Catering services for 30 people – bioprospecting forum meeting, 18 august 2026, pretoria

Closing date and time: 14 August 2026 at 11h00. No briefing session is scheduled.

RFQ enquiries: [email protected]. RFQ submissions: [email protected]. Use the RFQ number in the subject line.

Submit a formal quotation on company letterhead, including VAT per item, CSD (MAAA) number, and banking details. Email the quotation to [email protected] with the RFQ number in the subject line. Quotations received after the closing time will not be accepted. Returnable documents: completed and signed SBD 4 and SBD 6.1, CSD report, and a valid Certificate of Acceptability for Food Premises. Do not submit the RFQ document itself as the quotation.

During the evaluation, RFQ documents will be reviewed to determine compliance with SCM returnable documents, tax matters, and whether proof of registration on the Central Supplier Database (CSD) has been submitted with the RFQ documents at the closing date and time of the RFQ. All SBDs (SBD 4 and SBD 6.1) must be duly completed and signed.

The 80/20 preference point system applies: 80 points for price, 20 points for specific goals. Specific goals: 20 points if the bidder has more than 50% ownership by Black people, women, or people with disabilities; 0 points if 50% or less. Trusts, consortia, or joint ventures qualify if average combined ownership exceeds 50%. To claim specific goals, submit a completed and signed SBD 6.1, a medical certificate if claiming disability, a SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit, and a CIPC ownership certificate. Failure to submit proof means no preference points are claimed. DFFE may perform due diligence, request additional information, reject non-compliant quotations, and negotiate price with a recommended bidder.

Catering for 30 people at the Bioprospecting Forum meeting on 18 August 2026 at Environment House, 473 Steve Biko Road, Pretoria. Breakfast at 08h30: assorted sandwiches, muffins and scones, tea (Rooibos, Joko, Five Roses or equivalent), coffee (Jacobs or equivalent), sugar (white, brown, unsweetened), honey, sliced lemon, hot and cold fresh milk. Lunch at 13h00: rice and pap, beef stew and grilled chicken, chakalaka green salad (lettuce, cucumber, tomatoes, feta, olives), creamed spinach and coleslaw. Drinks: 15 x 330ml fruit juice cans, 15 x 330ml soft drink cans, 30 x 500ml still bottled water. Tea, coffee, and sugar must be in individual sealed sachets. Bottled water must comply with SANBWA standards. Cutlery, crockery, and serviettes must be sufficient for 30 delegates. Serving stations must be clean and sanitized. Staff must be qualified and trained, wear uniform and PPE (disposable gloves, hair nets, closed shoes, aprons). Food samples must be retained per industry standards. Use dedicated bins and remove waste. Provide food handling tools such as tongs. Vehicle for transporting meals must maintain cold chain, not an open van.

a. Non-compliance tax status at the time of award, verification of tax compliance status will be

verified with the Central Supplier Database (CSD) or through SARS’s e-Filing. Service providers

will be given 7 working days to rectify their tax compliance status with SARS. If the tax status is

still non-compliant after 7 working days, the service provider will be disqualified from further

evaluation.

b. Submitted fraudulent information; factually untrue or inaccurate, for example, membership that

does not exist; B-BBEE credentials; experience, etc.

c. Service providers who made false declarations on the Standard Bidding Documents or

misrepresented facts, and or

d. Service providers who are listed on the National Treasury’s Database of restricted suppliers and

defaulters

e. Failure to quote in line with the specification

Suppliers are required to submit a formal quotation on an official company letterhead. The quotation must include VAT per item (where applicable), the supplier’s CSD (MAAA) number, and accurate banking details.

Quotation must be on official letterhead, include VAT per item, CSD (MAAA) number, and banking details. Prices must be firm and inclusive of VAT. All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included. Price validity: 90 days from closing date. DFFE may extend validity; bidders must respond in writing to extension. No goods or services to be delivered before an official purchase order or appointment letter is received.

Mandatory: valid Certificate of Acceptability for Food Premises issued by municipality – non-submission leads to disqualification. Must be registered on the Central Supplier Database (CSD) and provide CSD MAAA number. Must have valid tax compliance status (verified via CSD or SARS e-Filing; 7 working days to rectify if non-compliant). Must not be listed on National Treasury's Database of Restricted Suppliers. Must not be in the service of the state. Complete and sign SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim). If claiming specific goals, submit B-BBEE certificate or sworn affidavit and CIPC ownership certificate. Fraudulent information or false declarations lead to disqualification.

a. Protecting personal information is important to the Department of Forestry, Fisheries, and the

NO brief description of item(s)/ service(s) required: request for quotation from unit of issue quantity unit amount total amount

Service provider for the provisioning of catering services for bioprospecting forum (box/ item) of item(s)

Meeting for 30 people on 18 august 2026 at the department of forestry, fisheries and

