Supply and delivery of alcoholic beverages for the south african state theatre (RFQ re-issue)

The South African State Theatre (SAST), a Schedule 3A Public Entity under the National Department of Sport, Arts and Culture (DSAC), requires the supply and delivery of alcoholic beverages for its restaurants, bars, and hospitality outlets. The purpose is to ensure continuous availability of refreshments for patrons, guests, and visitors attending productions, events, conferences, and other activities. This supports daily operations, enhances customer satisfaction, maintains service quality, and prevents operational disruptions. Quantities for each item will be determined based on need.

SAST reserves the right to conduct site visits at bidder’s corporate offices or client sites (Clause 5.4). SAST may consider past professional conduct and experience with the bidder over the last 5 years (Clause 5.9). Background checks, including FICA verification, may be conducted on the bidding entity and its directors, trustees, shareholders, or members (Clause 5.6). Bidders must demonstrate capability to handle the contract and provide functionally acceptable bids.

Goods supplied must conform to standards mentioned in the bidding documents and specifications (GCC Clause 4.1). Supplier must permit SAST to inspect records and audit performance (GCC Clause 5.4). Inspections, tests, and analyses may be conducted during production or post-delivery (GCC Clause 8). Non-compliant supplies may be rejected at the supplier’s cost and risk (GCC Clause 8.6-8.7). Supplier must repair or replace defective goods without cost to SAST (GCC Clause 15.4). Packing must prevent damage during transit (GCC Clause 9.1).

Pricing schedule must include: Item number, description, quantity (01 case per item), unit price, and total price for each of the 25 alcohol items. Subtotal, VAT (15%), and grand total must be provided. Bidders must also submit an official quote on company letterhead. Indicate if rates are firm for the project period; if not, specify adjustment basis (e.g., consumer price index). Any additional costs must be explicitly stated.

Bidder must warrant that all employees (including subcontractors) are covered under the Compensation for Occupational Injuries and Diseases Act. SAST may request proof of registration and good standing with the Compensation Fund (GCC Clause 10.8). Bidders must certify no collusion, fraudulent practices, or corrupt activities (SBD 4). Non-compliance with health and safety obligations may result in disqualification or contract termination.

Contract terms include: Payment (Clause 16), Prices (Clause 17), Contract Amendments (Clause 18), Assignment (Clause 19), Subcontracts (Clause 20), Delays in Supplier’s Performance (Clause 21), Penalties (Clause 22), Termination for Default (Clause 23), Dumping and Countervailing Duties (Clause 24), Force Majeure (Clause 25), Termination for Insolvency (Clause 26), Settlement of Disputes (Clause 27), Limitation of Liability (Clause 28), Governing Language (Clause 29), Applicable Law (Clause 30), Notices (Clause 31), Taxes and Duties (Clause 32), and National Industrial Participation Programme (NIPP) (Clause 33). General Conditions of Contract (GCC) apply, with Special Conditions of Contract (SCC) prevailing in case of conflict. Key definitions include Contract Price, Corrupt Practice, Force Majeure, and Warranty (12-18 months). Supplier must provide performance security within 30 days of contract award (Clause 7). Warranty covers defects in design, materials, or workmanship for 12 months post-delivery (Clause 15).

Evaluation uses the 80/20 Preferential Procurement Policy Framework Act system: 80 points for price, 20 points for specific goals. Specific goals include: Exempted Micro Enterprise/Qualifying Small Enterprise (4 points), Min 25% Black Ownership (4 points), Min 100% Female Ownership (4 points), Min 100% Black Youth Ownership (4 points), Min 25% People Living with Disabilities Ownership (4 points). Points are awarded on a pro-rata basis using share certificates, B-BBEE certificates, or sworn affidavits. Failure to submit proof for specific goals results in 0 points for those goals. The bidder with the highest total points wins. Inconsistent information may disqualify the bid.