RFP Canteen

REQUEST FOR PROPOSAL
for catering services for staff canteen

Table of Contents
1.0 INTRODUCTION ................................................................................................ 1

2.0 ELIGIBILITY TO TENDER .................................................................................... 1
3.0 TIME SCALE ...................................................................................................... 2
4.0 DELIVERABLES ................................................................................................. 2
5.0 EVALUATION CRITERIA ...................................................................................... 4
6.0 RESPONSE TO TENDER ...................................................................................... 4
7.0 RESPONSE INSTRUCTIONS ................................................................................. 5
8.0 ENQUIRIES ....................................................................................................... 7
9.0 DISCLAIMER ..................................................................................................... 7
ANNEX (I) ................................................................................................................. 8
1.0 INTRODUCTION
1.1 The purpose of this Request for Proposal (RFP) is to solicit proposals from
eligible entities for the provision of catering services in the staff canteen at
the Central Bank of Seychelles’ (CBS) main building located on Independence
Avenue, Victoria.
2.0 ELIGIBILITY TO TENDER

2.1 Entities wishing to respond to the RFP shall ensure that they satisfy the
following criteria:
a) Have valid take-away and snacks licences
b) Have the legal capacity to enter into a contract
c) Are solvent
d) Are not, in case of a company, in receivership, bankrupt, wound up or the

having the affairs being administered by a court or judicial officer
e) Business activities are not suspended
f) Are not the subject of legal proceedings
g) Have fulfilled obligations to pay taxes
h) The owner(s) or Directors, as applicable, have not been convicted of a

criminal offence related to professional misconduct or making of false
statements or misrepresentations as to their qualifications to enter into
contract with any party within a period of three years preceding the release of
this RFP
i) Do not have a conflict of interest in relation to the tender
1
3.0 TIME SCALE
3.1 A full response to this RFP is required by 4.00 p.m. Seychelles time on
Monday 20th October, 2014. The following timescales are anticipated:
Milestone Date
Release of RFP 22nd September, 2014
Submission of Intent to Bid 29th September, 2014
Site Visit 30th September – 3rd October, 2014
Deadline for questions 8th October, 2014
Release of answers to questions 13th October, 2014
Deadline for proposals 20th October, 2014
Decision made and respondents 27th October, 2014
informed of the outcome
Contract signed 3rd November, 2014
4.0 DELIVERABLES
The following deliverables are expected from the entity:

a) In the response to the RFP, the respondent should provide:
(i) Details of proposed operations which will demonstrate the
understanding of the services to be provided
(ii) Lists of weekly menu for a period of a month which clearly shows
the pricing details
(iii) Details of other items to be put on sale on daily basis e.g. snacks,
fruits, soft drinks etc. (including selling pricing)
(iv) Any additional relevant services, special sales proposed or items to

be sold on special occasions.
b) The scope of work will be as follows:

(i) Provide variety of hot & cold snacks, juices and soft drinks 5 days a
week – Monday to Friday (excluding public holidays) from 8.00 am
onwards
2
(ii) Ensure that freshly prepared lunch are promptly provided on a daily
basis from 12.00 noon to 2.00 pm
(iii) Prepare and submit menus on a weekly basis to Administration

Division to be circulated to all staff
(iv) To create attractive presentations for snacks/lunch
(v) Establish affordable prices for snacks/lunch in the canteen

considering the free allocation of space, equipment and utilities
provided by CBS in the form of:
 Area for display and sale of food, snacks and soft drinks
 electricity supply
 water supply
 Bain-marie with containers
 Refrigerator
 Deep freezer
 Hot snacks display unit
 Cold snacks display unit
 Twin basket fryer (for on-site preparation of chips)
 Electric grill (for on-site preparation of burgers and hot
sandwiches)
 microwave
 rice cooker
 2 component toaster
(vi) Indicate prices for snacks/lunch in the format of the daily menu
displayed in the canteen during all working days
(vii) Provide good customer service and high level of hygiene
(viii) Willing to cater for snacks/lunch for CBS internal

meetings/functions
3
(ix) Liaise with Administration Division to gain feedback on services
provided and for marketing purposes
(x) Ensure that the services provided are in line with the general health
requirements of the country.
5.0 EVALUATION CRITERIA

5.1 The key criteria, which will be used to evaluate the responses include:
a) Quality of tender documentation received and perceived understanding
by the entity of CBS’ requirements
b) Experience and knowledge of the respondent in providing catering

services
c) Suitability of product pricing
d) Variety of meals, snacks and drinks to be provided.
6.0 RESPONSE TO TENDER

6.1 The response to this RFP must be in English language, structured and
presented in the following sequence:
a) Section I: Cover Letter

The cover letter must be signed by a person or persons authorised to
submit the proposal on behalf of the entity and should contain the
following:
 A confirmation that the entity is bidding for provision of catering
services in the CBS canteen.
 A statement which delineate the ability of the entity to fulfil the
exercise.
 A statement which states the entity’s independence from CBS.
4
b) Section II: Executive summary
The Executive Summary should provide an overview of the information
submitted by the entity in response to section 4(a)(i) to 4(a)(iv) of this
RFP.
c) Section III: Response to the Statement of Work

