INVITATION TO TENDER FOR

Transcription

1 INVITATION TO TENDER FOR FOOD & BEVERAGE CATERING SERVICES AT PECANWOOD ESTATE HOMEOWNERS ASSOCIATION ( HOA ) FOR CLUB HOUSE RESTAURANT, HALFWAY HOUSE, BOAT CLUB RESTAURANT FOR A PERIOD OF 3 YEARS CLOSING DATE: 31/01/2017 AT 12HOO PM RFQ REFERENCE: FB001/2017HOA SITE BRIEFING: 16 JANUARY 2017 TIME: 15H00 PM PLACE: PECANWOOD ESTATE GOLF & COUNTRY CLUB R512 PROVINCIAL ROAD BROEDERSTROOM 0240 Page 1

2 1.TERMS AND CONDITIONS 1 Introduction The Pecanwood Homeowners Association ( HOA ) has issued this RFQ to prospective Suppliers in respect of the supply of goods and/or the rendering of services as more fully set out in Section II: Requirements attached hereto. 2 General rules of the RFQ 2.1 This RFQ supersedes all other communication from the HOA to Suppliers regarding this invitation and contains the rules and conduct of the tender. 2.2 No verbal discussion with any staff member or advisor of the HOA can vary, alter, add to or clarify any of the terms and conditions contained in this RFQ. The Supplier may only rely on written notice received from a duly authorised representative of the HOA regarding any change, addition or variation in terms of this RFQ. Such notice shall be delivered to each Supplier. It is recorded that the Parties may communicate by and such s shall, for the purposes of this RFQ exclusively, be regarded as being in writing for the purposes of this RFQ, in accordance with the terms of the Electronic Communications and Transactions Act, no 25 of Should there be any difference between the HOA and the Supplier regarding the interpretation of any provision of this RFQ, the Supplier shall accept the HOA interpretation thereof. 2.4 The HOA reserves the right to modify the timelines as set out in Section III in respect of the submission of the proposal. The HOA may cancel this RFQ at any time on notice. 2.5 Irrespective of the scope of the services or specifications as set out and described in Section II, a successful Supplier shall take full responsibility for the performance of its offered specifications, products, services and materials against the applicable requirements. Where any offered specification, equipment, service or material differs from the requirements, it shall be the sole responsibility of the Supplier to bring this to the attention of the HOA. 3 Costs incurred by the Supplier 3.1 The Supplier shall be responsible for all costs, expenses and losses incurred by it in the preparation, presentation and demonstration of the submission contained in its respective proposal about this RFQ. The HOA shall not compensate the Supplier for any such costs, expenses or losses, regardless of the outcome of the tender. 3.2 Should this RFQ be cancelled, the HOA shall not incur any liability whatsoever, unless this RFQ states otherwise. 4 Disclaimer of rights and limitation of liability 4.1 The Supplier provides this proposal at its sole and absolute risk. 4.2 By submission of its tender, the Supplier shall be deemed to have; Satisfied itself with all conditions/ circumstances affecting its tender; and satisfied itself with any policies which the Supplier is obliged to comply with in the rendering of the Services or the delivery of the Products. 4.4 The terms and conditions provided by the Supplier in the Proposal shall have no force and effect and shall never be taken as operative, whether to override or supplement any term or condition, as may pertain to this RFQ or any subsequent agreement. Page 2

