Catering services for the NLC education and awareness workshop, eastern cape (RFQ2026-008-020)

Closing date and time: 21 August 2026 at 11:00 (Standard South African Time).

Event date: 09 September 2026, lunch at 12:00 pm.

RFQ validity period: 60 days from closing date.

Bidding procedure enquiries: contact person NLC, telephone 012 432 1308.

Technical enquiries: contact person SCM, telephone 012 432 1302.

Email for all questions regarding this RFQ: [email protected].

Submission channel — quotations and supporting documents must be submitted only via the E-Tender Portal. Email submissions will not be considered.

Returnable documents — all must be completed, signed and submitted with the quotation:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the Commission; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• POPIA consent form: original signed consent for processing of personal information.
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs).
• Full CSD report with SARS tax compliance status.
• NLC pricing schedule / quotation: complete and signed.
• Certificate of Acceptability for food premises from the local municipality in the Eastern Cape Province.

Disqualification risks:

• Late or incomplete submissions will not be accepted.
• Any returnable form left unsigned or omitted.
• Failure to submit requested hard copies (certified qualifications, memberships certificates, COIDA) within 3 working days of request renders the bidder non-responsive.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Returnable documents: Signed standard bidding documents (SBD 1, SBD 4, SBD 6.1), POPIA consent form, B-BBEE certificate or sworn affidavit, full CSD report with SARS tax compliance status, pricing schedule/quotation, Certificate of Acceptability from local municipality (Eastern Cape Province COA).

Evaluation stages:

• Stage 1: RFQ closing date and submission instructions — closing 21 August 2026 at 11:00, submitted via E-Tender Portal only.
• Stage 2: Administrative compliance — signed SBD forms (SBD 1, SBD 6.1), POPIA consent form, B-BBEE certificate/sworn affidavit, CSD report with SARS tax compliance status.
• Stage 3: Mandatory requirements — fully completed SBD 4, complete and signed pricing schedule/quotation, valid Certificate of Acceptability for food premises from the local municipality in the Eastern Cape Province.
• Stage 4: Evaluation on price and specific goals per PPR 2022 using the 80/20 preference point system:
• Price: maximum 80 points, formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: maximum 20 points — black ownership (8 points for 100%, 4 for 51-99%, 0 for less), women ownership (4 for 100%, 2 for 30-99%, 0 for less), youth ownership (4 for 100%, 2 for 30-99%, 0 for less), disability ownership (4 for 20% or more, 2 for 10-20%, 0 for less).
• Stage 5: Due diligence, contract and award — the Commission may undertake due diligence and request best and final offers.

Scope: catering services for the National Lotteries Commission Education and Awareness Workshop in the Eastern Cape.

Event details:

• Date: 09 September 2026.
• Lunch time: 12:00 pm.
• Venue: Mt Frere Town Hall, Main Street (Erf 813), KwaBhaca, 5090.

Catering requirements:

• Pre-packaged lunch for 150 delegates, each containing: 2 starches (pap and dumpling/samp/rice), 2 meats (roasted/grilled chicken, lamb/beef), 2 salads (potato salad and chakalaka), 2 vegetables (pumpkin and spinach).
• Bottled still water: 300 units, complying with South African National Bottled Water Association (SANBWA) standards for hygiene, food safety, quality, packaging and environmental legislation.
• Variety of soft drinks: 150 units of 100% fruit juice (cans) or soft drinks (cans), 1 drink per person.

Operational requirements:

• The catering company must bring its own cutlery, plates, tablecloths, cups and serviettes.
• Food must be delivered on time.
• The specification must be printed and brought on the day.
• The catering company must use refuse bags and remove waste generated within the facility after the service.

Reporting: the service provider reports to the National Lotteries Commission.

Duration: one day, as per the specified date, after receipt of the appointment letter and purchase order.

Bidders may be required to submit hard copies of certified qualifications, memberships certificates, COIDA etc. within 3 working days of request; failure renders the bidder non-responsive.

Pricing format: complete and signed NLC pricing schedule / quotation.

Evaluation: 80/20 preference point system; price carries 80 points.

No services may be rendered before an official Commission Purchase Order is received.

CSD registration: mandatory — suppliers must self-register on the Central Supplier Database and provide a full CSD report with SARS tax compliance status. The Commission may not award business to a bidder who has failed to register.

Tax compliance: bidders must submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Where no TCS is available but the bidder is registered on CSD, a CSD number must be provided. Each party in a consortium/JV/sub-contracting arrangement must submit a separate TCS certificate/PIN/CSD number.

B-BBEE: a B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

Certificate of Acceptability: a valid Certificate of Acceptability for food premises from the local municipality within the Eastern Cape Province is a mandatory requirement.

