business entity to register for VAT:

• where the value of taxable supplies made in any consecutive 12-month

period exceeded or is likely to exceed R1 million; or

where in terms of a written contractual obligation, the value of taxable

supplies to be made in a 12-month period will exceed R1 million.

4.3.4 Due to the compulsory VAT registration requirements, ALL offers may be

subject to VAT. For this bid, bidders who are not yet registered for VAT are

required to submit an offer that factors in the possibility that they may need

to register for VAT due to the value of the total offer and/or any price

adjustments that may follow during the contract period.

4.4 Accounting

4.4.1 The service provider must adhere to generally acceptable accounting

practices and will maintain all accounting records for the provision of the

catering service.

4.4.2 The accounting period shall be from the first day to the last day of each

month. Accounts received by HO for the food service must be remitted within

30 days of receipt of an accurate, certified account. HO does not accept

responsibility for delays in payment due to the submission of inaccurate

accounts.

4.4.3 The service-provider shall provide food on an all-risk basis and HO will only

pay for actual meals and beverages issued to meetings. The amount claimed

from HO for meals served shall not exceed the amount in the pricing

schedules, forms WCBD3.2, subject to the provisions under Pricing. This will

enable HO’s Contract Manager to monitor and keep account of all meals,

snacks and beverages served on each occasion to meetings in terms of the

contract.

4.4.4 The service-provider must provide HO with a document to verify meeting

meals served per month. Monthly payment claims for meals must be

submitted to HO’s Contract Manager on the service-provider’s official

invoices by the 2nd weekday of next month and must be supported by the

schedules reflecting the total number of meals served and their cost. The

service provider must submit a monthly report detailing the meal evaluation

forms, of which the requirements will be made available to the successful

bidder.

www.westerncape.gov.za 19 19 18

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

www.westerncape.gov.za27

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

Wcbd 3.2

Pricing schedule (services)

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Name of bidder: ............................................................ Bid number WCGHSC0380/2026

Closing time: 11:00 on friday, 3 october 2025 offers shall be valid for 90 days from closing date of bid

ITEM QUANTITY DESCRIPTION OF PRODUCT Price (R)

28 www.westerncape.gov.za

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

Wcbd 3.2

Pricing schedule (services)

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Name of bidder: ............................................................ Bid number WCGHSC0380/2026

Closing time: 11:00 on friday, 3 october 2025 offers shall be valid for 90 days from closing date of bid

1.2 Quantity BREAKFAST option (Per Person) Price per Price per Price per Price per

person/ person for person for person for

item group is group 20- Group

smaller 50 Above

than 20 PAX/Item 50PAX/

Item

Muffins and scones: healthy options

2 pp

(low sodium, low sugar), assorted

flavours (fruit, seeds, oat, bran, R............ R............ R............ R............

nuts). Individual, mini portions of

butter & assorted jams

2 pp Muffins and scones: healthy

options (low sodium, low sugar),

www.westerncape.gov.za 29

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

Wcbd 3.2

Pricing schedule (services)

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Name of bidder: ............................................................ Bid number WCGHSC0380/2026

Closing time: 11:00 on friday, 3 october 2025 offers shall be valid for 90 days from closing date of bid

1.3 Quantity DESCRIPTION OF ITEMS Price per Price per Price per Price per

person/ person for person for person for

item group is group 20- Group

smaller 50 Above

than 20 PAX/Item 50PAX/

Item

1.3.1 Seasonal fruit platters

(Vegan Option)

1pp

tax compliance status cannot be verified or if a bidder’s tax status is non-compliant on the

tax compliance for the bid to be considered

Tax compliance status

Tax compliance requirements

Tax Compliance Status, (TCS’) or PIN may also be made via e-Filing through the SARS

TCS PIN is available, but the bidder is registered on the Central Supplier Database, (‘CSD’), a

CSD registration no

CSD number

CSD number must be provided

CSD registration will all be considered part

Central Supplier Database (CSD) at the time of bid closing

Central Supplier Database, (‘CSD’), a

proof of experience in the provision

abase (CSD) at the time of bid closing. Bidders

already registered on the CSD must have confirmation of their registration AND ensure that their status is up to

date prior to bidding by contacting www.csd.gov.za.

not be considered. Any prospective unregistered bidder must register as a supplier on the CSD prior to bidding.