3 4.5 Save as expressly provided herein, no rights whatsoever are granted whether in terms of the common law or as may arise from any written or oral undertakings provided by the HOA to the Supplier. Without limiting the generality of the foregoing, the HOA shall not and does not undertake to; Accept the lowest priced response. The HOA reserves the right to accept any of the responses in whole or in part. Furthermore, the HOA reserves the right to reject all the responses submitted and terminate discussions and/or negotiations at any time and to depart from any terms and conditions contained within this RFQ without incurring any liability, and reserves the right to negotiate with one or more Supplier(s), 4.7 Provide details as to the Proposal scoring mechanism and the Supplier waives any right it may have to claim any information, other than which has been provided to it by the HOA under the Promotion of Access to Information Act 2 of 2000 or any other law, 4.8 The HOA does not need to provide reasons for the tender award, whether to the successful or unsuccessful Supplier, 4.9 The HOA does not need to reimburse the Supplier for costs incurred in providing the proposal to the HOA whether claimed by the successful or unsuccessful Supplier, and 4.10 Warrant the correctness of any information provided, whether included as part of the RFQ, or otherwise. 5 Submission of proposal 5.1 Proposals must be submitted to ensure that the HOA receives them no later than the closing time and date specified for their receipt at the address set out in Section IV. 5.2 No proposal shall, unless this RFQ expressly provides otherwise, be hand delivered or faxed. Any proposal submitted by hand, facsimile or similar medium will not be considered and will be disqualified. Notwithstanding the foregoing, photocopies of proposals or photocopies of faxes which are submitted in the prescribed manner and in which the relevant forms and certificates are signed in black ink after being copied will be accepted as valid. 5.3 Supplier s proposal shall remain valid for 90 days from tender closure. 6 Late submission of proposals 6.1 Proposals that will be received at the address indicated in this RFQ after the closing date & time and shall not be considered. 6.2 Notwithstanding the foregoing provisions of paragraph 6.1 above, a late proposal may be considered for acceptance at the sole and absolute discretion of the HOA. 7 Supplier information 7.1 The Supplier will be required to furnish the HOA with the information as set out in Section IV hereto. 8 BBBEE information 8.1 The HOA is committed to the achievement of the goals set out in the Broad Based Black Economic Empowerment Act no 53 of 2003 ( the BBBEE Act ), the Financial Sector Codes issued in terms of the BBBEE Act, and all other related legislation. 8.2 In order for the HOA to achieve its commitment to such principles, all Suppliers are required to submit, as part of their response, their own provisions for BBBEE, focusing on their involvement, current and planned, with Black Enterprises and/or Black Empowered Enterprises (as defined in the BEE Strategy Document), and black professionals as set out below; Page 3

4 8.3 In respect of shareholding, the Supplier must, together with the required supporting documentation, submit details of the extent to which black people hold beneficial shareholding in the Supplier or its associated organisations. In addition, specific reference must be made to black woman shareholding; 8.4 In respect of Preferential Procurement, the Supplier must, together with the required supporting documentation, submit details of the extent to which the supply of the product or the rendering of the services will be attended to by Black Owned and Black Woman Owned enterprises; 8.5 In respect of the Supplier s own BBBEE Policy, the Supplier must, together with the required supporting documentation, submit details of its current BBBEE Policy and any plans it has in order to retain and improve its current ratings. 9 Supplier Sustainability 9.1 The HOA is committed to ensuring its operations are sustainable and supportive of the environment in which it operates. As such, the HOA requires its Suppliers to manage their operations, services and products, in a sustainable manner. 9.2 The Supplier must, together with any relevant documentation, submit details of historical initiatives that have been implemented and results audited, as well as current and future plans and initiatives relating to; Management and reduction of the Supplier s impact to the environment (specifically regarding greenhouse gas emissions (GHG), 9.4 Management and reduction of use of transportation and packaging, and 9.5 Management of waste arising from the services/products rendered in terms of the Agreement. 10 Declaration of interest The owners/directors of the Supplier shall be required to sign the required undertaking as set out in Section III hereto, declaring whether such owners/directors hold an interest in the HOA, or any of its subsidiaries. 11 Evaluation process The HOA tender committee will conduct an evaluation of the response provided by each Supplier. The evaluation will be in the HOA sole discretion. The HOA may require a Supplier to submit further information if deemed necessary. 12 Use of the Pecanwood Homeowners Association name and logo in the RFQ The Supplier is therefore requested not to use or display the HOA name and logo on its response to this RFQ or on any other documentation regarding this RFQ. 13 Governing law This Agreement will be governed, construed and take effect in all respects in accordance with the laws of the Republic of South Africa. 14 Account management The Supplier must make available an accounts manager who shall be the single point of contact for all queries pertaining to the relationship between the parties, address any escalation of queries and who shall be required to attend review sessions. 15 Membership and affiliation Suppliers are required to indicate membership or affiliation to any formal governing body or association, evidence of membership or affiliation must be submitted as part of your proposal. 16 Value-adds Page 4

5 The Supplier must ensure it provides specific details of any value-adds that shall be offered to the HOA over -and -above the normal industry value adds (If applicable). 17 Insurance / Indemnities Suppliers are required to provide details and proof of insurance cover applicable to the products and services provided to the HOA. 18 Disaster recovery and business continuity plans Suppliers are required to provide details of their disaster recovery and business continuity plans. Page 5

