Bulk Food Supply for Research Voyage

The Department of Forestry, Fisheries and the Environment (DFFE), through its Directorate: Southern Oceans and Antarctic Support, is seeking suppliers to provide food provisions for the Marion Island Summer Relief Voyage 2026/27. The annual relief voyages support research teams and over-wintering expedition personnel on the Marion and Gough Islands and in Antarctica. This Request for Quotation (RFQ) covers bulk dry food ingredients, frozen foods including bread and dairy products. The food list is extensive and spans cereals and pasta, pickles and sauces, biscuits and chocolates, canned fish, fruit and vegetables, tinned pulses, seasonings and spices, dairy products, frozen pies, fresh and frozen fish, frozen vegetables, and beverages. Each category must be fully priced, as bidders who leave any category unpriced will not be considered.

Successful suppliers must deliver the goods to the SANAP Warehouse at East Pier Building, V&A Waterfront, Cape Town, within 10 days of receiving an official purchase order. No goods may be delivered before an official order is issued. Products must be packaged correctly and clearly labelled, and must match the specified quantities and portion sizes. Any deviation requires written substantiation from the manufacturer or retailer and departmental approval. All frozen products must be kept at -18°C or lower throughout transit, delivery and storage, using a refrigerated vehicle provided by the supplier. Deliveries must be made during DFFE working hours (08:30 to 15:00), and the supplier must provide manpower for offloading and sorting. Food items must conform to SABS and agricultural product standards, and ISO 22000 certification or an equivalent quality system is required. Minimum shelf-life requirements apply to all bulk dry and frozen items, and the department may reject non-compliant stock. Damaged or expired items must be replaced at the supplier's expense within 3 days of written notice. Each delivery must be accompanied by updated delivery notes.

Because the destination is a near-pristine environment where alien species control is a priority, packaging restrictions apply. Polystyrene beads, chips and similar loose packing are prohibited, and other polystyrene, corrugated cardboard and plastic strapping must be minimised. Premises and transport vehicles must be hygienic and free of insects, plant propagules and loose foodstuffs, and are subject to inspection by DFFE environmental control officers. Mandatory requirements include a Food Premises Certificate issued by the municipality in the bidding company's name, a valid CSD registration, SARS tax compliance, and a completed SBD 4 and SBD 6.1. Quotations must be submitted on company letterhead, show VAT per item, include banking details, and remain valid for 90 days. The preference point system is 80/20, with 20 points available for ownership by Black people, women or people with disabilities (more than 50%). Quotations close on 16 November 2026 at 11:00 and should be emailed to RFQCT@dffe.gov.za. Late submissions will not be considered.