The University of South Africa invites suitably
qualified service providers to participate in a
Public Tender Process to provide the University
with Catering Services at its Florida Campus
and Ekurhuleni Campus
Tender Specification Document
Tender Ref. No:
PT2015/26
Date of Issue:
September 2015
1
Table of contents
1) Overview
2) Proprietary and Confidential Information
3) Dealing with the University of South Africa
4) Compulsory Registration and Admittance to the Public Tender
5) Mandatory Requirements
6) Other Requirements
7) Site visits / presentations
8) Terms and conditions
9) Confidentiality
10) Pricing
11) Payment Terms
12) Tender Submission and Closing Date
13) Sub-Contracting
14) Tender Specifications
15) Annexures to be completed
2
1. OVERVIEW
The University needs to appoint reputable and experienced catering service providers to provide
catering services at its Gauteng Florida and Ekurhuleni Campuses and offices as specified below. The
service providers are required to provide all required equipment; SABS approved cleaning chemicals,
uniforms and anything else necessary to deliver on the mandate of the catering contract. This is a full
risk contract for a period of three years.
The service providers that UNISA will contract with for this service must comply with all the laws and
regulations of the Republic of South Africa. Service providers must be willing to partner with UNISA by
providing services as required by UNISA and must advise on the latest trends in the catering industry
with the intention to improve services and to ensure that Unisa stays abreast of latest trends and
relevant regulations.
The service providers must be flexible in order to provide a dynamic and up market service which must
meet the needs of both the University Community and external patrons visiting the campus. It is
expected that the service provider will provide a diverse catering service inclusive of a coffee shop
concept, food court and cafeteria service.
This document outlines the scope of services and facilities to be provided by the service provider.
It is envisaged that a suitable service provider will be appointed per cluster as proposed
below. Service providers may choose to tender on all or a selected number of clusters.
Preference will be given to service providers who are not current service providers to Unisa or
who have not had a contract in the past five years.
Cluster
Cafeterias
Location
Cluster 4
Florida Campus Cafeteria
UNISA Science Campus
Dionysus Building
Florida, Roodepoort
Cluster 6
Ekurhuleni Cafeteria
Corner R51 and Brazil Roads
Daveyton
1500
Service providers must register and attend the compulsory information session. It is however not
compulsory for service providers to attend the site inspections.
Cluster
Compulsory Information Session
Cluster 4
17 September 2015 (10h00-10h30)
Florida
Campus
Address:
c/o Christiaan De Wet & Pioneer
Avenue
Florida
Venue: Bram Fischer Auditorium, 3rd
Floor Calabash Building.
Cluster 6
Ekurhuleni
Campus
17 September 2015 (10h00-10h30)
Address:
c/o Christiaan De Wet & Pioneer
Avenue
Florida
Site Inspection
addresses
dates,
venues
&
Site inspection will be conducted on
17 September 2015 once the
information session is concluded.
Address:
c/o Christiaan De Wet & Pioneer
Avenue
Florida
Venue: At the cafeteria based at Florida
Campus
Site inspection will be conducted on
18 September 2015 at 10h00.
Address:
Corner R51 and Brazil Roads
Daveyton
1500
3
Venue: Bram Fischer Auditorium, 3rd
Floor Calabash Building.
Venue: At the cafeteria based at the
Ekurhuleni Campus
2. PROPRIETARY AND CONFIDENTIAL INFORMATION
All material submitted in response to this tender shall become the property of Unisa. Any confidential
information provided by a supplier in response to this Tender will be held in confidence and will only be
used for the evaluation of this tender.
3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA
Service providers must not contact any member of Unisa with respect to queries they may have with
this tender. A compulsory information session will be held during which it is expected that any queries
raised, will be answered.
The Tenderer shall not disclose any such information or specification, whether explicit or implied, to
any third party without the written consent from Unisa.
4.
COMPULSORY REGISTRATION
INFORMATION SESSION

A non-refundable tender registration fee of R300.00 is payable by credit or debit card at
the registration session. No cash payments will be accepted.
Prospective tenderers must read the tender specification and bring a copy to the
information session

AND
ADMITTANCE
TO
THE
PUBLIC
TENDER
Registration Date:
17 September 2015
Registration Time:
10:00 to 10:30 (Latecomers will not be admitted)
Venue:
Bram Fischer Auditorium, 3rd Floor Calabash Building, Science
Campus, corner of Christiaan De Wet and Pioneer Avenue, Florida.
The above-mentioned time frames must be strictly adhered to; latecomers will not be registered
and admitted to the information session. The information session will commence immediately
after registration.
