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TSA CONFERENCE CENTRE

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					         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: truelove.mnguni@dst.gov.za
                                           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.

				
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