INSTITUTE OF MANAGEMENT SCIENCES, PESHAWAR

Tender Notice for Catering and Food Service Provider

The Institute of Management Sciences (IMSciences) is an autonomous body established under the auspices of the Government of the Khyber Pakhtunkhwa. Institute of Management Sciences (IMSciences) is a leading educational institute of the country and has been ranked one of the best business schools of Pakistan.

Human Resource Development Center of Institute of Management Sciences, Peshawar to invite proposals from parties/contractors/firms for the ”Catering Services/Food Provider” inKohat district for training project of “Conducting Village/Neighborhood Council Level Trainings for the Elected Representative and Government Officials in District Kohat”. Sealed bids are invited from well-established/reputed firms of Catering and Food Provider registered with relevant tax authorities, Government of Pakistan for the subject service provider. Tender documents containing bidding procedure, terms & conditions, scope of work and items specifications can be obtained from the undersigned or downloaded from the Institute’s website.

Sealed bids along-with earnest money of 2% of total value of the bid amount in the form of bank draft/Call deposit/Pay order in favor of the “Institute of Management Sciences, Peshawar” should be submitted latest by April 3, 2018 at 11:30 a.m.

Bids will be opened on the same day at 12:00 noon in the presence of interested bidders or their authorized representatives, if any, in the Conference Room of the Institute of Management Sciences (IMSciences), 1-A, Sector E-5, Phase-VII, Hayatabad, Peshawar on the above noted date and time.

Clarification/information (if any) may be obtained on any working day during office hours (from 19/03/2018 to 02/04/2018). No query will be entertained at the time of bid opening.

Manager Administration

Institute of Management Sciences, Peshawar

Plot No: 1-A, E-5, Phase-7, Hayatabad,

Peshawar.

Tel: 091-5861024-25

TENDER DOCUMENTS FOR

FOOD SERVICES PROVIDER TO HRDC-IMSCIENCES PROJECT OF “CONDUCTING VILLAGE/NEIGHBORHOOD COUNCIL LEVEL TRAININGS FOR THE ELECTED REPRESENTATIVE AND GOVERNMENT OFFICIALS IN DISTRICT KOHAT”

March 20, 2018

INSTITUTE OF MANAGEMENT SCIENCES

PESHAWAR

Institute of Management Sciences Peshawar

Checklist

S# / Description / Yes / No
Covering Letter
Profile of the Firm
Sales Tax Registration
National/Income Tax
(Annual Turnover supported by latest Income Tax Return)
Valid Professional Tax Certificate
Banker’s Name & Contact Details
Earnest Money @ 2%
Affidavits on Judicial stamp paper attested by Oath Commissioner that:
  1. the firm has not been blacklisted by private, Govt., Semi Govt. and Autonomous Body.

  1. no work rescinded in past

Note: This checklist duly filled and signed by authorized person, shall be submitted with the covering letter.

TENDER FOR FOOD SERVICES PROVIDER TO HRDC-IMSCIENCES PROJECT OF “CONDUCTING VILLAGE/NEIGHBORHOOD COUNCIL LEVEL TRAININGS FOR THE ELECTED REPRESENTATIVE AND GOVERNMENT OFFICIALS IN DISTRICT KOHAT”

Introduction

The Institute of Management Sciences (IMSciences) is an autonomous body established under the auspices of the Government of the Khyber Pakhtunkhwa. Institute of Management Sciences (IMSciences) is a leading educational institute of the country and has been ranked one of the best business schools of Pakistan.

Human Resource Development Center-IMSciences intends to hire catering services/food provider in district Peshawar for “Capacity Building of Principals/DDOs of Higher Education Department Khyber Pakhtunkhwa on Leadership and Management. Detail about the Catering Service & Food is mentioned in annexure-I

Qualification of the Vendor

The following vendors are eligible to apply for the tender:

  1. Only registered firm/food supplier/provider can participate in the tender
  2. The firm/food provider/supplier registered with tax authorities.
  3. The firm/food provider/supplier that have never been black listed by any Government agency or authority.
  4. The firm/food provider/supplier should have a documented track of completing at least three (3) similar assignments, during last two (2) years

Documents Required

The firms eligible to apply are required to submit the following documents with their bidding proposal:

  1. Valid registration documents with Taxation Authorities. NTN/FTN/STRN etc.
  2. Valid Professional Tax Certificate
  3. Affidavit, on judicial stamp paper & duly attested by the Oath Commissioner, to the effect that the:

a)Firm/Vender has neither been blacklisted by any agency nor is involved in any subversive activities.

b)Firm/Vender is/was not involved in any litigation/arbitration and that no work as rescinded in the past.

