Coffee, snacks and refreshments bar tenant – mandela bay theatre complex

Closing date and time: 23 October 2026 at 11:00.

Opening date: 25 September 2026.

No briefing or site visit is stated.

Enquiries (SCM):

• Contact: Lutho Daweti
• Email: [email protected]
• Email: [email protected]
• Telephone: 069 831 8200

All enquiries must be directed to the Office of the Chief Financial Officer via email only to [email protected].

Submission address (hand delivery): 68 Cape Road, Gqeberha.

Submission method: email to [email protected], or hand delivery to 68 Cape Road, Gqeberha.

Closing time: 23 October 2026 at 11:00.

Quotations must be valid for 90 days from closing date.

Prices must be VAT inclusive and include delivery.

Prices must be itemised.

Returnable documents (all must be completed and signed):

• MBTC RFQ special conditions forms, with quotations on company letterhead.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at MBTC.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• Company profile.
• CSD report or MAAA number.
• Certified copy or original B-BBEE certificate, or sworn affidavit.
• Joint ventures: consolidated B-BBEE verification certificate and signed business agreement.

Disqualification risks:

• Late, incomplete, or unsigned bids.
• Failure to comply with any special condition.
• Missing mandatory documents.

Evaluation stages:

Stage 1 (Mandatory): valid public liability cover and Certificate of Acceptability (COA) per Regulations R638: 2018. Non-compliance disqualifies.

Stage 2 (Technical, 70 points): minimum qualifying score 40 out of 70. Bidders scoring below 40 are eliminated.

• Company profile with experience and reference letters: 25 points. Reference letters must include organisation name, contact person, contract amount (or award letter), work performed and dates, on company letterhead. No points without reference letters.
• Menu pricing: 20 points. Menu must be reasonably priced compared to similar offers within 10 km radius; own market survey required.
• Point of Sale System: 10 points. Cash-free system required; points for using cash-free and card system.
• Proposed methodology and approach: 15 points. Must show understanding of MBTC context, clear methodology, work plan, timelines, governance, risk mitigation. Include names/details of owners/directors/shareholders and staffing organogram.

Stage 3 (Price and specific goals, 80/20 system):

• Price: maximum 80 points.
• Specific goals: maximum 20 points. Youth, women, black ownership (4 points for 100%, 3 for 61-99%, 2 for 31-60%, 1 for 1-30%, 0 for 0%). People living with disabilities: 4 points. Locality: 4 points for Nelson Mandela Bay Metro, 3 for Eastern Cape, 2 for neighbouring provinces, 1 for other provinces, 0 for outside RSA.

Mandela Bay Theatre Complex (MBTC) is a Schedule 3A performing arts institution under the Department of Sport, Arts and Culture. It hosts events at venues on the corner of John Kani Road and Winston Ntshona Street (Gqeberha Central) and at 68 Cape Road (Mill Park).

Scope:

• Occupy and operate the Coffee and Snacks Bars Monday to Saturday during facility operating hours and for all performances, productions, and events.
• Provide catering for MBTC meetings, workshops, programme launches, performances, stakeholder engagements, and other approved events, including ad hoc Sunday events.
• Provide professional, trained, and suitably experienced staff.
• Maintain high standards of food quality, hygiene, cleanliness, health and safety, and customer service.
• Operate independently from MBTC's Liquor Bar and Sweet Counter.
• Conduct periodic customer satisfaction assessments and market research.
• Comply with the POPI Act.
• Use a cash-free system (MBTC operates cash-free).
• The service provider must provide own kitchen and catering equipment and transport of own goods.
• Existing equipment and furniture on site remain MBTC property and must be returned in the same condition, fair wear and tear excepted.
• The service provider is liable for all matters relating to the space, services, and employees.
• The service provider must not use MBTC premises for external purposes without approval.
• Demonstrate commitment to diversity and employment of young people and women, primarily based in Nelson Mandela Bay.

Proposed methodology and approach (15 points in Stage 2): must demonstrate exceptional understanding of MBTC context, provide a clear, detailed methodology, a well-structured work plan and realistic timelines, robust governance and peer review, and identify risks and mitigation tailored to the assignment.

The proposal must include:

• Names and details of business owners/directors/shareholders.
• Organogram of staffing.

Company profile highlighting experience in the scope of the assignment (25 points in Stage 2).

Reference letters required to demonstrate relevant contracts. Each reference letter must include:

• Name of the organisation.
• Contact person details.
• Contract amount (include award letter if amount not on the letter).
• Work performed and dates.
• Must be on company letterhead with contact information.