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5. MANDATORY REQUIREMENTS
The following documentation must be submitted, failure to comply and submit any one of the
documents will disqualify the submission:
Mandatory requirements will include the following and must be labelled and submitted in the following
order:
Annexure A1:
Annexure A2:
Annexure A3:
Annexure A4:
Annexure A5:
Annexure A6:
Annexure A7:
Annexure A8:
Annexure A9:
Proof of attendance of compulsory information session
Completed and signed Supplier List Application Form (F25) (www.unisa.ac.za/tenders)
Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders)
Current and valid original SARS Clearance Certificate
Copy of company registration documents indicating list of shareholders / members
from CIPC / CIPRO
Pricing template (Annexure A6)
References for cafeteria type catering
Three recent contactable references from customers to which the tenderer has
provided or is providing services that are substantially similar to the services required.
The contract period must be for a minimum period of three years (3), at least one
reference must be current and already in operation for a minimum of six (6)
months (other than UNISA).
Service providers may submit two but will be penalised.
All references provided must not be older than three (3) years. Template A7 must be
completed.
References for gala and cocktail functions
Three recent contactable references from customers where the tenderer has executed
a gala event for more than 120 guests. Three references where a cocktail event was
executed for more than 120 guests.
Service providers may submit two but will be penalised.
All references provided must not be older than three (3) years. Template A8 must be
completed.
Financial Statements
a. One set (2 years comparative figures) of the most recent audited Annual Financial
Statements together with an Independent Auditor’s Report or a signed letter from the
Accounting Officer for Close Corporations must be submitted.
A complete set of Annual Financial Statements including the following:
 Independent Auditor’s Report (Letter from an External Accountant/Accounting
Officer for Close Corporations)
 Statement of Comprehensive Income (Income Statement)
 Statement of Financial Position (Balance Sheet)
 Statement of Cashflows
 Statement of Changes in Equity
 Notes to the Financial Statements
No summarized Financial Statements or Extracts of financial statements will be
accepted.
b. Where the financial statements of the holding company are submitted, a signed letter
be included from the holding company, on their letterhead, that they would be liable if
the subsidiary defaulted. This must be attached to the financials being submitted.
Failure to submit such signed letter will disqualify the tender submission.
c. The financial statements should be submitted as a separate bound document.
5
Annexure A10:
Annexure A11:
Annexure A12:
Annexure A13:
Experience response template to be completed
Implementation project plan template to be completed
Quality Management plan template to be completed
Waste Management system template to be completed
6. OTHER REQUIREMENTS
Annexure B1:
Annexure B2:
Annexure B3:
Annexure B4:
A valid B-BBEE certificate or proof of exemption from an accredited
SANAS/IRBA verification agency/auditor must be submitted. Failure to submit a
certificate will result in a zero score for B-BBEE.
Company profile.
Portfolio of evidence for gala and cocktail functions done in the past three years.
Copy of menu for function which was catered to be provided with each reference.
The successful service provider must provide a minimum of R10m Public Liability cover. Proof of
this must be submitted within 14 days after the tender is awarded and prior to the signing of the
contract.
Note: All documents submitted in support of this tender must be the documents of the tendering
unit and may not pertain to different companies or units within a group. As an example, a tenderer
cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company.
7. SITE VISITS / PRESENTATIONS
Presentations may be required for this tender.
Unisa reserves the right to visit the reference sites of short-listed companies, where the short-listed service
provider will be required to make all arrangements to ensure access to the contract / equipment under
evaluation.
8. TERMS AND CONDITIONS
a)
b)
c)
d)
Unisa may rely on information provided by service providers in response to this tender and,
therefore, responding service providers should submit only accurate and truthful responses
regarding their products and service capabilities.
Any costs incurred by service providers in preparing and providing a response to this tender
are solely the responsibility of their organisations.
Should any company provide misleading information, such company will be disqualified.
Service providers must take note that price and quality will be important evaluation criteria.
9. CONFIDENTIALITY
a) All documentation submitted in response to this tender will become the property of Unisa.
b) Any confidential information provided by a service provider in response to this tender will be
kept strictly confidential and will only be used for the purposes of evaluating this tender.
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10. PRICING
The prices must be fixed for the first year of operation. Thereafter prices will be negotiated and
mutually agreed upon but must not exceed annual inflation. Service providers must take note of the
menus and maximum prescribed prices for services provided by catering service providers; these must
be considered and not exceeded when submitting proposals. The pricing bracket and items may be
reviewed at a later stage to include additional items.
