Catering for NLC education & awareness campaign – malamulele hall, 16 september 2026

RFQ issue date: 31 August 2026.

Closing date and time: 03 September 2026 at 11:00 (South African Standard Time) – compulsory.

Event date (catering service): 16 September 2026 at 10:00 – compulsory delivery date.

RFQ validity period: 60 days from closing date (until 02 November 2026).

No compulsory briefing or site visit is mentioned in the document.

SCM enquiries: Maureen (email: [email protected], phone: 012 432 1300).

Technical enquiries: Raesetje Manala (email: [email protected], phone: 012 432 1470).

All queries must be sent to both email addresses.

Submission address: E-tender portal only (no physical address for submissions).

Submission channel: E-tender portal only. Email submissions will not be considered.

Closing date and time: 03 September 2026 at 11:00 (South African Standard Time).

RFQ validity period: 60 days from the closing date.

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

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the Commission. False declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• POPIA Consent Form: original signed consent for processing personal information.
• Valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim specific-goal points.
• Full CSD report with SARS tax compliance status (CSD registration mandatory; attach CSD summary report).
• Certificate of Acceptability (COA) for food premises from a Limpopo municipality (only Limpopo COA accepted).
• Complete and signed pricing schedule/quotation.

Disqualification risks:

• Late or incomplete submissions.
• Any returnable form left unsigned or omitted.
• Failure to provide CSD registration number and tax compliance proof.
• No services may be rendered or goods delivered before an official NLC purchase order is received.

Evaluation follows a five-stage process:

Stage 1 – RFQ Closing Date, Submission Instructions and Format: bids must be submitted via the E-tender portal by 03 September 2026 at 11:00.

Stage 2 – Administrative Compliance: verification of all returnable documents listed above (SBD 1, SBD 4, SBD 6.1, POPIA Consent Form, B-BBEE certificate/affidavit, CSD report with tax compliance, COA, signed pricing schedule).

Stage 3 – Mandatory Requirements: full compliance with the mandatory documents; failure to meet any requirement results in disqualification.

Stage 4 – Price and Specific Goals (80/20 preference point system per PPPFA and PPR 2022):

• Price: maximum 80 points calculated using the formula Ps = 80 × (1 − (Pt − Pmin) / Pmin) where Pt is the bid price and Pmin the lowest acceptable bid.
• Specific Goals: maximum 20 points allocated as follows:

1. Black ownership: 100% = 8 points; 51–99% = 4 points; <51% = 0 points (evidence: IDs / 3-month CIPC report / CSD report).
2. Women ownership: 100% = 4 points; 30–99% = 2 points; <30% = 0 points (evidence: B-BBEE certificate / sworn affidavit).
3. Youth ownership: 100% = 4 points; 30–99% = 2 points; <30% = 0 points (evidence: B-BBEE certificate / sworn affidavit).
4. Disability ownership: ≥20% = 4 points; 10–19% = 2 points; <10% = 0 points (evidence: doctor’s letter confirming disability and CSD report).

Stage 5 – Due Diligence, Contract and Award: the Commission may conduct due diligence on the preferred bidder and negotiate best and final offers before award.

Event: Education and Awareness Campaigns.

Date required: 16 September 2026.

Service time: Breakfast at 10:00.

Venue: Malamulele Hall, 614a Mbewu Street, Malamulele 0982, Limpopo.

Number of delegates: 150.

Menu (quantities for 150 delegates):

1. Sandwiches (variety), scones, tea & coffee – 150 portions.
2. Soft drinks including juice, 300 ml cans – 150 units.
3. Bottled water, 500 ml – 150 units.
4. Fruits – 3 seasonal fruits packed in 3/3 portions – 150 portions.

Delivery address: same as venue (Malamulele Hall).

Provider responsibilities:

• Bring own cutlery, plates, tablecloths, cups and serviettes.
• Deliver food on time.
• Print out the specification and bring it on the day.
• Bring containers to store leftover food if the meeting runs late.

Reporting: service provider reports to NLC Limpopo Office, No. 5 Landro’s Mare Street, Polokwane 0699.

Duration: once-off service effective on date of appointment and receipt of purchase order, at NLC’s discretion.

