Provision of halal-friendly catering services for PRASA meetings — western cape region, 6 months

Closing

• 15 October 2026 at 12:00 — sealed bids to the PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town.

Briefing session

• 08 October 2026 at 10:00 — non-compulsory RFQ briefing on Microsoft Teams, lasting one hour. Information is not repeated for late joiners.

Validity

• Bids remain valid for 60 working days from the closing date.

Non-compulsory RFQ briefing session

• Date and time: 08 October 2026 at 10:00
• Venue: Microsoft Teams (meeting link provided in the RFQ)
• Duration: one hour
• Attendance is not compulsory, but information given at the session is not repeated for bidders who join late.

Bidding procedure enquiries

• Contact: Qaqamba Kona
• Telephone: 021 832 1040
• Email: [email protected]

Complaints

• Email: [email protected]
• A complaint must state the bid description, bid reference number, closing date, supplier name, supplier contact details and the detailed complaint.

Submission address

PRASA Tender Drop Off Office

3 Old Marine Drive

Cape Town

Submission

• Method: sealed envelope deposited in the bid box at the PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town.
• Closing: 15 October 2026 at 12:00. Late bids are not accepted.
• Bidders must fill in and sign the closing/submission register at the drop-off office when handing in the RFQ.
• Bids must be submitted on the official forms provided; re-typed submissions are not accepted.
• A response must not contain documents or references relating to any other quotation; additional conditions must be set out in an accompanying letter.
• Changes to a quotation after the closing date and time are not considered.
• Quotations are binding offers; any exceptions must be stated clearly and specifically.
• Validity period: 60 working days from the closing date, extendable on the same terms if internal processes are not finalised.

Returnable documents

• Stage 1A (disqualifying if missing): Price Schedule in the prescribed format with the price in words; Certificate of Acceptability (CoA).
• Stage 1B (may be requested at pre-award stage and must be supplied within 3 working days): Letter of Good Standing (COIDA); valid SARS PIN; CSD registration number or CSD report; all RFQ documentation completed including all declarations; signed submission register; proof of bank account; company registration documents (Certificate of Incorporation); certified ID copies of owners.
• Stage 1C (scoring only): certified ID copies of owners; B-BBEE certificate or affidavit.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with the procuring institution, interests in related enterprises, and PEP/PIP exposure.
• SBD 6.1 (Preference Points Claim): claims the 20 specific-goals points under the 80/20 system.
• Proof of authority to sign (for example a company resolution) must accompany the bid.

Disqualification risks

• Late submissions, or submissions to the wrong address or venue.
• Missing Stage 1A documents.
• Failure to supply Stage 1B information within 3 working days of a request.
• Incomplete bids, or declarations left unsigned.
• Canvassing any SCM officer or PRASA employee between the closing date and the award.
• False declarations or incorrect information on which an award was based.

Stage 1A — mandatory (disqualifying if missing)

• Price Schedule in the prescribed format, with the price in words
• Certificate of Acceptability (CoA)

Stage 1B — other mandatory (may be requested within 3 working days at pre-award stage)

• Letter of Good Standing (COIDA)
• Valid SARS PIN
• CSD registration number or CSD report
• Completion of all RFQ documentation, including all declarations
• Signed closing/submission register at the PRASA Tender drop-off office, 3 Old Marine Drive
• Proof of bank account (bank-issued letter)
• Company registration documents (Certificate of Incorporation)
• Certified ID copies of the owners

Stage 1C — documents for scoring

• Certified ID copies of owners
• B-BBEE certificate or affidavit

Standard forms

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with the procuring institution, related-enterprise interests and PEP/PIP exposure.
• SBD 6.1 (Preference Points Claim): claims the 20 specific-goals points under the 80/20 system.
• Proof of authority to sign (for example a company resolution).

Stages

• Stage 1A — mandatory: non-submission disqualifies the bid. Price Schedule in the prescribed format with the price in words, and a Certificate of Acceptability (CoA).
• Stage 1B — other mandatory: may be requested at pre-award stage and must be supplied within 3 working days, failing which the bid is disqualified. Letter of Good Standing (COIDA), valid SARS PIN, CSD registration number or CSD report, completion of all RFQ documentation including all declarations, signing of the submission register at the PRASA Tender drop-off office, proof of bank account, company registration documents, certified ID copies of owners.
• Stage 1C — documents for scoring: certified ID copies of owners and a B-BBEE certificate or affidavit. Non-submission does not disqualify but scores zero for that criterion.
• Stage 2 — price and specific goals.