  1. Full Address and contact numbers of the office(s).

Method of Procurement:

Bidding will be conducted through “Open Competitive Bidding” process, specified in Rules of the Khyber Pakhtunkhwa Public Procurement Goods, Works and Services Rules. Bidding is open to all eligible bidders as defined in the KPPPRA Procurement Rules 2014 that meet the minimum qualification criteria and required documents. It will be a “Single Stage - Single Envelop” procedure.

Response time:

The sealed bids duly marked as “Bid/Proposal Catering and Food Service Provider for HRDC- IMSciences” must reach the office of the Manager Administration, IMSCIENCES at plot #1-A, E-5, Phase7, Hayatabad, Peshawar on or before 11:30a.m on 3rdApril, 2018.

Opening of bids:

Bids received shall be opened on 3rdApril, 2018.at 12:00 noon in the conference room of the Institute.

All bids shall be opened publicly in the presence of the interested bidders or their authorized representatives.

Bid Price

  1. The prices quoted shall be binding on the tenderer for a period of at least 90 days.
  2. The prices quoted should be inclusive of all taxes, duties & service/installation charges.
  3. Taxes will be recovered as per rules and regulations of the government.
  4. The price shall be quoted in PKR

Evaluation of bids:

All bids should comply with the eligibility criteria and other terms and conditions mentioned herein above.

Rejection of bids:

  1. All bids submitted after the prescribed time shall not be entertained.
  2. Failure in submission of the required documents will result in the rejection of bid/proposal.
  3. Any bid received without earnest money, will not be accepted.
  4. IMSciences reserves the right to reject all bids or proposals at any time prior to the acceptance of a bid or proposal.
  5. Any dispute arising during course of completion of assignment will be referred to the Director IMSciences and his decision will be final and binding upon the bidder.
  6. Conditional Bids will not be entertained.

Award of Tender:

Tender would be awarded on the basis of lowest quoted rate(s)as per desired specifications of quality.

Payment of bill will be released after successful delivery and inspection of item as per desired specifications/standards mentioned in this document.

Earnest Money

Earnest money at the rate of 2% of the quoted bid may also be submitted with the bid/proposal in form of bank draft/ Payment Order/ Call Deposit in favor of Institute of Management Sciences, Peshawar.

Annex-I

Scope of Catering and Food Services

The Contractor shall provide catering services in the designated Dining Area for the guests in Kohat District for approximately the following number of trainee: -

S# / Description / Estimated number for four months
Trainees / 2205
3 – Day Training / 21
Lunch / 01
Hi-Tea / 02
Duration / 3 months(starts from 1st week of April 2018)

Catering and Food Service

a) The contractor shall provide regular catering service to the guests/ participants in the designated premises in Kohat District as per the following Menu/courses (details as per Appendix II):

  1. Mid-Session Tea (morning & afternoon)
  2. Buffet Lunch
  3. As and when required:
  4. VIP Lunch
  5. High tea

b) For any special events, menu may be different or in addition to the normal notified menu, the rates for which shall be mutually decided prior to organizing the event.

c) The Agency shall provide varieties in Menu/Cuisine in consultation with Institute and shall get the weekly menu approved from authorized officer of the Institute. The Contractor shall provide adequate approved good quality crockery and cutlery (preferably of bone china/opal ware) and table cloth, mats etc. of superior quality in the kitchen and dining halls. Utensils for serving warm food shall also be provided by the Contractor.

d) The Contractor shall provide adequate approved good quality food, tissues and mineral water etc.

e) The Contractor shall deploy chef and adequate catering staff, trained and well experienced to ensure timely, efficient and prompt service. The Contractor shall provide trained manpower services in the designated dining halls (class rooms, conference rooms, VIP Lounge and Auditorium etc.). However, sufficient manpower shall be deployed depending upon the number of training(s) /event(s) in progress on a day to day basis.

f) The waiters/serving staff shall be well dressed, presentable, well-mannered and trained. Adequate sets of uniform shall be provided by the Contractor so that they can present themselves neat and clean daily.

