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Please note that this document is not to be duplicated or photocopied in any instance

NORTH WEST PROVINCIAL LEGISLATURE

TENDER FOR THE PROVISION OF CANTEEN AND CATERING

SERVICES FOR NORTH WEST PROVINCIAL LEGISLATURE FOR

A PERIOD OF 60 MONTHS

TENDERNO.NWPL 01/2014


Legislature Buildings

Dr James Moroka Drive

Mmabatho

2735

Contact Name. Maria Javier

Telephone: (018)392-7402

Fax: 018 392 7108

Email: [email protected]


Name of Tendered: ...........................................................................................................

Total Prices inclusive of Value Added Tax: R……………………………………………………………........

Amount in Words...………..……………………………………………………………………………………...........

…………………………………..……………………………………………………………………...............................

A compulsory briefing session will be held on 12 February 2014 at the North West

Provincial Legislature building in Committee Room 01 at 10:00

This tender closes at 11:00AM on the 2014 at the Ground Floor of the North West

Provincial Legislature

LATE SUBMISSIONS WILL NOT BE ACCEPTED BY THE NWPL

TENDER FOR THE PROVISION OF CANTEEN AND CATERING

SERVICES FOR NWPL: FOR A PERIOD OF 60 MONTHS


Contents

Number Heading

The Tender

Part T1: Tendering procedures

T1.1 Tender Notice and Invitation to Tender

T1. Tender Data

Part T2: Returnable documents

T2.1 List of Returnable Documents

T2.2 Returnable Schedule

The Contract

Part C1: Agreement and Contract Data

C1.1 Form of Offer and Acceptance

C1.2 General Conditions of Contract

Part C2: Pricing data

C2.1 Pricing Instructions

C2.2 Activity Schedule or Schedule of Activities

PartC3: Scope of Work

C3 Scope of Work


INDEX

PARTT1: TENDERING PROCEDURES 2

T1.1: Tender Notice and Invitation to Tender 2

PART T1: TENDERING PROCEDURES

T1.1: Tender Notice and Invitation to Tender

Tender No .WPL 0I/2014 for the Provision of Canteen and Catering Services for a period of

sixty (60) months–North West Provincial Legislature.

The North West Provincial Legislature invites tenders for the appointment of a service

provider to provide Canteen and Catering Services for a period of sixty months for the

Legislature. Preferences are offered to tenders in accordance with the PPPFA Regulations.

The physical address for collection of tender documents is: SCM Office No: Second Floor of

the Legislature Building Dr. James Moroka Drive, Mmabatho 2735. Documents will be

available for downloading on the NWPL Website from the………….The tender document must

be brought to the Compulsory Briefing Meeting.

Queries relating to the issue of these documents may be addressed to Ms .Maria Javier,Tel

(018)392-7402, Fax:0183927108 or e-mail [email protected] Technical enquiries

regarding the tender can be addressed to Mr. JF Cudjoe, Tel:(018)392-7018 or email:

[email protected] or Ms. S. Makgetla, Tel. :(018) 392-7177 or email:

[email protected]

A compulsory Clarification Meeting with representative soft he Employer will take place at

the NWPL Office Building, Dr. James Moroka Drive, Mmabatho, on the 12 February 2014

starting at 10:00 committee room 1 .

The closing time for receipt of tenders is 11:00 am on the 03 March 2014 Telegraphic,

telephonic; telex, facsimile; e-mail and late tenders will not be accepted.


INDEX

T1.2: Tender Data 2

Conditions of Tender 2

1.2: Tender Data

Conditions of Tender

The Conditions of Tender are the Standard Conditions of Tender issued by the National

Treasury. The purpose of the Conditions is to:

Draw special attention to certain general conditions applicable to government bids,

contracts and orders; and

To ensure that bidders are familiar with regard to the rights and obligations of all parties

involved in doing business with government.

The Standard Conditions of Tender makes ever all references to the Tender Data which

specifically applies to this tender. The Tender Data shall have precedence in the

interpretation of any ambiguity or inconsistency between it and the Standard Conditions of

Tender. Each item of Tender Data given below is cross-referenced to the relevant clause in

the standard Conditions of Tender.

Clause

Number

Clause Heading

Data/Wording

F.1.1

The Employer is:

The Employer is: North West Provincial Legislature Buildings

Dr. James Moroka Drive

Mmabatho 2735


F.1.2

Tender

Documents

Documents that Relate to the Tender

PARTT1:TENDERING PROCEDURES

T1.1Tender Notice and Invitation to Tender

T1.2Tender Data

PARTT2:RETURNABLE DOCUMENTS

T2.1Returnable Documents

T2.2Returnable Schedules

Documents that Relate to the Contract PARTC 1: AGREEMENT AND

CONTRACT DATA

C1.1 Form of Offer and Acceptance

C1.2 Contract Data

PART C 2: PRICIN GDATA

C2. 1 Pricing Instructions C2. 2 Schedule of Activities

PARTC 3: SCOPE OF WORK

F.1.4

Employer’s

contact person is:

Ms Maria Javier

Second Floor Room Legislature Buildings

Contact Person: Ms. Maria Javier

Tel : 018 392-7402

Fax : 018 392 7178

E-mail:[email protected]

F.2.1

Eligibility


Item Description Yes No

1 Response document/proposal submitted

2 Proposal indicates the total price(including

VAT)

3 Proposal covers the 2 year period

4 Original and valid tax clearance certificate

5 Certified ID copies of Directors/Owners

6 Confirmation of banking details

7 Company registration documents

8 Tender document

9 Service provider attended compulsory meeting

10 Preferred Supplier Database Application Form

12 Proof of registration as an employer with the

Compensation Commissioner and letter o good

standing

13 Proof of registration with Unemployment

Insurance Commissioner and letter of good

standing

Joint ventures are eligible to submit enders provided that:

Each member of the JV must have a valid Tax Clearance

Certificate issued by the South African Revenue Services

(SARS);

A joint Venture Agreement is signed by the JV Partners and

attached to this tender document; and


At least one of the JV partners attends the Compulsory Briefing

Meeting.

F2.7

Clarification

Meeting

The arrangements and venue for the compulsory clarification

meeting are:

VENUE: Conference Room, First Floor Legislature Buildings Dr

James Moroka Drive, Mmabatho 2735

Date: at 10:00

Contact

Enquiries:

Ms Maria Javier

Second Floor Room Legislature Buildings

Contact Person: Ms Maria Javier: 018 392 7402

Tel:(018)392-7402

Fax:018 392 7178

E-mail:[email protected]

F2.13.2

Returnable

Documents

Tenders to note that there turntable documents are listed in

T.2 (Returnable Documents)

F2.13.3

Number of

copies of tender

offers best

submitted to the

Employer

The returnable part of the tender offer communicated on

paper shall be submitted as an original .No documents are to

be retyped. Any tender documents that are retyped will be

disqualified.


F2.13.5

Sealing and

Delivery of

tender offers

The Employer’s address for delivery of tender offer sand

identification details to be shown on each tender offer package

are:

Location of tender box:

Ground Floor-Main Entrance Legislature Buildings, Dr James

Moroka Drive, Mmabatho 2735

Identification details:

CONTRACTNO. NWPL 01/2014 :FOR THE PROVISION OF

CANTEEN AND SERVICES FOR THEM NORTH WEST PROVINCIAL

LEGISLATURE

F2.13.6

Two-Envelope

system

A two-envelope system will not be followed.

F2.15

Closing time of

tender offers

The closing time for submission of tender offers is as stated in

the Tender Notice and Invitation to Tender.

F2.16

Tender offer

validity

The tender offer validity period is ninety(90) days, except in

exceptional circumstances where the tender can be extended

F2.23

Certificates

All certificates as listed under Part T2: Returnable Documents

F3.4 Opening of

tender

submissions

Tender Offers will be opened in public.


F3.5

Two-Envelope

System

A two-envelope system will not be followed.

F3.11

Evaluation of

Tender Offers

The procedure for the evaluation of responsive tenders is

Functionality and Price Method(Functionality, BBBEE and Price

offers),

The evaluation of the tender shall be conducted in three

stages:

Stage1:Functionality/ Quality Evaluation

Stage2:FinancialOfferEvaluation

Stage3:B-BBEE Rating status Evaluation (either80:20or90:10)

Stage1:Functionality/Quality Evaluation

The evaluation for functionality/quality will only be based on

the information submitted by the tenderers. Please note that

no preferences may be granted to complete claims for

preferences

Score quality/functionality, rejecting all tender offers that fail to score the minimum

number of points for quality/functionality stated in the Tender Data (If Any);

Evaluation of Functionality

CRITERIA WEIGHTS VALUE SCORE

1 The bidder must be an affiliated or

registered member with a professional

caterers association or body. Proof is

needed.

10


2 Interpretation of scope and understanding

of requirements. Clearly articulate the

methodology that reflect show the

required service will be rendered at NWPL

Buildings and other sites to be determined

by NWPL

20

3 Experience of service provider in the

canteen and catering services industry

1year(value=1)

2years(value=2)

3years(value=3)

4years(value=4)

>=5years(value=5)

15 A

r

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4 Number of personnel to be allocated for

engagement and operation of canteen and

catering services

4personnel(value=1)

5

T

r

a

i

n

i

10


5personnel(value=2)

6personnel(value=3)

7personnel(value=4)

>=8personnel(value=5)

n

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a

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d

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)

5 Experience of personnel in catering

services (Food preparation, Customer

service/Front office, Supervision,

Beverages, Kitchen sanitation, Pest control,

Etc.).Calculated from average of all

personnel.

1-3year(value=1)

4-6years(value=2)

7-9years(value=3)

10-12years(value=4)

>=13years(value=5)

15

6 Knowledge of catering for varied dietary

preferences based on religions and

cultures, e.g. vegetarian, kosher, halaal,

African cuisine.

3

7 Experience of bidders in catering for larger

crowds of people: Completed works each

having:

more than1000 persons= 10

not less than 500 persons=5

not less than 300 persons=3

10


8 A solvency of 30% of the work.

A certificate or proof to this effect from

the banker must be attached

15

11 Submission of a skills transfer and

development plan for the disadvantaged

youth in the Province.

5

12 Proximity of Operational Office closer to

NWPL

Mmabatho

2

TOTALS 100%

Minimum Threshold for technical 60%

The Minimum Functionality Score to qualify for further evaluation is 60 points.


Stage2:Process for the calculation

of preference points

The process for the evaluation of

tender offers will be as follows:

Score tender evaluation points for

financial offer;

The Preference Point System assign

a score to each tender price, using

the following formula:

The Formula of scoring the tender

Price for bids above

R1,000,000(90:10)Pt=90[1–(P–

Pmin)]

Pm inmin

Where

Pt=Preference points for price of

tender under consideration;

P=Rand value of tender under

consideration ;and

Pmin=Rand value of the lowest

acceptable tender.

Formula of scoring the tender Price

for bids above

R1,000,000(90/10)Pt=90[1–(P–

Pmin)]

Pmin

Where

Pt=Preference points for price of

tender under consideration;

P=Rand value of tender under

consideration; and

Pmin=Rand value of the lowest


acceptable tender.

For this tender the 90/10

preference points system will be

used.

Stage3:Evaluation of the B-BBEE

Status Rating

Score the tender evaluation points

for B-BBEE Status level of

Contribution in accordance with

the rating reflected in the

submitted B-BBEE Rating

Certificate.

Calculate total tender evaluation

points for price an B-BBEE Status;

Rank tender offers from the

highest number offer evaluation

points to the lowest; and

B-BBEE Status

Level of

Contributor

Number of Points(90/10)

Number of Points(80/20)


1

10

20

2 9 18

3 8 16

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-Compliant

Contributor

0 0

Recommend the tenderer with the highest number of tender

evaluation points for the award of the contract.

F3.13.1

Acceptance

of Tender

Offers

Tender offer will only be accepted if the tenderer:

Meets all the eligibility criteria stipulated in Clause F2.1; or

Any of its directors are 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; or

Has not abused the Employer's Supply Chain Management System ; or

Has not failed to perform on any previous contract.


ANNEXURE F–STANDARD CONDITION OF TENDER

The Conditions of Tender are the Standard Conditions of Tender as issued by the National

Treasury.

Prospective Bidders must be a registered member of either Restaurant

Association of South Africa (RASA) or South Africa Chefs Association (SACHA)

General

Actions

The employer and each tenderer submitting a tender offer shall comply with these

conditions. In their dealings with each other; they shall discharge their duties and

obligations asset out in F.2 and F.3, timeously and with integrity, and behave equitably,

honestly and transparently, comply with all legal obligations and not engage in anti-

competitive practices.

