Catering services for idp & budget stakeholder meetings – city of mbombela tender (mpumalanga)

{"closingDate":"16 SEPTEMBER 2026","closingTime":"11:00am","briefingSession":"{"date":null,"time":null,"venue":null,"is_compulsory":false}"}

No briefing session shall be conducted for this tender.

{"name":"Mr W. Khumalo","email":"[email protected]","phone":"013 759 2358","department":"Supply Chain Management","address":"ED @ NO: 1 NEL STREET; MBOMBELA;"}

Returnable Documents: VAT REGISTRATION NUMBER, TAX COMPLIANCE STATUS TCS PIN: OR CSD No, MBD 1 will regarded as a FORM OF OFFER and if the forms is not completed in full and,

• A valid Tax Compliance Status (TCS) Pin.,
• Proof of company registration.,
• Certified copies of the Business Director(s)’ identity documents.,
• A full Central Supplier Database (CSD) registration report not older than 30 days from,
• For Company Experience: At least one (1) certified copy of an appointment letter or,
• For the Project/Culinary Leader: A certified copy of the relevant qualification, certified, copy of the identity document, and a comprehensive Curriculum Vitae (CV) of the, preparation or a higher relevant qualification.,
• The CV must clearly indicate the individual’s current employment status. Where the

Returnable documents checklist includes: Company Registration Certificate, Company Profile, certified copies of documents (IDs, qualifications, licenses), full CSD report, Tax Compliance Status, B-BBEE certificate or sworn affidavit, JV/consortium agreement if applicable, separate documents for each JV/consortium party, municipal rates and taxes certificates for business and directors, proof of residence from tribal authority or lease agreements, public liability insurance, financial statements (audited or reviewed) for three years if applicable, COIDA certificate. The checklist is for office use to verify compliance.

The 80/20 preference point system applies. Points will be allocated for price and B-BBEE status. Functionality may be evaluated based on track record and experience on similar projects, and other criteria as stated in the tender document.

Financial period for the city of mbombela

• A valid Tax Compliance Status (TCS) Pin.
• Proof of company registration.
• Certified copies of the Business Director(s)’ identity documents.
• A full Central Supplier Database (CSD) registration report not older than 30 days from

the closing date. Summary reports will not be accepted.

• For Company Experience: At least one (1) certified copy of an appointment letter or

purchase order, accompanied by a certified reference letter, demonstrating the

bidding entity’s experience in providing catering services for 100 or more people.

• Certificate of Acceptability (CoA): A certified copy of a valid Certificate of Acceptability

(CoA) for basic food safety and hygiene, issued by Ehlanzeni District Municipality or

an equivalent competent authority.

• For the Project/Culinary Leader: A certified copy of the relevant qualification, certified

copy of the identity document, and a comprehensive Curriculum Vitae (CV) of the

proposed Project/Culinary Leader must be submitted. The proposed Project/Culinary

Leader must have a minimum of three (3) years’ relevant experience in food handling

and preparation and must possess, as a minimum, a certificate in food handling and

preparation or a higher relevant qualification.

• The CV must clearly indicate the individual’s current employment status. Where the

proposed Project/Culinary Leader is not employed by the bidding entity, the bid must

be accompanied by a signed consent/commitment letter from the individual

confirming their availability and intention to assist the bidding entity with the

implementation and execution of the project.

4.2. Municipal rates and taxes requirements (Bidding Entity)

• The bidder must submit a valid and current municipal rates and taxes statement for

the business premises issued by the relevant local authority.

• Where the business operates in an area under the jurisdiction of a recognised

traditional authority, the bidder may submit proof of residence issued by the relevant

tribal authority.

• Where the business premises are leased, the bidder must submit a valid lease

agreement together with the lessor's current municipal rates and taxes statement for

the leased premises.

• The physical business address reflected on the Central Supplier Database (CSD)

must correspond with the address reflected on the company's registration documents.

• The Municipality reserves the right to verify the municipal rates and taxes information

against the details reflected on the CSD and the company's registration documents.

• It remains the responsibility of the bidder to ensure that the company's municipal

rates and taxes account is fully paid and not in arrears.