The environmental at 473 steve biko road, environment house, pretoria

01 Catering request for Bioprospecting Forum meeting for 30 people on the 18 August 2026 in Pretoria, Environment House:

1. Tea (Rooibos, Joko and Five Roses or equivalent), coffee (Jacobs or equivalent), and sugar must be served in individual sealed sachets.
2. Valid Certificate of Acceptability for Food Premises (non-submission will result in disqualification)
3. Bottled Water to comply with South African National Bottled Water association (SANBWA)in terms of other legal, hygiene, food safety and quality, packaging

and environmental legislation

4. Cutlery (Plates, side plates, cups and glasses), Crockery and Serviettes must be enough to cater for the number of delegates requested

Bid

You are hereby invited to quote for the requirements of the (department of forestry, fisheries &

Environment)

RFQ number: rfq128 AM (26/27) closing date: 14-AUGUST-2026 closing time: 11h00

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3

a. Submit a complete and signed SBD 6.1, which is used for claiming specific goals.

b. Submit a Medical Certificate signed by a medical practitioner with a practice number when claiming

for disability.

c. Submit a SANAS/Companies and Intellectual Property Commission (CIPC) Accredited B-BBEE

certificate or sworn affidavit indicating the level of ownership in the enterprise by persons

historically disadvantaged by unfair discrimination on the basis of race, gender, or

d. Submit the Ownership Certificate issued by the Companies and Intellectual Property Commission

(Cipc)

e. Failure on the part of a tenderer to submit proof or documents required in terms of this tender to

claim points for specific goals, with the tender will be interpreted to mean that preference points

for specific goals are not claimed.

meeting for 30 People on 18 August 2026

Breakfast menu to be served at 08h30 Morning:

R.................. R.....................

• Assorted sandwiches Per Person 30
• Muffins & scones
• Rooibos tea or equivalent
• Coffee (Jacobs or equivalent),
• White and brown sugar
• Unsweetened sugar
• Honey
• Sliced lemon
• Hot and cold fresh milk

03 Lunch menu to be served at 13h00

• Rice and Pap

Per Person 30 R.................. R.....................

• Beef Stew and Grilled Chicken
• Chakalaka Green salad (lettuce, cucumber, tomatoes, feta, olives)
• Creamed Spinach and coleslaw

04 Drinks: Each 15 R............... R.....................

100% Fruit Juice can – (330ml)

05 Drinks: Each 15 R............... R...............

Soft drinks in can - (330 ml)

06 Drinks: Each 30 R............... R.....................

Bottled mineral water- still (500ml)

TOTAL AMOUNT (Excl. 15% VAT) R..................

Total VAT 15% r..................

GRAND TOTAL AMOUNT (Incl. 15% VAT for VAT Vendors) R..................

Note: All delivery costs and all applicable taxes, including value-added tax, pay-as-you-earn, income tax, unemployment insurance fund contributions, and skills development levies must be included in the bid

price, for delivery at the prescribed destination.

NB: The service provider must submit a valid quotation as per the above guideline on his/ her letterhead reflecting the item descriptions, validity, banking details, contact details and CSD MAAA number.

NB: No goods/ services should be delivered before an official order is received from the Department of Forestry, Fisheries and the Environment.

• Failure to deliver goods within the agreed timelines might result in an order being cancelled and possible inclusion on the Database of Restricted Suppliers by the National Treasury

*Any reference to the words “Supplier” or “Bidder” herein and/or in any other documentation shall be construed to have the same meaning as the words “Tender” or “Tenderer”

Sbd1

4.2. Name of company/firm...............................................................................

4.3. Company registration number: .....................................................................

4.4. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.5. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

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iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any organ of

state for a period not exceeding 10 years, after the audi alteram partem

(hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

In a case where there are pictures and or brand names on the specification, tenderers must note that those pictures are for illustration purposes, and similar or equivalent brand specifications will be accepted by the Department.

Mandatory Requirement: Bidders must submit a copy of Certificate of Acceptability for Food Premises issued by municipality. Non-submission will lead to disqualification.

Pt−P min

Ps = 80 (1 − )

P min

Where

Ps = Points scored for price of tender under consideration.

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2) of the Preferential Procurement Regulations, preference points must

be awarded for specific goals stated in the tender. For the purposes of this tender, the tenderer

will be allocated points based on the goals stated in table 1 below, as may be supported by proof/

documentation stated in the conditions of this tender:

(a) Any other invitation for tender, that is 80/20 preference point system, will apply and that the lowest

acceptable tender will be used to determine the applicable preference point system; then the

organ of state must indicate the points allocated for specific goals for 80/20 preference point

system.

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Table 1: Specific goals for the tender and points claimed are indicated in the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

A: Number of points B: Number of points

claimed (80/20 system) allocated (80/20

(To be completed by the system) The specific goals allocated points tenderer)

in terms of this tender (To be completed

B=A(20) by the organ of state)

more than 50% (fifty percent) ownership by 20

Black people

more than 50% (fifty percent) ownership by 20

Women

more than 50% (fifty percent) ownership by 20

people with disabilities

Nb: points claimed by supplier must be the same as points in a for specific

Goals

Declaration with regard to company/firm

4.2. Name of company/firm...............................................................................

4.3. Company registration number: .....................................................................

4.4. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.5. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

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iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any organ of

state for a period not exceeding 10 years, after the audi alteram partem

(hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................