Timings & Services

  • Timings will be prescribed by the Institute from time to time, subject to change. Services shall be provided beyond office hours at designated places at Kohat District as and when required by the Institute.
  • The Contractor will provide full services of tea and lunch/dinner etc. for official meetings/events as and when required by the Institute in District Kohat.

Food, Hygiene and Quality Control

  • The Contractor must maintain good hygienic quality and agreed quantity of food.
  • Only approved and branded raw material/ingredients (i.e. Cooking oil, Tea, and Spices etc.) to be used for cooking. The Committee can inspect the materials at any time. The Institute may terminate the contract immediately and blacklist the Contractor, if it found that the Contractor is using inferior, unhealthy or harmful raw materials.
  • The Contractor shall be responsible for maintaining high standard of cleanliness, hygiene and sanitation. All eatables shall be properly covered in showcase and preserve in freezer, free from flies and insects. Stale and already used material/food should not be used/recycled.
  • The cooks and other technical staff shall have proper shave/trimmed beard and clipped nails while cooking food and should wear apron, gloves and head gear.
  • Crockery, utensils, chairs & tables etc. shall be properly cleaned. Damaged glasses, crockery, or cutlery etc. will not be used.
  • Affairs of the catering services i.e. quality, quantity and hygiene of food and implementation of terms and conditions will be overseen by HRDC-IMSciences.

Annex- II

Detail of Food Items with complete catering and food services

S.NO / Description / Services to be required for / Specification / Delivery Schedule
Refreshment (Lunch + 2 Hi-Teas) with complete catering service / 2205 Persons / Hi-Tea Morning and Evening Hi-Tea
  • Tea and coffee
  • Cake / Gulab Jaman /
  • Chicken Patties
  • Chicken Sandwich
Lunch
  • Rice with (Beef , or Chicken)
  • Mutton Karahe
  • Chicken curry
  • Kabab /Fish
  • Vegetable /Dal
  • Russian Salad
  • Fresh Salad
  • 2 types deserts
  • Cold drink
  • Raita
  • Roti
  • Mineral Water
All kind of crockery, cutlery, table, chairs, cloth cover, buffet sets, services and local transportation will be inclusive of bid price. / Services to be provided after selection as per training schedule
Provision of Tables for 21 trainings each 3-day training session having upto 35 participants / 2205 persons / Tables (2-1/2’ x 4’) with cover (white colour)
Services and local transportation will be inclusive of bid price. / Services to be provided after selection as per training schedule
Provision of Chairs for 21 trainings each 3-day training session having upto 35 participants / 2205 persons / Chairs with foamed seat back and cover (white colour)
Services and local transportation will be inclusive of bid price. / Services to be provided after selection as per training schedule
Provision of Rustam for 21 trainings each 3-day training session having upto 35 participants / 2205 persons / Wooden Rustam
Services and local transportation will be inclusive of bid price. / Services to be provided after selection as per training schedule
  • All services of catering and food will require in District Kohat.
  • Bid price should be inclusive of all applicable taxes, service, and transportation charges.

Annex-III

Institute of Management Sciences Peshawar

Financial Proposal

Catering and Food Services to HRDC-IMSciences

Name of the firm:______

Address______

S# / Description / Unit Rate
(Rs.) / GST / Total (Rs.)
Refreshment For Training(s):
Rate per person per day for two hi-teas and lunch
Provision of Tables for 21 trainings each 3-day training session having upto 35 participants
Provision of Chairs for 21 trainings each 3-day training session having upto 35 participants
Provision of Rustam for 21 trainings each 3-day training session having upto 35 participants

Name & Designation Authorized Signature & Stamp