No minimum years of experience, specific prior contracts, or key-personnel qualifications are stipulated. The Commission may request, at its discretion, hard copies of certified qualifications, membership certificates, COIDA registration and other supporting documents within a minimum of 3 working days of such request. Failure to submit within the requested period renders the bidder non-responsive. A valid Certificate of Acceptability (COA) for food premises from a Limpopo municipality is a mandatory requirement (see complianceRequirements).

Pricing format: firm quotation/pricing schedule (SBD 3.1 equivalent) to be completed, signed and submitted.

Price must be inclusive of all applicable taxes.

Evaluation uses the 80/20 preference point system; maximum 80 points for price.

No bid bond, performance guarantee, advance payment terms or retention percentages are specified in the document.

Payment terms: not stated; services may not commence before an official NLC purchase order is issued.

Mandatory registrations and certifications:

• Central Supplier Database (CSD) registration (CSD number and full CSD report with SARS tax compliance status must be attached).
• Valid tax compliance status (TCS pin or printed TCS certificate from SARS e-filing).
• Certificate of Acceptability (COA) for food premises issued by a Limpopo municipality (only Limpopo COA accepted).
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim specific-goal points.
• Compensation for Occupational Injuries and Diseases Act (COIDA) registration and good standing – the Commission reserves the right to request documentary proof.

Returnable forms (each must be completed and signed by an authorised person):

• SBD 1 (Invitation to Bid).
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).
• POPIA Consent Form.
• Signed pricing schedule/quotation.

Other compliance:

• Bids must be submitted in English.
• No collusion or canvassing of Commission officials between closing and award.
• Foreign suppliers without a local registered entity are exempt from CSD registration.

The bidder warrants that all its employees (including any subcontractor’s employees) are covered in terms of the Compensation for Occupational Injuries and Diseases Act (COIDA) and that such cover remains in force for the duration of the adjudication and any subsequent agreement. The Commission reserves the right to request documentary proof of the bidder’s registration and good standing with the Compensation Fund, or similar proof acceptable to the Commission. No other occupational health, safety or environmental requirements are specified in the document.

Key contractual terms:

• Confidentiality: all RFQ content is the Commission’s property; no use, copying or disclosure without written permission.
• Intellectual property: all copyright and IP vest with the Commission.
• Late and incomplete submissions are not accepted.
• No services or goods may be delivered before an official NLC purchase order is received.
• RFQ evaluated under the 80/20 preference point system per PPPFA and PPR 2022.
• Suppliers must be registered on the CSD with tax-compliant status.
• All queries directed to [email protected] and [email protected].
• Bidders must not issue news releases without Commission consent.
• RFQ stipulations take precedence over any attached documents; where silent, PPPFA prevails.
• Bidders warrant COIDA coverage for all employees and subcontractors; the Commission may request proof of registration and good standing.
• Personal information processed per POPIA and the Commission’s Data Privacy Policy; bidders consent by signing.
• Collusion or canvassing between closing and award leads to automatic disqualification and restriction from state business.
• Supplier performance reviews conducted per NLC policy; non-performance triggers formal remedial action.

Evaluation is conducted in five stages:

Stage 1 – RFQ Closing Date, Submission Instructions and Format: submission via E-tender portal by 03 September 2026 at 11:00.

Stage 2 – Administrative Compliance: verification of SBD 1, SBD 4, SBD 6.1, POPIA Consent Form, valid B-BBEE certificate/sworn affidavit, full CSD report with SARS tax compliance, Certificate of Acceptability (COA) from a Limpopo municipality, and signed pricing schedule.

Stage 3 – Mandatory Requirements: full compliance with all mandatory documents; non-compliance leads to disqualification.

Stage 4 – Price and Specific Goals (80/20 system): Price (80 points) scored via the standard PPPFA formula; Specific Goals (20 points) allocated for black ownership (8/4/0), women ownership (4/2/0), youth ownership (4/2/0) and disability ownership (4/2/0) with required supporting evidence.

Stage 5 – Due Diligence, Contract and Award: due diligence on preferred bidder(s) and possible negotiation of best and final offers before award.