6 SECTION II: REQUIREMENTS 19 INTRODUCTION 19.1 On the 1 st of November, the HOA took over the full management of the Estate including that of the Golf Club, the Boat club & all related facilities The HOA current restaurant facilities provide restaurant services to residents and guests as well as the catering for corporate events, functions and HOA events The Clubhouse Restaurant, Halfway house & Boat Club currently employees 17 staff members The HOA recently undertook a major renovation to the Main Clubhouse, Banqueting Hall, Members Lounge and the Halfway House. These included new furniture, New Kitchen Equipment and significant structural maintenance Since commencing services a significant increase in visitor number has been experienced The HOA is looking to provide the residents and visitors a world class service in line with HOA mission and vision for the Estate Suppliers are advised that they are to use these specifications as a guide and should there be any doubt as to the meaning of any item/description they are to verify such items by the question submission closing date. 20 SCOPE OF WORK 20.1 Provision of Restaurant facilities for Halfway House, Clubhouse, Boat Club, Village Green Events (e.g. Birthdays, parties and weddings) The requirement is for an all-inclusive restaurant/facility providing great meals, beverages, snacks etc. The contract includes the provision of restaurant and Catering Services, the equipment and the provision of consumables required for the intended use. In the preparation of snacks, coffee and other beverages the supplier must adhere to acceptable food industry standards whilst also ensuring that no food preparation other than specified above takes place on the premises. The Supplier should make provision for internal meetings and/or third party functions and ad hoc functions. The Supplier will be required to be able to service the existing volumes and make provision for additional capacity. The scope of work shall be undertaken in the manner stated in this document as well as the Service Level Agreement Hours of Operation Suppliers food and beverage sales hours of operation shall be discussed and agreed upon prior to the commencement of agreement but shall in the absence of agreement be those hours normally applicable to the needs of the Pecanwood Estate resident and clients. Page 6

7 All concession sales shall be conducted and operated in such manner as not to interfere with the orderly operation of events held at Pecanwood Estate by other Tenants or the HOA. Sales shall be conducted only from and at locations approved by the HOA Supplier to comply with all relevant labour laws all inclusive Menus The Supplier shall plan and prepare imaginative menus in consultation and coordination with the HOA and in accordance with its requirements Food Handling Supplier shall adhere to all rules, regulations, and operating requirements by law for the industry and any other applicable statutory requirements. Supplier is required to provide regular refresher courses at its own cost on aspects such as food safety, hygiene and customer service etc. Adequate number of the staff for the optimal fulfilment of the catering services are to be available at all the pre-agreed operating times. Suppliers not to allow any employee at the Facilities who suffers from any illness likely to put resident, visitors, clients and employees of HOA at risk Sale of Alcoholic Beverages The Supplier shall not sell or allow the sale or consumption of any intoxicating or alcoholic beverages or any fermented ale, wine, liquor, or spirits on any part of the leased premises, unless the supplier is licensed and abide by all statutory requirements. The consumption of alcohol and smoking of illegal substances by supplier s employees are not permitted at the Facilities. The Supplier must, at his own expense, provide all licenses and permits required for the legal sale of alcoholic beverages, and in general for all his activities conducted on the premises Personnel The Supplier shall furnish all necessary qualified supervision for the performance of the food and beverage service and agrees to assign to these operations to a highly-competent, fulltime manager who shall have no duties other than direction of these operations. The Supplier is entirely responsible for the employment and conditions of service of its own employees and will only employ such persons who have a high standard of personal hygiene. However, the Client reserves the right to veto the appointment of any member of supplier s staff in the best interests of HOA (Within reasonable terms). All staff that are currently at the facilities will be adopted by the supplier they may also add other staff members that must have relevant industry specific qualifications and be registered with the appropriate industry standard organisations. The security check reports for employees need to be made available to HOA once the contract resumes. Supplier s Management should be present during peak hours as per agreement of these hours between the Service provider and the Client to oversee the effective and efficient operations. Page 7

