RFQ for provision of food to the land bank new head office premises, 148 kelvin drive, woodmead

{"name":"Mr. Desmond","email":"[email protected]","phone":null,"department":null,"address":null}

Submission method: Bids must be emailed to [email protected]

The RFQ is evaluated in two stages. The bidder must submit a ceremon# of the RFQ for (T) (CSD registration) and (Bid submission,.

The Bank invites service providers to bid for the provision of food to the Bank’s staff at

its Head Office premises, located at 148 Kelvin Drive, Woodmead.

The caterer shoud provide pre-cooked food for breakfast, lunch and snacks, including

catering for vegetarian meals; assorted warm meals; fresh vegetables, fruit salad and

platters.

The Bank intends to outsource the canteen services at its Head Office building. The

premises are comprised of a small dry canteen with no cooking facilities. Food

prepared offsite to be delivered in a hygienic manner and in line with provision of food

regulations.

Key operational information:

• Location: Magnolia Close
• Primary tenant: Land Bank
• Initial staff complement: approximately 260 staff until March 2027
• Projected increase: approximately 360 staff from April 2027 onward
• Allocated canteen footprint: approximately 227 m2
• Existing infrastructure: serving counters plus under-counter storage/ refrigeration
• Constraint: no dedicated food preparation area within the allocated canteen

space

NB: The Bank’s core business hours are from 7:30 to 16:00.

3. Objective

The objective of this RFQ is to appoint a professional and suitably experienced

catering service provider capable of:

• Providing high-quality, hygienic, nutritious, and affordable meals;
• Operating an efficient concession-based canteen service;
• Providing catering support for official meetings and events;
• Maintaining high standards of food safety and customer service;
• Managing all operational aspects of the canteen service.

4. Concession model

The appointment shall operate on a concession basis whereby:

• The Bank shall provide the allocated canteen space and utility connections;
• The service provider shall be responsible for all operational costs associated with

the canteen service;

• Employees and visitors shall purchase meals directly from the service provider;
• No guaranteed meal volumes are provided by the Bank;
• Corporate catering services shall be separately invoiced to the Bank where

applicable.

The appointed vendor shall provide the following services

5.1. Beverage Services

• Freshly brewed coffee (espresso-based and filter coffee)
• Tea and speciality beverages
• Cold beverages including water, juices, and soft drinks
• Alternative milk options where feasible

5.2. Food Services

• Breakfast items
• Sandwiches, wraps, and salads
• Light lunches and hot meals (where applicable)
• Healthy snack options
• Pastries and baked goods
• Vegetarian, vegan, and dietary-sensitive options

5.3. Additional Services

• Catering support for meetings and corporate events

o The service provider will also be required, on an ad hoc basis, to render catering

services for meetings e.g. EXCO, Board and other committees. Some of the

meetings may be held very early in the morning and or late after hours.

o Meals may include minimum of 2 Proteins, 2 starch, 2 veggies and salads or as

per the request

o An assortment of platters, etc,

• Grab-and-go meal options

6. Responsibility of the bidder

6.1. The catering service provider shall provide:

• Adequately trained staff
• Uniformed personnel
• Sufficient staffing levels during peak periods
• Provide a variety of menu changes weekly
• Hygienic and efficient flow of order handling
• Preparation and presentations of food
• Monitoring the quality of service, reviewing the variety and soliciting feedback

from patrons

• Food preparation equipment
• Plated and take-away meals

6.2. The service provider will additionally be responsible for:

• Coffee machines
• Refrigeration units
• Point-of-sale systems
• Crockery, utensils, and consumables
• Waste bins and cleaning materials
• Provision of own food warmers
• Hygiene maintenance and cleaning of area where food is prepared and

served

7. Client Responsibility (Land Bank)

The client will provide the following:

• Allocated canteen or kiosk space
• Utility connections (water, electricity, drainage)
• Seating area

8. Contract duration

This agreement shall be for a maximum period of three (3) years, subject to annual

renewal based on satisfactory performance and compliance with the terms of this

agreement.

