1. Invitation to Bid The Bank of Mauritius (hereafter referred to as the Bank ) invites tenders for the provision of catering services to the Bank as per requirements detailed below. 2. Ability and Experience of Bidder It is the purpose of the Bank not to allocate a contract to any bidder who does not furnish satisfactory evidence that he has the required experience, ability, personnel, material and financial resources necessary to enable him to provide the required equipment and services successfully, or who has previously failed to satisfactorily perform on any current or previous contract. The Bidder shall be a recognized professional with a minimum of three years experience in the provision of catering services and HACCP compliant. The Bidder can team up with other service providers to provide a ``cuisine variée``. The Bidder s chef must have proven track record of having worked in restaurants and able to furnish appropriate references- e.g specialist in Creole, Chinese, European and Indian cuisine. The Bidder shall complete Schedule ONE of this document with a view to provide the Bank with such information and data for this purpose and also authorise the Bank to make such investigation as it deems fit to determine the ability of the bidder to perform the required services. 3. Scope of Work i. The Bank proposes to enlist the services of a caterer, having the required experience, personnel, material and financial resources, for the provision of catering services at the Bank s premises situated at cnr Royal and Bourbon Streets, Port Louis. ii. iii. The required service includes: a. Provision of well balanced meals that are value for money, good quality and to the satisfaction of the Bank. b. A convenient and speedy service. c. An adequate choice of menu items and dishes of good quality, well prepared, cooked and served utilizing fresh produce while giving due consideration to healthy eating principles. d. Ensuring that canteen users have sufficient variety and choice of nutritionally well balanced food, and an adequate range and balance of dishes including vegetarian meals and diet menus. e. Ensuring that a high level of hygiene is maintained at all times in the kitchen and canteen area. The Bank reserves the right to- 1
a. evaluate standards of prepared food, equipment, quality of fresh produce meat, fish, vegetables and dry food; b. employ a third party to carry out bacteria analysis and hygiene inspections. iv. There are approximately 300 staff members at the Bank out of which on average of 150 staff members use the canteen facility. The Bank s objective is to encourage all staff members to use canteen facilities and it is expected that the selected caterer, through the service provided, will assist in achieving that objective. v. Lunch is to be provided to a. staff members and other authorized persons in the canteen at Level 5. Self-service trays, plates, cutlery and cups will be made available by the Bank. Food shall be dispensed by self-service or with assistance from the catering staff. b. the Governor and Deputy Governors upon request. The menu available shall be the same as that available for staff members although a separate menu may be required. Meals shall be served individually and transported from level 5 to levels 19/20 ensuring the food remains hot by using warm cabinets. Food may be stored in warm cabinets available on levels 19/20. vi. vii. Lunch time meals are to be provided and served between 11.30 and 14.00 hrs during working days from Mondays to Fridays. The Bank may, from time to time, require the full or early closure of the canteen on certain days and will inform the selected caterer accordingly. viii. ix. In the event the selected caterer is unable to provide a service on any day, the Bank will have to be informed in advance, stating the reasons thereof. Provision should be made, whenever the need arises, for the supply of: evening meals for staff working late; meals outside working days. Snacks for functions/events hosted by the Bank. The bidder will be required to provide a list of snacks with the respective prices. Veg and non-veg breads including bread, butter and cheese. x. Special Functions/Events The Bank hosts official functions (cocktails, lunch, dinners, high tea) and special events from time to time. For these particular events the Bank may require haut de gamme snacks, hors d oeuvres or four-course meals with a tray service/silver service at level 19/20 dining room or any other location decided by the Bank. The selected caterer will be required to submit the 2
menus with competitive prices to the Bank for prior approval. The Bank shall provide the selected caterer appropriate notice of these functions and indicate the number of invitees to be catered for. The fees for providing such services will be agreed between the Bank and the selected caterer prior to the function. The Bidder shall indicate the fees for the various services at Schedule TWO. 4. Facilities i. There are three catering kitchens at the Bank, located at levels 5, 19 and 20 respectively. ii. Level 5 Kitchen This is the main kitchen area where all food for the staff is to be prepared. It contains comprehensive catering equipment capable of preparing meals for approximately 450 heads; hot and cold servery counters with either assisted or self-service; and seating area for approximately 100 persons. iii. Level 19 and 20 Kitchens Kitchens on Levels 19 and 20 are equipped with minor cooking apparatus which can be used for the preparation of snacks, hors d oeuvres and a beverage tray service for the Governor, Deputy Governors, Board members and Guests. The use of this area will be limited to events and special occasions. iv. Equipment a. The Bank will provide all catering equipment and utensils