COIDA: the bidder warrants that all employees (including contractors) are covered under the Compensation for Occupational Injuries and Diseases Act, and must provide proof of registration and good standing with the Compensation Fund if requested.

Returnable forms: SBD 1, SBD 4, SBD 6.1, POPIA consent form.

The National Lotteries Commission (The NL C) is a public entity established by Lotteries Act No.

57 of1997, as amended to regulate the South African lotteries industry. The functions of the

NLC can be divided into two categories, namely “regulation of National Lottery and other

Lotteries” and “administration of the National Lottery Distribution Trust Fund (NLDTF)”.

The Distributing Agencies (DA’s) who are appointed by the Minister of Trade & Industry are

responsible for the adjudication of the funding applications as per the Lotteries Act and

applicable Regulations.

2. Purpose

Bottled Water (still): Bottled Water to comply with the South African 300

National Bottled Water Association (SANBWA)in terms of other legal,

hygiene, food safety and quality, packaging, and environmental

legislation.

Variety of soft drinks: 100% Fruit Juice – (cans) /Soft drinks - (cans) 150

1 drink per person (Can)

Please note the following: very important

7.2.1 News and press releases

7.2.1.1. Bidders or their agents shall not make any news releases concerning this RFQ or the

awarding of the same or any resulting agreement(s) without the consent of, and then only in

coordination with, the Commission.

7.2.2. Precedence of documents

7.2.2.1. This RFQ consists of several sections. Where there is a contradiction in terms between the

clauses, phrases, words, stipulations, or terms and herein referred to generally as stipulations

in this RFQ and the stipulations in any other document attached hereto, or the RFQ submitted

hereto, the relevant stipulations in this RFQ shall take precedence.

7.2.2.2. Where this RFQ is silent on any matter, the relevant stipulations addressing such matter, and

which appear in the PPPFA shall take precedence. Bidders shall refrain from incorporating

any additional stipulations in its proposal submitted in terms hereof other than in the form of a

clearly marked recommendation that the Commission may in its sole discretion elect to import

or to ignore. Any such inclusion shall not be used for any purpose of interpretation unless it

has been so imported or acknowledged by the Commission.

7.2.2.3. It is acknowledged that all stipulations in the PPPFA are not equally applicable to all matters

addressed in this RFP. It, however, remains the exclusive domain and election of the

[Tick applicable box]

5.4 I, the undersigned, who is duly authorized 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.

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;

personal information of a data subject (the person/entity to whom personal information relates)

must be obtained for the purpose of processing of application for procurement of goods and

services, in line with the NLC’s supply chain management policy, and storage of your

personal data by means of any form of electronic communication, including automatic

calling machines, facsimile machines, SMSs or e- mail, which is prohibited unless written

consent to the processing is given by the data subject. You may only be approached once for

your consent by us (NLC). You are kindly requested to submit this Form either by post, facsimile

or e-mail to the address, facsimile number or e-mail address as stated above.

1.1 "Processing” means any operation or activity or any set of operations, whether or not by

automatic means, concerning personal information, including

1.2 the collection, receipt, recording, organisation, collation, storage, updating or

modification, retrieval, alteration, consultation or use;

1.3 disseminationby means of transmission, distribution or makingavailable in any otherform; or

1.4 merging, linking, as well as restriction, degradation, erasure or destruction of information.

2. “Personal information” means information relating to an identifiable, living, natural person, and

where it is applicable, an identifiable, existing juristic person, including, but not limited to—

2.1 information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social

origin, colour, sexual orientation, age, physical or mental health, well- being, disability, religion,

conscience, belief, culture, language and birth of the person;

2.2 information relating to the education or the medical, financial, criminal or employment history of

the person;

2.3 any identifying number, symbol, e-mail address, physical address, telephone number, location

information, online identifier or other particular assignment to the person;

2.4 thebiometric information of the person;

2.5 the personal opinions, views or preferences of the person;

2.6 correspondence sent by the person that is implicitly or explicitly of a private or confidential nature

or further correspondence that would reveal the contents of the original correspondence.

2.7 the views or opinions of another individual about the person; and

2.8 the name of the person if it appears with other personal information relating to the person or if the

disclosure of the name itself would reveal information about

the person.

Waste management: the catering company must use refuse bags and remove all waste generated within the facility after the service.

6.1.3 All copyright and intellectual property herein vests with the Commission.

6.1.4 Late and incomplete submissions will not be accepted.

6.1.5 No services must be rendered, or goods delivered before an official Commission Purchase Order

form has been received.

6.1.6 This RFQ will be evaluated in terms of the 80/20 preference point system prescribed by the

Preferential Procurement Policy Framework Act of 2000 and PPR 2022.