4.3. Director(s) Municipal Compliance

• The bidder must submit valid and current municipal rates and taxes statements for

each active director, including directors of consortium or joint venture partners, for the

residential addresses reflected on the company's CIPC registration documents.

• Where a director resides in an area under the jurisdiction of a recognised traditional

authority, proof of residence issued by the relevant tribal authority may be submitted.

• Where a director occupies leased residential premises, the bidder must submit a valid

lease agreement together with the lessor's current municipal rates and taxes

statement for the leased property.

• The residential address reflected on the municipal rates and taxes statement, proof of

residence, or lease agreement must correspond with the residential address of the

respective director as recorded on the company's CIPC registration documents.

• The Municipality reserves the right to verify the municipal rates and taxes compliance

of each director using the director's identity number and the residential address

reflected on the CIPC registration documents.

• It remains the responsibility of the bidder to ensure that the municipal rates and taxes

obligations of all active directors, consortium or joint venture partners, and, where

applicable, the lessor, are fully settled and not in arrears.

4.4. General note

• For all key personnel whose CV is submitted, certified copies of qualifications and

certified copies of identity documents must be submitted with the bid (if applicable).

• Certified copies must not be older than three (3) months to be considered valid.
• Copies of certified copies will not be accepted; only certified copies of original

documents shall be recognised.

• Failure to comply with the above requirements will result in immediate disqualification.

section 14 of the Companies Act registration document in

line with the applicable

b) A Certificate issued by CIPRO in line with section 2 legislation?

of the Close Corporation Act

NB: The registration of Close Corporations (CCs) was

replaced by introduction of the New Companies Act which

came to effect in April 2011. CCs to be recognized as valid

registration certificate will be up to 2010.

2. Company Profile a) A Company Profile is a professional introduction of Has the bidder attached N/A

your Business that aims to inform Clients about its a company profile and its

purpose, vision, trustworthiness, products and experience is relevant to

services, and experience of your Company. It is add value on this

basically a “CV for your Business/Company” project?

3. Certification of documents to be a) The certification of documents must be done by a Has the bidder certified YES

submitted together with the tender commissioner of oath as prescribed in the Justices all documents to be

document. of the Peace and Commissioners of Oaths Act 16 certified as per special

of 1963 and its Regulations. conditions of bid?

b) Acceptable certified copies are copies originally Check validity on the

qualifications, Licenses and Lawyers or notary public (who are members of a commissioner of oaths

certificates, accreditation by recognised professional body), Actuaries or stamp is compliant as

professional bodies, proof of accountants (who are members of a recognised per example copied from

ownership document, appointment professional body), Members of the judiciary, the Regulations.

letters, completion certificates, etc. Directors, managers or company secretaries of a

banks or regulated financial services business.

c) Commissioner of Oaths stamps can be purchased

at Stationary shops, but it can be custom made

following the below example:

is required for an audit to be conducted. inconsistent declaration

may lead to immediate

disqualification.

13. Recent annual financial statement a) Applicable to private companies with a public Has the bidders N/A

(AFS) for three consecutive years interest score of less than 100. furnished MBD 5 as

(unaudited AFS). mandatory?

NB: if a company provides any b) If, with respect to a particular company, every Has the bidder attached

financial statements in terms of person who is a holder of, or has a beneficial the relevant AFS as

section 29 of the Companies Act, interest in, any securities issued by that company is required by law in line

such statements must comply with with his/her declaration also a director of the company, that company is

the provision of the Act. on MBD 5? exempt from the requirements in this section to

have its annual financial statements audited or

independently reviewed.

NB: An independent review will suffice if the company has

opted to have its financial statement audited or is required

by its Memorandum of Incorporation (MOI) to do so.