necessary for the required service. b. At start up the Bank will make available an inventory of catering equipment and utensils to the selected caterer, who shall be required to verify and confirm same, within 7 days. It will be incumbent on the selected caterer to inspect all plant and equipment within the first seven (7) days of the allocation of contract to identify and bring to the attention of the Bank any defects which would affect the performance of the catering service. Defects identified after this period will be considered the responsibility of the selected caterer. c. Upon termination of the contract a similar inventory will be carried out in the presence of the selected caterer by the Bank. d. The selected caterer shall be responsible for the operations of the catering equipment. Any damage to the said equipment caused by any member of the selected caterer s staff 3
shall be at the cost of the selected caterer. e. The selected caterer shall not to carry out any repair work or alterations to the equipment and shall refer all such matters to the Bank s Facilities Management Division. f. The selected caterer shall be responsible for the proper storage of all cutlery, cooking utensils, crockery, cups, etc. The cost of replacement of any such item mentioned therein, in the case of loss, damage, breakage, negligence, by selected caterer s staff shall be at the cost of the selectedcaterer. v. Fuel and Power The Bank will provide fuel and power (electricity and gas) necessary for the required service and these are to be used strictly for the purpose of catering tasks/services. vi. Other Facilities The Bank will provide suitable facilities for storage of goods for use in the canteen, cloak room and other relevant facilities required for the service. The Bidder should indicate any other facilities that would be required for the service at Schedule SEVEN of this Bid. 5. Cleaning & Maintenance i. The selected caterer shall be responsible for the daily cleaning of the kitchen, canteen, and serving areas and all equipment relating to day-to-day catering functions. Monthly deep clean of all catering areas and equipment, canopies, ductwork, light fitting, grease filters and grease traps will be arranged for by the Bank s Facilities Management Division. ii. iii. iv. The selected caterer will liaise with the Bank s Chief- Facilities Management Division, responsible on all matters relating to the maintenance of kitchen equipment. All equipment will be serviced as per schedule approved by the Bank s Facilities Management Division. The selected caterer shall be responsible for the purchase and use of detergents and shall submit a list of their own preferred detergents with specifications, for consideration and approval, to the Bank s Facilities Management Division. 6. Statutory Inspections The selected caterer shall arrange for the necessary statutory inspections to be carried out as notified from time to time by the Bank s Facilities Management Division. Any failure to do so will be considered as a failure in the selected caterer s performance. 4
The selected caterer shall ensure that all kitchen equipment and the catering areas are hygienic and in clean condition and that the requirements of the local statutory requirements in these respects are fully complied with. 7. Pre-Bid Meeting A pre-bid meeting will be organized for all bidders on 29 September 2017 at 9.30hrs. Prospective bidders should confirm their presence by 15.00 hrs on 27 September 2017 by calling the Bank s Help desk on 206 5666 and providing the name/s of person/s who would be present. 8. Menus and Quality of Food i. The selected caterer shall be responsible for the development and improvement of the menus and services; shall ensure that menus are to be structured such that should any member of staff not preferring the main courses available, accompanying dishes may be used to create a suitable alternative. will be required to liaise with the Canteen User Group of the Bank for the design of the weekly menus. ii. iii. For non-vegetarians, meals should be based on 3 courses, namely a soup or pulses, a main course and a dessert. For vegetarians also, meals should be based on 3 courses, namely a soup or pulses, a main course and a dessert There shall also be diet meals (veg and nonveg) which should also consist of the 3 courses. Menus should include a mixture of Indian, Chinese, Mauritian and Vegetarian dishes and additional menus such as fried rice, fried noodles amongst others must be available on demand. Menus shall exclude beef and pork. Desserts shall include, but shall not be limited to, yoghurt, a variety of ice cream and fresh fruits. The weekly menu list should be submitted to the Bank s Corporate Services Division by Thursday of the preceding week. A copy of the menu should be appropriately displayed at the canteen. iv. In addition to the above, other dishes should be available on demand, for which any additional cost will be met by the staff member making such requests. v. Accompaniments Suitable sauces and pickles shall be provided by the selected caterer to accompany each prepared dish, a minimum shall be chilli sauce, tomato ketchup, salt & pepper. vi. Special Dietary Requirements Appropriate provisions should be available for any person requiring a special diet. 5