CSD self-registration only: www.csd.gov.za; Contact email: [email protected]

Where a bidder’s tax compliance status cannot be verified or if a bidder’s tax status is non-compliant on the

CSD, the bidder will be afforded 7 working days to confirm tax compliance for the bid to be considered.

status on the SEB or CSD. Please complete your claims for both the 80/20 and 90/10 preference points systems

in the WCBD6.1, as well as the attached form WCBD4. All other mandatory documents held on the CSD will be

Please refer all technical/specification enquiries to Wendy Einarsen at telephone no 021 483 3715 or email

Please ensure that bids are delivered to the correct address before bid closing. Late bids will not be accepted

All bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing. Bidders

Please refer all technical/specification enquir

If the answer to all of the above is “NO”, IT is not a requirement to register for a tax compliance status

B-BBEE Minimum Level: 1

B-BBEE Details: date prior to bidding by contacting www.csd.gov.za.

Unregistered bidders or bidders with suspended registration will be deemed non-compliant and their bids will

not be considered. Any prospective unregistered bidder must register as a supplier on the CSD prior to bidding.

CSD self-registration only: www.csd.gov.za; Contact email: [email protected]

Where a bidder’s tax compliance status cannot be verified or if a bidder’s tax status is non-compliant on the

CSD, the bidder will be afforded 7 working days to confirm tax compliance for the bid to be considered.

The B-BBEE status on form WCBD 6.1 in your bid document will be used to evaluate the bid, not your B-BBEE

status on the SEB or CSD. Please complete your claims for both the 80/20 and 90/10 preference points systems

in the WCBD6.1, as well as the attached form WCBD4. All other mandatory documents held on the CSD will be

accepted by the Department of Health & Wellness (WCGHW) for consideration of formal bids.

This bid is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special

Conditions of Contract.

The successful bidder will be required to complete and sign a written contract form (WCBD7.1).

Please refer all technical/specification enquiries to Wendy Einarsen at telephone no 021 483 3715 or email:

[email protected].

pp HEAD OF DEPARTMENT: HEALTH AND WELLNESS WESTERN CAPE GOVERNMENT HEALTH & WELLNESS

Goods & services sourcing

Date: 03/09/2026 bid opened @ 11:00

02 october 2026

1. ....................... 2) .......................

Signed signed

www.westerncape.gov.za

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

Wcbd 1

Part a

Invitation to bid

Zero-tolerance to fraud, theft

review project effectiveness and the service-provider’s compliance with health and

safety regulations.

End-user The institution, Head Office, abbreviated as ‘HO’, that requires provision of a

specialized outsourced service to fulfil a need for which it does not have the in-house

capacity, and who retains the services of a service-provider to carry out such service

in accordance with an agreed contract.

• Freshness: Provide fresh, high-quality ingredients in all meals using seasonal

produce where possible.

• Safety: Adhere to all food safety and hygiene standards to prevent

contamination and ensure the well-being of attendees.

www.westerncape.gov.za 8

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 2: Service Specification Details of offer

1.4 General

1.4.1 The bid will be subject to the General Conditions of Contract (GCC) of which

a copy is included in the bid documents for the information of bidders. The

successful bidder must accept the terms and conditions of the GCC.

1.4.2 NOTE: Please insert any annexures in the order as indicated in the index

and add them after the last documents in your bid offer with page

separators in-between.

2.1 Evaluation criteria

• Suppliers will be evaluated solely on information submitted in

response to this bid

• The Department will establish an evaluation committee to evaluate

the offers using a pre-defined set of evaluation criteria.

• This committee will assess the offers using this document, as well as

compliance with all standard conditions and special conditions of

bid, as the basis for the evaluation.

2.1.1 The following process will be followed to evaluate all offers:

2.1.1.1 Phase 1:

• The Department has decided to apply pre-qualification criteria to

advance certain designated groups, and therefore only bidders having a

stipulated minimum B-BBEE status level of contribution – B-BBEE status level

1 will be considered. A bidder that fails to meet this criterion is an

unacceptable bid and will not progress to Phase 2.

2.1.1.2 Phase 2:

• Compliance and completion of the evaluation criteria, as outlined below.

Suppliers must submit the following compulsory documentation: Food

acceptability certificate, Halaal / kosher certificate

2.2 Halaal compliance requirements:

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 2: Service Specification Details of offer

2.3 Separation of facilities and equipment:

• Facilities and equipment used to prepare non-Halaal food cannot be

used for the storage and preparation of Halaal food.

2.4 Halaal certification:

• The submitted Halaal / Kosher certificate must cover all the above

aspects, ensuring that the ingredients and the entire preparation process,

including facilities and equipment, comply with Halaal / Kosher standards.