The employer and the tenderer and all their agents and employees involved in the tender

process shall avoid conflicts of interest and where a conflict of interest is perceived or

known, declare any such conflict of interest, indicating the nature of such conflict. Tenderers

shall declare any potential conflict of interest in their tender submissions. Employees,

agents and advisors of the employer shall declare any conflict of interest to whoever is

responsible for overseeing the procurement process at the start of any deliberations

relating to the procurement process or as soon as they become aware of such conflict, and

abstain from any decisions where such conflict exists or recues themselves from the

procurement process, as appropriate.

Note:

A conflict of interest may arise due to a conflict of roles which might provide an incentive for

improper acts in some circumstances. A conflict of interest can create an appearance of

impropriety that can undermine confidence in the ability of that person to act properly in

his or her position even info improper acts result.

Conflicts of interest in respect of those engaged in the procurement process include direct,

indirect or family interests in the tender or outcome of the procurement process and any

person albias, inclination, obligation, allegiance or loyalty which would in any way affect any

decisions taken.

The employer shall not seek and a tenderer shall not submit a tender without having a firm

intention and the capacity to proceed with the contract

Tender Documents


The documents issued by the employer for the purpose of a tender offer are listed in the

tender data.

Interpretation

The tender data and additional requirements contained in the tender schedules that are

included in the returnable documents are deemed to be part of the conditions of tender.

These conditions of tender, the tender data and tender schedules which are only required

for tender evaluation purposes, shall not form part of any contract arising from the

invitation to tender

For the purposes of these conditions for the calling for expressions of interest, the following

definitions apply:

Conflict of interest means any situation in which:

Someone in a position of trust has competing professional or personal interests which make

it difficult to fulfil his or her duties impartially.

An individual or organisation is in a position to exploit a professional or official capacity in

some way for their personal or corporate benefit.

Incompatibility or contradictory interests exist between an employee and the organisation

which employs that employee.

Comparative offer means the tenderer’s financial offer after the factors of non-firm prices,

all unconditional discounts and any other tendered parameters that will affect the value of

the financial offer have been taken in to consideration

Corrupt practice means the offering, giving, receiving or soliciting of anything of value to

influence the action of the employer or his staff or Project Managers in the tender process;

and

Fraudulent practice means the misrepresentation of the facts in order to influence the

tender process or the award of a contract arising from a tender offer to the detriment of the

employer, including collusive practices intended to establish prices at artificial levels

Organization means a company, firm, enterprise, association or other legal entity, whether

incorporated not, or a public body.

f) Quality (functionality) means the totality of features and characteristics of a product or

service that bear on its ability to satisfy stated o implied needs Communication and

employer’s Project Manager.

Each communication between the employer and a tenderer shall be to or from the

employer's Project Manager only, and in a form that can be readily read, copied and


recorded. Communication shall be in the English language. The employer shall not take any

responsibility for non-receipt of communications from or by a tenderer. The name and

contact details of the employer’s Project Manager are stated in the tender data.

The employer’ right to accept or reject any tender offer

The employer may accept or reject any variation, deviation, tender offer, or alternative

tender offer, and may cancel the tender process and reject all tender offers at any time

before the formation of a contract. The employer shall not accept or incur any liability to a

tenderer for such cancellation and rejection, but will give written reasons for such action

upon written request to do so.

The employer may not subsequent to the cancellation or abandonment of a tender process

or the rejection of all responsive tender offers re-issue a tender covering substantially

The same scope of work within a period of six months unless only one tender was received

and such tender was returned unopened to the tenderer.

Procurement procedures

General

Unless otherwise stated in the tender data, a contract will, subject to F.3.13 be concluded

with the tenderer who in terms of F.3.11 is highest ranked or the tenderer scoring the

highest number of tender evaluation points.

Competitive negotiation procedure

Where the tender data require that the competitive negotiation procedure is to be

followed, tenderers shall submit tender offers in response to the proposed contract in the

first round of submissions. Notwithstanding the requirements of F.3.4, the employer shall

only announce the names of the tenderers who make a submission. The requirements of

F.3.8 relating to the material deviations or qualifications which affect the competitive

position o tenderers shall not apply.

All responsive tenderers, or not less than three responsive tenderers that are highest ranked

in terms of the evaluation method and evaluation criteria stated in the tender data, shall be

invited in each round to enter into competitive negotiations, based on the principal of equal

treatment and keeping confidential the proposed solutions and associated information.

Notwithstanding the provisions of F.2.17, the employer may request that tenders be

clarified, specified and fine-tuned in order to improve a tenderer's competitive position

provided that’ such clarification,specification,fine-tuning or additional information does not

alter any fundamental aspects of the offers or impose substantial new requirements which

restrict or distort competition or have a discriminatory effect.


At the conclusion of each round of negotiations, tenderers shall be invited by the employer

to make a fresh tender offer, based on the same evaluation criteria, with or without

adjusted weightings. Tenderers shall be advised when they are to submit their best and final

offer.

The contract shall be awarded in accordance with the provisions of F.3.11 and F.3.13 after

tenderers have been requested to submit their best and final offer.

F.1.6.3 Proposal procedure using the two stage-tendering system

F.1.6.3.1 Option1

Tenderers shall in the first stage submit technical proposals and, if required, cost

parameters around which a contract may be negotiated. The employers shall evaluate each

responsive submission in terms of the method of evaluation stated in the tender data and in

the second stage negotiate a contract with the tenderers s conditions of tender.

Option 2

Tenderers shall submit in the first stage only technical proposals. The employer shall invite

all responsive tenderers to submit tender offers in the second stage, following the issuing of

procurement documents.

The employer shall evaluate tenders received during the second stage in terms of the

method of evaluation stated in the tender data, and award the contract in terms of the

conditions of tender.

Tenderer’s obligations

Eligibility

Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and

the tenderer, or any of his principals not under any restriction to do business with employer

Notify the employer of any proposed material change in the capabilities or formation of the

tendering entity (or both) or any other criteria which formed part of the qualifying

requirements used by the employer as the basis in a prior process to invite the tenderer to

submit a tender offer and obtain the employer's written approval to do so prior to the

closing time for tenders.


Cost of tendering

Accept that, unless otherwise stated in the tender data, the employer will not

compensate the tenderer for any costs incurred in the preparation and submission of a

tender offer, including the costs of any testing necessary to demonstrate that aspects of the

offer complies with requirements.

Check documents

Check the tender documents on receipt for completeness and notify the employer of any

discrepancy or omission.

Confidentiality and copyright of documents

Treat as confidential all matters arising in connection with the tender. Use and copy the

document issued by the employer only for the purpose of preparing and submitting a tender

offer in response to the invitation.

Reference documents

Obtain, as necessary for submitting a tender offer, copies of the latest version of standards,

specifications, conditions of contract and other publications, which are not attached but

which are incorporated into the tender documents by reference.

Acknowledge addenda

Acknowledge receipt of addenda to the tender documents, which the employer may issue,

and if necessary apply for an extension to the closing time stated in the tender data, and

take the addenda into account.

Clarification meeting

Attend a clarification meeting at which tenderers may familiarize themselves with aspect of

the proposed work, services or supply and raise questions. Details of the meeting(s) are

stated in the tender data.

Seek clarification

Request clarification of the tender documents, if necessary, by notifying the employer at

least five working days before the closing time stated in the tender data.

Insurance

Be aware that the extent of insurance to be provided by the employer (if any) might not be

for the full cover required in terms of the condition of contract identified in the contract

data. The tenderer is advised to see qualified advice regarding insurance.

Pricing the tender offer


Include in the rates, prices, and the tendered total of the prices (if any)all duties,

taxes(except Value Added Tax(VAT),and other levies payable by the successful tenderer,

such duties, taxes and levies being those applicable 14 day before the closing time stated

in the tender data.

F2.10.2 Show VAT payable by the employer separately.

Provide rates and prices that are fixed for the duration of the contract and not subject to

adjustment except as provided for in the conditions of contract identified in the contract

data.

State the rates and prices in Rand unless instructed otherwise in the tender data.

Alterations to documents

Do not make any alterations or additions to the tender documents, except to comply with

instruction issued by the employer, or necessary to correct errors made by the tenderer

.All signatories to the tender offer shall initial such alterations. Erasures and the use of

masking fluid /tippex are prohibited

Alternative tender offers

Unless otherwise stated in the ender data, submit alternative tender offers only if a main

tender offer, strictly in accordance with all the requirements of the tender documents, is

also submitted as well as schedules that compares the requirements of the tender

documents with the alternative requirements that are proposed.

Accept that an alternative tender offer may be based only on the criteria stated in the

tender data or criteria otherwise acceptable to the employer.

Submitting a tender offer

Submit one tender offer only, either as a single tendering entity or as a partner in a joint

venture to provide the whole of the works services or supply identified in the contract

data and describe in the scope of works ,unless stated otherwise in the tender data.

Return all returnable documents to the employer after completing them their entirety by

writing legibly in on-erasable ink.

Submit the parts of the tender offer communicated on paper as an original plus the number,

with an English translation of any documentation in a language other than English, and the

parts communicated electronically in the same format as they were issued by the employer.

Sign the original and all copies of the tender offer where required in terms of the tender

data. The employer will hold all authorized signatories liable on behalf of the tenderer.

Signatories for tenderers proposing to contract as joint ventures shall state which of the


signatories is the lead partner whom the employer shall hold liable for the purpose of the

tender offer.

Seal the original and each copy of the tender offer as separate packages marking the

packages as "ORIGINAL" and" COPY". Each package shall state on the outside the employer's

address and identification details stated in the tender data, as well as the tenderer's name

and contact address.

Where a two-envelope system is required in terms of the tender data, place and seal the

returnable documents listed in the tender data in an envelope marked “financial proposal”

and place the remaining returnable documents in an envelope marked “technical proposal”.

Each envelope shall state on the outside the employer’s address and identification details

stated in the tender data, as well as the tenderer' s name and contact address.

Seal the original tender offer and copy packages together in an outer package that states on

the outside only the employer's address and identification details as stated in the tender

data.

Accept that the employer will not assume any responsibility for the misplacement or

premature opening of the tender offer if the outer package is not sealed and marked as

stated.

Accept that tender offers submitted by a facsimile or e-mail will be rejected by the

employer, unless stated otherwise in the tender data.

Accept that, if the employer extends the closing time stated in the tender data for any

reason, the requirements of these conditions of tender apply equally to the extended

deadline.

If requested by the employer, consider extending the validity period stated in the tender

data for an agreed additional period.

Accept that a tender submission that has been submitted to the employer may only be

withdrawn or substituted by giving the employer's agent written notice before the closing

time for tenders that at end is to be withdrawn or substituted.

Where a tender submission is to be substituted, submit as a substitute tender in

accordance with the requirements of F.2.13 with the packages clearly marked as

"SUBSTITUTE".

Clarification of tender offer after submission

Provide clarification of a tender offer in response to a request to do so from the employer

during the evaluation of tender offers. This may include providing a breakdown of rates or


prices and correction of arithmetical errors by the adjustment of certain rates or item prices

(or both). No change in the total of the prices or substance of the tender offer is sought,

offered, or permitted. The total of the prices stated by the tenderer shall be binding upon

the tenderer.

Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the

contract with a preferred tenderer following a competitive selection process, should the

Employer elect to do so.

Provide other material

Provide, on request by the employer, any other material that has a bearing on the tender

offer, the tenderer’s commercial position ( including notarized joint venture agreements ),

preference arrangements, or samples of materials, considered necessary by the employer

for the purpose of a full and a risk assessment. Should the tenderer not provide the

material, or a satisfactory reason as to why it cannot be provided, by the time for

submission stated in the employer’s request, the employer may regard the tender offer as

non-responsive.

Dispose of samples of materials provided for evaluation by the employer, where required.

Inspections, tests and analysis

Provide access during working hours to premises for inspections, tests and analysis as

provided for in the tender data.

Submit securities, bonds, policies, etc.

If requested, submit for the employer’s acceptance before formation of the contract, all

securities, bonds, guarantees, policies and certificates of insurance required in terms of the

conditions of contract identified in the contract data.

Check final draft

Check the final draft of the contract provided by the employer within the time available for

the employer to issue the contract.

Return of other tender documents

If so instructed by the employer, return all retained tender documents within 28 days after

the expiry of the validity period stated in the tender data.

Certificates

Include in the tender submission or provide the employer with any certificates as stated in

the tender data.


The employer ’sunder takings

Respond to requests from the Tenderer

Respond to a request for clarification received up to five working days before the tender

closing time stated in the Tender Data and notify all tenderers who drew procurement

document.