6.1.7 Suppliers are required to register on the Central Supplier Database at www.csd.gov.za.

6.1.8 Suppliers must provide their CSD registration number (and attach a CSD Summary report) and ensure

that their tax matters are compliant.

6.1.9 All questions regarding this RFQ must be forward to [email protected].

6.1.11 Any supplier who has reasons to believe that the RFQ specification is based on a

specific brand must inform the Commission via email.

7.2.2.4. Bidders are hereby acknowledging that the decision of the commission in this regard is final

and binding. The onus to enquire and obtain clarity in this regard rests with the Bidder(s). The

Bidder(s) shall take care to restrict its enquiries in this regard to the most reasonable

interpretations required to ensure the necessary consensus.

7.2.3. Preferential procurement reform

7.2.3.1. The commission supports B-BBEE as an essential ingredient of its business. In accordance

with government policy, the commission insists that the private sector demonstrates its

commitment and track record to B- BBEE in the areas of ownership (shareholding), skills

transfer, employment equity and procurement practices (SMME Development) etc.

7.2.4. National Industrial Participation Programme.

7.2.4.1. The Industrial Participation policy, which was endorsed by Cabinet on 30 April 1997, is applicable to

contracts that have an imported content. The NIP is obligatory and therefore must be complied with. Bidders

are required to sign and submit the Standard Bidding Document (SBD).

7.2.5. Language

7.2.5.1. Bids shall be submitted in English.

7.2.6. Gender

7.2.6.1. Any word implying any gender shall be interpreted to imply all other genders.

7.2.7. Headings

7.2.7.1Headings are incorporated into this RFQ document and submitted in response thereto, for ease of

reference only and shall not form part thereof for any purpose of interpretation or for any other

purpose.

7.2.8. Occupational Injuries and Diseases Act

7.2.8.1 The Bidder warrants that all its employees (including the employees of any contractor that may be

appointed) are covered in terms of the Compensation for Occupational Injuries and Diseases Act and that the cover shall remain in force for the duration of the adjudication of this RFQ and/ or

subsequent agreement. The commission reserves the right to request the Bidder to submit

documentary proof of the Bidder’s registration and “good standing” with the Compensation Fund, or

similar proof acceptable to the commission.

7.2.9. Processing of the Bidder’s Personal Information

7.2.9.1. All Personal Information of the Bidder, its employees, representatives, associates and sub-

contractors (“Bidder Personal Information”) required under this RFP is collected and processed

for the purpose of assessing the content of its tender proposal and awarding the bid. The

assessment and award of the bid shall be conducted in accordance with applicable legislation

including the PPPFA and NLC SCM Policy.

7.2.9.2 The Bidder is advised that Bidder Personal Information may be passed on to third parties to

whom the commission is compelled by law to provide such information. For example, where

appropriate, the commission is compelled to submit information to National Treasury’s Database

of Restricted Suppliers.

7.2.9.3. All Personal Information collected will be processed in accordance with POPIA and with the

commission Data Privacy Policy.

7.2.9.4 The commission will ensure that the rights the Bidder and of its employees and

representatives (i.e., the right of access and the right to rectify) are effectively guaranteed in

accordance with the procedures as specified in the commission PAIA manual.

7.2.9.5 In signing this document, the Bidder consents to the use of its Personal Information for the

purposes as specified in section 2.9.1 above.

8. National Treasury’s Central Supplier Database

8.1 Bidders are required to self-register on National Treasury’s Central Supplier Database (CSD) which

has been established to centrally administer supplier information for all organs of state and facilitate the

verification of certain key supplier information.

8.2 The Commission may not award business to a bidder who has failed to register on the CSD.

8.3 Only foreign suppliers with no local registered entity need not register on the CSD.

8.4 The CSD can be accessed at https://secure.csd.gov.za/

Evaluation stages: Stage 1 – RFQ closing date and submission instructions (closing 21 August 2026 at 11:00, submitted via E-Tender Portal only). Stage 2 – Administrative compliance: signed SBD forms (SBD 1, SBD 6.1), POPIA consent form, B-BBEE certificate/sworn affidavit, CSD report with SARS tax compliance status. Stage 3 – Mandatory requirements (as listed). Stage 4 – Evaluation on price and specific goals per PPR 2022 using 80/20 system: 80 points for price (formula Ps = 80(1 - (Pt - Pmin)/Pmin)), 20 points for specific goals: black ownership (8 points for 100%, 4 for 51-99%, 0 for less), women ownership (4 for 100%, 2 for 30-99%, 0 for less), youth ownership (4 for 100%, 2 for 30-99%, 0 for less), disability ownership (4 for 20%+, 2 for 10-20%, 0 for less). Stage 5 – Due diligence, contract and award: Commission may undertake due diligence, negotiate best and final offers.