• In the event where there is a Halaal / Kosher requirement, bidders who do

not have a Halaal / Kosher Certificate, are encouraged to sub-contract a

portion of the contract (not exceeding 25%) to a party who would have

the necessary certification and such documentation must be provided as

proof before closing date.

including refrigeration and dry storage

areas, ensuring they are clean and

organized.

www.westerncape.gov.za

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Para Section 2: Service Specification

3.1.4 Food Handling Procedures Observe food handling practices

to ensure they follow food safety

standards, including proper use of

gloves and hairnets.

are stored and prepared

separately to avoid cross-

contamination. Verify that allergen

control measures are in place to

prevent cross-contamination and

that dietary and allergen

information is accurately

communicated

3.1.5 Health and safety Compliance Confirm that the caterer has the

necessary permits and licenses to

operate a food business from

home or other sites.

certificates and food safety

training certifications for staff.

3.1.6 fully serviced fire extinguishers,

smoke detectors, and first aid kits.

• In the event where there is a Halaal requirement, bidders who do not have a Halaal certificate

are encouraged to sub-contract a portion of the contract (not exceeding 25%) to a party who

would have the necessary certification, and such documentation must be provided as proof

before closing date.

• Catering special dietary and allergy requirements may also be outsourced to suitably qualified

and certified suppliers.

• Certificate of acceptability for food premises must be provided before closing date
• Site visits will be conducted regarding food preparation, storage, packaging, carting and

transportation

• Supplier must provide own staff and necessary equipment for the servicing at the various

points as indicated per order.

• Suppliers must be able to provide service within 3 days' notice.
• All prices must include VAT and delivery.
• Quoted value to reflect total cost as per this sheet.
• Supplier MUST only render services after receipt of confirmation from the Supply Chain unit

at Head Office.

• Supplier to provide servicing slip per a service (service note must be signed off by user) and

submit invoices per order.

• Price must be firm for the duration of the contract period of 12 months OR when the

threshold value of R 1 million is reached.

• Suppliers must quote on all Items
• All groups must have crockery and cutlery inclusive in pricing
• Any packaging to be used to serve the drinks or food should be re-usable, recyclable and/

or in bio-degradable form e.g. paper bags, cups and related utensils/ unless stated differently

in the specification as they might bring paper cups for coffee/tea, but the user might want glass.

www.westerncape.gov.za

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

paragraph 4.1.2.1. to 4.1.2.14, or acceptable, well-motivated written

explanations where deviations occur, from the preferred bidder when such

service-provider has been determined. Failure to comply with either of these

requirements will lead to exclusion of the offer.

(a) Please answer every question by marking ‘Yes’ or ‘No’ with an X where

applicable. Only bidders who comply with the following requirements in this

section will be considered for acceptance. Bidders are therefore required to

declare their compliance at the end of this section.

Mark ‘Yes’ or ‘No’ with

4.1.2.1 Bidder’s organisational status WESTERN CAPE GOVERNMENT HEALTH & WELLNESS X where applicable

• Individual ownership GOODS & SERVICES SOURCING Yes No
• A company BID OPENED @ 11:00 Yes No
• A close corporation 02 OCTOBER 2026 Yes No
• Partnership 1) ....................... 2) ....................... Yes No
• Joint venture SIGNED SIGNED Yes No

4.1.2.2 Compensation for Occupational Injuries and Diseases Act (COIDA), Act 130 Yes No

of 1993

• Is the bidder registered with the Commissioner for COID? Yes No

4.1.2.3 Unemployment Insurance Fund (UIF) Yes No

• Is the bidder registered with the Commissioner for UIF? Yes No

4.1.2.4 Pay as you earn (PAYE) Yes No

• Is the bidder registered with the Commissioner for PAYE? Yes No

4.1.2.5 Occupational Health and Safety Act, 1993 (Act ) and Regulations Yes No

• Is the bidder prepared to accept full responsibility in terms of Section 37(2) Yes No

of the Act?

www.westerncape.gov.za

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

4.1.4.1 The Constitution of the Republic of South Africa (Act )

4.1.4.2 The Employment Equity Act (Act )

4.1.4.3 The Labour Relations Act (Act )

4.1.4.4 The Basic Conditions of Employment Act (Act )

4.1.4.5 Occupational Health and Safety Act (Act no ) and regulations

4.1.4.6 Occupational Injuries and Diseases Act (Act ),

4.1.4.7 The Health Act, 2003 (Act ). Regulation 638 relates to the hygienic

handling of food and the inspection of food premises published under this

Act, which is also enforced by local authorities (EHPs at municipalities) in their

areas of jurisdiction.