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


All pricing must be quoted in South African Rand (ZAR) including VAT.
The pricing must remain valid for 90 days from the closing date of the tender and for the
year in which the contract is first signed.
All pricing must be completed on Annexure A6.
All applicable costs must be provided and must be all inclusive. There must be no hidden
costs e.g. packaging, plastic knives and forks etc.
A complete price list of all items proposed to be sold must be provided.
Prices charged by the service providers for goods delivered and services performed under the
contract shall not vary from the prices quoted by the service provider in his tender, and any variance
will render the contract null and void.
Please take note of Annexure C2: Unisa Mancom resolution: The Guidelines for Catering Costs. These
guidelines should be taken into consideration and not exceeded.
11. PAYMENT TERMS
The payment terms of the University are 30 days after receipt of goods and services, and upon receipt
of the required documentation. No upfront payments will be considered.
12. TENDER SUBMISSION AND CLOSING DATE
The original of the sealed tender and a soft copy must be submitted in one sealed envelope marked
with the tender reference number PT2015/26 into the official tender box located in the O R Tambo
Administration Building, 5 Floor room 5-19, Muckleneuk Campus, Preller Street, Muckleneuk Ridge,
Pretoria.
CLOSING DATE: 28 September 2015 @ 12:00
Tenders submitted late will not be considered.
Points will be awarded for Broad-Based Black Economic Empowerment.
The decision of the UNISA Management Committee on awarding a tender is final.
Unisa reserves the right to appoint, contract with and monitor the performance of any service provider
it deems will offer the best service in line with its requirements, although it may not necessarily be the
lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or
not to award the tender.
The tender awarded will be conditional and subject to successful negotiations and signing of a written
contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to
another Tenderer without repeating the process.
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13. SUB-CONTRACTING
No sub-contracting will be considered for this tender. The tenderer and / or the contract, or any portion
thereof, or any share or interest therein, may not be transferred, assigned or granted to any other
company without the specific written permission and conditions of the University.
14. JOINT ARRANGEMENTS
Joint venture arrangements and agreements may be considered for this tender.
15. TENDER SPECIFICATION
The specifications and frequency schedules below, serve as a general concept for all areas and as a
guideline to minimum requirements, but may be adjusted in accordance with University requests,
mutual arrangements or to ensure a better service. Furthermore it must be noted that the minimum
requirement will be at least the highest standard set for the catering industry. In general it is accepted,
as far as corporate images are concerned, that the service provider will take just as much pride in the
neat appearance of the buildings, as UNISA does.
Where in these instructions reference is made to “daily” this generally means a 5 (five)-day week –
Saturday, Sunday and public holidays excluded. It could be expected from the service provider to
provide services during special occasions, after hours, over weekends and public holidays. When
service is required on Saturdays and/or Sundays, it will be pointed out to the service provider.
Expected Deliverables
A quality, flexible, competitively priced catering service, providing the following services as appropriate:






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Takeaway meals for students and staff
Meal of the day
Counter served breakfast and lunch meals
Trolley service and delivery
Convenience items – chocolates, crisps, cool drinks etc.
Cakes and pastries
Tea and snack delivery service for meetings
Cocktail snacks/ dinners when required
Conference catering in the function venues
Formal sit down dinners with waiter service
Bar facilities
Coffee shop
Food Court service
Operational Specifications: Premises
Names of the Cafeterias
Location
Florida Cafeteria
Florida Campus
Ekurhuleni Cafeteria
Ekurhuleni Campus
8
The service provider is required to install attractive signage, which must be approved by the University
prior to installation.
Capital Investment
The service provider is required to equip the premises to create a vibrant ambiance, suited to the
patrons and the purpose for which it will be used.
The University identified the need to upgrade all the University hospitality facilities (kitchens, cafeterias,
and restaurants) during 2015/16. This is required to improve the service and ambience as well as to
comply with OHS regulation and requirements.
The renovations project and the catering tender process are two separate projects, it is important for
the service providers to take cognizance that during the renovations of the facilities the appointed
service providers will be expected to operate catering from the off campus production kitchen.
Unisa will ensure through the Service Level Agreement (SLA) that the appointed service providers
commit towards making alternative catering arrangements off campus to ensure minimal
inconvenience and the continued catering services to staff during the planned kitchen renovation
period; the appointed catering providers will thus be expected to provide minimal catering services.
