Supply and delivery of dairy products to parliament restaurants (B12/2026)

{"closingDate":"04 September 2026","closingTime":"11H00","briefingSession":"{"date":"22 September 2026","time":"11H00","venue":"11H00 (refer to )","is_compulsory":true}"}

Virtual Compulsory Briefing Session: Date: 22 September 2026, Time: 11H00. Refer to the invitation for details.

{"name":"Mr N Ntanjana","email":"[email protected]","phone":null,"department":null,"address":"al extension after the above days, Parliament will request approval"}

Returnable Documents: in instant disqualification., b) A valid and original Tax Clearance Certificate or pin (valid as, Black 5 ID Document/CSD Report, Women 4 ID Document/CSD Report, People with disabilities 3 Medical Certificate/CSD Report, Youth 2 ID Document/CSD Report, SMMEs 3 Annual Turnover/CSD Report

Returnable documents: The bid bundle includes the letter of invitation, Specific Conditions of Contract (SCC), Tax Clearance Requirements, Bid Terms of Reference (TOR), Contractual Obligations, Declaration of Interest (Annexure F), and Declaration of Bidders past procurement practices. Bidders must use the checklist to ensure completeness. Required documents include: a valid and original Tax Clearance Certificate or PIN (valid as at closing date); Certificate of Change of Name or CK2 (if applicable); proof of ownership (registration certificate or lease); valid certificate of ownership; details of a manager; references for past work; and documents for claiming preference points. Proposals must be submitted with sections clearly marked and pages numbered consecutively.

To be considered, bidders must comply with the administrative and mandatory requirements. Mandatory requirements include: 1) Submission of a minimum of three positive references from similar work in the past three years (via Addendum A). 2) Providing details of transport fleet and contingency plans. 3) Demonstrating financial capacity via a credit agreement letter from a financial institution or audited financial statements. 4) Submitting proof of ownership or a lease agreement for a suitable refrigerated delivery vehicle. 5) Holding a valid Certificate of Acceptability (COA) from the local municipality. 6) Having a dedicated project manager with a minimum of five years' relevant experience. 7) Maintaining a valid Tax Clearance Certificate or tax pin and being registered on the CSD. Bidders must also comply with the Competition Act, submit all declaration forms (including Declaration of Interest, Bid Declaration, and Declaration of Bidders' past procurement practices), and, for preference points, provide supporting documents like ID documents, CSD reports, or medical certificates for HDI/RDP goals. A signed Oath of Secrecy may be required for personnel after award.

13 initial__________

Contents

Contents .......................................................................................................................... 14

1. Background ............................................................................................................. 15

2. Objectives ................................................................................................................ 15

3. Purpose of the request for bid (RFB) .................................................................. 15

4. Scope of the required service .............................................................................. 16

5. Project deliverables ............................................................................................. 18

6. Evaluation criteria ................................................................................................. 19

7. The responses ......................................................................................................... 27

8. Pricing structure.................................................................................................... 28

9. Specific conditions .................................................................................................. 31

Addendum a – references’ template ............................................................................ 34

14 initial__________

Parliament of the Republic of South Africa (hereon in this document “referred to as “Parliament”)

operates four restaurants that require a daily supply of dairy products for both in-house food

production and resale.

These restaurants serve daily a customer base comprising of the Presidency, Members of

Parliament, Parliamentary Officials, Members of the public, Government Departments, Foreign

Dignitaries, etc. Parliament therefore requires an uninterrupted supply of products that meet

stringent quality, freshness and food safety standard.

2. Objectives

The broad objectives of this RFB include:

2.1 To provide prospective service providers with adequate information to understand and respond

to Parliament’s requirements for the supply and delivery of dairy products.

2.2 To ensure uniformity in the responses received from each prospective service provider.

2.3 To provide a structured framework for the evaluation of proposals.

3. Purpose of the request for bid (RFB)

3.1. Parliament seeks to identify and appoint suitable service provider/s to supply and deliver to all

its kitchens dairy products, on demand, for a period of three (3) years.

3.2. The purpose of this RFB is to contract with a suitably qualified supplier/s with the requisite

capacity to execute this project within the desired quality, scope, timeframe and cost-effective

for Parliament.

