The Agricultural Research Council (ARC) has issued a Request for Quotation (RFQ) under reference number ISC01REQ003034 for the provision of comprehensive catering services for the Eastern Cape Agroecology Farmers & Exhibition Day, to be held on 26 February 2026 at Phawu Likum AgriPark, Busila Village, Willowvale, Eastern Cape. The event will host 300 attendees, including farmers, researchers, and VIP guests, and requires high-quality, hygienic meals aligned with local dietary preferences. Submissions must be emailed by 11:00 on Friday, 20 February 2026, to KubhekaL@arc.agric.za.
This is a time-sensitive opportunity with a narrow response window—suppliers are urged to act promptly and ensure full compliance.
Event Overview: Supporting Agroecology and Farmer Engagement
The Agroecology Farmers & Exhibition Day aims to promote sustainable farming practices, showcase research innovations, and foster knowledge exchange among smallholder and emerging farmers in the Amathole District. The event will feature workshops, field demonstrations, and networking sessions, making reliable and professional catering essential to its success.
Scope of Catering Services
The successful service provider will deliver:
- Breakfast at 8:00 AM:
- Coffee, tea, milk, sugar
- Assorted muffins, scones, biscuits
- Sandwiches (chicken mayo, cheese & tomato)
- Fresh fruit (bananas, apples)
- Lunch at 12:45 PM:
- Starch options: Samp/beans or creamy samp and rice
- Meat options: Chicken, fish, and beef stew
- Salads: Green salad and coleslaw
- Vegetables: Pumpkin and beetroot
All food must be freshly prepared, served in hygienic conditions, and transported in covered vehicles. Staff must wear uniforms and PPE, and all waste must be removed post-event.
Mandatory Submission Requirements
To be considered, quotations must include:
- A formal quote on company letterhead with firm, VAT-inclusive pricing
- Valid SARS Tax Compliance PIN or clearance certificate
- Proof of registration on the Central Supplier Database (CSD)
- B-BBEE Certificate or sworn affidavit (Level 1–8 or EME/QSE)
- Completed Standard Bidding Documents: SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim)
Quotations must be submitted exclusively via email—no hard copies, faxes, or postal submissions will be accepted.
Evaluation Criteria: 80/20 Preferential Procurement System
Quotations will be scored using the 80/20 system:
- 80 points: Price (lowest compliant quote = 80; others scored proportionally)
- 20 points: Specific Goals, including Black, women, youth, disability, and military veteran ownership
Only complete, responsive, and compliant submissions will be evaluated.
Submission Guidelines and Key Deadlines
- Closing Date & Time: 20 February 2026 at 11:00
- Submission Method: Email only to KubhekaL@arc.agric.za
- Subject Line: Must include “ISC01REQ003034 – Eastern Cape Farmers Day Catering”
- Late or incomplete submissions will be disqualified
Quote validity must be 30 days from the closing date.
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Access Tender Documents and Contact Information
Download the complete RFQ package:
- Main RFQ Document
- Catering Specifications
- SBD 6.1 – Preference Points Form
- SBD 4 – Declaration of Interest
- Annexure A – General Conditions
For inquiries:
- Contact: Ms. Lungile Kubheka – 012 842 4078 | KubhekaL@arc.agric.za
- Note: All questions must be submitted in writing. No briefing session will be held.
The ARC reserves the right to cancel the RFQ or award no contract.
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