Arrangements shall be made by the staff concerned and/or the Bank to notify the selected caterer in advance. vii. Quality of Food In general food shall be of the highest standards, and only fresh produce shall be used. Dry goods shall be stored in suitable conditions. Meats shall be stored separately from chilled foods to prevent cross contamination of meats. The basic requirements in respect of the different products are outlined below: Meat and chicken: should be hormone and additive free. Fish and prawn: should preferably be fresh where practicable and cost effective. It must be of good quality with firm flesh and no unpleasant odour. Frozen fish may be used only when it is not possible to obtain fresh fish Vegetables: must be fresh. No tinned other than baked beans, red beans, tomatoes and mushroom are to be used. Due allowance must be made for seasonal vegetables and alternatives must be sought and provided. Fats & Oils: Only butter and margarine/low-fat-cholesterol spread should be used in sandwiches, rolls, toasts etc, and clearly labeled as such. Only oil/fat which is polyunsaturated should be used for deep and shallow frying. Food storage: All statutory requirements in force relating to food storage, transportation, production and service shall be complied with. 9. Responsibilities of selected caterer i. The selected caterer will be required to: comply with the requirements of the Bank s Safety & Health policy and the relevant laws including the Food Act, the Occupational Safety and Health, Act 2005 and any subsequent amendment; The selected caterer will be required to work in close collaboration with the Canteen User Group and the Safety and Health Officer of the Bank; notify the Bank of the name of at least one member of its staff to be posted at the Bank and who is fully trained and certified in First Aid, and would be responsible for provisioning and maintaining a first aid kit. ii. iii. It is desirable for all employees of the selected bidder to be medically screened and fit for duty. The Bank may, at its discretion, request for the production of the relevant medical report. Performance Monitoring To allow the smooth performance of this agreement for the benefit of all parties, the Bank shall hold periodic meetings of not less than once a month with the Catering Manager. The purpose 6
of the meeting will be to review past performance, agree action plans and set targets. These meetings will be called by the Bank. Any breach in the performance of the agreement would have to be investigated and reported at the periodic meetings with the Bank and would require explanations and assurances that the failures are being acted upon so as to avoid any repetition. The Bank shall evaluate standards of prepared food, equipment, quality of, but not limited to fresh produce meat, fish, vegetables and dry food. The Bank may employ a third party to carry out bacteria analysis and hygiene inspections. The Ministry of Health or any other party may be requested to conduct periodic inspections of the catering service. iv. Insurance The selected caterer shall maintain in force, with a well-established insurance company, such insurance policies as the Bank may require, including the following: o employer s liability insurance; o public liability insurance with an indemnity limit of not less than Rs10million in respect of any one claim or series of claims arising out of any one event; shall ensure that the Bank is named on the policies as additional insured and shall produce to the Bank all policies and receipts for the payment of current premiums for the Policies. v. Security The selected caterer will be required to comply with the Bank s security policy, including access to site. vi. Manning The selected caterer will assess the manning levels necessary to achieve the service requirements and indicate same in Schedule Three of its Bid. The staff to be posted at the Bank shall include a Catering Manager, who will be the Bank s primary reference point, and a Chef. Alternates to these staff should also be provided for, in case they are not available. Should the Bank decide that the level of manpower is inadequate/excessive to fulfill the service requirements then the selected caterer will be required to adjust the number of personnel. The Bank should be advised in writing, of any change in personnel at least one week prior to the event. Staff to be posted at the Bank will be required to in possession of: 7
o a certificate of character; o all relevant certificates and permits relative to employment in the catering industry as required under current legislation. These should be produced to the Bank before start up. Catering staff will be required to present a smart, clean and hygienic image and provide a friendly, informed and helpful attitude to canteen users. vii. Uniforms The selected caterer will be required to provide its staff with appropriate uniforms/protective clothes, a minimum of which would be as follows: Catering Manager: smart with tie and coat; Kitchen staff: white tunic/overalls, caps; Counter staff, waiter/s : caterer s uniform 10. Submission of Bids i. Bids in sealed envelopes, clearly marked Tender-Catering Services on the left hand corner and addressed to: The Chairperson Tender Committee Bank of Mauritius Sir William Newton Street PORT LOUIS should be deposited in the Tender Box B of the Bank, located in the Banking Hall of the Bank by 15.00 hrs on 4 October 2017. ii. iii. Bids received after the closing date and time shall not be considered. Bids should be accompanied by- 1. Schedule 1: Statement of Bidder s qualifications; 2. Schedule 2: Bid Sheet; 3. Schedule 3: Manning; 4. Schedule 4: Bidder s Safety & Health Policy, including a method on Compliance with Occupational Safety & Health Act, operation of kitchens, food preparation etc. 5. Schedule 5: Evidence of current insurance covers; 6. Schedule 6: Names of three traceable references of similar operations where bidder is or has been operating similar services 7. Schedule 7: Statement of additional facilities that would be required for the services 8