15 initial__________

4. Scope of the required service

4.1. The successful bidder/s shall be expected to supply and deliver the dairy products as per

specifications below:

4.1.1. Products must be locally (South Africa) produced.

4.1.2. Products must be delivered in a suitable refrigerated vehicle, packed in original packaging of

manufacturer and cold, specifically for frozen items (e.g. ice cream) to be within -18 & -25

Degrees Celsius and be within +2 & +7 Degrees Celsius for products such as cheese,

yoghurt, milk, etc.

4.1.3. Products must be labelled and display “best before date” on container

4.1.4. Products name, ingredients list, net quantity, storage conditions, name & address of

manufacturer must appear on product label.

NO. item unit of measure

1 Cooking Rich cream, 1kg Kilogram (kg)

2 Butter Portions, 120 x 8g Box

3 Butter Portions, 180 x 8g Box

4 Butter Portions, 240 x 7g Box

5 Buttermilk, 500ml Each

6 Cheese - Mini, 22g (similar or equivalent to Babybel) Each

7 Cheese – Bluewedges, 100g Each

8 Cheese – Brie, 125g Each

9 Cheese – Camembert, 125g Each

10 Cheese - Cheddar Loaf kg

11 Cheese – Chevin Plain, 100g Each

12 Cream cheese – Smooth Kg

13 Cheese – Easy Slice Kg

14 Cheese – Feta Bucket Kg

15 Cheese – Feta, Cubed Kg

16 Cheese – Fresh Mozzarella Balls, 120g Each

17 Cheese – Gouda Sweet Kg

18 Cream cheese, 100g (similar or equivalent to Kirri) Each

19 Cheese – Mascarpone Tub, 250g Each

20 Cheese – Mozzarella Kg

21 Cheese – Parmesan, Grated Kg

22 Cheese – Pecorino, Grated Kg

Cheese – Wedges 120g (similar or equivalent to Laughing

23 Cow) Each

24 Margarine, 500g (similar or equivalent to Cordon Bleu) Each

25 Cream, Meadowland Classique Litre

26 Custard Buttercreme, 2kg Kg

27 Eggs, Extra Large Dozen

16 initial__________

28 Ice Cream, Chocolate Litre

29 Ice Cream, Vanilla Litre

30 Milk – Long Life Full Cream Litre

31 Milk – Long Life Low Fat Litre

32 Margarine Mini Portions, 294 x 8g Box

33 Strawberry Buttercreme, 2kg Kg

34 Cream, 1kg (similar or equivalent to Versatié) Kg

35 Whip Topping, Chocolate, 2kg Kg

36 Whip Topping, French Vanilla, 2kg Kg

37 Yoghurt, Assorted flavours, 175ml Each

38 Yoghurt, Plain Litre

17 initial__________

5. Project deliverables

5.1. At the end of the contract, the appointed supplier/s must have supplied and delivered dairy

products (as specified in section 4 above).

18 initial__________

requirements for food premises, the

transport of food and related matters.

R638. GN No. June 2018 in

respect of the handling of foodstuffs as

specified in the application.

2.4. Bidder must have a manager who will Submission of a details of a Provide unique

manage this project, throughout the manager who will manage reference to locate

duration of the contract, with minimum this contract. substantiating

of five (5) years’ experience in evidence in the bid

managing projects of this nature. response.

21 initial__________

Mandatory Requirements: Substantiating evidence of Evidence reference

compliance (used to (to be completed by

evaluate bid): bidder):

Stage 1 Administrative requirements YES

Stage 2 Mandatory requirements YES

Stage 3 Site inspection YES

Stage 4 Price and preference points YES

6.1. Administrative requirements (stage 1):

Estimated

Unit of unit price unit price unit price

NO. item annual

Measure (year 1) (year 2) (year 3)