9. Service level requirements

The successful bidder shall maintain the following minimum service standards:

KPI Minimum Requirement

Food temperature 100% compliance

Food temperature 100% compliance

compliance

Customer waiting time Maximum 10 minutes

Availability of menu items Minimum 80%

Hygiene inspection scores Minimum 90%

Customer satisfaction Minimum 80%

Meeting catering punctuality 100% on-time delivery

6.2 above

Total points 50

2.2. Site Inspection evaluation

tasting

Pricing (affordability for

employees)

Total 100

1. Proposed pricing following the template provided on clause 2.3

• The prices submitted will be aggregated to determine the Total Evaluated Price (TEP) for bid

evaluation purposes only. The pricing schedule is not intended to prescribe or limit the

bidder's menu range, variety, nutritional offerings, dietary options, product innovation, or

menu flexibility during contract implementation.

• Price Scoring Formula (20 Points)- The bidder with the lowest Total Evaluated Price shall

receive the maximum score of 20 points. Other bidders shall receive proportionately lower

scores using the following formula:

c) No misrepresentation in the tender information submitted

d) Any non-performance on Land Bank projects

e) The tenderer or any of its directors/shareholders is not listed on the Register

of Tender Defaulters in terms of the Prevention and Combating of Corrupt

Activities Act of 2004 as a person prohibited from doing business with the

public sector; and

f) The tenderer has declared that there are no conflicts of interest which may

impact on the tenderer’s ability to perform the contract in the best interests

of the employer or potentially compromise the tender process and persons

in the employ of the state are permitted to submit tenders or participate in

the contract

g) Convicted by a court of law for fraud and corruption

h) Removed from a contract between them and any organ of state on

account of failure to perform on or comply with the contract

i) Unduly high or unduly low Tendered rates in the Tender offer. In this regard,

a financial risk analysis will be performed to verify that the costs are

reasonable and balanced. Tenders may be disqualified if tendered rates

are found to be distorted.

Customer waiting time Maximum 10 minutes Availability of menu items Minimum 80% Hygiene inspection scores Minimum 90% Customer satisfaction Minimum 80% Meeting catering punctuality 100% on-time delivery

EVALUATION CRITERIA: RFQ will be evaluated in two (2) stages The bid will be awarded to the bidder who achieves the highest total combined score out of 100 points based on the following evaluation criteria: Evaluation Area Weight Technical functionality 50 Presentation and / or food tasting Pricing (affordability for employees) TOTAL 100

Stage one - Mandatory requirements Bidders must comply with and meet all the mandatory requirements referred to below. Bidders who do not meet any of the mandatory requirements listed below will be immediately disqualified. NO DESCRIPTION

Proposed pricing following the template provided on clause 2.3 2 Address of an existing off-site kitchen facility 3 Completed RFQ document. 4 Company profile showing years of corporate catering experience 5 Existing Food safety certification 1.1. Non-mandatory essential returnable documents Bidders are requested to submit the essential returnable documents with the bid document.

Land Bank reserves the right to request outstanding essential documents during the evaluation process and the bidder will be expected to provide such within a limited period (not more than 5 working days).

Failure to provide any outstanding information within the required timeframe will lead to a proposal being deemed non-responsive. NO DESCRIPTION A proof that the bidder is in good standing with SARS. Such information will be verified through Central Supply Database (CSD) or using SARS e-filing pin in National Treasury compliance with instruction note /2018 prior to the award of the bid. A proof of registration as a vendor on the National Treasury Central Supply Database (CSD), which can be found at https://secure.csd.gov.za/ in compliance with National Treasury compliance paragraph 4.2 with instruction note 4a of 2016/2017 SBD 4 - A fully completed and duly signed disclosure form. Should a conflict of interest be declared or identified, the bid would be declared non- responsive. 3 NB Bidder must ensure all pages are complete and all questions answered, and to indicate not applicable (N/A) where appropriate. 4 Proof of Public Liability Insurance Company CIPC documents with ID copies of the owners/ directors of the 5 company. Company structure and share certificate. If shareholders or beneficiaries are 6 registered trusts, please also provide, the Trust Deed, Letter of Authority and certified ID copies of all trustees and beneficiaries.