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

of complex projects various aspects of the contract to establish if the minimum threshold on

bidders has the capabilities to execute the contract functionality in order to

qualify for further or not. The various aspect may include but not

evaluation on price and limited to: track record and experience on similar

B-BBEE? projects, human resource and their individual

Invitation to Bid................................................................................. 3 – 5

Special Conditions........................................................................ .... 6 – 9

Notes / Checklist for mandatory returnable document ............................... 10 – 18

Specifications and pricing schedule ...................................................... 19 – 24

Pricing Schedule – Firm Prices............................................................. 25

Declaration of interest......................................................................... 26 – 23

the bidder (business) or any of its directors to the municipality, or to any other municipality or

municipal entity, are in arrears for more than three months. Similarly, none submission of

proof of valid and up-to-date rates and taxes statement will render the submission nonresponsive.

dates specified in the Specification and Pricing Schedule. Upon signing of the contract, the

successful bidder will be required to provide the services and deliver all required deliverables

in full compliance with the tender specifications and within the prescribed timelines.

involved, each party must submit JV/Consortium, have the

separate required returnable parties involved attached

documents. all individual required

documents as per

special condition of bid?

9. Latest municipal rates and taxes a) If the business is operated and its director(s) are Has the bidder attached YES

certificates from relevant local residing within a municipal area, bidders are latest municipal rates

authority for the business and all expected to attach latest municipal rate and taxes and taxes from relevant

business directors certificates for the business and ALL its directors. local authority for the

company / business and

OR b) If the business is operated and its director(s) are all company directors /

residing within a tribal authority. Bidders are

Proof of resident from tribal authority owners? expected to attach proof of resident for the

for the business and all business business and ALL its directors. In case of lease, has the

directors bidders attached lease

c) If the business directors are leasing a facility for

OR agreements and lessor’s residential purposes, they are required to attach proof of res from a tribal

Lease agreement with the Lessor’s individual lease agreement with lessor’s latest authority or latest

latest municipal rates and taxes municipal rates and taxes for a facility is within a municipal rates and

certificates from relevant local Municipal boundary and if the business is renting taxes certificate?

authority. office / business facility, the bidders are required to

attach lease agreement for the business with Is the account not in

NB: All accounts owing any lessor’s latest municipal rates and taxes for a areas for more than 90

municipality for more than 90 days facility within a municipal boundary. If the facility days (3 months)?

will be disqualified as prescribed on leased is in a rural area, lease agreement will be

the MSCM Regulations. accompanied with the lessor’s proof of residential

from a tribal authority.

NB: Domicilium citandi at executandi: Domicilium citandi et

executandi is a Latin legal term meaning the address

nominated by a bidder in a legal contract where legal notices

may be sent.

ensure that all physical addresses reflected either on the

company registration document and CSD are not owing any

municipal rates and taxes for more than three months

including the Lessor’s municipal account in case of lease.

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted, non-firm prices (including

Prices subject to rates of exchange variations) will not be

TAX COMPLIANCE STATUS TCS PIN: OR CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e

Tax compliance status system pin code from the south african revenue service (SARS) and if not

Tax compliance

Tax Compliance Status (TCS) Pin

tax compliance status

tax compliance status or

tax compliance status within

TCS PIN: OR CSD No

Csd number

Csd number must be provided

CSD REGISTRATION FULL REPORT (Summary

CSD report, are tax

CSD Report date should not status with SARS, state employees, etc

CSD report

CSD report or e-Filing

Central supplier database (csd),

Central Supplier Database (CSD) registration report not older than 30 days from

Central Supplier Database (CSD)

Central Supplier Database (CSD) a) The City requires that all prospective bidders Has the bidder attached YES

completion certificates, etc

appointment letter or

• Where the business premises are leased, the bidder must submit a valid lease

the leased premises.

• The physical business address reflected on the Central Supplier Database (CSD)

against the details reflected on the CSD and the company's registration documents.

2. Tax compliance requirements

2.3 Application for the tax compliance status (tcs) certificate or pin may also be made via e

Submit a separate tcs certificate / pin / csd number.

Points Allocation: 3 points

B-BBEE Details: TO THE INTEGRATED DEVELOPMENT PLAN (IDP) AND BUDGET FOR THE 2027–2032

Description financial period for the city of mbombela

The successful bidder will be required to fill in and sign a written contract form (mbd7).

Bid response documents must be submitted in the tender box located @ NO: 1 nel street; mbombela;

1200; mbombela civic centre next to the main entrance.

