CATERING SERVICE SPECIFICATIONS FOR THE DEPARTMENT OF SCIENCE AND TECHNOLOGY (DST) 2 TABLE OF CONTENTS 1. INTRODUCTION 3-4 2. CATERING SERVICE SPECIFICATION 4-8 3. CATERING INDUSTRY REGULATORY COMPLIANCE 8-9 4. FINANCIAL RECOVERY PROCEDURES 9 5. LIAISON 9 6. MONITORING AND CONTROL 10 7. OPERATING COST 11 8. SUBMISSION STRUCTURE 11-12 9. CONTACT DETAILS 13 10. EVALUATION CRITERIA 14 3 1. INTRODUCTION 1.1 The Department of Science and Technology (DST) has relocated to new head offices on 18 March 2006, located at Building 52, CSIR Campus, Scientia, and Pretoria. 1.2 The head offices has a staff canteen, hence this request for proposals (RFP) from possible service providers to run and manage the staff canteen. 1.3 The DST employs 292 officials on its premises. It is envisaged that we will often have both local and international distinguished guests. The outsourcing of the catering section is envisaged to service the above mentioned officials in an efficient and professional manner which should be done in accordance with the requirements of Section 197 of the Labour Relations Act 66 of 1995 as amended (LRA). 1.4 The following services are required: 1.4.1 Canteen services. 1.4.2 Catering services. 1.5 Please note that DST requires food to be sold at subsidized prices, hence the service provider/contractor will not be charged any rent for the facilities and fixed equipment. 1.5.1 All fixed equipment shall remain the property of DST. Upon the expiry of the contract or the termination thereof, no fixed equipment or facility improvements will be tampered with or removed from DST’s canteen/kitchen. 1.6 The operational objectives to be achieved by DST: • Appoint a Catering Industry Service Provider with the relevant experience and capability to provide a diverse customized food service to DST community at an acceptable price. • Achieve cost savings. 4 • To provide quality service. • Service Provider to maintain the canteen/restaurant/cafeteria. • Introduce catering industry best practice trends. • Maintain high standard of kitchen and food hygiene. • Marketing of catering service to customers. • Operational and administrative efficiency. 1.7 DST is in the process to appoint a Catering Service Provider to deliver canteen and catering services from Monday to Friday and weekends if so required. The services include the following: • Breakfast • Lunch • Morning and afternoon tea services • Functions 2. CATERING SERVICE SPECIFICATION 2.1 SERVICES 2.1.1 CAFETERIA SERVICE (FOOD COURT) The new Service Provider is requested to comply with the following business hours and service deliveries: NAME OPERATIN TYPE OF CAPACITY BUILDING G SERVICE HOURS DIJONG 07:00-16:00 Counter Self 250 Pax No 52 DST Service Building Assisted Counter Service 07:00-16:00 Takeaways On request Kiosk Function 5 2.1.2 The cafeteria service offered is expected to have a food court concept offering different meals, for example: (a) Breakfast - Hot - Cereal - Muffins, etc (b) Lunch - Variety of hot meals covering different types of demands (halaal, diet, vegetarian, african, budget meal, other) - Salads - Fast foods - Dessert (c) Other - Health bar - Trolley service - Tea and coffee service 2.1.3 Service Provider must have a weekly menu cycle. Additional offerings may be proposed after an internal market survey has been conducted. 2.1.4 Canteen offers an assisted counter service, where the customer pays at the cashier booth. DST does not prescribe this business practice, and the Service Provider is free to propose an alternative. 2.1.5 The Service Provider is expected to provide waiters, professional cleaning service, and pest control within this environment. 6 2.2 COFFEE SHOP AND A RESTAURANT SERVICE NAME OPERATING TYPE OF SERVICE CAPACITY BUILDING HOURS DIJONG 07:00-10:30 Breakfast 250 Pax No:52 DST 12:30-14:30 Lunch Building 14:30-16:00 Afternoon Coffee As requested Service Functions • Trolley service • Food court set-up • Coffee shop with an open area design • Government and corporate functions 2.2.1 To accommodate DST’s community, a kiosk & convenience store could be set-up by the Service Provider within the parameters of the canteen. This service needs to cater for the day-to-day needs of the staff members in line with the services provided by a quick shop at a filing station. 2.2.2 Research is needed to establish the viability of these services. 7 2.3 MINIMUM FOOD AND BEVERAGES PORTION SIZE PER PERSON NO RAW FOOD ITEM ACCEPTABLE DST MINIMUM PORTIONS 1. Salads and fresh vegetables 55 – 80g 2. Soup 250ml 3. Protein (i) Meat (A Grade ) Mince (20% fat ) 180g Diced (For Stews) 160g Steak 180g Roast 150g Boerewors 180g (Bone in)The Bones 200g (ii) Poultry 180g Chicken Fillets 180g Portion (bones less) 180g (iii) Fish 180g 4. Starch (i) Potatoes 160(if only chips served 250g) (ii) Rice 180g (iii) Pasta 180g (iv) Maize Meal 180g 5. Desserts Portions Cakes 150g Pastries 80g – 120g Custard 100ml Fruit Salad 80g 6. Cheese Portion 50g 7. Tea/Coffee/Juice 250ml 8. Milk 200 ml 9. Jam 15g 10. Vegetables 80g 8 2.3.1 The caterer is expected to supply standard menu recipes which must clearly indicate ingredients, portion size, etc. 3. CATERING INDUSTRY REGULATORY COMPLIANCE 3.1 The Service Provider must ensure compliance with standard regulatory procedures and industry norms. The Service Provider must ensure that all catering related regulations must be adhered to e.g. Occupational Health and Safety Act, HACCP Principles. 3.2 Existing certification e.g. certificate of acceptability for existing food premises, must be submitted with the request for proposal. 