Stage Two 2.1. Technical / functionality assessment Total Category Sub criteria Score Form of Evidence score Provision of at least four (4) signed, positive testimonial letters from existing or previous clients. The signed letters must include: a brief description of the service provided, contact details, project value and the level of satisfaction. Four positive testimonial letters 20 Signed Positive Three positive testimonial letters 15 testimonial letters on the client Two positive testimonial letters 10 letter head with contact details No or one testimonial letter provided Menu and Food Offering This criterion covers the Detailed menu and food offering bidder’s proposed menu properly addressing all four (4) key 15 and food offering which elements Detailed menu should fully address the and food offering following key elements: 1. Menu and food offering properly 15 properly Menu Variety, 2. Nutritional addressing at least three (3) of the 10 addressing all four Balance & Dietary Options, key elements (4) key elements

Grab-and-Go & No menu submitted or menu Convenience, and 4. addressing less than three (3) key 0 Menu Rotation & Flexibility. elements Service Implementation Plan This sub-criterion covers Detailed service implementation Service Implementation plan properly addressing all the 15 plan that covers the four key elements following: Detailed service implementation

Staff recruitment and plan properly addressing at least 10 training, three of the key elements Detailed service

Services to be implementation provided or offering, plan properly

CV or profile of an addressing all the experienced Chef to four key elements Not plan or plan addressing less guide the process 0 than three of the key elements within the company.

Availability of Equipment list as per 6.2 above TOTAL POINTS 50 2.2. Site Inspection evaluation Site inspections should be conducted using the below standardised checklist. Kitchen cleanliness and hygiene standards 10 Food storage and temperature control facilities 5 Equipment adequacy and maintenance 5 The use of PPE 10 Total 30 2.3. Price Evaluation Schedule (20 Points) NB: The prices submitted in this schedule shall be used solely for bid evaluation and scoring. Estimated # Item Description Unit Price incl. VAT Quantity

Beverage Services Medium Espresso 1 R Medium Cappuccino 1 R Medium Coffee with Milk (Filter/Regular Coffee) 1 R Tea 1 R Bottled Water (330ml) 1 R Juice (300ml) 1 R

Food Services Sandwich Option 1 – Harm and cheese 1 R Sandwich Option 2 – Chicken and mayo 1 R Wrap Option 1 – Beef 1 R Wrap Option 2 - Chicken 1 R Salad Option 1 – Green/Greek 1 R Plate should include 1 x Starch, 1 x Protein & 1 x 1 R Vegetable/Salad The Total Evaluated Price (TEP) shall be the sum of all prices submitted R in the above schedule. PRICE INSTRUCTION

The prices submitted will be aggregated to determine the Total Evaluated Price (TEP) for bid evaluation purposes only. The pricing schedule is not intended to prescribe or limit the bidder's menu range, variety, nutritional offerings, dietary options, product innovation, or menu flexibility during contract implementation.

Price Scoring Formula (20 Points)- The bidder with the lowest Total Evaluated Price shall receive the maximum score of 20 points. Other bidders shall receive proportionately lower scores using the following formula: Lowest Total Evaluated Price Price Score = 20 × Bidder’s Total Evaluated Price Where

Lowest Total Evaluated Price = Lowest acceptable evaluated price received.

Bidder's Total Evaluated Price = Evaluated price of the bidder being assessed.

Maximum Score = 20 points.

Bidders are encouraged to offer a broader range of products and services than those included in the evaluation basket below.

Conditions to bid

Confidentiality The bidder will be required to sign a confidentiality agreement to ensure that the Bank data and information is managed confidentially.

Miscellaneous The Bank reserves the right, in its sole and absolute discretion to amend these terms of reference as required from time to time.

GENERAL CONDITIONS 3.1. All tenderers responding to this request for Proposals must provide the following statutory compliance documentation in order to be considered

Proof of registration to the Central Supplier Database (CSD)

All Supplier information and disclosure forms must be properly completed, signed and stamped by a Commissioner of Oaths

Any false declaration of information will result in the exclusion of the proposal from consideration

Bidders to submit a tax compliance status (TCS) pin issued by SARS along with a valid tax clearance certificate

A BEE certificate from a SANAS accredited rating agency or Affidavit substantiating the bidders B-BBEE rating

Certified copy of Identity Documents of Shareholders/Directors

B-BBEE Details: provide the following

statutory compliance documentation in order to be considered:

a) Proof of registration to the Central Supplier Database (CSD)

b) All Supplier information and disclosure forms must be properly completed,

signed and stamped by a Commissioner of Oaths

c) Any false declaration of information will result in the exclusion of the proposal

from consideration

d) Bidders to submit a tax compliance status (TCS) pin issued by SARS along

with a valid tax clearance certificate

e) A BEE certificate from a SANAS accredited rating agency or Affidavit

substantiating the bidders B-BBEE rating

f) Certified copy of Identity Documents of Shareholders/Directors

4. Objective criteria & risk analysis

4.1. In addition to the financial offer and preference evaluation, the Tenderers having

the highest ranking / number of points, will additionally be reviewed against the

following points listed in order to ascertain suitability for award.