Quantities

1 Cooking Rich cream, 1kg Per kilogram (kg) 50

2 Butter Portions, 120 x 8g Per box 30

3 Butter Portions, 180 x 8g Per box 30

4 Butter Portions, 240 x 7g Per box 30

5 Buttermilk, 500ml Each 80

6 Cheese - Mini, 22g (similar or equivalent to Babybel) Each 300

7 Cheese – Bluewedges, 100g Each 300

8 Cheese – Brie, 125g Each 300

9 Cheese – Camembert, 125g Each 350

10 Cheese – Cheddar Loaf Per kg 400

11 Cheese – Chevin Plain, 100g Each 250

12 Cream cheese – Smooth Per kg 100

13 Cheese – Easy Slice Per kg 800

14 Cheese – Feta Bucket Per kg 60

15 Cheese – Feta, Cubed Per kg 60

16 Cheese – Fresh Mozzarella Balls, 120g Each 300

17 Cheese – Gouda Sweet Per kg 200

18 Cream cheese, 100g (similar or equivalent to Kirri) Each 300

19 Cheese – Mascarpone Tub, 250g Each 300

20 Cheese – Mozzarella Per kg 200

21 Cheese – Parmesan, Grated Per kg 50

22 Cheese – Pecorino, Grated Per kg 50

29 initial__________

Cheese – Wedges 120g (similar or equivalent to

23 Laughing Cow) Each 300

Margarine, 500g (similar or equivalent to Cordon

24 Bleu) Each 2600

25 Cream, Meadowland Classique Per litre 300

26 Custard Buttercreme, 2kg Per kg 25

27 Eggs, Extra Large Dozen 3000

28 Ice Cream, Chocolate Per litre 10

29 Ice Cream, Vanilla Per litre 10

30 Milk – Long Life, Full Cream Per litre 8000

31 Milk – Long Life, Low Fat Per litre 6000

32 Margarine Mini Portions, 294 x 8g Per box 35

33 Strawberry Buttercreme, 2kg Per kg 30

34 Cream, 1kg (similar or equivalent to Versatié) Per kg 30

35 Whip Topping, Chocolate, 2kg Per kg 50

36 Whip Topping, French Vanilla, 2kg Per kg 50

37 Yoghurt, Assorted flavours, 175ml Each 10000

38 Yoghurt, Plain Per litre 200

Sub-totals:

Grand total:

30 initial__________

Contents .......................................................................................................................... 14

1. Background ............................................................................................................. 15

2. Objectives ................................................................................................................ 15

3. Purpose of the request for bid (RFB) .................................................................. 15

4. Scope of the required service .............................................................................. 16

5. Project deliverables ............................................................................................. 18

6. Evaluation criteria ................................................................................................. 19

7. The responses ......................................................................................................... 27

8. Pricing structure.................................................................................................... 28

9. Specific conditions .................................................................................................. 31

Addendum a – references’ template ............................................................................ 34

14 initial__________

1. Background

Parliament of the Republic of South Africa (hereon in this document “referred to as “Parliament”)

operates four restaurants that require a daily supply of dairy products for both in-house food

production and resale.

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

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

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

6.4.3. Bid Pricing Schedule

(a) The bidder must complete in full all the preference requirements.

(b) Allocation of points per requirements: The points allocation of bidders’ responses to the

requirements will be determined by the completeness, relevance and accuracy of

substantiating evidence.

(c) Points will be allocated for each preference requirement as per the criteria set in each

section in the table below.

(d) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section,

page) to locate substantiating evidence in the bid response. During evaluation,

8.1. Prices must be quoted in South African currency and must be inclusive of Value Added Tax (VAT) and delivery costs.

8.2. Bidders are further requested to indicate their price in all elements listed on the pricing schedule below.

8.3. Price will be evaluated based on 80 points and applicable formula of calculating points scored by each bidder.

8.4. The pricing schedule for each category must be completed taking into account inflationary adjustments.

8.5. Price adjustments will only be considered if there are statutory requirements (e.g. fuel price adjustments, etc.) and/or unforeseen circumstances

(e.g. natural disasters, etc.).

8.6. Bidders must note that the quantities provided are for evaluation purposes only.

8.7. All costs for disbursements must be incorporated into the price offer.

28 initial__________

Pricing schedule:

valid Tax Clearance Certificate in order not to invalidate the bid

tax compliance

CSD Report

Proof of Ownership

proof of ownership in

in instant disqualification.

b) A valid and original Tax Clearance Certificate or pin (valid as

B-BBEE Details: 000 (all

applicable taxes included).

