Rendering of Catering Services for All Free State Provincial Government Departments For

BID DOCUMENT

RENDERING OF CATERING SERVICES FOR ALL FREE STATE PROVINCIAL GOVERNMENT DEPARTMENTS FOR A PERIOD OF THREE YEARS

BID NUMBER: FSPT001/16/17

CLOSING DATE:19 December 2016

TIME: 11:00

VALIDITY PERIOD:120 DAYS

BRIEFING SESSION: COMPULSORY

DATE:7 December 2016

TIME:10:00

VENUE:Auditorium, 8th Floor, OR Tambo House

Corner Markgraaff and St. Andrews Streets

BLOEMFONTEIN

NB:All documents must be completed with original black ink.

All bidders must indicate their CSD Registration number ……………………………….

DOCUMENTS IN THE BID DOCUMENT PACK

Bidders are to ensure that they have received all pages of this document, which consist of the following documents:

Bid Submission Checklist

SECTION 1

Invitation to Bid (SBD 1)

Tax Clearance Certificate (SBD 2)

Price Schedule (SBD 3.2)

Declaration of Interest (SBD 4)

Preference points claim form in terms of the Preferential Procurement Regulations 2011 (SBD 6.1)

Declaration of Bidder’s past SCM Practices (SBD 8)

Certificate of Independent Bid Determination (SBD 9)

Proof of the following documentation will be required:

-Proof of residential address-municipality account required

-Original certified Identification copy/ies

-Company’s registration, CK document

-Valid and Original Tax Clearance Certificate

-CSD Registration number

-BEE Certificate

SECTION 2

Special Conditions of Contract (SCC)

SECTION 3

Briefing Session Attendance Certificate

SECTION 4

General Conditions of Contract (GCC)- not to be returned as part of the submission

BID SUBMISSION CHECKLIST

Bidders are required to complete the following checklist and to submit it with their bids:

Please note that all the information listed below should be included in the bid.

COMPLIANT? (TICK √
IN APPROPRIATE
BOX
NO / REQUIREMENT / YES / NO
1 / SECTION 1
1.1 / Standard Bidding Documents:
SBD 1 / Invitation
SBD 2 / Tax Clearance
SBD 3.2 / Pricing Schedule
SBD 4 / Declaration Of Interest
SBD 6.1 / Preference points claim form in terms of the Preferential Procurement Regulations 2011
SBD 8 / Bidders Past Supply Chain Practices
SBD 9 / Certificate of Independent Bid Determination
2 / SECTION 2
2.1 / Special Conditions of Bid and Contract
3 / SECTION 3
3.1 / Briefing Session Attendance Certificate
4. / SECTION 4
4.1 / General Conditions of Contract
5. / ATTACHMENTS
5.1 / Proof of residential address-municipality account
Identification copies
Company’s registration, CK document
Valid and original Tax Clearance Certificate
CSD Registration number (Summary Report)

SBD 1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE FREE STATE PROVINCIAL GOVERNMENT

BID NUMBER: FSPT001/16/17CLOSING DATE: _19 December 2016_CLOSING TIME: 11:00

DESCRIPTION REQUEST FOR BID FOR THE RENDERING OF CATERING SERVICESTO FREE STATE PROVINCIAL GOVERNMENT DEPARTMENTSFOR A 3 YEAR PERIOD

The successful bidder will be required to fill in and sign a written Contract Form (SBD 7).

BID DOCUMENTS MAY BE POSTED TO:PROVINCIAL TREASURY

PRIVATE BAG X20537

BLOEMFONTEIN

9300.

DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)Free State Provincial Treasury

Cnr. of Markgraaf and Miriam Makeba Streets

Tender Box situated at the Ground Floor

Fidel Castro Building, Bloemfontein

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.

The bid box is generally open 24 hours a day, 7 days a week.

ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

THE FOLLOWING PARTICULARS MUST BE FURNISHED

(FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)

NAME OF BIDDER………………………………………………………………………………………………………………………

POSTAL ADDRESS………………………………………………………………………………………………………………….

STREET ADDRESS…………………………………………………………………………………………………………………

TELEPHONE NUMBERCODE……………NUMBER………………………………………………………………………………..