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration number

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

B-bbee status level b-bbee status

Yes Yes

Verification certificate level sworn

[Tick applicable box] affidavit

No No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED

In order to qualify for preference points for b-bbee]

Are you a

Foreign

Based

Are you the accredited supplier

Representative in south africa for the

FOR THE GOODS /SERVICES /WORKS GOODS Yes No

OFFERED? Yes No /SERVICES

/Works [if yes, answer part

[If yes enclose proof] offered? B:3 ]

Total bid

Total number of items offered price r

Signature of bidder

.................................... Date

Capacity under which this bid is

Signed

Bidding procedure enquiries may be directed to: technical information may be directed to:

Financial Management Services Office of the Speaker

Supply Chain Management Public Participation

Christopher Nkambule Thembisile Shabangu

Telephone Number: 013 759 2358 Telephone Number: 013 759 2258

Email Address: Email Address:

[email protected] [email protected]

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be submitted to the city of mbombela as per the instructions o

Po Box 45; Mbombela; 1200

NB: The results of this bid will be published on council website as prescribed on the MFMA sec

75 (1) (g) and SCM regulations, sec. 23 (c)

document, except to comply with instructions issued by the employer. The tender document

must be furnished with non-erasable black ink and all corrections made by the service

provider should be dated and signed by the authorised signatory. Erasures and the use of

masking fluid, tippex, pencil or erasable ink are prohibited and failure to adhere to this

condition will render your submission non responsive.

Preferential Procurement Regulations 2022 (Purchases)........................... 29 – 28

Contract Form – Rendering of services.................................................. 34 – 30

Declaration of Bidder’s Past Supply Chain Management Practices ................ 36 – 32

Certificate of independent bid determination..................................................... 35 – 41

Authority to sign a bid ........................................................................ 42 – 43

Certificate of authority for joint ventures ................................................ 44

PPPFA: Preferential Point System ........................................................ 45

exceeding 10 years (see section 28

of this Act).

11. Copy of Public Liability insurance. a) Public liability insurance may vary from one project If applicable, is the N/A

insurance from a

registered financial

institution?

12. Recent audited / independently a) Applicable to private companies that are not Has the bidder furnished N/A

reviewed financial statements for managed by its owners, if: MBD 5 as mandatory for

three consecutive years. all projects estimated to

NB: if a company provides any - It compiles its financial statement internally and be in excess of R10

financial statements in terms of its public interest score is less than 100. million?

section 29 of the Companies Act, Has the bidder attached

• It has its financial statements compiled such statements must comply with the relevant AFS as

independently and its public interest score is the provision of the Act. required by law and is it

between 100 and 349. aligned with his/her

declaration on MBD 5? - the public interest score is 350 points or more,

Special conditions: Tender must be submitted on official forms, sealed in envelope marked with bid number, description, and closing date, placed in bid box at Mbombela Civic Centre before 11:00 on closing date. No briefing session. Tender deposit not required; documents downloaded free. The City reserves right to cancel tender. Bids must be in black ink, no erasures. Non-compliance with mandatory requirements renders bid non-responsive. Bids rejected if municipal rates and taxes in arrears for more than 3 months. Bids rejected if bidder or directors on Register of Bid Defaulters. MBD 1 must be completed and signed. Period of validity 30 days. Prices firm, inclusive of VAT. No cession/assignment without permission. Deliverables: once-off delivery, penalties of 2.5% per day for delay.

Compulsory documentation: valid Tax Compliance Status (TCS) PIN, proof of company registration, certified copies of directors' IDs, full CSD registration report (not older than 30 days), at least one certified appointment letter or purchase order with reference letter demonstrating catering experience for 100+ people, certified Certificate of Acceptability (CoA) for food safety, certified qualification and CV of Project/Culinary Leader with minimum 3 years' experience in food handling and a certificate in food handling/preparation. Municipal rates and taxes statements for business and directors, or tribal authority proof of residence, or lease agreements with lessor's rates statements. Certified copies must not be older than 3 months. Failure to comply results in disqualification.

Procurement enquiries: Christopher Nkambule, Supply Chain Management, Tel: 013 759 2358, email: [email protected]. Technical enquiries: Thembisile Shabangu, Office of the Speaker, Tel: 013 759 2258, email: [email protected]. Employer: City Manager Mr W. Khumalo.