Scoring (80/20 preference point system)

• Price: 80 points, awarded as Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the price under consideration and Pmin the lowest acceptable price.
• Specific goals: 20 points — B-BBEE contributor status of at least Level 2 (10 points) and 51% Black women owned (10 points).
• Total: 100 points.
• No minimum qualifying score is stated.

Administrative responsiveness

• Incomplete bids are disqualified; all returnable documents, certificates, warranties and formalities must be in order.
• PRASA may award to the highest scoring bidder unless objective criteria justify an award to another bidder.

Scope

• Catering services for PRASA meetings in the Western Cape Region over a six-month period.
• All catering must be halal friendly.
• Service includes delivery and hire of serving equipment (plates, tongs, serving trays, urn, cups, glasses, saucers, teaspoons, milk jug, cooler with ice bags), plus serviettes, straws and tooth-picks per serving.

Menu 1 — estimated quantities over 6 months

• Bottled still water 500 ml: 120
• Bottled sparkling water 500 ml: 60
• 330 ml canned soda assortment (Coca-Cola, Fanta, Stoney, Sprite and similar): 120
• 350 ml bottled fruit juice assortment (orange, mango, fruit cocktail and similar): 60
• Coffee station (coffee, tea, milk, brown/white sugar, sweetener, honey), serving 20 people per meeting: 60
• Fruit skewers/platters, serving 15 people per meeting: 45
• Breakfast platter (muffins, scones, croissants and/or bread with fillings, butter, jam, cream, cheese, cream cheese and protein such as smoked chicken, salmon or spiced beef), serving 15 people per meeting: 45
• Meat platter (crumbed chicken strips, chicken wings, drumsticks, meat balls, mini sausages), serving 15 people per meeting: 45
• Savoury platter (chicken wraps, spring rolls, samosas, mini pies, mini sliders with lamb and chicken), serving 15 people per meeting: 45
• Hot meal option 1 — oxtail with samp and beans, savoury rice, mixed grilled vegetables, green salad, potato salad, chakalaka and sauces: 20
• Hot meal option 2 — grilled chicken quarter legs with savoury rice, mixed grilled vegetables, green salad, pasta, potato salad, chakalaka and sauces: 15
• Hot meal option 3 — grilled hake with savoury rice, mixed grilled vegetables, green salad, pasta, potato salad, chakalaka and sauces: 10
• Veggie platter: 10

Menu 2 — estimated quantities

• 330 ml canned soda assortment: 40
• 350 ml bottled fruit juice assortment: 30
• Braai lunch (2 pieces of chicken, 1 chop, sausage and a roll) with potato, chakalaka, noodle and Greek salads: 40
• Delivery and hire of serving equipment as listed above.

Pricing rules

• Prices in South African Rand, fixed, inclusive of all applicable taxes.
• Pricing must follow the supplied schedule format; a different format may render the bid non-responsive.
• Cost breakdown, price escalation basis and formula must be indicated.
• Discounts are considered only at the final evaluation stage and only on an unconditional basis.
• If the highest scoring bidder's price is not market related, PRASA may negotiate with that bidder, then the second highest scorer, then the third; if no market-related price is agreed, the RFQ is cancelled.

Schedule content

• Two menus (Menu 1 and Menu 2) with estimated quantities for beverages, breakfast platters, lunch platters, hot meals, veggie platters and hire/delivery costs.
• Each menu carries a subtotal, 15% VAT and total; a summary records the Menu 1 total, Menu 2 total and grand total including 15% VAT.

Pricing

• Quote in South African Rand on a fixed price basis, inclusive of all applicable taxes.
• Pricing must follow the supplied schedule exactly; using a different format may render the bid non-responsive.
• Cost breakdown, price escalation basis and formula must be indicated.
• The price must also be given in words alongside the price schedule.
• Discounts are considered only at the final evaluation stage and only on an unconditional basis.
• Delivery period: bidders offer their earliest possible delivery period in working days from date of order.
• Pricing schedule carries two menus (Menu 1 and Menu 2), each with a subtotal, 15% VAT and total, and a grand total summary.

Payment

• PRASA pays within 30 days of receipt of a correct tax invoice.

Market-related price

• If the highest scoring bidder's price is not market related, PRASA may negotiate with that bidder, then with the second highest scorer, then the third; if no market-related price is agreed, the RFQ is cancelled.

Registration and tax

• Self-registration on National Treasury's Central Supplier Database (CSD) is compulsory; business may not be awarded to a bidder that has not registered. Only foreign suppliers with no locally registered entity are exempt.
• A valid SARS Tax Compliance Status PIN is required, or a CSD number where no PIN is available; a printed TCS certificate may be submitted with the bid.
• Consortia, joint ventures and subcontractors: each party must submit its own TCS certificate/PIN and CSD number.