F.3.1.2 Consider any request to make a material change in the capabilities or formation of

the tendering entity (or both) or any other criteria which formed part of the qualifying

requirements used to prequalify to submit a tender offer in terms of a previous

procurement process and any such request if as a consequence:

An individual firm or a joint venture as a whole, or any individual member of the joint

venture fails to meet any of the collective or individual qualifying requirements

The new partners to a joint venture were not prequalified in the first instance, either as

individual firms or as another joint venture; or

In the opinion of the Employer, acceptance of the material change would compromise the

outcome of the prequalification process.

Issue Addenda

If necessary, issue addenda that may amend or amplify the tender documents to each

tenderer during the period from the date that tender documents are available until seven

days before the tender closing time stated in the Tender Data. If, as a result a tenderer

applies for an extension to the closing time stated in the Tender Data, the Employer may

grant such extension and, shall then notify all tenderers who drew documents.

Return late tender offers

Return tender offers received after the closing time stated in the Tender Data,

unopened,(unless it is necessary to open a tender submission to obtain a forwarding

address), to the tenderer concerned.

Opening of tender submissions

Unless the two-envelope system is to be followed, open valid tender submissions in the

presence of tenderers’ Project Managers who choose to attend at the time and place stated

in the tender data. Tender submissions for which acceptable reasons for withdrawal have

been submitted will not be opened.

Announce at the meeting held immediately after the opening of tender submissions, at a

venue indicated in the tender data, the name of each tenderer whose tender offer is


opened and, where applicable, the total of his prices, preferences claimed and time for

completion for the main tender offer only.

Make available the record outlined in F.3.4.2 to all interested persons upon request.

Two-envelope system: Not permitted

Non-disclosure

The legislature will not disclose to any person not officially concerned with such processes,

information relating to the evaluation and comparison of tender offers, the final evaluation

price and recommendations for the award of a contract, until after the award of the

contract to the successful tenderer.

Grounds for rejection and disqualification

Determine whether there has been any effort by a tenderer to influence the processing of

tender offers and instantly disqualify a tenderer (and his tender offer) if it is established that

he engaged in corrupt or fraudulent practices.

Test for responsiveness

Determine, on opening and before detailed evaluation, whether each tender offer properly

received:

Complies with the requirements of the Conditions of Tender,

Has been properly and fully completed and signed, and

Is responsive to the other requirements of the tender documents.

A responsive tender is one that conforms to all the terms, conditions, and specifications of

the tender documents without material deviation or qualification. A material deviation or

qualification is one which, in the Employer's opinion, would:

Detrimentally affect the scope, quality, or performance of the works, services or supply

identified in the Scope of Work,

Significantly change the Employer's or the tenderer's risks and responsibilities under the

contract, or

Affect the competitive position of other tenderers presenting responsive tenders, if it were

to be rectified.

Rejection on-responsive tender offer, and not allow it to be subsequently made responsive

by correction or withdrawal of the non-conforming deviation or reservation.

Arithmetical errors, omissions and discrepancies


Check responsive tenders for discrepancies between amounts in words and amounts in

figures. Where there is a discrepancy between the amounts in figures and the amount in

words, the amount in words shall govern.

Check the highest ranked tender or tenderer with the highest number of tender evaluation

points after the evaluation of tender offers in accordance with F.3.11 for:

The gross misplacement of the decimal point in any unitrate;

Omissions made in completing the pricing schedule or bills of quantities; or

Arithmetic errors in:

Line item totals resulting from the product of a unitrate and a quantity in bills of quantities

or schedules of prices; or

The summation of the prices.

Notify the tenderer of all errors or omissions that are identified in the tender offer and

invite the tenderer to either confirm the tender offer as tendered or accept the corrected

total of prices.

Where the tenderer elects to confirm the tender offer as tendered, correct the errors as

follows:

If bills of quantities or pricing schedules apply and there is an error in the line item total

resulting from the product of the unitrate and the quantity, the line item total shall govern

and the rates hall be corrected. Where there is an obviously gross misplacement of the

decimal point in the unitrate, the line item total as quoted shall govern, and the unitrate

shall be corrected.

Where there is an error in the total of the prices either as a result of other corrections

required by this checking process or in the tenderer's addition of prices, the total of the

prices shall govern and the tenderer will be asked to revise selected item prices (and their

rates if bills of quantities apply) to achieve the tendered total of the prices.

Clarification of a tender offer

Obtain clarification from a tenderer on any matter that could give rise to ambiguity in a

contract arising from the tender offer.

Evaluation of tender offers


General

Appoint an evaluation panel of not less than three persons. Reduce each responsive tender

offer to a comparative offer and evaluate them using the tender evaluation methods and

associated evaluation criteria and weightings that are specified in the tender data.

Method1 :Financial offer

In the case of a financial offer:

Rank tender offers from the most favourable to the least favourable comparative offer.

Recommend the highest ranked tenderer for the award of the contract, unless there are

compelling and justifiable reasons not to do so.

Re-rank all tenderers should there be compelling and justifiable reasons not to recommend

the highest ranked tenderer and recommend the highest ranked tenderer, unless there are

compelling and justifiable reasons not to do so and the processes in this sub clause s

repeated.

Methods 2: Financial offer and preference

In the case of a financial offer and preferences:

Score each tender in respect of the financial offer made and preferences claimed, if any, in

accordance with the provisions of F.3.11.7 and F.3.11.8.

Calculate the total number of tender evaluation points (TEV ) in accordance with the

following formula:

TEV=NFONP

where: NFO is the number of the tender evaluation points awarded for the financial offer

made in accordance with F.3.11.7; NP is the number of tender evaluation points awarded or

preferences claimed in accordance with F.3.11.8.

Rank tender offers from the highest number of the tender evaluation points to the lowest.

Recommend the tenderer with the highest number of tender evaluation points for the

award of the contract, unless there are compelling and justifiable reasons not to do so.

Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to

recommend the tenderer with the highest number of tender evaluation points, and

recommend the tenderer with the highest number of tender revaluation points, unless

there are compelling and justifiable reasons not to do so and the processes touting this sub-

clause is repeated

Method 3: Financial offer and quality


In the case of a financial offer and quality:

Score each tender in respect of the financial offer made and the quality offered in

accordance with the provisions of F.3.11.7 and F.3.11.9, rejecting all tender offers that fail

to score the minimum number of points for quality stated in the tender data, if any.

Calculate the total number of tender evaluation points (TEV ) in accordance with the

following formula:

TEVNFC)+No

Where: NFO is the number often der evaluation points awarded for the financial offer made

in accordance withF.3.11.7;

No is the number of tender evaluation points awarded for quality offered in

accordancewithF.3.11.9.

Rank tender offers from the highest number of tender evaluation points to the lowest.

Recommend tenders’ with the highest number of tender evaluation points for the award of

the contract, unless there are compelling and justifiable reasons not to do so.

Rescore and re-rank all bidders should there be compelling and justifiable reasons not to

recommend the bidder with the highest number of tender evaluation points and

recommend the bidder with the highest number of bidder valuation points, unless there are

compelling and justifiable reasons not to do so and the processes out in this sub-clause is

repeated.

Method4: Financial offer, quality and preferences

In the case of a financial offer, quality and preferences:

Score each tender in respect of the financial offer made, preference claimed, if any, and the

quality offered in accordance with the provisions of F.3.11.7 to F.3.11.9, rejecting all tender

offers that fail to score the minimum number of points for quality stated in the tender data,

if any.

Calculate the total number often der evaluation points (TEV) in accordance with the

following formula:

TEV = NFONp + No

Where: NFO is the number of tender evaluation points awarded for the financial offer made

in accordance with F.3.11.7;

Np is the number of tender evaluation points awarded for preferences claimed in

accordance with F.3.11.8.


No is the number of tender evaluation points awarded for quality offered in accordance

with F.3.11.9.

Rank tender offers from the highest number of tender evaluation points to the lowest.

Recommend the bidder with the highest number often evaluation points for the award of

the contract, unless there are compelling and justifiable reasons not to do so.

Rescore and re-rank all bidders, should there be compelling and justifiable reasons not to

recommend the bidder with the highest number of tender evaluation points, and unless

there are compelling and justifiable reasons not to do so and the process set out in this sub

clause is repeated.

Decimal places

Score financial offers, preferences and quality, as relevant, to two decimal places

Scoring Financial Offers

Score the financial offers of remaining responsive tender offers using the following formula:

NFO= W, xA

where: NFO is the number of tender evaluation points awarded for the financial offer.

W1 is the maximum possible number of tender evaluation points awarded for the financial

offer as stated in tender Data.

Formula

Comparison aimed at achieving

Option1

Option2

1

Highest price or discount

A =(1+(P -Pm))

A=P/Pm Pm

2

Lowest price or percentage

commission/fee

A =(1- (P- Pm))

A=Pm/P

Pm

Pm is the comparative offer of the most favourable comparative offer.

P is the comparative offer of the tender offer under consideration.


A is a number calculated using the formula and option described in Table F.1 as stated in the

Tender Data.

TableF.1: Formulae for calculating the value of A

Scoring preferences

a). Confirm that tenderers are eligible for the preferences claimed in accordance with

the provisions of the tender data and reject all claims for preference where tenderers are

not eligible for such preferences.

b). Calculate the total number of tender evaluation points for preferences claimed in

accordance with the provisions of the tender data.

Scoring quality (functionality)

Score each of the criteria and sub criteria for quality in accordance with the provisions of the

Tender Data.

Calculate the total number of tender evaluation points for quality using the following

formula:

No=W2XSO/MS

Where: SO is the score for quality allocated to the submission under consideration;

MS is the maximum possible score for quality in respect of a submission; and

W2 is the maximum possible number of tender evaluation points awarded for the quality as

stated in the tender data

Insurance provided by the employer

If requested by the proposed successful bidder, submit for the bidders information the

policies and/ or certificates of insurance which the conditions of contract identified in the

contract data, require the employer to provide.

Acceptance of tender offer

Accept the tender offer if in the opinion of the employer it does not present any

unacceptable commercial risk and only if the bidder:

Is not under restrictions or has principals, who are under restrictions preventing

participating in the employer's procurement, can as necessary and in relation to the

proposed contract demonstrate that he or she possesses the professional and technical

qualifications, professional and technical competence, financial resources, equipment and


other physical facilities, managerial capability, reliability, experience and reputation,

expertise and the personnel to perform the contract, has the legal capacity to enter in to the

contract, is not insolvent, in receivership, bankrupt or being wound up, has his affairs

administered by a court or a judicial officer, has suspended his business activities, or is

subject to legal proceedings in respect of any of the fore going, complies with the legal

requirements, if any ,stated in the tender data ,and is able, in the opinion of the employer,

to perform the contract free of conflicts of interest

Notify the successful bidder of the employer's acceptance of his tender offer by completing

and returning one copy of the form of offer and acceptance is for either expiry of the

validity period stated in the tender data, or agreed additional period. Providing the form of

offer and acceptance does not contain any qualifying statements, it will constitute the

formation of a contract between the employer and the successful bidder as described in the

form of offer and acceptance.

F.3.14 Notice to unsuccessful Bidders

After the successful bidder has acknowledged the employer’s notice of acceptance, notify

other bidders that their tender offers have not been accepted.

F.3.15 Prepare contract documents

If necessary, revised documents that shall form part of the contract and that were issued by

the employer as part of the tender documents to take account of:

Addenda issued during the tender period, Inclusion of some of the returnable documents,

Other revisions agreed between the employer and the successful bidder and the schedule of

deviations attached to the form of offer and acceptance if any.

Issue final contract

Prepare and issue the final draft of contract to the successful bidder for acceptance as soon

as possible after the date of the employer's signing of the form of offer and acceptance

(Including the schedule of deviations if any).

Complete adjudicator’s contract

Unless alternative arrangements have been agreed or otherwise provided for in the

contract, arrange for both parties to complete formalities for appointing the selected

adjudicator at the same time as the main contract assigned

Provide copies of the contracts Data of the signed copy of the contract as soon as possible

after completion and signing of the form of offer and acceptance.


Provide written reasons for actions taken.

Provide upon request written reasons to bidders for any action that is taken in applying

these conditions of tender, but with hold information which is not in the public interest to

be divulged which is considered to prejudice, the legitimate commercial interests of bidders

or might prejudice fair competition between bidders.

INDEX


PARTT2: RETURNABLE DOCUMENTS AND SCHEDULES 2

T2.1 LIST OF RETURNABLE DOCUMENTS 2

FORM A : CERTIFICATE OF AUTHORITY TO SIGN A TENDER 3

FORM B: SCHEDULE OF WORK CARRIED OUT BY THE BIDDER 8

FORM C: ENTITY PROFILE AND PROPOSED KEY PERSONNEL 9

FORM D: PREFERENTIAL PROCUREMENT/B-BBEE RATING CERTIFICATES 10

FORM E: CERTIFICATE OF ATTENDANCE TO COMPULSORY BRIEFING MEETING 16

FORM F: COMPULSORY ENTERPRISE QUESTIONNAIRE (PA-11) 17

FORM G: TAX CLEARANCE CERTIFICATE 20

FORM H: CERTIFICATE OF INDEPENDENT BID DETERMINATION 21

FORM I: DECLARATION OF SUPPLIER’S PAST SUPPLY CHAIN MANAGEMENT

PRACTICES.2510

FORM J: RECORD OF ADDENDA TO TENDER DOCUMENTS 28

PART T2: RETURNABLE DOCUMENTS AND SCHEDULES


T2.1 List of Returnable Documents

Provide and populate the list, i.e.