Operating Hours and Catering Service Specification
Section name
Florida Cafeteria
Operating hours
07:00 – 19:00
Type of service
Assisted Counter Service
Takeaway
Functions
CLUSTER
CAFETERIAS
LOCATION
SERVICES AND EVENTS
Cluster 4 – Florida
Florida Campus
UNISA Science
Campus
250 Lunches, 30 breakfast
daily, 10 deliveries in the
Conferences, boardrooms,
Dionysus
Building
c/o Christiaan
De Wet &
Pioneer
Avenue
Cluster 6 –
Ekhurhuleni
Cafeteria
Ekurhuleni
Campus
Florida
Corner R51
and Brazil
Roads
Building
Florida Campus
1 X Gala Dinners
Luncheons of weekly
between 150 to 200 pax
250 Lunches, 30 breakfast
daily,
2 X boardroom services
Daveyton
5-6 x events per year
1500
Graduations, official
opening, library week,
health and wellness
9
Additional offerings may be proposed after an internal market survey has been conducted. The service
provider is responsible for their own point of sale system.
Convenience store
To accommodate Unisa’s community a kiosk store must be set-up by the service provider. This service
needs to cater for the day-to-day needs of the staff members similar to the services provided by a
quick shop at a filing station. A convenience store will be required after the planned revamp.
Name
Operating Hours
Type of Service
Building
Florida
07:00 – 18:00
Coffee Shop/ Convenience Store
Florida
Cleaning
The service provider must ensure compliance with all applicable cleaning regulatory requirements, and
as such is responsible for cleaning requirements and related costs associated with all rentable space
including but not limited to the provision of consumables, cleaning materials, sanitation services, pest
control and related costs.
Licenses
The service provider will be required to ensure that all relevant legal requirements are met in
accordance with, but not limited to, the food premises, selling of alcoholic beverages, television, radio
and satellite licensing etc.
Payment Options
The service provider is required to make available, systems to facilitate all methods of payment such
as credit cards, debit cards, EFT transfers, internal requisition payment, cash etc.
Security and Parking
The service provider will be required to adhere to University policies and procedures in terms of
parking, cash handling and securing of their premises.
The service provider will be required to engage with Campus Control for an assessment and
installation of the necessary equipment if and where required. Costs relating to this will be dependent
on a quote and are for the service provider’s expense.
Rental and Utility Charges
The service provider will pay a monthly rental to the University in return for the space utilised. The
rental is payable before or on the last day of the month.
Cluster
Monthly Rent
Florida
R 5 000.00
Ekhurhuleni
R 3 000.00
10
No private catering may be done from Unisa premises.
Escalation:
The monthly rental will escalate annually based on the CPI.
The service provider is responsible for charges including, but not limited to:



telephones, telephone calls, provision of telephone services, internet,
if and where applicable, fat trap cleaning,
Utilities i.e. gas, electricity, water which will be charged according to meter readings.
Electrical charges are based on actual meter readings and include all categories of charges imposed
by City Power/Eskom. The relevant rates for each category are determined by City Power and are
subject to adjustment based on maximum demand adherence.
Catering Equipment and Décor
All three (3) phase electrical heavy/fixed equipment such as ovens, stoves, fridges, working tables,
deep fat fryer etc. will be provided by UNISA.
The service provider is responsible for small equipment such as pots, pans, cutting boards, knives, etc.
and food and beverage stock to render the required service.
The service provider must have a minimum of 500 each of cutlery and crockery, 50 table cloths and
500 napkins for events/functions.
Hiring of equipment - The service provider is expected to hire equipment as and when required.
Competencies and Expertise Required
The service provider is expected to employ a staff complement sufficient to provide the services
required.
All staff must be familiar with food handling legislation and best practice, and are to be trained to
ensure compliance.
The successful service provider will be required to enter into a written contract with UNISA. This
contract will contain performance penalties and service level agreements.
16. ANNEXURES TO THIS DOCUMENT

Annexure A6: Pricing template to be completed

Annexure C2: Unisa Mancom resolution: Guidelines for Catering Costs
11
Annexure A7
REFERENCES TEMPLATE
(RESTAURANT CATERING)
SUPPLIER NAME:
TENDER REFERENCE NUMBER: PT2015/26
1.
2.
3.
Three recent contactable references from customers to which the tenderer has provided or is providing goods/services that are substantially similar to the
services required. The contract period must be for a minimum period of three years (3), at least one reference must be current and already in operation
for a minimum of six (6) months (other than UNISA).
These references must include the name of the entity, nature of contract, contact person (contract manager), office telephone number and email address and
all other information requested below. Service providers must ensure that the references are aware that they will be contacted. Failure of references
to respond will result in a zero score.
