The Department of International Relations and Cooperation (DIRCO) has issued an open Request for Bid under reference number DIRCO-13-2025-2026 for the appointment of a service provider to deliver comprehensive catering services during the SADC Council of Ministers Meetings, scheduled from 4 to 13 March 2026 at the OR Tambo Building in Rietondale, Pretoria. The event will host senior diplomats, ministers, and support staff from across the Southern African Development Community, requiring premium, reliable, and diplomatically sensitive food and beverage services. Submissions must be hand-delivered by 11:00 on Wednesday, 25 February 2026, to the DIRCO Tender Box.
This is a high-profile opportunity for experienced catering firms with a track record in international or government protocol events.
Event Overview: Diplomatic Engagement at the Highest Level
The SADC Council of Ministers is a critical forum for regional policy coordination, economic integration, and political dialogue. Catering services must reflect the stature of the event—offering professional presentation, dietary inclusivity, cultural sensitivity, and seamless logistics across multiple venues within the OR Tambo Building complex.
Scope of Catering Services
The successful service provider will deliver:
- Refreshments and meals for up to 600 delegates across plenary halls, breakout rooms, and ministerial lounges
- Separate service lines for SADC Secretariat (70 pax), VOC (20 pax), and Ministers’ Essential Staff
- Morning, mid-morning, and afternoon refreshments including coffee, tea, fruit juices, biscuits, and light snacks
- Floral arrangements for ministerial holding rooms (e.g., fresh protea centrepieces)
- All equipment, staffing, waste removal, and compliance with municipal health and safety standards
Menus must accommodate diverse dietary needs, including halal, vegetarian, and allergy-sensitive options.
Mandatory Submission Requirements
To be considered, bids must include:
- A completed SBD 3.1 pricing schedule (Excel format provided) with firm, VAT-inclusive rates
- 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 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Points Claim)
- Company profile with photographic evidence of past high-level diplomatic or government events (minimum 5 years’ experience required)
Bids must be submitted exclusively via hand delivery—no emails, faxes, or couriered submissions will be accepted.
Evaluation Criteria: Functionality and 80/20 Preference System
Bids will be assessed in two stages:
- Functionality Review: Based on experience with diplomatic events, menu quality, logistical capacity, and past performance (minimum 70/100 points required)
- 80/20 Preferential Procurement Scoring:
- 80 points: Price (lowest compliant = 80; others scored proportionally)
- 20 points: Specific Goals, including Black, women, youth, disability ownership, and locality in Gauteng
Only responsive, compliant, and qualified bidders will be considered.
Submission Guidelines and Key Deadlines
- Closing Date & Time: 25 February 2026 at 11:00
- Submission Address:
Tender Box, DIRCO OR Tambo Building,
460 Soutpansberg Road, Rietondale, Pretoria, 0084 - Format: Sealed envelope clearly marked with “DIRCO-13-2025-2026 – SADC Catering”
- Late or incomplete submissions will be disqualified
Bid validity must be 120 days from the closing date.
Related opportunity: DFFE Seeks Catering Services for Port St. Johns Event
Access Tender Documents and Contact Information
Download the complete bid package:
For inquiries:
- Technical: Ms. Mmapaseka Mphahlele – 012 351 0225 | mphahlelemb@dirco.gov.za
- SCM: RakhoaleH@dirco.gov.za | Mazibukoe@dirco.gov.za
- Note: All questions must be submitted in writing. No briefing session will be held.
DIRCO reserves the right to cancel the tender, split the scope, or award no contract.
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