Returnable Schedules required for tender evaluation purposes

Other documents required for tender evaluation purposes, e.g. Tax Clearance Certificate of

the company and its Directors, Company Registration certificate, BBBEE rating Certificate,

Hospitality Association of South Africa Registration Certificate and the latest Grading

Certificate; amongst others.

T2.2 Returnable Schedules

Other documents that will be incorporated into the contract

C1.1 Offer and Acceptance

C1.2 Contract Data (Part2)

C2.2 A Schedule of Activities/ Bill of Quantities

1 FORM A: CERTIFICATE OF AUTHORITY TO SIGN A TENDER

Indicate the status of the bidder by ticking the appropriate box here under. The bidder must

complete the certificate set out below for the relevant category.

A

Company

B

Partnership

C

Joint Venture

D

Sole Proprietor

E

Close Corporation

Certificate for Company


I,……………….........................................., chairperson of the board of

…………………………………………………………………, hereby confirm that by resolution of the board

(copy attached) taken on………of……………….20…...., Mr/Ms…………………….……………….Acting in

the capacity of…………………………………,was authorised to sign all documents in connection

with this tender for Tender No.………...……and any contract resulting from it on behalf of the

company.

As witnesses:

1. ……………………………….. Chairman:………………………………..

2. ……………………………….. Date:………………………………..

ENTERPRISE STAMP

Certificate for Partnership

We, the undersigned, being the key partners in the business trading as

……………………………………………………..………………….............,here by authorise

Mr/Ms...............….……………,acting in the capacity of.......………………………….,to sign all

documents in connection with this tender for Tender No.……..…….and any contract resulting

from it on our behalf.


Name Address Signature Date

Note: This certificate is to be completed and signed by all key partners upon whom rests the

direction of the affairs of the Partnership as a whole.

Certificate for Joint Venture

We, the undersigned, are submitting this tender offer in Joint Venture and here by authorise

Mr/Ms…………….........….……………,authorised signatory of the company

…………………..…………………………….……,acting in the capacity of lead partner, to sign all documents in

connection with this tender for Tender No. NWPL 01/2014 and any contract resulting from it on our

behalf.

This authorisation is evidenced by the attached power of attorney signed by legally authorised

signatories of all the partners to the Joint Venture.

Name of Firm Address Authorising Name and

Capacity

Authorising Signature

Lead Partner:


Certificate for Sole Proprietor

1. Sole Owner:

2. Date:

I,……………………........................,hereby confirm that I am the sole owner of the business trading

as…………………………………………………….

As witnesses:

Certificate for Close Corporation

We, the undersigned, being the key members in the business trading

as…..........................……………….., hereby authorise Mr/Ms……………………………..acting in the capacity

of……………………………………..,to sign all documents in connection with this tender for TenderNo.NWPL

01/2014 and any contract resulting from it on our behalf.

Name

Address

Signature

Date

Note: This certificate is to be completed and signed by all key partners upon whom rests the

direction of the affairs of the Partnership as a whole.

ENTERPRISESTAMP


FORM B: SCHEDULE OF WORK CARRIED OUT BY THE TENDERER

The bidder shall list below the previous contracts of a similar nature awarded to the entity. This

information is material to the award of the Contract.

Employer

(Name, Tel No and

Fax No)

Project Manager

(Name, Tel No and

Fax No)

Nature of Work

Value of

Work

Year of

completion

SIGNATURE:................................. DATE:.............................

(of person authorised to sign on behalf of the Bidder)


FORM C: ENTITYPROFILEANDPROPOSEDKEYPERSONNEL

The bidder shall submit a Company Profile of the Entity and also list below the key personnel

(including first nominee and the second choice alternate), whom he proposes to employ on the

contract should the offer be accepted to direct and for the execution of the work, together with

their qualifications, experience, positions held and their nationalities.

Designation

Name &Nationality of:

Nominee

Alternate

Summary of Qualifications, Experience and Present

Occupation

Partner/Director

Project Manager

Other key staff

(give designation)

SIGNATURE:.................…………..... DATE:.............................

(of person authorised to sign on behalf of the Bidder)


FORM D: PREFERENTIAL PROCUREMENT/B-BBEE RATING CERTIFICATES

GENERALDEFINITIONS

Acceptance Bid means any Bid which, in all respects, complies with the specifications and conditions

of Bid asset out in the bid document.

Bid means a written offer in a prescribed or stipulated form in response to an invitation by an organ

of state for the provision of goods, works or services. Any reference to Bid or Bidder here in and/or

in any other documentation shall be construed to have the same meaning as the words Tender or

Bidder.

B-BBEE means Broad-Based Black Economic Empowerment as defined in Section1 of the Broad-

Based Black Economic Empowerment Act.

B-BBEE status level of contributor means the B-BBEE status received by a measured entity based on

its overall performance using the relevant score card contained in the Codes of Good Practice on

Black Economic Empowerment, issued in terms of section9(1) of the Broad-Based Black Economic

Empowerment Act.

Broad Based Black Economic Empowerment Act means the Broad-Based Black Economic

Empowerment Act, 2003(Act.No.53of2003).

Comparative Price means the price after the factors of a non-firm price and alun conditional

discounts that can be utilised have been taken in to consideration.

Consortium or Joint Venture means an association or persons for the purpose of combining their

expertise, property, capital, efforts, skills and knowledge in an activity for the execution of a

contract.

Contract means the agreement that results from the acceptance of a bid by the Department.

Specific Goals means the goals as stipulated in the Preferential Procurement Regulation 2001.

Control means the possession and exercise of legal authority to manage the assets, goodwill and

daily operations of a business and the active and continuous exercise of appropriate managerial

authority and power in determining the policies and directing the operations of the business.

Equity Ownership means the percentage ownership and control, exercised by individuals within an

enterprise.

Functionality means the measurement according to predetermined norms, asset out in the tender

documents, of a service or commodity that is designed to be practical and useful, working or

operating, taking into account, among other factors, the quality, reliability, viability and durability of

a service and the technical capacity and ability of a bidder.

Management means an activity inclusive of control and performed on a daily basis, by any person

who is a principal executive officer of the company, by whatever name that person may be

designated, and whether or not that person is a director.


Owned means having all the customary elements of ownership, including the right of decision

making and sharing all the risks and profits commensurate with the degree of ownership interests as

demonstrated by an examination of the substance, Rather than the form of ownership

arrangements.

Person includes reference to a juristic person.

Rand Value means the total estimated value of a contract in Rand denomination that is calculated at

the time of bid invitations and includes all applicable taxes and excise duties.

Sub-Contracting means the primary contractor’s assigning or leasing or making out work to, or

employing another person to support such primary contractor in the execution of part of a project in

terms of the contract.

EVALUATIONUSINGAPOINTSYSTEM

Responsive bids will be evaluated by the NWPL using a system which awards points on the basis of:

The Tendered price

And B-BBEE status level of contributor.

The Bidder obtaining the highest number of points will usually be awarded the contract.

Preference points shall be calculated after prices have been brought to a comparative basis.

Points scored will be rounded off to two (2) decimal places.

In the event of equal points scored, the bid will be awarded to the bidder scoring the highest

number of points for specific goals.

PROCESS FOR THE CALCULATION OF THE PREFERENCE POINTS

The procedure for the evaluation of responsive tenders is Method two (2) (Preferences and Price

offers).

The evaluation of the tender shall be conducted in three stages:

Stage1: Functionality/Quality Evaluation

Stage2: Financial Offer Evaluation

Stage3: B-BBEE Rating status Evaluation (90:10)


Stage1: Functionality/Quality Evaluation

The evaluation for functionality/quality will only be based on the information submitted by the

bidders. Please note that no preferences may be granted to incomplete claims for preferences.

Score quality/functionality, rejecting all tender offers that fail to score the minimum number of

points for quality/functionality stated in the Tender Data (If Any).

Evaluation of Functionality

CRITERIA WEIGHTS VALUE SCOR

E

1 Proof of affiliation and or registration with a professional and

recognised catering association or body

10

2 Clearly articulate the methodology that reflects how there

acquired service will be rendered at NWPL Buildings and other sites

15

3 Articulation of how adherence to applicable statutes will be

achieved

15

4 Training and development of staff 10

5 Experience of service provider in the canteen and catering services

industry

1 year(value=1)

2 years(value=2)

3 years(value=3)

4 years(value=4)

>=5years(value=5)

15

6 Number of personnel to be allocated for management and

operation of canteen and catering services

4 personnel(value=1)




5


>=8 personnel(value=5)

7 Experience of personnel in catering services (Food preparation,

Customer service/Front office, Supervision, Beverages, Kitchen

sanitation, Pest-control, Etc.) Calculated from average of all

personnel.

1-3year(value=1)

4-6years(value=2)

7-9years(value=3)

10-12years(value=4)

>=13years(value=5)

15

8 Catering for varied dietary preferences based on religions and

cultures, e.g. vegetarian, kosher, halaal, African cuisine

3

9 Proximity of Operational Office closer to the NWPL Legislature

buildings

2

TOTALS 100%

Minimum Threshold for technical 60%

The Minimum Functionality Score to qualify for further evaluation is 60 points.

Stage 2: Process for the calculation of preference points

The process for the evaluation of tender offers will be as follows:

Score tender evaluation points for financial offer;

The Preference Point System assigns a score to each tenderer on tender price, using thefollowing

formula:

The Formula of scoring the tender Price for bids above R1,000,000 (90:10)

Pt=90{1–(P–Pmin)}

Pmin

Where

Pt= Preference points for price of tender under consideration;

P= Rand value of tender under consideration; and

Pmin= Rand value of the lowest acceptable tender.


Formula of scoring the tender Price for bids below R1,000,000 (80:20)

Pt=80{1–(P–Pmin)}

Pmin

Where

Pt= Preference points for price of tender under consideration;

P= Rand value of tender under consideration; and

Pmin= Rand value of the lowest acceptable tender.

For this tender the 80:20 preference points system will be used.

Stage 3: Evaluation of the B-BBEE Status Rating

Score the tender evaluation points for B-BBEE Status level of Contributor in accordance with the

rating reflected in the submitted B-BBEE Rating Certificate.

B-BBEE Status Level

of Contributor

Number of Points

(90/10)

Number of Points

(80/20)

1

10

20

2 9 18

3 8 16

4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-Compliant

Contributor

0 0


Calculate total tender evaluation points for price and B-BBEE Status;

Rank tender offers from the highest number of tender evaluation points to the lowest; and

Recommend the bidder with the highest number of tender evaluation points for the award of the

contract.

Determination of the Final Preference Points for the bidders

Add the total points for Price/Financial Offer with the B-BBEE Status level of contributor to get the

total points.

Preference Points for B-BBEE Status Level of Contributor:

Preference points for Price/Financial Offer


FORM E: CERTIFICATEOFATTENDANCETOCOMPULSORYBRIEFINGMEETING

TENDER No. NWPL 01/2014 FOR THE PROVISIONING OF CANTEEN AND CATERING SERVICES TO THE


This is to certify that, I,

………….………………………………

Representative of (Name of the Bidder)………………………………………….…………...................

Of (address)………………………………………...................…………………………........………………….....

Telephone Number:…………………………..Fax Number:……………………..

Attended the Compulsory Briefing Meeting on (date).……………………… In the company of

(NWPL SCM Official) :……………………………………….………

SIGNATURE OF THE BIDDERS REPRESENTATIVE: …………………… SIGNATURE OF THE NWPL’S

REPRESENTATIVE:…..…………………….…….

NWPLSTAMP

Name* Identity number* Personal income tax number*


FORM F: COMPULSORY ENTERPRISE QUESTIONNAIRE (PA-11)

Failure to complete this form in full and signed by the duly authorized person, as indicated on

PA15.1, or PA-15.2 or PA-15.3, shall render the tender non-responsive and will be removed from any

and all further contention.

Project Title:

PROPOSAL FOR THE PROVISIONING OF CANTEEN AND CATERING

SERVICES

Bid No.:

NWPL01/2014.................................................

The following particulars must be furnished. In the case of a joint venture, separate enterprise

questionnaires in respect to each partner must be completed and submitted.

Section 1: Name of enterprise: .....................................................