8 All staff must be screened with no criminal offences or financial judgments. They are conducting business in and on the facilities of the HOA and integrity and sound values is a key characteristic requirement. The HOA is looking for a supplier who will provide a service along with a highly-qualified Chef and full time Site Manager Uniforms The Suppliers will provide and maintain uniforms of a selected type for all employees to the satisfaction of the HOA. The Suppliers to ensure employees are professionally dressed and clean in appearance always. The Suppliers shall be responsible for provisioning of uniforms that are professionally laundered to facilitate a clean change of uniform on a daily basis. Safety shoes and name badges included Equipment and Small wares The HOA will install equipment and provide furniture on the premises for the use of the Supplier which will remain the property of the HOA. The parties will inspect the equipment on or before the commencement of the contract and the Supplier will maintain all equipment in the same good condition. The Supplier will be responsible for any damaged caused to the furniture and equipment and will replace it when required by the HOA at the Service provider cost. The Supplier shall be responsible to add any further small items, utensils and equipment that it might need for the operation of the restaurant and there will be no obligation to provide the Supplier with any more equipment or utensils or haberdashery. Upon commencement of Supplier operations, the parties shall conduct a joint inventory and condition survey of the equipment, furnishings, and fixtures included with the premises occupied and used by the Supplier and make a written record thereof, with each party indicating by authorized signature its acceptance of said written record Maintenance Services The Supplier shall provide standard janitorial and maintenance services in all food/beverage service areas and ablution facilities. This includes toilet facilities found on the first floor, and all toilet facilities associated with other commonage areas such as the Banqueting hall and Village Green when in use by the Supplier. Should these services be deemed unsatisfactory by the HOA, the HOA reserves the right to contract for or to directly provide such service and duly charge the Suppliers for same Pecanwood Logos, Trademarks, Copyrights The Supplier will only be allowed to use any Pecanwood logo, Trademark and any Copyright as prescribed by the HOA (the owner of the premises) Page 8

9 21 Contract Period The Contract will be for a minimum of 3 (Three) years, subject to compliance of terms and conditions as set out in the Service Level Agreement. 22 Documentation In addition to any other documentation required, the Supplier is required to submit the following as part of its submission. 1. Pricing model 2. Offering proposals 3. Operating plan and procedures 4. Clients 5. Provide a costing for a 4-week proposed menu cycle 6. Service quality assurance 7. Approach / views on absorbing current restaurant staff into your proposed offering 17 in total 8. Documents to support requirements as per the following legislation where applicable: - Foodstuffs, Cosmetics and Disinfectants Act, 1972 (ACT 54 of 1972). R962 (certificate of acceptability). CPA. R146 (Labelling Act). 23 Supplier s experience The Suppliers must describe their experience in relation to the provision of similar services. References from or contact details of at least three clients for whom the bidder previously has rendered similar service must be provided. Where the bidder intends to subcontract any part of the service outlined in this tender, HOA. Should be made aware of such intentions in writing. The HOA reserves the right of refusal to the proposal. 24 Financial The Supplier must provide sufficient supporting documentation to enable the HOA to satisfy itself as to the financial stability of the bidder to successfully undertake the proposal. These shall be in the format of 2 years annual financial statements. 25 Service Deliverables Tenders should contain a detailed and considered discussion of how they propose to address and meet the key needs of the tender as raised by the information provided in this tender brief. The bidder shall provide a service proposal that: Should demonstrate the availability of resources with enough skills to provide the required personnel. Shows a systematic and clear approach to providing personnel Should demonstrate knowledge and experience. Provides comprehensive reporting and any follow up or support services as may be identified. Should comply with Quality and Environmental Management systems in their approach. 26 General Conditions Suppliers wishing to tender should submit their proposal in accordance with the requirements as set out in this document. The conditions under which a response must be made are indicated in this Page 9

10 section. Bidders should familiarize themselves with this tender brief and ensure proposals conform. Bidders are deemed to have: Examined the tender documents and other information made available by the HOA to the bidders for the purpose of tendering; Examined all information relevant to risks, contingencies, and other circumstances having an effect in their tender and which is obtainable by making reasonable inquiries; Examined statutory requirements and satisfied themselves they are not participating in any anti-competitive, collusive, deceptive or misleading practices in structuring and submitting their tender; Satisfied themselves as to the correctness and sufficiency of their tenders and that their tendered prices cover the cost of complying with all the conditions of tender and of all matters and things necessary for the due and proper performance of the service. Page 10