4.1.4.8 The Foodstuffs, Cosmetics and Disinfectants Act, 1972 (Act ). This

local authorities (EHPs at municipalities) enforce it in their areas of jurisdiction.

Food import control is conducted by Port Health Services (EHPs of Western

Cape Government Health). Regulation 908/1977 relates to the marking and

labelling of meat packaging with the required information in legible print.

4.1.4.9 The Meat Safety Act, 2000 (Act no ) and related regulations.

of another service-provider.

4.9 Security

4.9.1 The service-provider must supply a list with the names of all his staff at HO to

HO’s Contract Manager for security purposes. Any personnel changes must

be reported in writing to the Contract Manager, who will inform HO’s security

section in turn. Unidentified staff and staff whose names do not appear in

the security section’s records will not be allowed access to all Western Cape

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.10 Fire and safety precautions

4.10.1 The service provider shall ensure compliance with the provisions of the

4.10.2 The end-user/service-provider shall report any hazardous situation in writing

to HO. Similarly, HO will report any hazardous situation that requires the

service-provider’s attention, to the service-provider in writing through the

drill procedures of HO and are aware of the locations of fire extinguishers on

the premises. The service-provider must be familiar with HO Major Incident

4.10.4 Fire extinguishing equipment in the service-provider’s designated

operational areas must be recorded on his inventory schedule, however, HO

will request updates of this equipment and ensure that it is in good working

order.

5.10.5 The service-provider must ensure that all electrical appliances used in the

execution of the contract, and for which he is responsible, are in good

working order, will not trip the earth leakage system of any facility where

catering service is provided or pose a fire hazard to any person, property or

premises.

4.10.6 Any power disruptions caused by the service-provider’s faulty equipment

can have severe and adverse effects on the operation of HO.

assorted flavours (fruit, seeds, oat,

bran, nuts).

2 pp Assorted biscuits (bulk-packed

preferred; individual wrapping R............ R............ R............ R............

only if required by the

department)

2 pp Yoghurt & fruit cups (seasonal fruit) R............ R............ R............ R............

2 pp Assorted individually wrapped rusks R............ R............ R............ R............

Section 1.4 9

Paragraph 1.4.1 General 10

Paragraph 1.4.2 Note to service provider 10

Section 2.1 - Evaluation Criteria 10

Paragraph 2.1.1 - Phase 1 10

Paragraph 2.1.2 - Phase 2 10

Section 2.2 - Halaal 10

Paragraph 2,2 Halaal Compliance Requirement 10

Section 2.3 - Equipment 11

Paragraph 2.3 Separation of Facilities and Equipment: 11

Section 2.4 11

Paragraph 2.4 Halaal Certification: 11

Section 2.5 Important documents 12

Paragraph 2.5.1 Documents required 12

Section 2.6 Experience 12

Paragraph 2.6.1 Experience in catering 12

Section 3.1 Site Visit 12

Paragraph 3.1.1 Points scoring on site visit. 12

Paragraph 3.1.2 Cleanliness and hygiene of premises 12

Paragraph 3.1.3 Equipment and facilities 12

Paragraph 3.1.4 Food handling procedures 13

Paragraph 3.1.5 Health and Safety compliance 13

Paragraph 3.1.6 Fire and Safety compliance 13

Paragraph 3.1.7 Storage and Inventory management 13

Paragraph 3.1.8 - Quality control process 13

Paragraph 3.1.9 Customer interaction 13

Paragraph 3.1.10 - Order Management 14

Section 4 Special conditions of contract 15-16

Paragraph 4.1 Applicable Documents 15-16

Paragraph 4.1.1 Compulsory bid documents 15-16

Paragraph 4.1.2 - Compulsory evaluation documents 15-16

Paragraph 4.1.3 Applicable Acts 18-19

Paragraph 4.3 Pricing 19

Paragraph 4.4 Accounting 19

Paragraph 4.4 Evaluation WESTERN CAPE GOVERNMENT HEALTH & WELLNESS 20

Paragraph 4.5 Guarantee and surety GOODS & SERVICES SOURCING 20

Paragraph 4.6 Liaison 21

Paragraph 4.7 Public liability and insurance indemnity BID OPENED @ 11:00 21-22

Paragraph 4.8 - Security 22 02 OCTOBER 2026

Paragraph 4.9 - Fire and safety precautions 23

1. ....................... 2) .......................