All references provided must not be older than three (3) years
Name of reference
company
Contact person
___________________________
SIGNED
Telephone
number
Email address
Number of
meals served
daily
Number of
catering
staff daily
____/____/_____
DATE
Page 12
Contract
start - end date
Contract
period in
months / years
Annexure A8
REFERENCES TEMPLATE
(GALA AND COCKTAIL FUNCTIONS)
SUPPLIER NAME:
TENDER REFERENCE NUMBER: PT2015/26
1. Three references (not older than 3 years) where a gala event was executed for more than 120 guests. Service providers may submit two but will be penalised.
2. Three references (not older than 3 years) where a cocktail event was executed for more than 120 guests. Service providers may submit two but will be
penalised.
3. These references must include the name of the entity, contact person, office telephone number, email address and all other information requested below.
Service providers must ensure that the references are aware that they will be contacted. Failure of references to respond will result in a zero score.
4. Copy of menu for function which was catered to be provided with each reference.
Name of reference
company
Contact person
___________________________
SIGNED
Telephone
number
Email address
Gala or
cocktail
function
Number of
guests
____/____/_____
DATE
Page 13
Profile of guests
Date of
function
EXPERIENCE RESPONSE TEMPLATE
ANNEXURE A10
Name of supplier:
Tender Reference Number:
PT2015/26
Criteria
1
The cluster tendered for:
Response
Cluster 4 Florida
Cluster 6 Ekhurhuleni
2
How many years has your company
been providing catering services?
3
Explain relevant experience in
catering industry.
4
Address of your company’s Head
Office premises?
5
Where is your production kitchen?
___________________________
SIGNED
____/____/_____
DATE
Page 14
IMPLEMENTATION PROJECT PLAN
ANNEXURE A11
Name of supplier:
Tender Reference Number:
PT2015/26
Criteria
Response
Service Providers must submit a detailed plan for the first 30 days before commencement and 30 days after
commencement detailing activities that will happen on each day
Including but not limited to the following:
1
Activities must include staffing,
equipment and stock
2
Should you be awarded the tender,
is it your intention to take over the
existing staff or will you employ your
own staff?
3
Provide a list of all the items to be
sold at the Kiosk. These items must
include pricing including VAT.
4
Provide a list of all non-alcoholic
beverages to be sold. These items
must include pricing including VAT.
5
Provide an organogram of staff to be
placed per cluster that you are
tendering for.
6
Provide qualifications of the
management staff up to the contract
manager. The finance function must
be included.
___________________________
SIGNED
____/____/_____
DATE
Page 15
QUALITY MANAGEMENT SYSTEM
ANNEXURE A12
Name of supplier:
Tender Reference Number:
PT2015/26
Criteria
Response
Service Providers are required to submit a Quality Management System document including but not limited to the
following:
1
Valid ISO 9001:2008 certificate or any other
recognizable and established QMS System
or
2
In-house Quality Management Systems
with standard operating procedure
And
3
Discipline specific compliance such as
HACCP
And
4
Independent hygiene reports from
accredited agencies)
And
5
Municipality Certificate of operating food
outlet
___________________________
SIGNED
____/____/_____
DATE
Page 16
WASTE MANAGEMENT SYSTEM
ANNEXURE A13
Name of supplier:
Tender Reference Number:
PT2015/26
Criteria
Response
Service Providers are required to submit a Waste Management System document for the management of all
waste streams from the kitchen including but not limited to the following:
1
Dirty oil
If making use of an external service
provider for the above – proof to be
submitted (copy of disposal certificate or
receipt to be provided)
2
Wet waste
If making use of an external service
provider for the above – proof to be
submitted (copy of disposal certificate or
receipt to be provided)
3
General waste (tins, plastics, glass etc.)
If making use of an external service
provider for the above – proof to be
submitted (copy of disposal certificate or
receipt to be provided)
___________________________
SIGNED
____/____/_____
DATE
Page 17
VALUE PROPOSITION
ANNEXURE B2
Name of supplier:
Tender Reference Number:
PT2015/26
Response
Criteria
Value proposition per cluster
Service providers are requested to provide detailed information per cluster regarding the proposed value
proposition should they be successful. Please include :



How do you propose to improve the ambience (setting) of the restaurant?
What food concepts will you introduce in our restaurant?
What monetary value will be attached to the above (if any)?
Cluster 4
(Florida Campus Cafeteria)
Cluster 6
(Ekurhuleni Campus Cafeteria)
___________________________
SIGNED
____/____/_____
DATE
Page 18