a) If having passed Qualifying Criteria, the tenderer will again be checked in

terms of having a Compliant Tax Status at time of recommendation to

confirm that the status has not changed, based on an active and Tax

Complaint Pin issued by the South African Revenue Services

b) Fully compliant and registered with the National Treasury Central Supplier

Database

c) No misrepresentation in the tender information submitted

d) Any non-performance on Land Bank projects

e) The tenderer or any of its directors/shareholders is not listed on the Register

of Tender Defaulters in terms of the Prevention and Combating of Corrupt

Activities Act of 2004 as a person prohibited from doing business with the

public sector; and

f) The tenderer has declared that there are no conflicts of interest which may

impact on the tenderer’s abili

catering service provider capable of:

• Providing high-quality, hygienic, nutritious, and affordable meals;
• Operating an efficient concession-based canteen service;
• Providing catering support for official meetings and events;
• Maintaining high standards of food safety and customer service;
• Managing all operational aspects of the canteen service.

Kitchen cleanliness and hygiene standards 10

Food storage and temperature control facilities 5

Equipment adequacy and maintenance 5

The use of PPE 10

Total 30

2.3. Price Evaluation Schedule (20 Points)

NB: The prices submitted in this schedule shall be used solely for bid evaluation and scoring.

Estimated # Item Description Unit Price incl. VAT

tenderer as part of its risk assessment. Land Bank may also consider whether

the preferred tenderer or any of its directors have been-convicted of a serious

offence.

administrative tribunal as part of its risk assessment.

business with the preferred service provider, it may take this into account as

part of its risk assessment.

combining their expertise, property, capital, efforts, skill and knowledge in an

activity for the execution of a contract

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

Established in 1912 to promote agricultural and rural development, the Land Bank

provides production, instalment sale finance, and medium-term or mortgage

loans to emerging and commercial farmers. From time to time, the Bank also

administers other government programmes, such as drought relief schemes and

flood assistance. The Land Bank is wholly- owned by the South African

government, and is in turn the sole shareholder of LBIC and LBLIC, which provide

insurance products in the agricultural sector.

The Bank’s objectives flow from the Land Bank Act, No. , and are aligned

with government policies and the country’s socio-economic needs. The Bank is

expected to play a pivotal role in advancing agriculture and rural development.

Its broad mandate, as expressed in the Land Bank Act, covers 11 objectives:

• Equitable ownership of agricultural land, in particular increasing the

ownership of agricultural land by historically disadvantaged persons

• Agrarian reform, land redistribution or development programmes

aimed at historically disadvantaged persons

• Land access for agricultural purposes
• Agricultural entrepreneurship
• Removal of the legacy of racial and gender discrimination in agriculture
• Enhancing productivity, profitability, investment and innovation
• Growth of the agricultural sector and better use of land
• Environmental sustainability of land and related natural resources
• Rural development and job creation
• Commercial agriculture
• Food security

• The Bank shall provide the allocated canteen space and utility connections;
• The service provider shall be responsible for all operational costs associated with

the canteen service;

• Employees and visitors shall purchase meals directly from the service provider;
• No guaranteed meal volumes are provided by the Bank;
• Corporate catering services shall be separately invoiced to the Bank where

applicable.

5. Scope of Services

performance on any task orders/purchase orders or contracts, including poor

performance in respect of compliance with policies or procedures regarding

safety, health, quality control or environment, or having committed a serious

and gross breach of contract.

(“POPI Act”). You also consent that any information, either written or verbal, may be

made available to third parties strictly for the purpose of oversight to this tenders’

appointment. Further, you declare that you have obtained all consents required by

the POPI Act or any other law applicable. Thus, you hereby indemnify Land Bank

against any civil or criminal action, administrative fine or other penalty or loss that may

arise because of the processing of any personal information that you submit.

F. Bidder’s disclosure

D. Evaluation criteria: ..................................................................................................... 9

Hygiene inspection scores Minimum 90%

D. Evaluation criteria

RFQ will be evaluated in two (2) stages

The bid will be awarded to the bidder who achieves the highest total combined score out of

100 points based on the following evaluation criteria

Evaluation Area Weight

Technical functionality 50

1. Stage one - Mandatory requirements

the evaluation process and the bidder will be expected to provide such within

• Providing high-quality, hygienic, nutritious, and affordable meals;
• Monitoring the quality of service, reviewing the variety and soliciting f