23. The value of this bid is estimated to be below R50 000 000 (all applicable taxes

included) and therefore the 80/20 system shall be applicable.

23.1 Preference points applicable for this bid will be 80/20. Points will be awarded for:

(a) Price 80

(b) Specific HDI and/or RDP Goals 20

Calculation of points for HDI and/or RDP Goals

Bidders must complete column 3 to indicate the points they are claiming.

Points will only be awarded to a bidder who has claimed points and who has

supplied the supporting documents as listed in the table below:

Specific goals: Number Points Bidders must supply the

of claimed following documents when

points: by the claiming preference points:

Bidder

HDI goals

Black 5 ID Document/CSD Report

Women 4 ID Document/CSD Report

People with disabilities 3 Medical Certificate/CSD Report

Rdp goals

Youth 2 ID Document/CSD Report

SMMEs 3 Annual Turnover/CSD Report

Locally manufactured 3 Declaration from Manufacturer

product

HDI – Historically Disadvantaged Individual as defined in Parliament’s Preferential

Procurement Policy.

RDP – Reconstruction and Development Programme as defined in the Government

Gazzette Notice No. .

7 initial__________

Discounts

24 When calculating comparative prices, Parliament will take into account any

discounts which have been offered unconditionally.

25 A discount which has been offered conditionally will be implemented when

payment is effected despite not being taken into account for evaluation purposes.

Bid Declaration

26 Only a bidder who has completed and signed the declaration part of the tender

documentation will be considered for preference points.

Visits / Meetings / Inspection

27 As part of the adjudication process Parliament may

stringent quality, freshness and food safety standard.

4.1. The successful bidder/s shall be expected to supply and deliver the dairy products as per

specifications below:

4.1.1. Products must be locally (South Africa) produced.

4.1.2. Products must be delivered in a suitable refrigerated vehicle, packed in original packaging of

manufacturer and cold, specifically for frozen items (e.g. ice cream) to be within -18 & -25

Degrees Celsius and be within +2 & +7 Degrees Celsius for products such as cheese,

yoghurt, milk, etc.

4.1.3. Products must be labelled and display “best before date” on container

4.1.4. Products name, ingredients list, net quantity, storage conditions, name & address of

manufacturer must appear on product label.

processing is not done from the bidder’s

premises then the bidder must ensure

that manufacturer/butchery complies

with the afore-mentioned regulations.

22 initial__________

6.3. Site inspection (stage 3):

6.3.1. Parliament will visit the service providers’ premises with the objective of verifying facts of the

bidders as contained in their respective bid documents. Bidders that fail to score 70 out of

100 for this stage will be automatically disqualified from further evaluation:

Site inspection criteria: weight rating scores

1. Food safety & certification:

• 5 = Excellent

a) Certifications: Valid Food Certifications

• 4 = Very good

should be displayed in the plant

• 3 = Good b) Audits: Most recent third-party facility audit 15

reports and hygiene ratings

• 2 = Average

c) HACCP Plan: Suppliers operate within a

specific food safety management plan.

• 1 = Poor

2. Product quality & specifications:

• 5 = Excellent

a) Product Specifications: Ingredients

• 4 = Very good documented on each product.

b) Allergen Declarations: Allergen handling and

• 3 = Good 25

clear labeling to prevent cross-contamination.

• 2 = Average

c) Consistency Check: Food appearance against

the requirements.

• 1 = Poor

d) COID Letter of Good Standing

3. Traceability & recall readiness:

• 5 = Excellent

a) Lot Codes: Batch coding on all products.

• 4 = Very good

b) Traceability System: Able to trace raw

materials from their original source.

• 3 = Good 40

c) Recall Plan: Mock recall procedures to ensure

• 2 = Average

action during emergencies.

