PHOKWANE LOCAL MUNICIPALITY

SUPPLY CHAIN MANAGEMENT

BID NO: PHCS19/2016

SPECIFICATIONS FOR SUPPLY AND DELIVERY OF CATERING SERVICES

ON A FIXED TERM CONTRACT.

  1. Scope

This Bid is for supply and delivery of catering services on a fixed term contract.

  1. Product description / specifications

  1. PURPOSE
The purpose of this bid is for supplier to tender for rendering catering services for Phokwane Local Municipality at various address as will be requested.
  1. SCOPE OF WORK
Phokwane Municipality wishes to enter into contracts with three service providers to provide catering services on a rotational basis for a period of 24 months.
  1. The preferred service provider/s must be prepared to cater for all dietary preferences, including but not limited to religions, culture, vegetarian, kosher and halaal with valid certificate from respective bodies where applicable.
  2. The quality of food prepared must adhere to acceptable food industry standards and must be prepared in a clean and hygienic manner in accordance with all health and safety regulations.
  3. The preferred service provider/s should provide adequate catering equipment, cutlery and crockery when required.
  4. The preferred service provider/s should be able to respond within 12 hours.
  5. Service provider/s must price each category and indicate the price per category from the below.
  6. Service provider/s must be able to deliver services within 12 hours of placing the order.
  7. Shortlisted candidates will be subjected to hosting, food tasting coupled with site visit.
  8. Variety of menus to be provided.
  9. Proposed rates must be valid for 24 months after date of submission.
  10. The menu for all the categories is listed below and must be completed by service providers:
MORNING TEA
Description / Price incl vat
Filter coffee and a variety of teas served with cocktail muffins, scones, sandwiches and croissants and fruit and yoghurt. / R……………………….. per person per day
LUNCH MENU
Description / Price incl vat
Lunch buffet:
  • 2 Meat
  • 2 Starch
  • 2 Salads
  • 2 Vegetables
  • Desert
  • Fruit Juice or soft drinks
/ R……………………….. per person per day
AFTERNOON TEA
Description / Price incl vat
Filter coffee and a variety of teas served with light afternoon treats. / R……………………….. per person per day
PLATTERS MENU
Description / Price incl vat
  1. Vegetarian platter
/ R……………………….. per platter for 10 people.
  1. Assorted pastry platter
/ R……………………….. per platter for 10 people
  1. Assorted sandwich platter
/ R……………………….. per platter for 10 people
  1. Assorted fish and chicken platter
/ R……………………….. per platter for 10 people
  1. Assorted meats platter
/ R……………………….. per platter for 10 people
  1. Assorted sweet pastry platter
/ R……………………….. per platter for 10 people
  1. Health platter yoghurt, fruits and nuts
/ R……………………….. per platter for 10 people
DÉCOR
  1. To arrange décor on tables including table cloths.
  2. Food warmers and all appliances necessary for catering.
  3. Waiter and waitresses to be dressed appropriately when serving.
CRITICAL DELIVERABLES
  1. Delivery of equipment and setting up of food must be completed at least 45 minutes before food is served.
  2. The service provider may not provide a duplicate lunch buffet when booked for consecutive days.
  1. SKILLS, KNOWLEDGE AND QUALIFICATIONS
  1. Experience in the food and beverage industry.
  2. Valid certificate from health and food authorities.
  1. COMPETENCY, EXPERTISE AND EXPERIENCE REQUIREMENTS
Basic competencies and expertise which may be required include, inter alia: Three (3) years’ experience is required and a proof that the service provider has performed similar services.
  1. GENERAL REQUIREMENTS
Bidders must provide all the information requested in the Terms of Reference and Instruction to Bidders .
Phokwane Municipality reserves the right to procure its requirement elsewhere outside the contract should the services be urgently required and not immediately available or in emergency cases.
  1. NOTES TO BIDDERS
  1. This section outlines basic requirements that must be met. Failure to accept these conditions or part thereof will result in your proposal being excluded from the evaluation process.
  2. Bid documents should be presented to the Phokwane Municipality marked “PHCS19/2016 – Supply and delivery of Catering Services on a fixed term contract’’.
  3. Phokwane Municipality will not be liable to reimburse any costs incurred by the bidder during the tender process.
  4. Evaluation of tenders will be carried out by a Bid Evaluation Committee. The evaluators will, if necessary, contact bidders to seek clarification of any aspect of the tender.
  5. Bidders should identify any work they are currently carrying out or competing which could cause a conflict of interest and indicate how such conflict could be avoided.
  1. PAYMENT TERMS
Phokwane Municipality undertakes to pay valid invoices in full within 30 (thirty) days from the invoice date for work done to its satisfaction. No payment will be made where there is outstanding information not submitted by the supplier.
  1. VALIDITY OF PROPOSALS
The Bidder is required to confirm that it will hold its proposal valid for 90 days from the closing date of the submission of proposals during which time it will maintain without change the personnel proposed for the services together with their proposed rates.
  1. APPOINTMENT, COMMENCEMENT AND DURATION
The service provider will be appointed for a period of 24 months effective from the date of signing the service level agreement.
  1. TAX CLEARANCE CERTIFICATE REQUIREMENTS
It is an absolute requirement that the taxes of the successful bidder MUST be in order.
  1. QUALITY ASSURANCE REVIEWS OF THE WORK
The successful bidder shall ensure that all work conforms to hygiene and quality as per the agreement to be signed.
  1. DISCLAIMER
Phokwane Municipality reserves the right not to appoint a service provider and is also not obliged to provide reasons for the rejection of any proposal. Phokwane Municipality reserves the right to:
  • Award the contract or any part thereof to one or more service providers.
  • Before the awarding of the tender a due diligence site visit will be carried out at the premises of the service provider.
  • Reject all bids.
  • Decline to consider any bids that do not conform to any aspect of the bidding process.
  • Request further information from any service provider after the closing date, for clarity purposes.
  • Cancel this tender or any part thereof at any time.
  1. EVALUATION PROCESS FOR BIDS RECEIVED
  1. All bids received will be examined to determine compliance with bidding requirements and conditions (completion and attachment of compulsory documents). Bids with obvious deviations from the requirements/conditions will be disqualified from stage 1(one) of the evaluation process
  2. A two envelop system will be utilised for consideration of bid received and two separate envelopes must be submitted clearly marked as Functionality and Price & BBBEE.
  3. Bidders who obtain 70/100 points in stage 1 (Functionality) will qualify to proceed to stage 2 (Price and B-BBEE) evaluation wherein 80/20 preference Point Systems will be used as follows: 80 points for price and 20 points for B-BBEE status of contribution.
  4. Evaluation Criteria for Functionality is as Follows:
FUNCTIONALITY
Criterion / Maximum points to be awarded
Experience of the service provider in providing catering services. / 30
List of contactable references. / 20
Compliance in terms of resource requirements. / 30
Compliance in terms of overall requirements. / 20
Total functionality points. / 100
Bidders who fail to meet the minimum score of 70 points out of 100 points in Stage 1 (functionality) will not be considered for evaluation in terms of Stage 2 (Price and B-BBEE).
  1. Bid procedures