Section 2: Company/CK Registration number, if any: ..................................

Section 3: VAT registration number, if any: ...........................................

Section 4: Income Tax Reference Number, if any: ......................................

Section 5: Particulars of sole proprietors and partners in partnerships

*Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Section 6:Record of service for the state

Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership

or director, manager, principal shareholder or stake holder in a company or close corporation is

currently serving or has served within the last 12 months as any of the following:

A member of any municipal council An employee of any provincial department, national

or provincial public entity or constitutional

institution

A member of any provincial

legislature


Name of sole proprietor,

partner, director, manager,

principal shareholder or

stakeholder

Name of institution, public office, board or

organ of state and position held

Status of service (tick

appropriate column)

Current

Within

last12months

Name of spouse, child or

parent

Name of institution, public office, board

or organ of state and position held

Status of service

(tick appropriate column)

Current

Withinlast12months

A member of the National Assembly or the

Public Finance National Council of Province

An employee of Parliament or a provincial

legislature entity

A member of an accounting authority of any

national municipal entity or provincial public

entity

An employee of Parliament or a provincial

legislature entity

An official of any municipality or municipal


Section7: Record of spouses, children and parents in the service of the state

Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole

proprietor, partner in a partnership or director, manager, principal shareholder or stake holder in a

company or close corporation is currently serving or has served within the last 12 months as any of

the following:

A member of any municipal council An official of any municipality or provincial

municipal entity

A member of any provincial legislature An employee of any provincial department,

National or provincial public entity or

constitutional institution within the Finance

Management Act,1999(Act1of1999)

A member of the National Assembly An official of any municipality or provincial

municipal entity

A member of an accounting authority of

any municipal entity, national or provincial

public entity

An employee of Parliament or a legislature

The under signed, who warrants that he/she is duly authorised to do so on behalf of the enterprise:

Authorizes the Employer to obtain a tax clearance certificate from the South African Revenue

Services that my/our tax matters are in order, confirms that neither the name of the enterprise or

the name of any partner, manager, director or other person, who wholly or partly exercises, or may

exercise, control over the enterprise, appears on the Register of Tender Defaulters established in

terms of the Prevention and Combating of Corrupt Activities Act of 2004, confirms that no partner,

member, director or other person, who wholly or partly exercises, or may exercise, control over the

enterprise, has within the last five years been convicted of fraud or corruption, confirms that I/we

are not associated, linked or involved with any other tendering entities submitting tender offers

and have no other relationship with any of the bidders or those responsible for compiling the scope

of work that could cause or be interpreted as a conflict of interest, confirms that the contents of

this questionnaire are within my personal knowledge and are to the best of my belief both true and

correct.

Signed Date:

Name Position Signature

Enterprise name: ...................................................................................


FORM G: TAXCLEARANCECERTIFICATE

The submission requirements for a Tax Clearance Certificates include:

The bidder is to attach an original Tax Clearance Certificate issued by the South African Revenue

Services (SARS) to this page.

Each party to a Joint Venture must submit a separate original Tax Clearance Certificate issued by

SARS.

Failure to submit original and valid Tax Clearance Certificates will invalidate the tender.

FORMH: CERTIFICATE OF INDEPENDENT BID DETERMINATION

Project Title

PROPOSAL FOR THE PROVISIONING OF CANTEEN AND CATERING SERVICES

FOR THE NORTH WEST PROVINCIAL LEGISLATURE

Bid No:

NWPL 01/2014

INTRODUCTION

This Certificate of Independent Bid Determination must form part of all bids invited. This will include

price quotation, advertised competitive bids, limited bids and proposals.

Section 4 (1) (b) (iii) of the Competition ActNo.89of1998, as a mended, prohibits an agreement

between, or concerted practice by, firms, or decision by an association of firms, if it is between

parties in a horizontal relationship and if it involves collusive bidding (or bid rigging). Collusive

bidding is prohibition meaning that it cannot be justified under any grounds.

Bid Rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to

compete, secretly conspire to raise prices or lower the quality of goods and/or services for

purchasers who wish to acquire good sand/services through a bidding process. Bid rigging is, there

for an agreement between competitors not to compete.

Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take

all reasonable steps to prevent abuse of the supply chain management system and authorizes

accounting officers and accounting authorities to:

Disregard the bid of any bidder if that bidder or any of its directors have abused the institution’s

supply chain management system and/or committed fraud or any other improper conduct in

relation to such system.


Cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt

or fraudulent act during the bidding process or the execution of that contract.

This Form serves as a certificate of declaration that would be used by institutions to ensure that,

when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

In order to give effect to the above, the attached Certificate of Bid Determination must be

completed and submitted with the Bid:

CERTIFICATEOFINDEPENDENTBIDDETERMINATION

I, the under signed, in submitting the accompanying bid:

(Bid Number and Description)

In response to the invitation for the bid made by:

(Name of the Institution/Client Body)

Do here by make the following statements that I certify to be true and complete in every respect:

I have read and I understand the contents of this Certificate.

I understand that the accompanying bid will be disqualified if this Certificate is found not to be true

and complete in every respect.

I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf

of the bidder.

Each person whose signature appears on the accompanying bid has been authorized by the bidder

to determine the terms of, and to sign the bid, on behalf of the bidder.

For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not

affiliated with the bidder, who:

a). Has been requested to submit a bid in response to this bid invitation;

b). Could potentially submit a bid in response to this invitation, based on their qualifications, abilities

or experience and

c).Provides the same goods and services as the bidder and/is in the same line of business as the

bidder.

The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However, communication

between partners in a joint venture or consortium will not be considered as collusive bidding.

In particular, without limiting the generality of paragraphs 6 above, there has been no consultation,

communication, agreement or arrangement with any competitor regarding:


a) Prices

b) Geographical area where the product or service will be rendered (market allocation)

c) Methods, factors or formulas used to calculate prices.

d) The intention or decision to submit or not to submit, a bid

e) Bidding with the intention not to win the bid and

f) The submission of a bid which does not meet the specifications and conditions of the bid.

In addition, there have been no consultations, communications, agreements or arrangements with

any competitor regarding the quality, specifications and conditions or delivery particulars of the

products or services to which this bid invitation relates.

The terms of the accompanying bid have not been, and will not be disclosed by the bidder, directly

or in directly, to any competitor, prior to the date and time of the official bid opening or of the

awarding of the contract.

I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bid said contracts, bids that are suspicious will be reported to the

Competition Commission for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition ActNo.89 of 1998 and may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and/may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

and Combating of Corrupt Activities Act No.12of2004 or any other applicable legislation.


FORM I: DECLARATION OF SUPPLIER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

The tender for any supplier/bidder may be rejected if the Supplier or any of its directors have:

Abused the Government’s Supply Chain Management policy or committed any improper conduct in

relation to such policy;

Will fully neglected, renege do nor failed to comply with any government, municipal or other sector

contract during the past five years or been listed in the Register of Tender Defaulters in terms of

Section 29 of the Prevention and Combating of Corrupt Activities Act (No.12of20004).

In view of the above, it is required that the following declarations are made:

A: SUPPLYCHAINMANAGEMENTDECLARATIONS:

Is the supplier or any of its directors listed on the National Treasury’s Data base as a company or

person prohibited from doing business with the public sector? (Companies or persons who are listed

on this data base were informed in writing of this restriction by the National Treasury)

YES NO

If yes, furnish Particulars:

Is the supplier or any of its directors listed in the Register of Tender Defaulters in terms of Section 29

of the Prevention and Combating of Corrupt Activities Act (No.12of2004)? (To Access the Register

enter the National Treasury’s website, www.treasury.gov.zaHYPERLINK

"http://www.treasury.gov.za/", click on the icon ‘Register for Tender Defaulters’ or submit your

written request for a hard copy of the Register to facsimile number (012)326-5445).

YES NO


Was the supplier or any of its directors convicted by a court of law (including a court of law outside

the Republic of South Africa) for fraud or corruption during the past five years?


YES NO

If Yes, furnish Particulars:

Was any contract between the Supplier and any organ of state within the Republic of South Africa

terminated during the past five years on account of failure to perform on or comply with the

contract?

YES NO


B: GENERAL DECLARATIONS

I/We, the unsigned, who warrants that I/We am/are duly authorised to do so on behalf of the

trading entity/supplier.

Certify that all the information provided in this form is correct.

Have read and agree to the Terms and Conditions of this tender as set out in the tender document,

and I/We acknowledge that:

The North West Provincial Legislature (referred to as the NWPL) reserves the right to require the

trading entity/supplier, at any time, to substantiate any information provide on this declaration

form, in any manner required by the NWPL.

If information provided on this application is found to be incorrect, the NWPL may, in addition to any

other remedy, Recover costs, losses or damages it has incurred or suffered as a result of that

person’s company’s incorrect information being supplied and Cancel a purchase order and claim any

damages which it has suffered as a result of having to make less favourable arrangements due to

such cancellation.

Duly authorised to sign on behalf of (company name):

Signature:

Name:

Capacity:

Date:


COMMISSIONER OF OATHS

STAMP

Signature: ....................................

Name of Official: .........................

Date: .........................................

FORM J: RECORD OF ADDENDA TO TENDER DOCUMENTS

We confirm that the following communications received from the NWPL SCM Unit before the

submission of this tender offer, amending the tender documents, have been taken in to account in

this tender offer:

Item No.

Date

Title or Details

1

2

3

4

5

6

7

8


9

10

11

12

Attach additional pages if more space is required:

Name: ……………………………… Position: …………………………………….

SIGNATURE: ………………………DATE: …………………….

(Of person authorised to sign on behalf of the Bidder)

INDEX

1 PARTC1: AGREEMENT AND CONTRACT DATA 2

1.1 C.1.1 Form of Offer and Acceptance 2

Contract C1.1

Part C1: Agreements and Contract Data Form of Offer and Acceptance

Tender No: NWPL 01/2014

1 PART C1: AGREEMENT AND CONTRACT DATA

1.1C.1.1 Form of Offer and Acceptance

Offer

The Employer, identified in the Acceptance signature block, has solicited offers to enter into a

Contract for the procurement of:

A service provider for the Provisioning of Canteen and Catering Services of the NWPL for a period of

Sixty months (60) Months


The Bidder , identified in the Offer signature block, has examined the documents listed in the tender

data and addenda there to as listed in the returnable schedules, and by submitting this offer has

accepted the conditions of tender.

By the representative of the bidder, deemed to be duly authorized, signing this apart of this form of

offer and acceptance, the bidder offers to perform all of the obligations and liabilities of the contract

or under the contract including compliance with all its terms and conditions according to their true

intent and meaning for an amount to be determined in accordance with the conditions of contract

identified in the contract data.

THE OFFERED TOTAL PRICE INCLUSIVE OF VALUE ADDED TAX(VAT)IS

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

...................................................................................................................................Rand (in words);

R ..................................................................................(in figures),

This offer maybe accepted by the employer by signing the acceptance part of this form of offer and

acceptance and returning one copy of this document to the bidder before the end of the period of

validity stated in the tender data, where upon the bidder becomes the party named as the

contractor in the conditions of contract identified in the contract data.

Acceptance

By signing this part of this form of offer and acceptance, the employer identified below

accepts the bidder’s offer. In consideration there of, the Employer shall pay the Contractor

the amount due in accordance with the conditions of contract identified in the contract

data. Acceptance of the bidder’s offer shall form an agreement, between the employer and

the bidder upon the terms and conditions contained in this agreement and in the contract

that is the subject of this agreement.

The terms of the contract, are contained in:

Part C1 Agreements and contract data, (which includes this Form of Offer and Acceptance)

Part C2 Pricing data

Part C3 Scope of work and drawings and documents or parts thereof, which may be

incorporated by reference into Parts C1 to C3 above.

Deviations from and amendments to the documents listed in the tender data and any

addenda there to as listed in the tender schedules as well as any changes to the terms of the

offer agreed by the bidder and the employer during this process of offer and acceptance,

are contained in the schedule of deviations attached to and forming part of this agreement.

No amendments to or deviations from said documents are valid unless contained in this

schedule.


The bidder shall within two weeks after receiving a completed copy of this agreement,

including the schedule of deviations (if any), contact the employer's agent (whose details

are given in the contract data) to arrange the delivery of any bonds, guarantees, proof of

insurance and any other documentation to be provided in terms of the conditions of

contract identified in the contract data. Failure to fulfil any of these obligations in

accordance with those terms shall constitute a repudiation of this agreement.

Not with standing anything contained herein, this agreement comes into effect on the date

when the bidder receives one fully completed original copy of this document, including the

schedule of deviations (if any). Unless the bidder (now contractor) within five working days

of the date of such receipt notifies the employer in writing of any reason why he cannot

accept the contents of this agreement, this agreement shall constitute a binding contract

between the parties.