Disqualifying status

• Bids from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state, will not be considered.
• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers disqualifies the bidder.

B-bbee

• A B-BBEE certificate or sworn affidavit is required to claim preference points; without it the specific-goals score is zero.
• B-BBEE contributor status of at least Level 2 earns 10 of the 20 specific-goals points.
• 51% Black women ownership earns the remaining 10 points.

Food and labour compliance

• Certificate of Acceptability (CoA) is a Stage 1A mandatory requirement.
• Letter of Good Standing (COIDA) is required at pre-award stage.
• Company registration documents (Certificate of Incorporation) and certified ID copies of owners must be submitted.

PRASA General Conditions of Purchase

• These conditions form the basis of the contract; no oral variation is permitted and they are subject to any further special conditions PRASA prescribes in writing.
• Price adjustment may apply, calculated on the formula stated in the order.
• Payment is made within 30 days of receipt of a correct tax invoice.
• The supplier must deliver on or before the date stated in the order; late delivery or late completion may attract a penalty if imposed in the order, and no payment is made for items not supplied as ordered.
• Delivery documentation: packages must be marked with the supplier's name and destination details and include a packing note; an advice note must be sent on dispatch; a detailed priced invoice must follow, quoting the order number on all communications.
• No payment is made for containers or packing materials.
• Title and risk pass to PRASA on acceptance.
• PRASA may reject non-compliant items by written notice and require replacement or rework; rejected items may be returned at the supplier's risk and expense, and the supplier bears the cost of replacement.
• The supplier warrants conformity, fitness for purpose and freedom from defects for one year from acceptance, unless another period is stated in the order.
• The supplier indemnifies PRASA against claims arising from negligence, infringement of intellectual or legal rights, breach of statutory duty, or defective design, materials or workmanship.
• Subcontracting requires PRASA's prior approval; the successful bidder remains liable for performance.
• The contract is governed by South African law, with non-exclusive jurisdiction of the South African courts.

Submission and conduct

• Bids must reach the correct address before the closing time; late bids are not accepted.
• Bids must be on the official forms provided, not re-typed.
• The bid is subject to the Preferential Procurement Policy Framework Act 2000, the Preferential Procurement Regulations 2022, the General Conditions of Contract and any special conditions.
• A response must not include documents or references from any other quotation; additional conditions must be in an accompanying letter.
• Bidders must not canvass any SCM officer or PRASA employee between the closing date and the award; doing so may disqualify the bid.
• Changes to a quotation after the closing date and time are not considered.
• Quotations are binding offers; exceptions must be stated clearly.

Tax and registration

• A SARS PIN or CSD number is required; each consortium, joint venture or subcontractor party must submit its own TCS certificate/PIN and CSD number.
• Bids from persons in the service of the state, or entities with such directors or members, will not be considered.
• Registration on the Central Supplier Database is compulsory.

PRASA's rights

• PRASA may modify the goods, services or works and request re-bids, reject non-conforming quotations, and reject quotations submitted late or to the wrong venue.
• PRASA may cancel a contract if information furnished by the bidder proves incorrect after award.
• PRASA may award to the highest scoring bidder unless objective criteria justify another award, and may award to the next ranked bidder if the preferred bidder fails to sign or commence within a reasonable period.
• Proposed contractual terms submitted by a bidder are subject to review and acceptance or rejection by PRASA's Legal Counsel.
• Personal data disclosed by bidders is processed only for evaluation and award purposes.
• Validity period: 60 working days from the closing date, extendable on the same terms if internal processes are not finalised.
• Awards, amendments and cancellations are published on the National Treasury e-Tender portal.

Stage 1A — mandatory: Price Schedule in the prescribed format with the price in words, and a Certificate of Acceptability (CoA). Non-submission disqualifies the bid.

Stage 1B — other mandatory: Letter of Good Standing (COIDA), valid SARS PIN, CSD registration number or report, completion of all RFQ documentation including all declarations, signed submission register at the PRASA Tender drop-off office, proof of bank account, company registration documents, and certified ID copies of owners. May be requested at pre-award stage; failure to provide within 3 working days disqualifies the bid.

Stage 1C — documents for scoring: certified ID copies of owners and a B-BBEE certificate or affidavit. Non-submission results in a zero score for that criterion.

Stage 2 — price 80 points, specific goals 20 points, total 100 points. Price scored under the 80/20 preference point system as Ps = 80(1 − (Pt − Pmin)/Pmin). Specific goals: B-BBEE contributor status of at least Level 2 (10 points) and 51% Black women owned (10 points).