TERMS OF REFERENCE
Request for quotations for the hosting of Freedom Day Function on 30 April 2015
South African Embassy, Washington DC
1. PURPOSE
To procure catering services for the South African Embassy in Washington DC on its National day celebration on 30 April 2015.
2. BACKGROUND
South Africa celebrates annually its National Day on (or close to) 27 April of each year with the hosting a National Day function at an appropriate venue. It is required that estimates must be obtained and be subjected to due process for approval.
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3. FUNCTION REQUIREMENTS
3.1 VENUE: SOUTH AFRICAN EMBASSY, 3051 MASSACHUSETTS AVENUE, WASHINGTON DC
· First floor atrium and second floor Ballroom to accommodate 350 guests
· Available from 14h00 on day of event for Embassy setup and decoration
· Start time 18h00 to 20h00
· Venue ready to receive guests from 17h45.
3.2 MENU
· Pricing on a menu of dishes agreed upon.
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3.3 BEVERAGES
· Assorted soft drinks, juices and mineral water to be served during welcome period – to be provided by Embassy. Bars and waiters to be provided by the successful supplier
3.4 ALCOHOLIC BEVERAGES
· The Embassy will provide South African wines only, one red, one white;
· Bars and waiters to be provided by the successful supplier
3.5 SEATING REQUIREMENTS
· Cocktail/ buffet tables provided by Embassy
3.6 SETUP AND AUDIVISUAL REQUIREMENTS
· Provided by Embassy
4. EVALUATION CRITERIA
4.1 Responsiveness criteria
Prospective suppliers must be registered in the Washington DC area or close by, and bids must be valid for one month.
4.2 Functional criteria
Compliance with the special conditions as listed below
A panel shall evaluate all tenders received on the functionality criteria as reflected below. A bidder that scores less than eighty (80%) in respect of “functionality” shall be regarded as submitting a non-responsive bid and shall be disqualified.
For purposes of comparison and in order to ensure a meaningful evaluation, bidders are requested to furnish detailed information in substantiation of compliance with the criteria listed below:
Criteria / Maximum points to be allocated3-5 years’ experience in the Event Hosting industry / 30
Host Event on 30 April 2015 / 30
Provide South African Dishes / 20
Meet all requirements listed on paragraph 3 / 20
100
5. GENERAL CONDITIONS
· The Embassy will not be held responsible for any costs incurred by bidders in the preparation and submission of quotations
· The Embassy shall not be held liable for any additional costs not stipulated or agreed to after the parties have concluded an agreement.
· The quotations received will be evaluated by the Mission Bid Adjudication Committee (MBAC), and the final bid will be decided by the Departmental Bid Adjudication Committee (DBAC) in South Africa.
· The Embassy is not obliged to select any of the bidders submitting proposals.
· The proposals must be properly submitted on or before the closing date and time specified on the invitation, fully completed in ink.
6. FEES AND PAYMENT SCHEDULE
· Proposals must contain a payment and cancellation schedule.
· The Embassy will pay within 30 days of receipt of an invoice.
7. Change of terms of reference
Change of these terms of reference may only be made through mutual agreement and must be in writing
8. CONTACT PERSON AND SUBMISSIONS
Enquiries pertaining to this request can be made to Ms Vuyo Masisi at or
Prospective service providers can submit their proposals by e-mail in PDF format or in a sealed envelope with the details of the proposal on the outside of the envelope to:
Per hand
Ms F Mkhize
South African Embassy
3051 Massachusetts Ave
Washington DC 20008
Submissions should be received at either of the mentioned addresses on or before on the closing date of Monday, 30 March 2015
Prospective service suppliers are encouraged to submit their proposals before the closing time and date.
NB Late submissions shall not be accepted.
THE EMBASSY OF THE REPUBLIC OF SOUTH AFRICA
TERMS OF REFERENCE FOR CATERING BY SERVICER PROVIDERS FOR THE FREEDOM DAY FUNCTION
1. Specifications
Date and time of event / Thursday, 30 April 201518:00 to 20:00
Place / South African Embassy, 3051 Massachusetts Ave, NW
Number of guests / 350
Set up / Standing Dinner Reception
SERVICES REQUIRED
Please provide two separate quotations:
Option (1) passed around Hors D’ouvres
Option (2) some passed around Hors D’vrous including a full buffet.
