Coffee solution for joburg city theatres stages restaurants, banqueting facilities & theatre bars – 36-Month contract

Closing date: 04 September 2026 at 12:00. No compulsory briefing session is scheduled (N/A).

All enquiries must be directed by email to Keabetswe Senne ([email protected]) or Ntombizodwa Zulu ([email protected]). The bid number must be in the subject line. Queries are consolidated and answered in writing every Friday during the response period. No enquiries are entertained one week before closing. Communication with any other JCT personnel is prohibited and may lead to disqualification.

Bids must be deposited in the tender box at the Reception Area, 1st Floor, Joburg Theatre, 163 Civic Boulevard, Braamfontein, in a sealed envelope endorsed with the bid number and description. Late submissions will not be accepted; the tender box is locked at exactly 12:00. Telegraphic, postal, fax and email bids are not accepted. The official tender document must be completed in black ink pen and not retyped. All returnable forms must be completed and signed. Required forms: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance), MBD 3.1 (Pricing and Delivery Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination), Authority to Sign, and Record of Addenda. Additional documents include CIPC registration, SARS Tax PIN and VAT certificate, CSD summary report, B-BBEE certificate, municipal rates invoice, financial statements, COIDA letter of good standing, and certified ID copies. Bidders must have a local office within the Johannesburg Municipality.

Returnable documents checklist: MBD 1 Invitation to Bid, Certificate of Attendance of Site Meeting, Authority to Sign Documents, Record of Addenda to Tender Documents, MBD 2 Tax Clearance Certificate Requirements, MBD 3.1 Pricing and Delivery Schedule, MBD 4 Declaration of Interest, MBD 6.1 Preference Points Claim Form, MBD 8 Declaration of Bidder's Past SCM Practices, MBD 9 Certificate of Independent Bid Determination. Additional documents: entity registration, SARS Tax PIN and VAT certificate, CSD summary report, B-BBEE certificate, municipal rates and taxes invoice, audited financial statements, COIDA letter of good standing, certified ID copies.

Evaluation is in three stages: Stage 1 – Administrative Compliance (mandatory requirements); Stage 2 – Functionality (minimum threshold of 80 out of 100 points); Stage 3 – Price and special goals. Functionality criteria include: Product Quality and Coffee Offering (40 points), Similar Projects Completed and Contactable References (20 points), Technical Capacity (Coffee Equipment and Maintenance Support), Company Experience in Coffee Solutions, Implementation Methodology and Service Delivery Plan, and Key Personnel and Training Programme. Bidders must achieve the minimum functionality threshold to proceed to price evaluation.

Scope: Provision of a comprehensive coffee solution for JCT restaurants, theatre bars, hospitality suites, banqueting facilities and conference venues. Products: premium coffee beans, decaffeinated coffee, at least 2 espresso blends, at least 3 filter coffee blends, hot chocolate, chai latte, specialty beverages. Consumables: recyclable branded cups (330ml & 500ml), sip lids, wooden stirrers, branded napkins, coffee coasters. Equipment: bean-to-cup machines, automated espresso machines with grinders, coffee grinders, filter coffee machines, hot water dispensers, including installation, commissioning, preventative maintenance, repairs, replacement equipment, spare parts, and a maximum 6-hour turnaround on breakdowns during working hours. Training: monthly barista and management training, with attendance registers and course content in the proposal. Marketing: assistance with new coffee promotions twice a year and point-of-sale/branding support. Service levels: delivery within 48 hours, breakdown response within 4 hours, repair within 24 hours, replacement machines if repairs exceed 24 hours, quarterly preventative maintenance, bi-annual staff training, emergency stock. Coffee specifications: air roasting only, locally roasted in Gauteng, packed in 80g, 100g and 1kg bags, roast dates displayed, traceability, food safety compliance, award-winning quality. Equipment specifications: 220–240V, 3000W, commercial grade, minimum 100 cups per day, automatic cleaning cycles, programmable drink options, energy-saving functionality.

Service providers must demonstrate that their proposed approach and solutions fit JCT's requirements. They must complete all categories in the bid document. The appointed service provider will be monitored on timeliness of service delivery, quality of service, and compliance with specifications. The proposal must include implementation methodology and service delivery plan, as well as key personnel and training programme.