Paragraph 4.10 Industrial action, unrest and force majeure 23

Paragraph 4.11 Disturbances 24

Section 4 Special conditions of contract (continued)

Paragraph 4.12 Restrictions 24

Paragraph 4.13 Transport 24

Paragraph 4.14 Waste disposal 24

Paragraph 4.15 Promotional and advertising material 24

Paragraph 4.16 Transfer and cession 24

Paragraph 4.17 Breach and termination 25

Paragraph 4.18 Dispute resolution 26

Paragraph 4.19 Mediation 26

Paragraph 4.19.1 Arbitration 26

Paragraph 4.19.2 General 27

WCBD3.2 Pricing Schedules

Item 1 Menu A: Cost for beverages 28

Item 2 Menu B: Cost for breakfast options 29

Item 3 Menu C: Cost for platters 30-31

Item 4 Menu D: Cost for lunch options 32-33

Item 5 Menu E: Cost for deserts 34 -35

Item 6 - Cost breakdown for total cost of service 36

WCBD4 Declaration of Interest 37-43

WCBD 6.1(b) Preference Points Claim Form; Sworn affidavit for B-BBEE/QSE 44-50

GCC General Conditions of Contract 51-63

Annexure A Example of compulsory briefing session/site inspection attendance 64

register

Annexure B Bidder’s profile 65

Annexure C Guarantee 66

Annexure D Example of inventory schedule 67

Annexure E Accounting schedules 68

Annexure E1 Example of daily provisions issue statement 69

Annexure E2 Example of broadsheet 70

Annexure E3 Example of monthly invoice 71

Annexure F Occupational health and safety agreement 72

Annexure G Circular H86/2017 - guidelines for healthy eating Additional

prospective bidders are responsible for furnishing the following compulsory

bid and evaluation documents in their bid offer where the requirement is

stated. Bidders shall check the number of the pages and ensure that none

are missing or duplicated, as no liability will be accepted for challenges

arising as a result.

4.1.1 Compulsory bid documents

4.1.1.1 WCBD1 - Invitation to Bid.

4.1.1.2 WCBD3.2 - Pricing schedules

4.1.1.3 WCBD4 - Declaration of Interest

4.1.1.4 WCBD6.1(b) - Preference claim form

4.1.1.5 Tax Clearance Certificate - Proof of current valid certificate

4.1.1.6 BBBEE Certificate - Proof of current valid certificate

4.1.1.7 Annexure B - Company profile

4.1.1.8 Annexure C - Guarantee (to be provided by successful bidder within 14 days of award)

4.1.2 Compulsory evaluation documents – declaration/affidavit

4.1.2.7 Public Liability Insurance Yes No

• Is the bidder registered for public liability insurance, and can proof be Yes No

provided?

• The successful service-provider shall maintain public liability insurance with Yes No

a minimum cover of R5 000 000 for the full duration of the contract. Proof of

such insurance must be submitted to WCDHW prior to commencement of

the service. The service-provider shall ensure that the insurance policy

remains valid for the entire contract period and shall provide updated proof

of renewal upon request by WCDHW. Failure to provide proof within the

required timeframe may result in withdrawal of the award and appointment

of an alternative service-provider.

4.1.2.8 Value Added Tax (VAT) Yes No

• Is the bidder VAT registered? Yes No

4.1.2.9 Tax Clearance Certificate Yes No

• Is the bidder registered with SARS for Tax? Yes No

4.1.2.10 SABS/SANS 10049:2019/ISO compliant Yes No

• Can the bidder prove that all food supplied to HO comply with the specified Yes No

quality standard and adhere to SABS specifications for the handling and

preparation of food

4.1.2.11 Compliant with the Health Act, 2003 (Act ), Regulation 638, Yes No

“Regulations Governing General Hygiene Requirements for Food Premises, the

Transport of Food and Related Matters”, 2018

• The contract manager must be furnished with proof of application within 2 Yes No

weeks of contract award. Until the local authority (municipality) issues the

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.5. Bid evaluation

4.5.1 The specification and conditions here and elsewhere in this bid, any

documents where bidders have been required to respond, and compliance

with inherent requirements, such as CSD registration will all be considered part

of the evaluation of received bids.

4.5.2 The following factors will be considered during evaluation of this bid:

4.5.2.1 At least 2 years’ experience and knowledge of meeting catering services in

a public and/or private sector health environment. Only recognised,

reputable catering service-providers with proof of experience in the provision

of hospital catering services will be considered.

4.5.2.2 The provision of references for similar food services undertaken. Bidders must

provide detailed information of their experience in the catering trade,

acceptable proof of the ability to supply high quality meals and a list of current

catering contracts with their bid documents.

4.5.2.3 A detailed, documented system analysis for a functional organisational

structure as a basis for managing this contract. Please see Annexure B. Bidders

must clearly indicate envisaged organisational principles, procedures and

functions for the effective management and operation of the institution in the

analysis submitted with their bid documents.