No points will be allocated without reference letters.

The successful service provider must have experience in providing the services directly, not through third parties.

Maintain high standards of food quality, hygiene, cleanliness, health and safety, and customer service.

Comply with the POPI Act.

Mandatory: Certificate of Acceptability (COA) per Regulations R638: 2018.

Total monthly occupancy cost (rent) is 10% of the service provider's gross sales at MBTC portfolio.

Monthly rental paid in advance by the 7th day of each month.

Menu pricing: must be reasonably priced compared to similar offers within a 10 km radius; supplier must conduct own market survey and list similar service providers within MBTC premises.

Rental: total monthly occupancy cost is 10% of the service provider's gross sales at MBTC portfolio.

Rental payment: monthly, in advance, by the 7th day of each month.

Rental concession: 40% for the first three months of the lease; full rental thereafter.

Security deposit: equivalent to two months' rental.

No prepayment or upfront payment will be made by MBTC.

Utilities: service provider may be charged for actual water and electricity usage.

Other expenses: day-to-day maintenance of the interior of the leased premises, as agreed in the contract.

Pricing must be VAT inclusive and include delivery.

Quotation must be valid for 90 days.

CSD registration is compulsory; provide CSD report or MAAA number.

Mandatory (Stage 1):

• Valid public liability cover/policy.
• Certificate of Acceptability (COA) for food handling premises per Regulations R638: 2018.

B-BBEE: certified copy or original B-BBEE certificate, or sworn affidavit. Joint ventures must submit a consolidated B-BBEE verification certificate and signed business agreement.

Preference will be given to contractors residing in the Eastern Cape, per the Eastern Cape Framework for Local Economic Development through Procurement Initiatives.

Bids must be valid for 90 days from closing date.

The successful bidder must enter into a Service Level Agreement and a Lease Agreement.

Maintain high standards of health and safety.

Mandatory: Certificate of Acceptability (COA) for food handling premises per Regulations R638: 2018.

Contract duration: three years, subject to annual review.

Lease: 40% rental concession for the first three months; full rental thereafter. Security deposit of two months' rental required.

Utilities: service provider may be charged for actual water and electricity usage.

Maintenance: day-to-day interior maintenance of leased premises, as agreed in contract.

Equipment: service provider provides own kitchen and catering equipment and transport. Existing equipment and furniture remain MBTC property and must be returned in same condition, fair wear and tear excepted.

Liability: service provider liable for all matters relating to the space, services, and employees.

Rental payment: monthly, in advance, by the 7th day of each month.

Rental amount: 10% of gross sales at MBTC portfolio.

Unsatisfactory performance: MBTC may raise remedies, terminate the contract, seek damages, or impose financial penalties for failure to meet deadlines, standards, timely responses, confidentiality, or gross negligence.

Special conditions (non-compliance leads to immediate disqualification):

• Complete MBTC RFQ special conditions forms and attach valid quotations on company letterhead.
• Price must be VAT inclusive and include delivery.
• Adhere to closing date and time.
• Quotation valid for 90 days.
• Break down prices.
• Complete SBD 4 and SBD 6.1.
• Evaluation criteria: 80/20.
• No prepayment/upfront payment by MBTC.
• CSD registration compulsory.
• Quotations may be emailed to [email protected] or hand-delivered to 68 Cape Road, Gqeberha.
• Provide CSD supplier number.

Mandatory (Stage 1): valid public liability cover/policy and Certificate of Acceptability (COA) per Regulations R638: 2018. Non-compliance disqualifies.

General conditions:

• CSD registration compulsory.
• MBTC does not bind itself to accept the lowest bid and reserves the right to accept whole or part of the bid.
• Successful bidder must enter into a Service Level Agreement.
• Award may be subject to price negotiation.
• Late, incomplete, or unsigned bids will not be accepted.
• MBTC reserves the right to terminate the contract if not satisfied with work produced.
• Only bidders meeting a minimum score of 40 out of 70 in Stage 2 proceed to Stage 3.
• Bids valid for 90 days from closing date.
• Preference given to contractors residing in the Eastern Cape.

Evaluation uses the 80/20 preference point system.

Stage 2 (Technical, 70 points):

• Company profile with experience and reference letters: 25 points.
• Menu pricing: 20 points.
• Point of Sale System: 10 points.
• Proposed methodology and approach: 15 points.

Minimum qualifying score: 40 out of 70.

Stage 3 (Price and specific goals):

• Price: maximum 80 points.
• Specific goals: maximum 20 points, as per the table above.