CELLPHONE NUMBER…………………………………………………………………………………………………………………

FACSIMILE NUMBERCODE ………… .NUMBER…………………………………………………………………………………

SBD 1

E-MAIL ADDRESS………………………………………………………………………………………………………………….

VAT REGISTRATION NUMBER…………………………………………………………………………………………………………………

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO

HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

AN ACCOUNTING OFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)…….…………….………………………… ………...

A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR………………………………….…

A REGISTERED AUDITOR ………………………………...………..

[TICK APPLICABLE BOX]

(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)

ARE YOU THE ACCREDITED REPRESENTATIVE

IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED?YES or NO

[IF YES ENCLOSE PROOF]

SIGNATURE OF BIDDER ………………………………………………………………………………………………………………..

DATE………………………………………………………………………………………………………………..

CAPACITY UNDER WHICH THIS BID IS SIGNED…………………………………………………………………………………………………………………

TOTAL NUMBER OF ITEMS…………………………………

______

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Department: Free State Provincial Treasury

Contact Person: Matshogane Rancho

Tel:051 405 4289

Fax: 051 403 3696

E-mail

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Contact Person: Vincent Sehlola

Tel: 051-405 4441

Fax: 051-405 5520

E-mail address:

Contact Person: Daniel Maela

Tel: 051-405 4144

Fax: 051-405 5520

E-mail address:

SBD 2

SBD 3.2

PRICING SCHEDULE – NON-FIRM PRICES

(SERVICE)

NOTE: PRICE ADJUSTMENTS WILL BE ALLOWED AT THE PERIODS AND TIMES SPECIFIED IN THE BIDDING DOCUMENTS.

NAME OF BIDDER: ...... BID NUMBER: FSPT001/16/17
Closing Time 11:00 on 19 December 2016 Validty Period: 120 Days
ITEM / DESCRIPTION / BID PRICE IN RSA CURRENCY
(EXCLUDING VAT) / BID PRICE IN RSA CURRENCY
(INCLUDING VAT)
1. / BREAKFAST PER PERSON
a) / Tea (with: sugar, fresh milk, and powder milk)
Coffee (with: sugar, fresh milk, and powder milk)
100% fruit Juice (various flavours)
Sandwiches (Assorted) and;
Muffins (Assorted)
b) / Tea (with: sugar, fresh milk, and powder milk)
Coffee (with: sugar, fresh milk, and powder milk)
100% fruit Juice (various flavours)
Sandwiches (Assorted) or Muffins (Assorted)
BREAKFAST PER PERSON
c) / Tea (with: sugar, fresh milk, and powder milk)
Coffee (with: sugar, fresh milk, and powder milk)
100% fruit Juice (various flavours)
Sandwiches (Assorted) or Muffins (Assorted) or Scones (Halved and buttered with sweet and salty toppings)
BREAKFAST PER PERSON
d) / Tea (with: sugar, fresh milk, and powder milk)
Coffee (with: sugar, fresh milk, and powder milk)
100% fruit Juice (various flavours)
English Breakfast: (Bacon, Eggs, Cocktail viennas, and Breadrolls)
BRUNCH PER PERSON:
2.a) / Cocktail Sausages
Cocktail Pies (various flavours)
Mini meatballs
Buffalo wings
Filled eggs
COCKTAIL MENU PER PERSON
3 a) / Cocktail chicken kebabs
Spare ribs
Cheese Sausages
Cocktail Pizza
Sandwiches (Assorted)
Cocktail Vetkoek and Mince
Buttered Fish Strips served with sauce
Drumsticks
100% fruit juice (various flavours)
500 ml Mineral Water (Still)
4. / LUNCH PER PERSON
a) / Roasted Chicken
Lamb Chops
Savoury Rice/Pap/Samp/Dumplings
2 Veggies (various types)
1 Salad (any)
100% fruit Juice (various flavours)
LUNCH PER PERSON
b) / Roasted Beef
Roasted Chicken
Savoury Rice/Pap/Samp/Dumplings
2 Veggies (various types)
2 Salads (various types)
100% fruit Juice (various flavours)
LUNCH PER PERSON
c) / Fried Fish
Lasagna
Greek Salad
100% fruit Juice (varioud flavours)
LUNCH PER PERSON
d) / Fried Crumbed Pork Chops
Beef Stew
Pineapple Salad
LUNCH PER PERSON
e) / Grilled Chicken
Red meat
Savoury Rice/Pap/Samp/Dumplings
2 Veggies (various types)
2 Salads (various types)
500 ml Mineral Water (still)
100% fruit Juice (various flavours)
LUNCH PER PERSON
f) / Beef Stew
Roasted Chicken
Samp/Pap
2 Salads (various)
500ml Mineral Water (still)
100% fruit Juice (various flavours)
5. / DINNER (AFTER HOURS – 18:00 AND BEYOND)
a) / Grilled Chicken/Red meat/Beef Stew
Savoury Rice/Pap/Samp/Dumplings
2 Veggies (various types)
2 Salads (various types)
500 ml Mineral Water (still)
100% fruit Juice (various flavours)
6. / SOUTH AFRICAN BRAAI
a) / Boerewors
Lamb Chops
Chicken Kebabs
2 Salads (various)
Sauces
Garlic Bread or Garlic Rolls
Porridge
100% fruid Juice (various)
Soft Drinks fizzy (Assorted flavours)
7. / DESSERT PER PERSON
a) / Malva Pudding
Custard
DESSERT PER PERSON
b) / Fruit Cocktail
Ice Cream
DESSERT PER PERSON
c) / Cheese Cake
Ice Cream
DESSERT PER PERSON
d) / Chocolate Cake
Fresh Cream
8. / PLATTERS
a) / Assorted Sandwiches
Assorted Sandwiches and Meat (Half each)
Meat (Assorted)
100% fruit Juice (various flavours)
9. / FOOD PARCELS:
a) / OPTION 1
Assorted Sandwiches
2 Fruits (Assorted)
250ml 100% Fruit Juice (any flavour)
Packaging included
b) / OPTION 2
Hotdog Rolls with Sausage
2 Fruits (Assorted)
250ml 100% Fruit Juice (any flavour)
Packaging included
c) / OPTION 3
Pap
2 Veggies (Green)
Beef
250ml 100% Fruit Juice (any flavour)
Packaging included (plastic cutlery included)
10. / OPTIONAL
500ml Mineral Water (still)
1.5l Mineral water (still)
5l Mineral Water (still)
330 ml Carbonited drinks
11. / Greek salad
Green salad
Chicken salad
REQUIRED BY: FREE STATE PROVINCIAL GOVERNMENT
Does offer comply with specification / YES/NO
If not to specification, indicate deviation(s)
Period required for delivery
Delivery: Firm/not firm
Delivery basis (all delivery i.e transportation, labour, etc costs must be included in the bid price)