4.5.2.4 Neither offers deviating from the specified requirements, nor alternative,

qualified, conditional or incomplete offers will be considered. WCDHW will not

be obliged to enter into correspondence with bidders about this condition.

4.6 Guarantee and surety

4.6.1 Please see paragraph 7 of the General Conditions of Contract. The

prospective service-provider shall furnish the Directorate Sourcing, WCDHW

Head Office with a financial guarantee equivalent to 2.5% of the total

contract value, the monetary value which shall be determined in the letter of

acceptance, within 14 days of notification of the acceptance of the bid.

4.6.2 The proceeds of the performance security shall be payable to HO as

compensation for any loss resulting from the service-provider’s failure to

complete his obligations under the contract.

4.6.3 If the prospective service-provider fails to comply with this requirement, the

the contract without prejudice to any other rights it may have, and to recover

any damages suffered due to this failure and the need to accept a less

favourable bid for the catering service.

4.6.4 The type of financial guarantee shall be valid for the duration of the contract

and shall be in the currency of the contract, or a freely convertible currency

acceptable to the end-user and shall be in one of the following forms, in

accordance with paragraph 7.1 of the General Conditions of Contract:

• a bank guarantee or an irrevocable letter of credit issued by a reputable

bank in the end-user’s country or in a foreign country acceptable to the

end-user, in the form provided in the bid documents or another form

acceptable to the end-user; OR

• a cashier’s or certified cheque

www.westerncape.gov.za20 20

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

facilitate the flow of information regarding operational issues between the

parties.

4.7.3 The service-provider must furnish the curriculum vitae of this Catering Manager,

who will manage the specialist food service operation of HO for the duration of

the contract, within 14 days before the contract starts.

4.7.4 To promote efficient liaison between HO and the service-provider after award

of the contract, the service-provider shall provide the following information:

• the physical address of its nearest office to the location of the contract.

4.8 Public liability and insurance indemnity

4.8.1 The service-provider shall indemnify HO and hold it harmless against:

4.8.1.1 any damage to HO’s movable or immovable property, any loss resulting directly

or indirectly from damage to such property, any act or omission on the part of

the service-provider or its staff, or any damage arising from the use and

occupation of HO’s property by the service-provider,

4.8.1.2 legal liability for any claims that may be made against HO arising from

damage to movable or immovable property of any third parties, including any

damage resulting directly or indirectly from any act or omission on the part of

the service-provider or its staff, or any damage arising from the use and

occupation of HO’s property by the service-provider,

4.8.1.3 legal liability claims in the event of the death, injury or illness of any person,

including employees of HO or their dependents, or any associated loss resulting

or arising from any act or omission on the part of the service-provider or its staff,

or any damage arising from the use and occupation of HO’s property by the

service-provider, or

4.8.1.4 any reasonably incurred legal costs, including attorney and client costs,

relating to claims or actions against HO arising from any act or omission on the

part of the service-provider or its staff, or any damage arising

from the use and occupation of HO’s property by the service-

provider.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.8 PUBLIC LIABILITY AND INSURANCE INDEMNITY (continued)

4.8.2 For the proper fulfilment of the indemnity, the service-provider shall submit

proof of the insurance cover held and maintained to cover the risks above

as well as the amount of such cover, within 14 days of the date of the letter

of acceptance.

4.8.3 If HO deems this amount insufficient, it reserves the right to request the

service-provider to increase the cover at his expense to the value

determined by HO.

4.8.4 If the service-provider fails to pay the premiums required to maintain the

insurance cover, an equivalent amount will be deducted from its monthly

service account to ensure that cover is maintained.

4.8.5 This bid will be accepted on condition that HO may terminate the

agreement in its sole discretion and without prejudice to any other rights it

may have, if the service-provider fails to submit proof of the insurance cover

required above. The service-provider shall be liable for any damage which

incurred in this way.

4.11 Industrial action, unrest and force majeure

4.11.1 The service-provider shall be liable for the provision of the catering service

irrespective of the effect of industrial action and/or unrest on management

staff and other food service staff it employs.

4.11.2 During industrial action and/or unrest the service-provider’s staff will be

present on HO premises at their own risk. HO shall not be liable for any

damage to property or equipment of the service-provider or his staff, or injury

to or death of the service-provider’s staff. The service-provider shall

indemnify HO against such damages or claims and legal costs including

attorney and client costs.

4.11.3 Should the service-provider’s staff embark on a strike/industrial action they

will not be allowed onto HO premises.