The Response to Statement of Work should contain details of all the
relevant documentations and pricing information as per the Section 4(a)
(i) to 4(a)(iv) of this RFP.
d) Section IV: Details of the Entity and other supporting documents

This section shall comprise of the following components:
 Profile of the entity
 CVs of the entity’s key staff/managers
 CV of person(s) who will be performing duty of canteen attendant
 At least 3 references for whom similar service has been conducted
and who can be contacted by the CBS (company name, address,
telephone number and point of contact information are required).
7.0 RESPONSE INSTRUCTIONS
7.1 Tenderers shall submit the Intent to Bid form as per Annex (i), by 4.00
p.m. Seychelles time on Monday 29th September, 2014 in line with
Section 3.1.
7.2 Tenderers shall submit a bid in accordance with Section 6.0 of this RFP
and shall be placed in a sealed plain envelope, marked “TENDER –
Catering services for staff canteen”. This envelope should be placed in
a cover envelope, addressed to:
The Chairperson
Procurement Committee
Central Bank of Seychelles
P.O. Box 701, Independence Avenue
Victoria, Mahé
Seychelles
5
7.3 The envelope must NOT bear any indication whatsoever of the name of
the Tenderer. Besides submitting by post, the Tender envelope may
otherwise be deposited at the reception of the CBS. The Tender
documents may be made available in electronic format either on storage
medium (USB drives, CD or DVD) or via email to the following email
address: [email protected].
7.4 A letter of acknowledgement of receipt of Tender will be sent to each

Tenderer.
7.5 Tender documents, whether mailed or hand-delivered, must reach the

CBS no later than 4.00 p.m. Seychelles time on Monday 20th
October, 2014 in line with section 3.1.
7.6 Tenders reaching the CBS after 4.00 p.m. on Monday 20th October, 2014
will not be accepted.
7.7 Tenders submitted in facsimile form will not be accepted.
7.8 Tenderers’ response to this RFP shall not obligate CBS to reimburse them
for any cost that they may incur in preparing their response. CBS’
acceptance of proposals in no way obligates CBS to procure any services
offered by the Tenderers.
7.9 For clarification purposes, questions will be entertained as per the

timeframes in section 3.1.
7.10 The full RFP response must be structured as detailed in section 6.0.
7.11 All Tenderers will be informed of the outcome of their bids as per the
timeframes in section 3.1.
6
8.0 ENQUIRIES
Enquiries regarding this RFP should be directed to the point of contact below:
Mrs Margaret Hoareau

Senior Administration Support
Administration Division
P.O. Box 701, Independence Avenue
Victoria, Mahé
Seychelles
Telephone: +248 4282012
Email: [email protected]
Copy: [email protected]
9.0 DISCLAIMER
This RFP does not obligate CBS to reimburse respondents for any cost that they
may incur in preparing and submitting a response. Response to the RFP does not in
any way obligate CBS to procure any services offered by the respondent.
7
ANNEX (I)
INTENT TO BID FORM
Mail To:
Mrs Margaret Hoareau
Senior Administration Support
Administration Division
P. O. Box 701, Independence Avenue
Victoria, Mahé
Seychelles
Email: [email protected]
Copy: [email protected]
Request for proposal for catering services for staff canteen

This letter serves as a notification that we will be responding to the stated Tender for
catering services for staff canteen issued by the Central Bank of Seychelles. The proposal
that we shall submit shall be subject to the terms and conditions set forth in the Tender
documents. The following information identifies our entity and proposal contact:
Entity
Name:
Address:
Representative
Name:
Position:
Telephone Number:
Fax Number:
Email Address:
Authorised Signature Date

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REQUEST FOR PROPOSAL

for catering services for staff canteen

1.0 INTRODUCTION ................................................................................................ 1

2.0 ELIGIBILITY TO TENDER

b) Have the legal capacity to enter into a contract

d) Are not, in case of a company, in receivership, bankrupt, wound up or the

e) Business activities are not suspended

f) Are not the subject of legal proceedings

g) Have fulfilled obligations to pay taxes

h) The owner(s) or Directors, as applicable, have not been convicted of a

i) Do not have a conflict of interest in relation to the tender

The following deliverables are expected from the entity:

(iv) Any additional relevant services, special sales proposed or items to

b) The scope of work will be as follows:

(iii) Prepare and submit menus on a weekly basis to Administration

(iv) To create attractive presentations for snacks/lunch

(v) Establish affordable prices for snacks/lunch in the canteen

(vii) Provide good customer service and high level of hygiene

(viii) Willing to cater for snacks/lunch for CBS internal

5.0 EVALUATION CRITERIA

b) Experience and knowledge of the respondent in providing catering

c) Suitability of product pricing

d) Variety of meals, snacks and drinks to be provided.

6.0 RESPONSE TO TENDER

a) Section I: Cover Letter

c) Section III: Response to the Statement of Work

d) Section IV: Details of the Entity and other supporting documents

7.0 RESPONSE INSTRUCTIONS

7.4 A letter of acknowledgement of receipt of Tender will be sent to each

7.5 Tender documents, whether mailed or hand-delivered, must reach the

7.7 Tenders submitted in facsimile form will not be accepted.

7.9 For clarification purposes, questions will be entertained as per the

Mrs Margaret Hoareau

INTENT TO BID FORM

Request for proposal for catering services for staff canteen

Authorised Signature Date

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