The closing date for submissions is21 JUNE 2017 at 12:00pm.

The following conditions will apply to the adjudication of the Bid:

  1. The lowest or any tender will not necessarily be accepted and the Council reserves the right to accept any portion of any tender and to waive any requirements as contained in the bid conditions and or specifications.
  2. The bids will be evaluated in terms of the 80 (price) / 20 (B-BBEE status) preferential point system as prescribed in the PPPFA, Act (No 5 of 2000) and the Supply Chain Management Policy of Phokwane Local Municipality.
  3. Price(s) quoted must be valid for at least ninety (90) days from the date of your offer.
  4. Price(s) quoted must be firm and must be inclusive of VAT.
  5. Latest proof of municipal account that is not in arrears for 90 days. Lease agreement must be accompanied by municipal account of the owner of the company. In the event of residing at the rural area where services are not rendered a letter from the tribal authority with affidavit.
  6. Appended to the tender documents should be the following statutory supporting documents: a) Certified copies of Identity Documents of members/shareholders/directors of the company (original stamp not older than 3 months), b) Valid CIPC documents / copies of company registration documents, c) Declaration of interest forms duly completed (MBD documents). d) General conditions of contract must be properly signed.
  7. Tenderers should provide proof of registration with the Central Supplier Database (CSD).
  8. Original valid Tax Clearance Certificate and/or copy of Tax Clearance Certificate with PIN verification issued by SARS.
  9. BBBEE Certificate must be attached (No points will be claimed without BBBEE certificate).
  10. Comply with conditions as specified in the Bid document and or Specifications document.
  11. Specifications must be disclosed on your quotation.
  12. Original quote on company’s letter head must be attached.

NB: Failure to comply with these conditions will result in your offer being disqualified. All above mentioned conditions are compulsory.

ADV M.C. MOGALE

Municipal Manager