4.11.4 If the premises used by the service-provider to provide the catering service

should become either partially or completely inaccessible due to force

majeure (Act of God, e.g. floods, wind-storms) or fire damage, HO and the

service-provider shall agree mutually on methods to continue the WESTERN CAPE GOVERNMENT HEALTH & WELLNESS

service as best as possible. GOODS & SERVICES SOURCING

Bid opened @ 11:00

02 october 2026

www.westerncape.gov.za23 1) ....................... 2) .......................

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing SIGNED SIGNED

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

4.13 Restrictions

4.13.1 HO reserves the right, within reason, to implement such regulatory measures

as it may deem necessary to maintain hygiene standards, safety and order

on the premises. If the service-provider fails to comply with these measures

despite written notification by HO, its non-compliance may be considered

breach of contract.

4.14 Transport

4.14.1 The service-provider shall provide all suitable and approved transport

services necessary for the proper execution of its management and food

service functions and shall be fully liable for conveying supplies and staff to

Ho.

4.14.2 The vehicle transporting food products for delivery shall be a closed,

insulated, refrigerated delivery truck with an inner temperature not

exceeding 7°C. It must be clean, sanitized and should not be used for any

other purpose, nor should fresh and perishable foodstuffs be transported with

other goods that may contaminate them. The vehicle may be subjected to

random inspection at HO’s discretion.

4.14.3 The service-provider shall provide its own trolley(s) with which to transport

food products into HO’s Food Service storage area. Under NO circumstances

may the supplier use HO’s trolleys.

4.15 Waste disposal

4.15.1 The service-provider shall place all refuse generated by its food service in

sturdy refuse bags at least 50 microns thick, seal these bags with cable ties

and place them in HO’s waste containers in the goods yard. HO will dispose

of such refuse at its own discretion and at no cost to the service-provider.

4.16 Promotional and advertising material

4.16.1 The service-provider may not display any promotional sign, poster, name-

plate, article or object with its name or logo within HO or on HO premises

without the written approval of HO’s Head or his representative. HO reserves

the right to remove any such undesirable item at the service-provider’s cost.

4.17 Transfer and cession

4.17.1 The service-provider must be the sole provider of the catering service. The

use of sub-contractors will not be allowed without the prior written permission

of WCDHW. If sub-contracting is unavoidable, the relevant paragraphs of

preference claim form WBCD6.1(b) will apply.

4.17.2 The service-provider will not cede, transfer, sell or alienate the contract or a

part of it in any way to any other person or company without obtaining prior

written permission from the WCGH, and on condition that the cessionary

complies with all requirements of this contract.

24 www.westerncape.gov.za

Western Cape Government Health & Wellness | Sub-Directorate Good & Services Sourcing

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Health and wellness for a 3-YEAR period.

Bidders must complete the “details of offer “column of this document in full, and reply “complies” or “does not

comply” to indicate the offer’s compliance with requirements. Failure to reply to all sections will make an offer

ineligible for evaluation.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.18 Breach and termination

4.18.1 Should either party commit a breach of this contract’s provisions and fail to

remedy that breach within 14 days after receipt of a written notice, the non-

defaulting party, without prejudice to any other right it may have as a result of

the breach, shall be entitled to cancel the contract with the other party upon

written notice to the address in the contract. The parties agree that the provision

of paragraph 23 of the General Conditions of Contract will apply in that event, if

it is not conflict with the contract.

4.18.2 The service-provider’s right to use or occupy any part of the premises or use any

equipment of HO, shall cease on termination of the contract.

4.18.3 HO shall be entitled to determine the value of any missing items in collaboration

with the contractor, and to deduct the amount of the value or reduced value of

such items from any amount due to the contractor.

4.18.5 If HO should be closed permanently for any reason, HO shall give the service-

provider 3 months prior written notice of the intended closing, and shall reserve

the right to terminate this agreement with the service-provider at the time of

closing.

4.18.6.1 The service-provider agrees that the termination of its contract (either when the

3-year term or any extensions have expired) and the commencement of a new

service does not constitute a transfer or cession of the service:

• either in the legal sense, or
• as contemplated in the latest version of the Accounting Officer’s System for

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.19 Dispute resolution

4.19.1 Mediation

4.19.1.1 Any dispute arising from or relating to this contract may be referred to a

mediator without legal representation by the parties.

4.19.1.2 The dispute shall be heard by a mediator selected by agreement between

the parties, at a place and time he/she has determined in consultation with

the parties.

