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ARC Seeks Caterer for QwaQwa Farmers Workshop

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The Agricultural Research Council (ARC) has issued a Request for Quotation (RFQ) under reference number ISC01REQ003051 for the provision of catering services for a Farmers Workshop to be held on 24 February 2026 at the Namahadi Traditional Council in QwaQwa, Free State. The event will host 70 attendees, including farmers, extension officers, and agricultural stakeholders, and requires a hot, nutritious lunch served professionally under rural conditions. 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 Farmer Capacity Building

The workshop forms part of ARC’s ongoing efforts to strengthen agricultural knowledge and practices among smallholder farmers in the Free State. Given the remote location and potential for load-shedding, the caterer must be fully self-sufficient in terms of equipment, power backup, and logistics to ensure seamless service delivery.

Scope of Catering Services

The successful service provider will deliver:

  • Hot lunch for 70 people, served at 12:30 PM, including:
    • Starch: Pap and rice
    • Meat: Beef stew and grilled chicken
    • Sides: Potato salad, coleslaw, chakalaka, and gravy
    • Beverages: 70 x 330ml cans of soft drinks or fruit juice, and 70 x 500ml bottled water
  • Full self-contained service, including:
    • Own tables and tablecloths
    • Chafing dishes, porcelain plates, glass cups, cutlery, and serviettes
    • Backup power solution (e.g., gas stoves or generators) in case of load-shedding
    • Waste removal and site cleanup post-event

All food must be freshly prepared, transported safely, and served hot on-site.

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 “ISC01REQ003051 – QwaQwa Farmers Workshop 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:

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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