Bidders must provide examples/references of similar projects completed, particularly in hotels, restaurants, theatres, conference centres, offices, and universities. Contactable references are required. The functionality evaluation includes company experience in coffee solutions and similar projects completed.

Quality requirements: coffee must be of award-winning quality, rated high within the coffee sector, with evidence of awards. Must meet food safety requirements. Product quality and coffee offering is a functionality criterion worth 40 points, assessed on bean quality, sustainable sourcing, freshness, roasting practices (air roasting required), variety of blends, decaffeinated and specialty options, sustainability and ethical sourcing, complementary beverages, and product consistency. Evidence required: product catalogue, specifications, roasting information, quality assurance certificates, sustainability certifications, and samples (espresso beans min 2 blends, filter coffee min 3 blends, decaf ground coffee, hot chocolates, 350ml take-away cups with lids).

Prices must be quoted in South African Rand and be VAT inclusive. Prices must be net with all discounts deducted. Prices must include cost of supply, transport, delivery, off-loading, labour, equipment, and materials with no extra charges. Delivery costs are the responsibility of the supplier and must be included in bid pricing. The tender price must remain valid for at least 120 days after closing. Only firm prices will be accepted; non-firm prices will not be considered. Failure to complete the price schedule will invalidate the tender. Payment will be made within 30 days after submission of statement. No price escalation is allowed.

Mandatory requirements: signed submission by authorised representative; CIPC registration documentation with date of incorporation and list of directors/partners/members and share certificates; valid SARS Tax PIN and VAT registration certificate (or rationale if not VAT registered); National Treasury CSD registration summary report not older than 30 days; valid certified B-BBEE certificate or sworn affidavit for EMEs; municipal rates and taxes invoice for premises not in arrears more than 90 days (or lease agreement and utility bill, or affidavit if operating from residential address); audited annual financial statements or most recent statements with Public Interest Score calculation; valid Letter of Good Standing from Compensation Fund (COIDA) or affidavit if no employees; certified copies of ID documents or passports of members/directors/owner. Bidders must not be in the service of the state. Bidders must have a local office within the Johannesburg Municipality. Bidders must be registered on the CSD at time of submission.

Compliance with Occupational Health and Safety Act and all relevant regulations is required. The contractor must provide a suitable health and safety plan appropriate for the contract. The contractor must comply with all laws relating to wages and conditions of employment. Prior to commencement, the tenderer must provide written proof of registration as an employer under Section 80 of the Compensation for Occupational Injuries and Diseases Act and remain registered for the contract duration, paying all monies due to the Compensation Fund.

Objectives include offering environmentally sustainable coffee products where possible. Coffee must be air roasted and locally roasted in Gauteng. Consumables include recyclable take-away cups. Sustainability and ethical sourcing are part of the product quality evaluation criteria.

Contract period: 36 months from appointment, subject to satisfactory performance, compliance with terms, annual reviews, and budget availability. No guarantee of minimum work; orders on as-and-when-required basis via purchase orders. Contractor remains responsible for completion of orders issued before expiry, including warranty and defects liability. Extension subject to legislative framework and written approval. Contract amendments require written signature. Rates are firm with no price escalation. Assignment requires prior written consent. Delays: supplier must notify JCT in writing; JCT may extend time with or without penalties; JCT may procure substitute supplies and claim damages. Penalties: deduction from contract price at prime interest rate per day of delay. Indemnity: contractor uses premises at own risk and indemnifies JCT against loss, damage, injury, death, except for JCT's wilful acts or gross negligence.

Bidders must have a local office within the Johannesburg Municipality to be considered for appointment. The address of this local office must be indicated and will be regarded as the domicilium citandi et executandi for any contract. JCT reserves the right to request samples before appointment. Orders will be issued on an as-and-when-required basis. Failure to deliver within agreed timelines may result in penalties or cancellation.

The bid will be evaluated in stages: Stage 1 – Administrative Compliance (mandatory requirements); Stage 2 – Functionality (technical eligibility) where bidders must achieve a minimum threshold of 80 points out of 100 to proceed; Stage 3 – Price and special goals. Functionality criteria include product quality and coffee offering, similar projects completed with contactable references, technical capacity (coffee equipment and maintenance support), company experience in coffee solutions, implementation methodology and service delivery plan, and key personnel and training programme.