• 1 = Poor

4. Delivery, hygiene & storage:

• 5 = Excellent

a) Delivery vehicle/s.

i) Confirm that their refrigerated delivery

• 4 = Very good fleets are clean, calibrated, and strictly

temperature-controlled for all perishables.

b) Hygiene Standards: Require documentation 20

• 3 = Good

on their pest control, chemical handling, and

employee hygiene practices.

• 2 = Average

• 1 = Poor

23 initial__________

Total 100

Minimum threshold 70

Bidders need to reach a minimum of 70% to qualify to the next stage of

Evaluations (pricing and preference points evaluation).

6.4. Price and preference points evaluation (stage 4):

6.4.1. Costing and Pricing Conditions:

(a) South African Pricing - The total price must be VAT inclusive and be quoted in South

African Rand (ZAR).

(b) Total price:

(i) All quoted prices are the total price for the entire scope of required services and

deliverables to be provided by the bidder.

(ii) All additional costs as well as cost of delivery, labour, S&T, overtime, etc. must be

included in this bid.

(iii) All services, accessories, upgrades and options required by the solution or

specified by the client must be included in the quoted price. If not included,

suppliers will be required to supply these accessories at no cost to the client.

(iv) Parliament reserves the right to negotiate pricing with the successful bidder prior

to the award as well as envisaged quantities.

(c) These conditions will form part of the Contract between Parliament and the bidder.

Contractual obligations: A person awarded a contract may not sub-contract any part of the contract without prior approval and must submit sub-contractor documentation. The successful bidder shall be expected to supply and deliver dairy products as per the contract. The bidder must complete the declaration of acceptance as per par 6.4.2; failure to accept all conditions will be regarded as 'DO NOT ACCEPT ALL' and the bid will be disqualified. The bidder's commitment for preference goals will form part of the contractual agreement.

Specific Conditions of Contract (SCC) include: Any additional extension after the above days, Parliament will request approval. If any part of this Bid is not duly filled in and signed in ink it may invalidate the bid. All Bids must be submitted on the official forms (not to be retyped). The bidder must certify that the personnel identified in its response to this Bid will be available. Parliament may, at its discretion, require the removal and replacement of any of the bidder's personnel who do not perform adequately. The company, its directorship and personnel assigned will be subject to vetting. Security vetting forms (SAF) shall be filled in for every entity or company participating. Personnel rejected for security reasons must be replaced. Failure to provide satisfactory security-cleared personnel may lead to legal action by SAPS. Full names of each person intended to be utilized on site, including sub-contractors, must be provided prior to closing date. Any time lost due to delays in submitting the list of personnel required for entering site will not be accepted as motivation for extension of the contract period. All documents issued must be kept in a safe place, individually numbered, and records kept. Documents issued to sub-contractors or suppliers must be signed for. The bidder must ensure his personnel and sub-contractors are advised accordingly. General Conditions of Contract (GCC) apply. Parliament may not award the bid to the highest scoring bidder if such bidder has been awarded a bid by Parliament or has performed services in a manner that compromises competitiveness and fairness. In terms of Section 4(1) of the Competition Act, collusive bidding is prohibited. Parliament may amend or cancel this Bid before award.

Mandatory requirements: Compliance with administrative requirements as stated in the standard bidding documents and the mandatory requirements listed in this section. Mandatory briefing session: A compulsory briefing session shall be held at a date specified in the advertisement. The bidder must comply with ALL the mandatory requirements in order for the bid to be considered. Bidders must submit a minimum of three references of similar work undertaken in the past. Bidders must be able to supply within the required timeframe. Bidders must submit one of the following substantiating financial documents: valid proof of ownership in the form of a registration certificate or lease. Bidders must submit a valid certificate of ownership. Bidder must have a manager who will be responsible for the contract. Bidder experience over the past three (3) or more years is required. Site inspection (Stage 3) is mandatory. Site inspection criteria include a specific food safety management plan.

Preference points for HDI goals: Black (5 points, ID/CSD report), Women (4 points, ID/CSD report), People with disabilities (2 points, medical certificate/CSD report), Youth (2 points, ID/CSD report), SMMEs (3 points, annual turnover/CSD report). Administrative compliance and mandatory requirements are stage 1. Site inspection includes food safety management plan.