Name(s): ............................................. Signature(s): ................................

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

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

Capacity for the Employer: ..........................

Name and address of organisation: ..........................................................................................

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

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

Name and signature of witness: ........................................ Date: ...........................

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

Schedule of Deviations

Notes:

The extent of deviations from the tender documents issued by the employer prior to the

tender closing date is limited to those permitted in terms of the conditions of tender.

A bidder’s covering letter shall not be included in the final contract document. Should any

matter in such letter, which constitutes a deviation as afore said , become the subject of

agreements reached during the process of offer and acceptance, the outcome of such

agreement shall be recorded here.


Any other matter arises from the process of offer and acceptance either as a confirmation,

clarification nor change to the tender documents and which it is agreed by the Parties

becomes an obligation of the contract shall also be recorded here.

Any change or addition to the tender documents arising from the above agreements and

recorded here shall also be incorporated into the final draft of the Contract.

Subject

Details

Subject

Details

Subject

Details

By the duly authorised represent a tivessigning this agreement, the employer and the

tenderer agree to and accept the fore going schedule of deviations as the only deviations

from and amendments to the documents listed in the tender data and addend at here to as

listed in the tender schedules, as well as any confirmation, clarification or changes to the

terms of the offer agreed by the tenderer and the employer during this process of offer and

acceptance.

It is expressly agreed that no other matter whether in writing, or all communication or

implied during the period between the issue of the tender documents and the receipt by the

tenderer of a completed signed copy of this agreements shall have any meaning or effect in

the contract between the parties arising from this Agreement.


PARTC1: AGREEMENTANDCONTRACTDATA

PartC1.2GeneralConditionsofContract

The Conditions of contract will be based on the General Conditions of contract issued by the

National Treasury (Latest Revision July 2010).

INDEX

PARTC2: PRICING DATA 2

C2.1Pricing Instructions 2

General pricing data 2

Staff Rates 4

Contract C2.1

PartC2: Pricing Data Pricing Instructions

Tender No. 2013/05/FAC

PART C2: PRICIN GDATA

C2. 1 Pricing Instructions

General pricing data

The Schedule of Activities was drawn up in accordance with the Scope of Work of the

Provision of Canteen and Catering Services for the NWPL: At legislature and other service

points (for a period of Sixty Months).

Reference to any particular trademark, name, patent, design, type, specific origin or

producer is purely to establish a standard for requirements. Products or articles of an

equivalent standard may be substituted.

Where any item is not relevant to this specific contract, such item is marked N/A (signifying“

not applicable”)

The Schedule of Activities is not intended for the ordering of materials. Any ordering of

materials, based on the Schedule of Activities, is at the Service Provider’s risk.


The Conditions of Contract, the Contract Data, the Scope of Work and the Specifications

(including the Project Specifications) shall be read in conjunction with the Schedule of

Activities.

Although the Tenderer is at liberty to insert are of his own choosing for each item in the

Schedule of Activities, he/she should note the fact that the Contractor is entitled, under

various circumstances, to payment for additional work carried out and that the NWPL

Supply Chain Manager is obliged to base his/her assessment of the rates to be paid for such

additional work on the rates the Service Provider inserted in the Schedule of Activities.

The amounts and rates to be inserted in the Schedule of Activities shall be the full inclusive

amounts to the Employer for the work described under these several items. Such amounts

shall cover all the costs and expenses that may be required in and for the delivery of the

service/work described, and shall cover the costs of all general risks, profits ,taxes, liabilities

and obligations set forth or implied in the documents on which the Tender is based.

An amount or rates shall be entered against each item in the Schedule of Activities, whether

or not quantities are stated. An item against which no amount or rate is entered will be

considered to be covered by the other amounts or rates in the Schedule of Activities.

The Tenderer shall also fill in a rate against the items where the words"rate only" appear in

the amount column. Although no work is foreseen under these items and no quantities are

consequently given in the quantity column, the tendered rates shall apply should work

under these items actually be required.

Should the Tenderer group a number of items together and tender one sum for such group

of items, the single tendered sum shall apply to that group of items and not to each

individual item, or should he indicate against any item that full compensation for such item

has been included in another item, the rate for the item included in another item shall be

deemed to be nil .The tendered rates, prices and sums shall, subject only to the provisions

of the Conditions of Contract, remain valid irrespective of any change in the quantities

during the execution of the Contract.

The quantities of work as measured and accepted and certified for payment in accordance

with the Conditions of Contract, and not the quantities stated in the Schedule of Activities,

will be used to determine payments to the Contractor. The validity of the Contract shall in

no way be affected by differences between the quantities in the Schedule of Activities and

the quantities certified for payment.


For the purposes of this Schedule o Activities, the following words shall have the meanings

hereby assigned to them:

Unit: The unit of measurement for each item of work as defined in the Standardized, Project

or Particular Specifications

Quantity : The number of units of work for each item

Rate: : The payment per unit of work at which the Tenderer tenders to do the

work (including cost of service, profits, taxes, amongst others

Amount : The quantity of an item multiplied by the tendered rate of the (same)

item

Sum : An amount tendered for an item, the extent of which is described in the

Schedule of Activities, the Specifications or elsewhere, but of which the quantity of work is

not measured in units

The units of measurement indicated in the Schedule of Activities will be in terms of the

Scope of Work Document.

Staff Rates

In cases where the Service Providers are required to render professional services, such as

research or investigations staff rates will have to be agreed upon. The staff rates are the

prices charged for staff and shall include for all the costs to the Consultant, including basic

salary, any additional payments or benefits and social costs, overhead charges incurred as

part of normal business operations including the cost of management, as well as payments

to administrative, clerical and secretarial staff used to support professional and technical

staff in general and not on a specific project only.

The staff rates derived from the pricing schedule exclude Value Added Tax (VAT). The VAT

will be added to the final value of the project costs.

The Total annual cost of employment of a person is the total amount borne by the Tenderer

in respect of the employment of such a person per year, calculated at the amounts

applicable to such a person at the time when these services are rendered, including basic


salary, or a nominal market related salary, fringe benefits not reflected in the basic salary,

including normal annual bonus; Employer’s contribution to medical aid; group life insurance

premiums borne by the Tenderer; the Tenderer’s contribution to a pension or provident

fund; and all other benefits allowances payable in terms of a letter of appointment,

including any transportation allowance or company vehicle benefits, telephone and or

computer allowances, etc and amounts payable in terms of an Act.

The staff rates to be used will be in accordance with those issued by the Department of

Public Service and Administration (DPSA) (as amended from time to time).

Expenses

A subsistence allowance is an amount intended to cover incidental costs incurred by reason

of living away from home within South Africa, such as the cost of meals, liquid refreshments

(No alcoholic beverages can be claimed from the Employer), phone calls, internet access,

laundry and job related out of pocket expenses that are not paid for in terms of the

contract.

A subsistence allowance may only be claimed in respect of each night that a staff member is

away from home, outside of the NW Province performing work associated with the service.

Travel expenses may only be claimed in respect of the cost of transportation of the

Tenderer’s personnel /staff from their usual place of business to the job site and return

from the job site to the Tenderer’s usual place of business.

The train, air, car hire and accommodation costs shall be multiplied by a percentage to

compensate the Tenderer for any unrecovered costs associated with these items (e.g. Bank

fees for such transactions). The percentage in question will not be more than 5% of the

actual costs.

All air travel shall be in economy class on a scheduled airline, with the exception of

international trips (if such an assignment requires international travel), which will be a

business class.

Accommodation means a: a). A bed and breakfast b). A guest house;

c). Self-catering; or

d). Hotel having a star grading of 1,2 or 3

As defined by the Tourism Grading Council of South Africa.


A country house or 4 star or higher star rated hotel is not accommodation. Any stay in such

facility cannot be claimed as an expense and will as a result not be paid for by the NWPL.

Breakfast must always be included in the accommodation costs.

A hired car means a motor vehicle having n engine capacity of not more than 1600cc. Note

that a hired car having an engine capacity greater than 1600cc is not a hired car and cannot

be claimed as an expense. If a higher vehicle engine capacity issued, such a vehicle will only

be paid for in terms of the 1600cc size of the vehicle.

INDEX

PART C2: PRICING DATA 2

1.1 C2.2 Pricing Schedule 2

PRICING SCHEDULE1–CANTEEN SERVICES

DESCRIPTION

UNITPRICE

COMMENTS R C

SANDWICHES(TOASTED OR PLAIN)

(Whole-wheat/Brown/Rye/White bread)

Cheese

Cheese and Tomato and or Onion and or

Mushroom

Cheese and Ham

Cheese, Ham and Tomato

Toasted Steak

Bacon and Egg

Bacon, Egg and Cheese

Salami and Cheese

Chicken Mayonnaise

Tuna Mayonnaise

Tramezinni, Panini/Baguette(Whole-wheat/Brown/Rye/White bread)


Roast Beef and Mustard

Cheese, Bacon and Tomato

Cheese, Tomato and Cucumber

Mushroom and Cheese

Chicken Mayonnaise

Tuna Mayonnaise

Avocado and Cheese/Mushroom/Veg

Main Meals–Full-meal portion

UNITPRICE

COMMENTS R C

Chicken

Steak

Vegetable

DESCRIPTION

UNITPRICE

COMMENTS R C

Lamb

Chicken and cream

Others:

Variety of Breyani’s (Lamb, Chicken,

Vegetable, Fish)

Grilled Lamb Chops

Butter ½chicken portion

Fish curry and rice


Lamb curry and rice

Beef curry and rice

Pap and Meat

Pap and Tripe (mogodu)

Samp, beans and stew

Dumpling

Pap with cream spinach and tomato

curry and grilled potato

Grilled ½ chicken and chips

Grilled ¼ chicken and chips

Hake fillet grilled in lemon butter

Steak and chips

Plate of steamed mixed vegetable and

grilled potatoes

Burgers Burgers to Include a slice of tomato, gherkin,

onion and lettuce & a variety of sauces available)

Mutton

Steak

Beef

Vegetable

Extra add-on

Cheese Slice

Double

Patty


DESCRIPTION

UNITPRICE

COMMENTS R C

Fish

Chicken

Egg

Vegetable patty

Chips

Assorted pies

Russians

Frankfurters

Vienna

Dagwood

Cold Beverages

Soft Drinks 330ml

Soft drinks 500ml

Grapetiser 330ml

Appletiser 330ml

Liquifruit 250ml

Ice-Tea Can 330ml

Energy Drinks 500ml

Mineral-Water 500ml

Fruit-Juices 250ml

Sweets

Chocolates


CAKES

DESCRIPTION PRICE PER-

HEAD

COMMENTS

R C

Cake per slice (chocolate and lemon/strawberry cheese cake and

carrot cake)

Muffins (Variety with cheese butter and jam)

Croissants (Variety with cheese butter and jam)

Muffins

Croissants

Scones

Meals of the day (Menu to

change daily

at least 3

offered

everyday)

1.At least 3x Meat options available daily

2.A veg. Meal option available daily (e.g. Briyani or vegetable curry

or Roast

Vegetable or grilled vegetable or vegetable patties with side

options)

NOTE:

Meals of the day must comprise apportion of meat (gravy where

applicable)

2 vegetable potions per meal

Portion of salad

Rice or pap or pasta

PRICE SCHEDULE 2–CATERING SERVICES


PLATTERS

DESCRIPTION

PRICEPER-HEAD

COMMENTS R c

Assorted smoked sausages/country

sausages/continental cold cuts/dried

wors/biltong/pickles and dip

Farmers platter

8 Assorted sea food item scrambled, grilled and fried

garnish with lemon &sea food dip

Fishermans platter

Assorted sliced fresh vegetables with herb cheese dip Vegetarian platter

Assorted cheese and salty biscuits with pickles and dips Cheese platter

A variety of chicken cuts/ribs/Pickles and dips Chicken and Rib

platter

Assorted cheese cubes/Cold meats/Sausages/chicken

pieces/ sandwiches/Olives/Pickles/Garnish

Mixed platter

Assorted continental cold cuts & cheese with salty

biscuits

Cold meats and

cheese platter

7 Assorted savoury and pastry items Savoury Platter

An assortment of mini sweet cocktail tartlets Sweet Platter

A variety of chicken cuts/fish grilled and battered/

cheese & dip

Halaal platter

5 assorted styles of prepared chicken Chicken platter

Assorted fillings with cold cuts with garnish Closed Sandwich

Assorted fillings with cold cuts with garnish and

vegetables

Open Sandwich

Assorted fresh sliced fruit with garnish Fruit platter

Toppings sweet or savoury Muffin platter

BREAKFAST OPTIONS


DESCRIPTION

PRICEPER-

HEAD

COMMENTS

R c

BREAKFAST Option1

PLEASE PROVIDE ONE PRICE FOR EACH OPTION PER

HEAD

Chilled fruit juice

Sliced seasonal fruits

Yogurts with cereals & muesli

Toast/rolls/Croissants

Danish pastries with butter and margarine

Honey, jams and marmalades

Cold cuts and ham

Cheese and fruits

BREAKFAST Option 2

Full English breakfast

Cold selection

BREAKFAST Option 3

Scrambled egg and Salmon

Cocktail sausages

Steak and Kidney

Bacon and mushroom kebabs

Farmhouse Rosti’s


Toast

Mini Danish pastry’s

Open sandwiches

Fruit kebabs

Additional Items:

2 litre Fruit juice Usually ordered

during functions

Sub-Total 1 for 24 Months R

ADD VAT@14% R

GRANDTOTALFOR24MONTHS(Including VAT) R

Note:

All prices are to be inclusive of VAT.