4.19.1.3 If the parties cannot agree on a particular mediator within 5 calendar days

after agreeing to refer the matter for mediation, the serving President of the

Law Society of the Cape of Good Hope shall nominate a mediator within 10

calendar days after the parties’ failure to agree.

4.19.1.4 The mediator at his/her sole discretion shall determine whether the referral

shall be made by written or verbal representations, on condition that he/she

shall consult with the parties about this determination and be guided by their

mutual and reasonable desire of how the representations should be made.

4.19.1.5 The parties shall have 14 calendar days to finalize their representations.

Within 14 calendar days of receiving the representations, the mediator shall

provide a written opinion on the matter and furnish each party with a copy,

by hand or by registered post.

4.19.1.6 The mediator’s opinion shall be final and binding on the parties unless a party

is unwilling to accept it. Should this happen, the unwilling party may institute

legal proceedings in a court with appropriate jurisdiction, unless the parties

agree to refer the dispute to arbitration. The mediator’s opinion shall not

prejudice the rights of either party in any way if either legal proceedings or

arbitration should ensue.

4.19.1.7 The mediator shall determine the cost and liability for the cost of mediation,

which shall be due and payable to the mediator on presentation of his/her

written account.

4.19.2 Arbitration

4.19.2.1 Any dispute arising from or relating to this contract may be referred to

arbitration.

4.19.2.2 According to the provisions of the Arbitration Act, No. , arbitration

shall be held in Cape Town with the intention that it be concluded within 14

calendar days where possible.

4.19.2.3 Unless otherwise stated here, if the disputed matter is -

(i) primarily a legal matter, the arbitrator shall be a practising senior

advocate of the Cape Bar;

(ii) any other matter, the arbitrator shall be an independent, suitably

qualified person mutually agreed upon by the disputing WESTERN CAPE GOVERNMENT HEALTH & WELLNESS

parties GOODS & SERVICES SOURCING

Bid opened @ 11:00

02 october 2026

1. ....................... 2) .......................

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.19.2 Arbitration (continued)

4.19.2.4 If parties cannot agree whether the question in dispute falls under (i) or (ii) above

and/or on a particular arbitrator within 7 calendar days after agreeing to refer

the dispute to arbitration, the serving Chairperson of the Cape Bar Council shall:

• determine whether the question in dispute falls under (i) or (ii); and/or
• appoint an arbitrator from two arbitrators nominated by each party within 7

calendar days after the parties’ failure to agree.

4.19.2.5 The arbitrator shall provide his/her decision within 14 calendar days after the

completion of arbitration. He/she may determine that the arbitration costs be

paid either by one or both parties and at a rate he/she considers appropriate.

4.19.2.6 The arbitrator’s decision shall be final and binding and may be made an order

of the Western Cape High Court, Cape Town on application by either party.

4.20 General

4.20.1 Receipt of the invitation to bid does not confer any right on any party in respect

of the services or in respect of, or against, the Department of Health. The

4.20.1.1 - to withdraw any services from the bid process, to terminate any party’s

participation in the bid process or to accept or reject any response to this

invitation to bid on notice to the bidders without liability to any party;

accordingly, parties have no rights, expressed or implied, with respect to any

of the services as a result of their participation in the bid process,

4.20.1.2 - to amend the bid process, closing date or any other date at its sole discretion,

4.20.1.3 - to cancel the bid or any part of the bid before the bid has been awarded,

4.20.1.4 - not to accept the lowest or any other bid and to accept the bid which it

deems shall be in the best interest of the Department,

4.20.1.5 - not to award the bid to the highest points or lowest price,

4.20.1.6 - to reject all responses submitted and to embark on a new bid process.

Paragraph 1.1.6 Quality and Standard 8

Paragraph 1.1.7 Service Quality 9

Paragraph 1.1.11 - Evaluation and performance 9

Section 2.1 - Evaluation Criteria 10

Paragraph 3.1.1 Points scoring on site visit. 12

Paragraph 3.1.8 - Quality control process 13

Paragraph 4.1.2 - Compulsory evaluation documents 15-16

Paragraph 4.4 Evaluation WESTERN CAPE GOVERNMENT HEALTH & WELLNESS 20

WCGHSC0380/2026 for the provision of catering and events at head office, western cape government

Bid number: WCGHSC0380/2026 closing date: friday, 02 october 2026 closing time: 11:00

status on the SEB or CSD. Please complete your claims for both the 80/20 and 90/10 preference points systems

Bid no WCGHSC0380/2026 Closing date: Fri, 02 OCTOBER 2026 Closing time 11:00

WCGHSC0380/2026 for the provision of catering and ev