3.3 The following requirements need to be addressed within the proposal: • Operating procedures for kitchen staff • Business profile • Staff transportation, security and training plan • Emergency preparedness plan, disaster plan and any preventative measures to be implemented in case of emergency in the work place • Cleaning schedule plan • Waste removal plan • Pest control plan • Hygiene audit plan • Proof of staff training and development infrastructure 3.4 The following positions must be included on the proposed structure , all with minimum Hotel / Catering Management diplomas and relevant experience in the hospitality and catering industry: • Head Chef • Minimum one Complex Executive Chef • Restaurant Manager • Operations Manager 9 4. FINANCIAL RECOVERY PROCEDURES 4.1 It is requested that the Service Provider, submit a proposal outlining the financial administration and procedures for recovering expenses incurred. 4.2 The following guidelines are provided but not prescriptive: • The Service Provider must install its own financial system if need be; • The Service Provider must use a sales management system to recover its expenses; • The Service Provider must make special provision for official catering expenses to be recovered; and • Annual price increases must be market related and negotiated with the Unit: Supply Chain Management (SCM) or Human Resources (HR) in consultation with Facilities Manager. 5. LIAISON 5.1 The liaison between the Service Provider and DST is as follows: • The new Service Provider will liaise directly with the Unit: Supply Chain Management (SCM) or Human Resources (HR) in consultation with Facilities Manager. • DST officials will deal directly with the Service Provider in terms of functions bookings and daily services. • A customer satisfaction survey, customer complaints and compliments will be resolved and evaluated by the Unit: Supply Chain Management (SCM) or Human Resources (HR) in consultation with the Facilities Manager. • Annual price increases must be market related and negotiated with the Unit: Supply Chain Management (SCM) or Human Resources (HR) in consultation with the Facilities Manager. 10 6. MONITORING AND CONTROL 6.1 Unit: Supply Chain Management (SCM) or Human Resources (HR) in consultation with the Facilities Manager will be responsible to regulate, monitor and control food and beverage services within DST. 6.2 The monitoring plan addressing the following criteria will be included in the service level agreement: • Quality service • Food & beverages quality • Compliance to menu cycle • Pricing structure • Kitchen & Restaurants hygiene • Customer satisfaction survey • Caterer flexibility to customer needs • Portion sizes • General application of HACCP principles • Maintenance, of the equipment, facility • Service temperature of food & beverages • General hygiene, risks, hazard and safety • Adherence to cleaning schedule, pest control • Catering industry regulatory compliance • Standard operating procedures • Continuous improvement • Implementation of best practice standard • Inspection of the venues, functions etc • Income & expense report 11 7. OPERATING COSTS 7.1 RENTAL AND UTILITIES 7.1.1 The cost of electricity water, sewage, and refuse removal will be negotiated between the two parties. 7.2 MAINTENANCE AND EQUIPMENT 7.2.1 The overall general facility maintenance remains the responsibility of the DST. The contract will stipulate the rights and obligations of both parties. 7.2.2 All the equipment within the kitchen and restaurant will be maintained by the appointed Service Provider. 7.3 RENOVATIONS AND REFURBISHMENTS 7.3.1 The refurbishment of the facilities is subjected to the approval of the DST Operational Committee (OPCO). 8. REQUEST FOR PROPOSAL 8.1 The proposal must be structured as follows: 8.1.1 COMPANY PROFILE - Company background and the BEE status - The following information must be presented in the following order - Resolution (authority to sign), and specimen of signature - SARS tax clearance certificate - Company/Closed Corporate certificate - Letter from Workman’s compensation (establishing good standing) - Shareholders agreement/certificate/founding agreements i.r.o entities claiming BEE points for ownership - Any other registration certificates relating to the catering industry 12 8.1.2 PREVIOUS EXPERIENCE - Core business of the company must be catering - Maximum number of customers (at least 2500 per month) in one of the existing contracts within the corporate and/or government environment - Minimum 2 references for presently running contracts - Management structure, qualifications, experience in running the catering business 8.1.3 FINANCIAL STABILITY Audited financial statements for the past 2 years, proof of maximum overdraft facility, access to finance 8.1.4 DIVERSIFIED SERVICES Name existing internal brands, type of services the company can provide 8.2 The following process and indicators must be clearly presented on the proposal and the presentation 8.2.1 BLACK ECONOMIC EMPOWERMENT 8.2.2 MENU AND PRICE STRUCTURE FOR: - Cafeteria Service (Food court) - Coffee shop and restaurant 8.2.3 Proposed menu for catering 8.2.4 PROPOSED STRUCTURE, EXISTING STAFF INTEGRATION PLAN AND TRAINING AND DEVELOPMENT OPPORTUNITIES WITHIN THE COMPANY AND THE INDUSTRY 9. CONTACT DETAILS Ms Truelove Mnguni Tel: (012) 843 6751 Fax: 086 68 10109 E-mail: email@example.com 13 10. EVALUATION CRITERIA 10.1 With regard to functionality, the following criteria will be applicable and the maximum value of each criterion. CRITERIA VALUE Previous experience in running in-house cafeterias 20 Company profile and BEE status 20 Pricing of items 15 Quality of proposal 15 Total score (Phase 1) 70 10.2 For the purpose of comparison and in order to ensure a meaningful evaluation, bidders are requested to furnish detailed information in substantiation of compliance to the evaluation criteria mentioned in paragraph 10.1 10.3 A bidder that scores less than 40 points out of 70 points in respect of ‘functionality’ will be regarded as submitting a non-responsive bid and will be disqualified.