SBD 3.2

PRICING SCHEDULE – NON-FIRM PRICES

PRICE ADJUSTMENTS

ANON-FIRM PRICES SUBJECT TO ESCALATION

1.IN CASES OF PERIOD CONTRACTS, NON FIRM PRICES WILL BE ADJUSTED (LOADED) WITH THE ASSESSED CONTRACT PRICE ADJUSTMENTS IMPLICIT IN NON FIRM PRICES WHEN CALCULATING THE COMPARATIVE PRICES

IN THIS CATEGORY PRICE ESCALATIONS WILL ONLY BE CONSIDERED IN TERMS OF THE FOLLOWINGFORMULA:

Where:

Pa=The new escalated price to be calculated.

(1-V)Pt=85% of the original bid price. Note that Pt must always be the original bid price and not an escalated price.

D1, D2..=Each factor of the bid price eg. labour, transport, clothing, footwear, etc. The total of the various factors D1,D2…etc. must add up to 100%.

R1t, R2t……=Index figure obtained from new index (depends on the number of factors used).

R1o, R2o=Index figure at time of bidding.

VPt=15% of the original bid price. This portion of the bid price remains firm i.e. it is not subject to any price escalations.

3.The following index/indices must be used to calculate your bid price:

Index………. Dated……….Index………. Dated……….Index………. Dated……….

4.FURNISH A BREAKDOWN OF YOUR PRICE IN TERMS OF ABOVE-MENTIONED FORMULA. THE TOTAL OF THE VARIOUS FACTORS MUST ADD UP TO 100%.