The pricing schedule is to be completed in full Fixing of prices for 12 months

AMOUNT IN WORDS:

NB: THE SAME AMOUNT MUST ALSOBE WRITTEN IN THE FORM OF OFFER AND

ACCEPTANCE-FORM C 1.1)

Signed on behalf of the Tenderer:…………………………………………….(Signature)

Date:.......................… Tenderer’s Name:…………………………………………………………

(Company Name)


The North West Provincial Legislature

Request for Proposal

Provision of Catering and Canteen Services at

Legislature Buildings and other service points

INDEX

SECTION1: INTRODUCTION 3

SECTION2: SCOPE OFWORK 3

SECTION3: GENERAL CONDITIONS 6

SECTION4: SPECIFIC CONDITIONS 8

SECTION5: RESPONSE TO THE REQUEST FOR PROPOSAL

SECTION6: EVALUATION/ADJUDICATION OF TENDERS 13

SECTION7: PRICING SCHEDULE 16


INTRODUCTION

The purpose of this document is to detail the scope of work, incorporating the tasks and

responsibilities of the Service Provider (herein after, the Service Provider), required by the

NWPL for Canteen and Catering Services for a period of twenty four months.

BACKGROUND

The North West Provincial Legislature in tends to outsource the Canteen and Catering

Services, to a Service Provider, at its Legislature Buildings-Mmabatho and other service

points in the Province. The NWPL intends to enter in to a Service Level Agreement with a

Service Provider who is to provide the services required. These services rendered will be for

the Service Provider’s own account, taking responsibility for all risks including profit/loss,

stock and cash control. Part of the services will be on a subsidy basis (provision of lunch for

MPL members and administration staff)

SCOPEOFWORK

The Service Provider will be required to provide the following:

PROVISION OF A CANTEEN SERVICE

This is an all-inclusive Canteen Service providing basic meals, beverages, snacks & other

items (not limited to free issuance) during working days including providing and maintain in

equipment and the provision of consumables required for the intended use.

Duration of Service.

The intended term of the contract will before a period of 60 months.

Normal Working Hours :

Normal Service Time :

Working Days (Excluding Public Holidays) Monday to Friday–07h00 to 16h00.

It must be further noted, that the NWPL has employees in excess of 170 and MPL Members

40, public participation events gatherings attracts on the average 500 people, opening of

Provincial Parliament attracts over 2000 people. The main office is located at Dr James

Moroka Drive Mmabatho, and any extended operating hours will either beat the discretion

of the Service Provider or be negotiated directly with the NWPL should such a requirement

be deemed necessary. The Service provider would be informed of any extended or after

hours services that may be required. The preferred service provider must be prepared to

cater for the following:


All dietary preferences, including but not limited to religions, culture, vegetarian,

Kosher and halaal with valid certification from respective bodies where applicable.

PROVISIONOFACATERINGSERVICE

The provision of a Catering Service for internal meetings and/or third party functions & and-

ad-hoc functions within the NWPL and other areas where services may be required.

Response Times:

The Service Provider is to ensure that meals ordered must be prepared and delivered to the

canteen and respective venue(s) as stipulated by the client (NWPL).There response times

shall be adhered to. Failure to adhere to the times stipulated may result in non-payment or

there deduction of the quoted price for the service.

SERVICE CONDITIONS

The successful service provider must at all times be active registered member of either The

Restaurant Association of South Africa or The Chefs Association of South Africa.

The contract includes or the provision of Canteen and Catering Services, including providing

additional equipment brought by Services provider, and the provision of consumable

supplies required for the intended use.

Preparation of snacks, coffee and other beverages to acceptable food industry standards

whilst also ensuring that no food preparation other than specified takes place on the

premises.

This Scope of Work shall be undertaken in the manners tasted in this document as well as

the Service Level Agreement which will be made available to the successful bidder.

This Scope of Work is subject to all conditions and requirement as stated in Section 3 of this

document as well as any other accompanying documents in this pack.

Service provider shall be responsible for repairing/maintaining all used equipment in the

canteen as stated before.


TASKS & ACTIVITIES

General Requirements

Tasks not specified in this document will be identified and mutually agreed between the

Service Provider and the NWPL.

All written deliverables must be phrased in terms and language that can be easily

understood by non-technical personnel (e.g. laypersons without subject matter expertise).

All document deliverables must be submitted in format (hardcopy) i.e. industry accepted

standard (e.g. MS Word or equivalent).

A compulsory site meeting will be held at the NWPL in Mmabatho as specified on the NWPL

Request for Proposal (RFP) document to brief the Service Providers on the scope and extent

of work. NWPL Parliament Buildings DR JAMES MOROKA DRIVE, Mmabatho 2735.

Service providers who do not attend the compulsory briefing will be disqualified from

submitting a bidding document.

SECTION1: GENERALCONDITIONS

The Service Provider is required to:

Conduct business in a courteous and professional manner.

Provide the necessary documentation as requested prior to the Canteen and Catering

Service contract being awarded.

Comply with all relevant employment legislation and applicable bargaining council

agreements, including UIF, PAYE, etc. Proof to be submitted within 30 days from awarding

the contract by the successful Service Provider.

Ensure that all personnel working under this contract a rein good health and pose risk to any

personnel in the NWPL.

Ensure that all work performed and all vehicles, plant and equipment brought on to or used

on site will been compliance with the Occupational Health and Safety Act of 85 of 1993 and

any Regulations promulgated in terms of this Act and the standard instructions of the

NWPL.

Ensure that all personnel working under this contract are adequately trained prior to the

commencement of the contract.

Provide all personnel working under this contract with uniforms, which state the name of

the Service Provider and that can be clearly identified from other Service Providers, NWPL


personnel, etc. The NWPL reserves the right to order the immediate removal of staff

member that does not adhere to this arrangement.

Provide all personnel working under this contract with adequate and appropriate Personal

Protective Equipment (PPE) and clothing and to ensure these items are worn at all times.

Ensure that the NWPL is informed of any removal and replacement of personnel. For

security reasons, the NWPL reserves the right to vet all personnel working under this

contract.

Provide the services of pest control and general cleanliness to the canteen and surrounding

areas at his/her own cost.

Demonstrate his moduso per and it to the NWPL with regards to supplies delivered to site.

Provide a non-site manager, available at all times.

Issue and circulate weekly and daily menus to employees.

The NWPL shall:

Conduct business in a courteous and professional manner with the Service Provider.

Provide appropriate information as and when required and only institutions where it is

required by the Service Provider to fulfil their duties; by means of raising a Purchase Order

(PO).

Not accept responsibility for any damages suffered by the Service Provider or their

personnel for the duration of the contract.

Not accept any responsibility of accounts/expenses incurred by the Service Provider that

was not agreed upon by the contracting parties.

Shall provide standard restaurant (kitchen and dining area), storage facility for equipment

and materials.

Provide:

1. Electricity;

2. Water points;

3. Geyser;

4. Refrigeration;

5. Microwave;

6. Stove and Griller


This will apply ON SITE ONLY. The NWPL provides a captive market and the pricing should

reflect this aspect in their responses. The cash is loaded on the access card so that an

employee by the NWPL and the card is redeemed for buying food. The service provider

prints out the statement of expenditure from the cash loading facility and reconcile with the

point of sale system and this is used to bill the NWPL. The funds are approved and

transferred into the bank account of the service provider and this plays a crucial role in

reducing direct handling of cash by the canteen staff and ensuring safety and security.

SPECIFICCONDITIONS

Ensure all responses must be completed and provide all information requested. Failure to

adhere to this request may result in the tender being invalid/disqualified.

4.1 CANTEEN SERVICES

4.1.1 Establishment and operation of a canteen on the NWPL premises, utilizing the

allocated area for the supply of a set menu of basic meals, beverages and other

items during working days, to on-site personnel.

4.1.2 Operation of the canteen will be from 07:00 to 16:00 on weekdays, excluding

Public Holidays.

4.1.3 Operation of the canteen outside the standard hours shall be by special

arrangement between the NWPL and the Service Provider.

4.1.4 Provide a few options of ‘Meals-of-the day’ at a competitive price.

4.1.5 Provide adequate equipment, cutlery and crockery for use by the NWPL at no extra

cost.

4.1.6 Provide suitable disposable containers for the serving of food & beverages.

4.1.7 Use only freshing redients in the food preparation and ensure that no items that

are beyond expiry date are on offer or used in the preparation of any food offered

to the NWPL.

4.1.8 Prepare all foods/meals to exceptionally high standards expected of the food

industry whilst also ensuring that no food preparation other than specified takes

place on the premises.

4.1.9 The purchase price of the items offered should be at a market value in the

restaurant industry

4.1.10 The NWPL reserves the right to compare the rendered prices to prices in the area

and other Service Providers and retailers.


4.1.11 Provide catering equipment which is not available at the canteen that is of

acceptable industry standards.

4.2 FIT OUT OF CANTEEN PREMISES

4.2.1 The Service Provider will be responsible for the maintenance of the facility

occupied. The NWPL will conduct regular inspections of the facility to ensure

adherence to standards prescribed by law.

4.2.2 Approved improvements made to the premises will be for the account of the

Service Provider.

4.2.3 On termination of the contract, fixed improvements will become the NWPL’s

property unless otherwise agreed in writing between the parties.

4.2.4 No compensation will be paid for any improvements made by the Service Provider.

4.2.6 All furniture & fittings must be of acceptable industry standards. The NWPL

reserves the right to instruct the Service Provider to remove any furniture & fittings

that is deemed unacceptable.

4.2.5 On termination of the contract, the Service Provider is to make good to the

premises all damages incurred during his occupancy.

4.2.6 No structural changes may be effected without the NWPL’s written approval.

4.2.7 The official opening of the facility must be within 30 days of the tender being

awarded.

4.2.8 The Service Provider reserves the right of admission to the canteen area

4.3

CATERING SERVICE

4.3.1 Provide a catering service for the conference centre, internal meetings and ad-hoc

functions on request. Nothing however, prevents the NWPL from ordering from

external service providers. The NWPL reserves the right to obtain catering for

special functions and meetings from other local suppliers should the Service

Provider not meet specific conditions such as quality or cost considerations

4.3.2 The catering function is to operate within the confines of the canteen environment


or any other sites to be determine by NWPL.

4.3.3 Delivery of meals to the conference centre, internal meetings & ad-hoc functions

within prescribed time frames.

4.3.4 Provide meals in a presentable manner to NWPL members and administration staff.

4.3.5 Provide adequate catering equipment (not available at the canteen), cutlery and

crockery.

4.3.6 Remove catering equipment and clean/tidy venue at the end of

functions/meetings.

4.4 PREPARATION AND STANDARDS

4.4.1 The meals/beverages served will be of high quality and prepared in a clean and

hygienic manner in accordance with all health and safety regulations.

4.4.2 Service provider must offer healthy options like salads and offer variety for

vegetarians and halaal food amongst others.

4.4.3 The Service Provider will be responsible for pest control and general cleanliness of

the canteen area.

4.5 CLEANING OF THE AREAS

4.5.1 Service Provider is to remove all waste (wet or dry) on a daily basis. Waste must be

appropriately packaged for disposal with the use of proper refuse bags.

4.5.2 The Service Provider shall provide bins/containers.

4.6 FOOD PRICES

4.6.1 All menu items are to be individually priced for sale.

4.6.2 Tender prices to be fixed for the first 12 months and only one escalation per year.

Increases shall only be effective once the written approval of the NWPL to each

increase is obtained.

4.6.3 Any food price increase is to be agreed with the NWPL prior to implementation.

4.6.4 Only sales within the NWPL will be allowed–NO SALES TO GENERAL PUBLIC AND

OUTSIDE OFTHE NWPL WILL BE ALLOWED.

4.7 STORAGE


4.7.1 The Service Provider shall maintain a stock of consumables in the stores, at his own

risk, provided that all local council by laws and the Occupational Health and Safety

Act are adhered to.