(i): OPTION 1
PROVIDE FOOD FOR 350 PEOPLE FOR COCKTAIL RECEPTION WITH PASSED HORS
D’OUVRES ONLY
MENU: We will be requiring approximately 2 servings from each category:
(Please indicate how it will be prepared and presented: e.g. grilled roasted etc.)
Vegetarian/ Starch:
An array of Savoury Pastries Should accommodate for both Vegetarian /Meat selection, including at least a sample of vegetable only crudités- (Please provide about 8 to choose from)
Seafood:
(No raw BAR) : (Please provide about 6 to choose from with at least 1 salmon)
Poultry:
Please provide at least 8 to choose from (no chicken wings unless boneless)
Beef/ lamb:
Please provide at least 4 each to choose from: (Could be as mini sliders-burgers, mini sandwiches or crostini).
Dessert:
Taking into account that it is a cocktail event, quotations should be in the form of Petit Fours
Beverages: Embassy to provide
Alcohol: Embassy will provide wines etc.
Bar Service: caterer to provide 2 bar tenders as well as universal glasses for 350 wines and about 100 glasses for beverages.
Event Comments:
(ii) Equipment: Pantry Equipment as per your needs, ice and coolers for the bar.
Cocktail Napkins, serve ware as per the cocktails selected.
(iii) Personnel: 2 bar tenders and 15 waiting staff for a ratio of approximately 1 waiter to 20 guests as it will only be passed hors d’oeuvres
(iv) Additional services:
Delivery and pick-up of goods and trash hauling.
Assembling and disassembling of equipment, picking up of material, is also possible on Friday 01 May (between 9am-12pm)
Cleaning up after the event.
OPTION II
PROVIDE A QUOTATION FOR UP TO THREE PASSED AROUND HORS D”OUVRES AND A FULL BUFFET FOR 350 GUESTS ( FOOD TO BE SERVED ON COCKTAIL PLATES)
STATIONERY BUFFET MENU SHOULD CONSIST OF THE FOLLOWING:
Starch (example (rice, or quinoa etc.) these are examples only
Poultry (chicken should indicate how it’s going to be prepared) bake, grilled etc. (if providing fish, do not quote chicken) or if quoting chicken omit fish)
Beef/lamb/ sausage ( one of each)
Fish (if quoting fish omit chicken) we need one of the two).
Salad up to 3 ( not necessarily the normal green lettuce) variety- preferable)
Dessert
Provide serve ware for the dessert, if serve ware required..
OPTION II COMMENTS:
N.B. Embassy will provide wines, juices and beverages.
Quotation to include the following:
Serveware:
Wine glasses, beverage glasses, cocktail plates, table cloths, forks, knives and napkins. Chafing dishes, platters and serving spoons, e.g. for the salad or any other entrée.
Personnel:
Please should indicate the number of personnel necessary to prepare/set up, serve, pass around, and buffet serving for 350, and clean up after, and 2 bar tenders.
Please provide table cloths quotations for the buffet only.
2. FEES AND PAYMENT
· Bidders to provide the quote in USD net price, excluding sales tax as the Embassy is tax exempt and will provide a copy of its tax exemption card to the successful bidder.
· Please note that the Embassy undertakes to pay full amount within 30 days of receipt of invoice and the service has been satisfactorily rendered. A deposit may be provided to the successful bidder should it be required.
· The format of the quotation/price list must be the same as the specification list.
3. EVALUATION CRITERIA TO BE USED
The bid will be evaluated in two phases (i.e. Phase 1 and 2) as follows:
3.1. Phase 1: Responsiveness Criteria
The minimum requirements that must be satisfied / met by prospective bidders in order to pass to the next stage of the evaluation process.
Requirements / Yes / NoValid Health Certificate issued by the Health Administration.
A detailed quotation which will itemize all costs on services required
3.2. Functionality Evaluation criteria.
The applicable formula of 100 will be utilized to evaluate the bid, as follows:
Criteria / Maximum points to be allocated3-5 years’ experience in the Event Hosting industry / 30
Host Event on 30 April 2015 project plan / 30
Provide South African Dishes / 20
Meet all requirements listed on paragraph 3 / 20
Total / 100
The Embassy of the Republic of South Africa reserves the right to call shortlisted bidders for presentation
Non-compliance with any of the above conditions will result in your bid being disqualified.
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