8. Schedule 8: sample menus; 9. Schedule 9: certified copy of latest financial statements. iv. Failure to provide any of the above may render the bid null and void. v. Bid Validity Bids should be valid for a period of 150 days from the closing date; Bids submitted with a shorter validity period shall not be considered; The Bank may request for an extension of the validity period, if found necessary. vi. Bid Prices The bidder shall quote, in Schedule TWO, for the rates for each type of service; The rates quoted shall be inclusive of all taxes, charges etc; The rates quoted for the period, by the bidder shall be fixed for the whole period and shall not be subjected to any adjustment on any account. vii. Correction / Withdrawal of Bids before tender opening Correction/withdrawal of tenders may be permitted only where a sealed envelope, properly identified, is also placed in the Tender Box, prior to the opening, specifying the nature of the correction or the withdrawal of the tender. viii. Irregular Bids A Bid shall be considered as irregular and may be rejected for, amongst others, any of the following reasons: It does not comply with or requires or implies any variations of the conditions set out herein; If there are unauthorized additions, conditional or alternate proposals or irregularities of any kind which may tend to make the Bid incomplete, indefinite, or ambiguous in its meaning; If the bidder adds any provision reserving the right to accept or reject an award or to enter into a contract pursuant to an award. ix. Rejection of Bids/Cancellation of Bid exercise. The Bank reserves the right to reject any or all bids or cancel the whole bid exercise at any time prior to the award of the contract without incurring any liability whatsoever to any bidder or having any obligation to inform the bidder of the grounds thereof. 11. Award of Contract and signing of agreement It is anticipated that the contract will be awarded to the most responsive bidder on the 9
Firm- Fixed price for the provision of the required services; The contract shall be for an initial probationary period of three months which shall be extended for another nine months following the satisfactory probationary period; Upon satisfactory completion of the one year period, the contract may be renewed for two additional periods of one year each, unless either party gives written notice to the other, at least thirty (30) consecutive calendar days prior to the expiry of the initial term or any renewal thereof, that the contract shall not be so extended; The bidder whose bid has been accepted, will be notified of the award ( the Notice of Award ) by the Bank, in writing; The selected bidder will be required to sign a contract and furnish the Bank with all the required certifications within fifteen (15) working days from notification of award; The selected bidder may be required to start operations within one month from date of signature of agreement; The selected bidder may, after contract award and prior to commencing any work, be required to attend a meeting at the Bank to co-ordinate the transfer of responsibility. 12. Payments i. Payments for catering services will be effected within 30 days from actual receipt of an invoice from the selected caterer and a. at the agreed fixed rates for the actual number of meals served for both the standard and special lunch services; b. at the agreed rates for special functions and events. ii. iii. Invoices should be submitted to the Bank in respect of the fees due for the services provided, monthly in arrears unless otherwise agreed. Any invoice unacceptable to the Bank will be returned for correction and resubmission. 10
NDASDASDASDASDASDAS TENDER CATERING SERVICES SCHEDULE ONE - STATEMENT OF BIDDER S QUALIFICATION AND EXPERIENCE 1 Name of bidder. 2 Official Address 3 Names of Directors of firm 4 Date of incorporation 5 Telephone No. Fax No 7 E-mail address 8 VAT Registration No. 9 No of years firm is engaged in the provision of catering services 10 List of Clients of the firm 11 Any other information bidder desires to provide 11
NDASDASDASDASDASDAS TENDER CATERING SERVICES SCHEDULE TWO - BID SHEET PROPOSED FEES Note: the fees are to include i. the cost for supply and storage of all food, dry goods, vegetables, meat etc; ii. the charges for washing/cleaning the canteen area, kitchen and equipment, utensils etc; iii. charges to serve staff at the server and cashier Cost per meal served in Canteen Year 1 Rs Year 2 Rs. Year 3 Rs. ---------------------------------------------------------------------------------------------------------------- SCHEDULE THREE Manning 1. Bidder s assessment of number of personnel, including Catering Manager, required 2. Details of each category of personnel and their respective experience in the field of catering 3. Other details regarding personnel.. 12
NDASDASDASDASDASDAS TENDER CATERING SERVICES SCHEDULE FOUR BIDDER S SAFETY AND HEALTH POLICY Method statement on compliance with Food Act, Occupational Safety & Health Act, operation of kitchens, food preparation, etc ---------------------------------------------------------------------------------------------------------------- SCHEDULE FIVE- INSURANCE Details of current insurance covers 1 2 3 4 13
NDASDASDASDASDASDAS TENDER CATERING SERVICES SCHEDULE SIX REFERENCES Name of three traceable references of similar operations where bidder is or has been providing similar services. 1. Name. Address.. Details of service, including period 2. Name. Address.. Details of service, including period 3. Name. Address.. Details of service, including period 14
NDASDASDASDASDASDAS TENDER CATERING SERVICES SCHEDULE SEVEN ADDITIONAL FACILITIES Additional facilities that would be required for the services 1.. 2... 3... 4... 5... ---------------------------------------------------------------------------------------------------------------- SCHEDULE EIGHT SAMPLE MENUS 15