4.7.2 The NWPL shall not be responsible or liable for any loss or damage to the Service

Provider’s stock of consumables and equipment store don’t he NWPL’s premises.

4.7.3 Stock taking must be executed outside normal trading hours.

4.7.3 Stocktaking must be executed outside normal trading hours.

4.8 PRICING

4.8.1 The proposal must provide the breakdown of activities, indicate the number of

personnel, outline their responsibilities, and indicate additional equipment, outline

costs associated with cleaning and maintaining of fixed equipment. The pricing

proposal must cover the full FIVE years period which will be used to determine the

winning bidder.

Prices are to be fixed for a 12 month period, from in caption of this agreement.

Increase in prices shall take place only once a year. Rates include labour,

consumables, movable equipment maintenance, additional equipment purchasing

and maintenance, overheads, and profit. Any price increases must be discussed and

agreed with the NWPL prior to implementation and shall be subject to a maximum

of the prevailing CPL ruling.

The tendered price must include Value Added Tax (VAT) at14% [covering the FIVE

year period].

The NWPL may require break down of rates on any of the items priced and the

Service Provider is to provide same without any additional cost.

In the event of a decision to include items on the menu over and above the

required

Minimum items, the prices shall be agreed with the NWPL prior to the introduction

of such items.

4.8.2 All other pricing assumptions, excluded and unknown costs must be clearly

documented.

4.9 CONTRACTPERIOD


4.9.1 The contract shall before 60-months period. The commencement date will be 30

days from the date of the issue of the letter of acceptance.

4.9.2 Either party may cancel the contract at any given time by giving 90 days’ notice in

writing to this effect.

4.9.3 TheextensionofthecontractmaynotbeaffectedwithoutpriorapprovaloftheNWPL.

4.9.4 The NWPL reserves the right not to award this tender to any NWPL’s employees

4.10 OCCUPATIONAL HEALTH AND SAFETY

4.10.1 The successful Bidder shall comply with the Compensation for Occupational Injuries

and Diseases Act, Occupational Health and Safety Act and their Regulations, as

amended, from time to time. (Special note must be taken no all NWPL policies and

procedures relevant to the service and compliance.)

4.11 INDUSTRIALRELATIONS

4.11.1 The Service Provider must ensure that he complies with the minimum wage

requirement as prescribed by law and all other Labour Related legislations.

4.12 RENTAL

4.12.2 The NWPL will provide a telephone point in the canteen area. All costs associated

with rental, calls, etc., will before the account of the Service Provider. The Service

Provider will be billed on a monthly basis to this effect.

4.13 REFERENCES

4.13.1 TheNWPLreservestherighttorequestreferencespertainingtotheoutsourcedservicesfr

omtheServiceProviders.

Indicatethebusinessreferencestodemonstratetheexperienceyouhaveincanteenandc

ateringservices, specifying where such services were provided, for how long and

attach a trade reference letter/affidavit. A certified copy of active registration with

RSA OR ACHSA.

Attach CV’s of staff that will be involved in providing canteen and catering services

at the NWPL.

4.14 OFF-SITEPREPARATIONFACILITY

4.14.1 In the event of meals being prepared off site, the NWPL reserves the right to

inspect such facilities to ensure compliance with the Occupational Health and


Safety Act. In case where service will be provided outside.

SECTION2: PREPARATION AND SUBMISSION OF PROPOSAL

The contents of the proposal should include the following items:

Item number Item Description

1 Background of the bidder, highlighting relevant experience to the RFP

2 Interpretation of scope and understanding of requirements

3 Overall methodology for provision of canteen and catering services over

the two year period

4 How will the service provider comply with all applicable legislations

5 Description of operational office and articulation of how staff from the

office will support the team at NWPL. Note that the service provider

should allocate a minimum of 8personnel for the operation of the

canteen.

6 Annexure 1: CV of On-site Manager

7 Annexure 2: CV’s of staff

8 Annexure 3:Menu pricing schedule

9 Annexure 4: Proof of registration as an employer with the Compensation

Commissioner and letter of good standing. Proof of registration with

RASA or ACHSA(Association of Chefs of South Africa).

10 Annexure 5: Proof of registration with Unemployment Insurance

Commissioner and letter of good standing

SECTION 3: EVALUATION/ADJUDICATION OF TENDERS


Bids will be evaluated in accordance with the pre-scripts of the Preferential Procurement

Policy Framework Act (PPPFA) and the associated Notices.

Bids will be evaluated on 3 phases:

Compliance/eligibility

Technical/Functionality

Price and BBBEE

COMPLIANCE/ELIGIBILITY

Bidders who do not meet the requirements below will be immediately disqualified from the

bidding process.

Ite

m

Description Yes No

1 Response document/proposal submitted

2 Proposal indicates the total price (including VAT)

3 Proposal covers the 5 year period

4 Original and valid tax clearance certificate

5 Certified ID copies of Directors/Owners

6 Confirmation of banking details

7 Company registration documents

8 Tender document

9 Service provider attended compulsory meeting

10 Preferred Supplier Database Application Form

12 Proof of registration as an employer with the Compensation

Commissioner and letter of good standing. Proof of Registration with

either RASA or ACHSA

13 Proof of registration with Unemployment Insurance Commissioner and

letter of good standing

FUNCTIONALITY


The evaluation of the functionality of the bids will be assessed as per the criteria contained

in the table for functionality in the previous pages.

VALUES

0–NON RESPONSIVE

1–POOR

2–FAIR

3–AVERAGE

4–GOOD

5–EXCELLENT

Bids will first be evaluated for functionality as follows based on the criteria for functionality

.The total scores will be computed by allocating the value and then multiplying by the

weight. The scores for each criterion will be added to give the total. Any bid not meeting a

minimum percentage score of 60% for functionality will be disqualified, and the bid will not

be considered further.

PRICE AND BBBEE

The price evaluated shall include all local taxes and reimbursable expenses. The bid with the

lowest acceptable price will receive the maximum percentage allocated for price; using the;

formula

Ps=90(1-(Pt-Pmin)/Pmin

BBBEE STATUS LEVEL OF CONTRIBUTION

B-BBEE Status Level of Contributor Number of Points

1 10

2 9

3 8

4 5

5 4

6 3


7 2

8 1

Non-Compliant Contributor 0

A contract may on reasonable and justifiable grounds, be awarded to a bid that did not

score the highest number of points.

Non-commitment

NWPL is not bound to accept any of the bids submitted or the lowest bid.

The cost of preparing of bids will not be reimbursed.

Review process

In order to evaluate and adjudicate bids effectively, it is imperative that bidders submit

responsive bids. To ensure a bid will be regarded as responsive it is imperative to comply

with all conditions pertaining to the bid and to complete all the mandatory fields and

questionnaires.

Documents submitted do not by bidders shall not be returned and shall remain the property

of the NWPL.

All bids duly lodged will be evaluated in accordance with the evaluation criteria.

NWPL may requirepresentationsfromshort-listedbiddersaspartofthebidprocess.

SECTION 7: PRICING SCHEDULE

The NWPL will calculate the average pricing of menu items with the intention of obtaining

affordable prices for staff. For the purpose of this TENDER, the pricing schedule consists of

the following parts:

Schedule1–Canteen Services

Schedule2–Catering Services

The price evaluated shall include all local taxes and reimbursable expenses. The bid with the

lowest acceptable price will receive the maximum percentage allocated for price.

PRICINGSCHEDULE1–CANTEENSERVICES


DESCRIPTION

UNITPRICE

COMMENTS R C

SANDWICHES(TOASTEDORPLAIN)

(Whole-wheat/Brown/Rye/Whitebread)

Cheese

Cheese and Tomato and or Onion and or

Mushroom

Cheese and Ham

Cheese, Ham and Tomato

Toasted Steak

Bacon and Egg

Bacon, Egg and Cheese

Salami and Cheese

Chicken Mayonnaise

Tuna Mayonnaise

Tramezinni, Panini/Baguette(Whole-wheat/Brown/Rye/Whitebread)

Roast Beef and Mustard

Cheese, Bacon and Tomato

Cheese, Tomato and Cucumber

Mushroom and Cheese

Chicken Mayonnaise

Tuna Mayonnaise

Avocado and Cheese/Mushroom/Veg


Main Meals–Full meal portion

UNITPRICE

COMMENTS R C

Chicken

DESCRIPTION

UNITPRICE

COMMENTS R C

Steak

Vegetable

Lamb

Chicken and cream

Others:

Variety of Breyani’s

(Lamb,Chicken,Vegetable,Fish)

Grilled Lamb Chops

Butter½chickenportion

Fish curry and rice

Lamb curry and rice

Beef curry and rice

Pap and Meat

Pap and Tripe (mogodu)

Samp, beans and stew

Dumpling

Pap with cream spinach and tomato

curry and grilled potato

Grilled ½ chicken and chips


Grilled ¼ chicken and chips

Hake fillet grilled in lemon butter

Steak and chips

Plate of steamed mixed vegetable and

grilled potatoes

Burgers

Burgers to Include a slice

of tomato, gherkin, onion

and lettuce & a variety of

sauces available)

Mutton

Steak

Beef

Vegetable

Extraadd-on

DESCRIPTION

UNITPRICE

COMMENTS R C

Cheese Slice

Double Patty

Fish


Chicken

Egg

Vegetable patty

Chips

Assorted pies

Russians

Frankfurters

Vienna

Dagwood

Cold Beverages

SoftDrinks330ml

Softdrinks500ml

Grapetiser330ml

Appletiser330ml

Liquifruit250ml

IceTea-Can330ml

EnergyDrinks500ml

MineralWater–500ml

FruitJuices–250ml

Sweets

Chocolates

Crisps

CAKES


DESCRIPTION PRICEPER-

HEAD

COMMENTS

R C

Cake per slice (chocolate and lemon /strawberry

cheese cake and carrot cake)

Muffins (Variety with cheese butter and jam)

Croissants(Variety with cheese butter and jam)

Muffins

Croissants

Scones

Meals of the day (Menu to change daily at least 3

offered everyday)

1.Atleast3xMeatoptionsavailabledaily

2.Aveg.meal option available daily (e.g. Briyani

or vegetable curry or Roast

Vegetable or grilled vegetable or vegetable

patties with side options)

NOTE:

Meals of the day must comprise a portion of meat (gravy where

applicable)

2 vegetable potions per meal

Portion of salad

Rice or pap or pasta

PRICE SCHEDULE 2–CATERING SERVICES


PLATTERS

DESCRIPTION

PRICEPER-HEAD

COMMENTS R c

Assorted smoked sausages/country

sausages/ continental cold cuts/

driedwors/biltong/picklesanddip

Farmersplatter

8 Assorted sea food item scrumbed, grilled

and fried garnish with lemon & sea food dip

Fishermansplatter

Assorted sliced fresh vegetables with herb

cheese dip

Vegetarianplatter

Assorted cheese and salty biscuits with

pickles and dips

Cheeseplatter

A variety of chicken cuts/ribs/Pickles and

dips

ChickenandRibplat

ter

Assorted cheese

cubes/Coldmeats/Sausages/chickenpieces/sa

ndwiches/Olives/Pickles/Garnish

Mixedplatter

Assorted continental cold cuts & cheese with

salty biscuits

Coldmeatsandchee

seplatter

7 Assorted savoury and pastry items SavouryPlatter

An assortment of mini sweet cocktail tartlets SweetPlatter

A variety of chicken

cuts/fishgrilledandbattered/cheese&dip

Halaalplatter

5 assorted styles of prepared chicken Chickenplatter

Assorted fillings with cold cuts with garnish ClosedSandwich

Assorted fillings with cold cuts with garnish

and vegetables

OpenSandwich

Assorted fresh sliced fruit with garnish Fruitplatter

Toppings sweet or savoury Muffinplatter


BREAKFAST OPTIONS

DESCRIPTION

PRICEPER-HEAD

COMMENTS R c

BREAKFAST Option 1

PLEASE PROVIDE ONE PRICE FOR EACH

OPTIONP ER HEAD

Chilled fruit juice

Sliced seasonal fruits

Yogurts with cereals & muesli

Toast/rolls/Croissants

Danish pastries with butter and margarine

Honey, jams and marmalades

Cold cuts and ham

Cheese and fruits

BREAKFAST Option 2

Full English breakfast

Cold election

BREAKFAST Option 3

Scrambled egg and Salmon

Cocktail sausages

Steak and Kidney


Bacon and mushroom kebabs

Farm house Rosti’s

Toast

Mini Danish pastry’s

Open sandwiches

Fruit kebabs

Additional Items:

2 litre Fruit juice Usually ordered

during functions

Note:

All prices are to be inclusive of VAT.

The pricing schedule is to be completed in full

Fixing of prices for 12 months