11 SECTION III: SUPPLIER INFORMATION 27 Supplier information instructions 27.1 The responses and information required must be set out to reflect each question and then followed by the Supplier s response to such question Please make sure the response addresses all the questions listed below Please respond to the questions in the same sequence as listed Should a question not be applicable, please indicate in your response as to why it does not apply. 28 Supplier general information Registered business name Company/cc registration No. Previous name* Trading name* Name of holding company* Holding company reg. No.* Vat registration No. * if applicable Physical address Postal address Province Telephone No. Telefax No. address Web page Code: 28.1 Describe your principal (core) business activities? 28.2 Please provide a company profile and history? 28.3 Have you been awarded any similar contracts over the past three (3) years? Yes No 28.4 If so, please describe the nature of these contracts, and provide supporting references if available. Nature of contract Reference 28.5 Suppliers are required to indicate which accreditation they hold applicable to the execution of. Page 11

12 28.6 Please provide a detailed CV of key managerial employees that would be appointed for this RFQ and list the extent of their experience. 29 Insurance Public Liability insurance R 30 Banking Institution Please indicate who your main bank Please provide a cancelled cheque from your main bank/letters from the bank Do you conduct business with Pecanwood Homeowners Associations? 31 Broad Based Black Empowerment Policy Please note that only certificates issued by agencies accredited by SANAS (South African National Accreditation System) or IRBA (International Regulatory Board for Auditors) shall be accepted Do you have a Broad Based Black Economic Empowerment rating? Yes No 31.2 If yes, please provide the following: Name of agency Rating 31.3 If not, are you in the process of being rated? Yes No 31.4 If so, please provide the following: Name of agency Estimated date of rating 31.5 If rated, please attach the rating certificate. 32 Financial requirements 32.1 This must include company size, organisation, date of incorporation, ownership, number of employees, revenues for the last fiscal year, and audited financial statements for the most recent 2 years Disclose any and all judgments, pending or expected litigation, or other real potential financial reversals, which might materially affect the viability or stability of the Supplier s organisation, or certify that no such condition is known to exist A confidentiality statement may be included if this portion is considered non-public information. The HOA may request reports on financial stability from independent financial rating services in order to further substantiate stability. Page 12

13 33 Declaration of interest 33.1 All Suppliers and/or service provider are required to declare any interest that they or their employees may have in the HOA, or that any HOA limited employee may have in the Supplier and/or appointed Service Provider. To that effect the following must be duly stated by the authorised signatory: 33.2 Are you or any person associated with your proposal, any relationship (family, friend, other) with any person employed in the HOA who may be involved with the evaluation and adjudication of this RFQ? Yes No If so, state particulars Name Relationship 33.3 Have you, or any person associated with your proposal, any relationship (family, friend, other) with any person employed in the HOA who may be involved with the evaluation and adjudication of this RFQ? Yes No If so, state particulars 33.4 Are you, or any person associated with your proposal, aware of any relationship (family, friend, other) between the Supplier and/or appointed Service Provider and any person employed in the HOA who may be involved with the evaluation and adjudication of Proposals submitted in response to this RFQ? Yes No If so, state particulars Name of Supplier Signature of declarant Date Position of declarant 34 Required documentation Valid tax clearance certificate I.D. copies of all directors, if you are a sole trader, partnership or a trust Company profile and history 2 years audited financial statements (2015 and 2016) Letter of good standing (issued by the compensation commissioner) Proof of accreditation Memberships of associations (supply the certification) Cancelled cheque/letter from the bank Company letterhead Schedule of insurance Latest valid BBBEE certificate CV Key personnel including the Chef and Onsite Manager Supplied Yes No Page 13

14 35 RFQ submission instructions SECTION IV: RFQ SUBMISSION INSTRUCTIONS RFQ reference FB001/2017HOA Date of issue 09/01/2017 Closing date for RFQ questions 17/01/2017 Please reference the applicable section and page numbers. Please ensure that you consolidate your questions into one submission. Your questions will enable the HOA to better prepare for the briefing session. Deadline for submission of RFQ responses and support materials 31/01/2017 Delivery address Pecanwood Estate Homeowners Association R512 Provincial Road Broederstroom 0240 Procurement Administrator Jimmy Ramodike 35.1 All correspondence to the HOA, with regard to all aspects of this RFQ must be forwarded in writing via these The RFQ reference number must be quoted in all correspondence Please submit a Hard Copy document in a sealed Pecanwood Estate Main Gate and another PDF Document via (CD or USB flash drive). The PDF document must be a duplicate of the hard copy and contain the same data and information Enquiries shall only be responded to by the HOA if received in writing and sent to via . Page 14