FACTOR
(D1, D2 etc. e.g. Labour, transport etc.) / P PERCENTAGE OF BID PRICE

BPRICES SUBJECT TO RATE OF EXCHANGE VARIATIONS

1.Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the items to South African currency, which portion of the price is subject to rate of exchange variations and the amounts remitted abroad.

PARTICULARS OF FINANCIAL INSTITUTION / ITEM NO / PRICE / CURRENCY / RATE / PORTION OF PRICE SUBJECT TO ROE / AMOUNT IN FOREIGN CURRENCY REMITTED ABROAD
ZAR=
ZAR=
ZAR=
ZAR=
ZAR=
ZAR=

2.Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly exchange rates as issued by your commercial bank for the periods indicated hereunder: (Proof from bank required)

AVERAGE MONTHLY EXCHANGE RATES FOR THE PERIOD: / DATE DOCUMENTATION MUST BE SUBMITTED TO THIS OFFICE / DATE FROM WHICH NEW CALCULATED PRICES WILL BECOME EFFECTIVE / DATE UNTIL WHICH NEW CALCULATED PRICE WILL BE EFFECTIVE

SBD4

DECLARATION OF INTEREST

1.Any legal person, including persons employed by the principal, or persons having a kinship with persons employed by the principal, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the principal, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where-

-the bidder is employed by the principal; and/or

-the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declaring acts and persons who are involved with the evaluation and or adjudication of the bid.

2.In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1Full Name of bidder or his or her representative:______

2.2Identity Number:______

2.3Position occupied in the Company (director, shareholder, etc.):______

2.4Company Registration Number:______

2.5Tax Reference Number:______

2.6VAT Registration Number:______

State means –

(a)Any national or provincial department, national or provincial public entity or consitutional insitution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);

(b)Any municipality or municipal entity;

(c)Provincial legsilature;

(d)National Assembly or the national Cojncil of provinces; or

(e)Parliament.

2.7 Are you or any person connected with the bidder YES / NO

presently employed by the state?

2.7.1If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....………………………………......

Name of state institution at which you or the person

connected to the bidder is employed : ………………………………………......

Position occupied in the state institution: …………………………………......

Any other particulars:

…………………………………………………......

………………………………………………......

2.7.2If you are presently employed by the state, did you obtainYES / NO

the appropriate authority to undertake remunerative

work outside employment in the public sector?

2.7.2.1If yes, did you attach proof of such authority to the bidYES / NO

document?

Note: Failure to submit proof of such authority, where

applicable, may result in the disqualification of the bid.

2.7.2.2If no, furnish reasons for non-submission of such proof:

………………………………………………………………......

2.8Did you or your spouse, or any of the company’s directors/shareholders/members or their spouses conduct business with the state in the previous twelve months? YES/NO

2.8.1If so, furnich particulars:

......

2.9Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

2.9.1If so, furnich particulars:YES/NO

......

2.10Are you or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?

2.10.1If so, furnich particulars:YES/NO

......

2.11Do you or any of the directors/shareholders/members of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1If so, furnich particulars:YES/NO

......

3Full details of directors / trustees / members / shareholders.

FULL NAME / IDENTITY NUMBER / PERSONAL INCOME TAX REFERENCE NUMBER / STATE EMPLOYEE NUMBER / PERSAL NUMBER

4DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.

I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

______

SIGNATUREDATE

______

POSITION NAME OF BIDDER

SBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution

NB:BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

GENERAL CONDITIONS

1.1The following preference point systems are applicable to all bids:

-the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

-the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included) and therefore the……………………system shall be applicable.

1.3Preference points for this bid shall be awarded for:

(a)Price; and

(b)B-BBEE Status Level of Contribution.

1.3.1The maximum points for this bid are allocated as follows:

POINTS

1.3.1.1PRICE90

1.3.1.2B-BBEE STATUS LEVEL OF CONTRIBUTION10

Total points for Price and B-BBEE must not exceed100

1.4Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5.The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2.DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance

fund contributions and skills development levies;

2.2“B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad

-Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based

on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic

Empowerment Act;

2.4“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 services, works or goods, through price quotations, advertised

competitive bidding processes or proposals;

2.5“Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic

Empowerment Act, 2003 (Act No. 53 of 2003);

2.6“comparative price” means the price after the factors of a non-firm price and all unconditional

discounts that can be utilized have been taken into consideration;