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DIRCO Seeks Catering Service Providers for Two-Year Panel

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The Department of International Relations and Cooperation (DIRCO) has issued an open tender for the appointment of service providers to form part of a panel (database) of catering service providers for a period of two years. The tender, designated DIRCO 04-2026-2027, seeks to establish a pre-qualified panel to support the department’s official events, meetings, and diplomatic functions. As the department manages South Africa’s foreign relations, including high-profile events like Joint Binational Commissions and multilateral conferences , the requirement for reliable, high-quality catering services is paramount.

Tender Overview

The primary objective is to establish a database of catering service providers capable of delivering services at short notice for various departmental events . Bids must be submitted by 15 September 2026 at 11:00 AM. A non-compulsory virtual briefing session will be held on 03 September 2026 at 10:00 AM via Microsoft Teams. The contract will run for two years, with no guarantee of future work upon panel appointment.

Scope of Work

The scope encompasses end-to-end catering services, including:

  • Providing morning and mid-day tea, coffee, and refreshments.
  • Executing full-course meals based on specified menus, including vegetarian options.
  • Delivering and setting up food at least 60 minutes prior to events.
  • Supplying all necessary catering equipment, serving tables, tablecloths, and cutlery.
  • Catering to diverse dietary needs, including vegetarian, kosher, and halal options with valid certifications.
  • Maintaining professional staff presentation and conducting thorough post-event cleanup.
  • Adhering to service timelines: 48 hours for standard requests and 24 hours for urgent requests.

Mandatory Requirements

Bidders must submit the following documentation:

  • Completed and signed SBD Forms (1, 3.1.1, 3.1.2, 3.1.3, 4, and 6.1).
  • Proof of registration on the Central Supplier Database (CSD).
  • A valid Halaal certificate or a written agreement with a certified supplier.
  • A valid Municipality Certificate of Acceptability.
  • A company profile demonstrating a minimum of five years’ experience in off-site catering, including photographic evidence of high-level events involving international delegations.
  • Proof of a minimum of three previous contracts of the same nature with contactable reference letters.

Evaluation Process

Phase 1: Administrative Criteria – Bidders must meet all mandatory requirements to proceed.

Phase 2: Technical Assessment – A food tasting and mock set-up for departmental officials will be conducted. Bidders must score a minimum of 60 points to pass. Criteria include Kosher certification (10 points), mock set-up quality (40 points), food tasting (40 points), and personnel uniform presentation (10 points).

Phase 3: Pricing and Preferential Points – The 90/10 preference point system applies, with 90 points for price and 10 points for specific goals (HDI, Women, Youth, and Disability ownership).

Related opportunity: NLC Seeks Catering Service Provider for Heritage Day Celebration

Submission and Enquiries

  • Submission Method: Hard copy in a sealed envelope.
  • Closing Date: 15 September 2026 at 11:00.
  • Contact Person: Mmapaseka Mphahlele.
  • Email: mphahlelemb@dirco.gov.za.
  • Telephone: 012-351-0225.
  • Briefing Session: 03 September 2026 at 10:00 (Virtual, non-compulsory).

Tender Documents

  1. REFERENCE LETTER TEMPLATE
  2. DIRCO 04-2026-2027
  3. FINAL SBD 3.1 DIRCO 04-2026-2027

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