Venue Hire and Catering Services

South Cape TVET College is seeking a service provider to supply venue hire and catering for its Central Office Strategic Planning Session, a once-off event on 27 November 2026 from 10:00 to 15:00. The venue must comfortably accommodate a minimum of 75 delegates in a formal strategic planning and workshop setting, using round tables seating approximately 8 to 10 delegates each. The venue must be clean, professionally maintained, adequately lit, and equipped with suitable ventilation or air conditioning, and must provide adequate and secure parking for the duration of the session. The proposed venue must be located in George or its immediate surrounding area, and bidders must state the venue's name and full physical address in their quotation. The venue hire price must include tables, chairs, and venue setup.

The catering scope includes welcoming drinks for 75 people, available on arrival, consisting of 100% fruit juice or an equivalent non-alcoholic option with at least two flavours, served chilled and in sufficient quantity for at least one serving per person. A buffet-style lunch for 75 people is required, suggested to include chicken and a beef, lamb, or equivalent meat option; two starch options such as rice and potatoes or pasta; at least two vegetable dishes and one fresh salad; and one dessert suitable for buffet service. Beverages must include a minimum of two jugs of juice per table and 16 x 1-litre bottles of chilled sparkling juice (Grapetiser, Appletiser, or equivalent). Reasonable provision must be made for special dietary requirements, including vegetarian meals, with final requirements confirmed with the successful provider before the event. All food must be freshly prepared, of good quality, stored and served at the correct temperature, and comply with applicable food hygiene and safety requirements. Bidders must submit a proposed menu identifying the proteins, starches, vegetables, salad, dessert, and beverages offered.

Quotations must be priced on the College's pricing schedule, inclusive of VAT at 15% and all delivery costs, with no undisclosed additional charges accepted after appointment. Evaluation uses the 80/20 or 90/10 preference point system, with price carrying the majority of points and specific goals allocated 10 points for Garden Route area businesses and 5 points for other Western Cape businesses. Mandatory documents include a CIPC company registration or corporate document, a valid BBBEE certificate or sworn affidavit, a current municipal account or valid lease agreement, a tax clearance certificate or PIN, a Central Supplier Database (CSD) number, and completed SBD forms (SBD 1, 4, 6.1, 8, and 9). Quotations must remain valid for 60 days. Payment is made by electronic transfer after written acknowledgement of services received, subject to correct and complete tax invoices. Submissions close on 11 November 2026 at 11:00 and may be emailed to scm@sccollege.co.za or deposited in the bid box at the Central Office Building, 125 Mitchell Street, George.