Ministry for Sustainable Development, the Environment … and Quotations/Documents/Expressi… · Ministry for Sustainable Development, the ... Closing date and time: ... 1.1.2 The

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Procurement & Supplies Section, 6, Qormi Road, Sta Venera, SVR 1301, Malta.

Telephone: (+356)22926200. Email: [email protected]

Ministry for Sustainable Development, the

Environment and Climate Change

Procurement & Supplies Section

Finance & Administration Directorate

Permanent Secretariat Offices

6, Qormi Road

St Venera, SVR 1301

Malta

Telephone: (+356)22926200 Email: [email protected]

Call for Quotations No: 9/2017

Quotation for Setting up of a General Food Stall inside Buskett Gardens for

Mnarja 2017

Opening date for submissions: 30th May 2017

Closing date and time: 20th June 2017 at 10.00am

This Quotation Document is free of charge

mailto:[email protected]

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Quotation for Setting up of a General Food Stall inside Buskett Gardens for

Mnarja 2017

1.0 Scope of Quotation

1.1 Introduction

1.1.1 The Rural Festivities Unit, within the Rural Development Department, within the Ministry for Sustainable

Development, The Environment and Climate Change (MSDEC), hereinafter referred to as the Contracting

Authority is hereby publishing this call with the purpose of accepting offers for the Setting up of a General

Food Stall inside Buskett Gardens for Mnarja 2017 between Wednesday 28th June and Thursday 29th June

2017.

1.1.2 The Contract shall be valid from date of Letter of Acceptance until 29th

June 2017.

1.1.3 This quotation document in PDF format is available for viewing and downloading free of charge on the

Ministry for Sustainable Development, the Environment and Climate Change website,

http://www.msdec.gov.mt

1.1.4 This Document can also be collected, free of charge from the Ministry for Sustainable Development, the

Environment and Climate Change, Procurement and Supplies Directorate, Permanent Secretariat Offices, 6

Qormi Road, St. Venera SVR 1301 Malta on any working day between 8:30 am and 12:00. (Noon) CET.

1.1.5 In carrying out his obligations in pursuance of this call for quotations, the bidder shall ensure the

applications of the principal of gender equality and shall thus “inter alia” refrain from discriminating on the

grounds of gender, marital status of family responsibilities. Bidders are to ensure that these principles are

manifest in the organigram of the company where the principles aforementioned, including the selection

criteria for access to all jobs or posts, at all levels of the occupation hierarchy are amply proven. In this

document words importing one gender shall also include the other gender.

2.0 Quotation Process

2.1 Quotation Documentation

2.1.1 A form entitled “Quotation Bid Form” forms part of this quotation document. Prospective bidders are

requested to complete the form, quoting their offer for a stall. An “Inside Map” of Buskett Gardens

specifies where the General Food Stall shall be set up during the activity. A “Statement on Conditions of

http://www.msdec.gov.mt/

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Employment” form and a “Minimum Hourly Workers’ Costs” form are attached. These are to be filled

and submitted with the offer where employees will be engaged on this contract, if applicable.

2.1.2 Prospective bidders are to submit their offer through the “Quotation Bid Form” form. The offer submitted

must be inclusive of Customs Duty, Eco-Contribution, VAT and any other charges as and where applicable.

2.1.3 Offers quoted should be in Euro. The quoted offers shall be fixed and no allowance will be made for any

fluctuation or for any increase or decrease in the cost of labour and any other expenses.

2.1.4 Submitted quotations shall clearly indicate the details of the bidder. Bidders must confirm that their

quotation shall not be retracted or withdrawn for a period of three (3) calendar months from the closing date

for the submission of applications.

2.1.5 Failure to fill in the form completely, or a form with incomplete information, or a form containing

ambiguous financial information (e.g. rates, totals etc.) may disqualify the quotation submission.

2.2 Method of submission

2.2.1 Sealed quotations shall be deposited by hand in the tender box provided at the:

Procurement and Supplies Section,

Finance & Administration Directorate,

MSDEC Permanent Secretariat Offices,

6 Qormi Road St. Venera SVR 1301

by the closing time and date indicated in this document and in the Government Gazette.

By the closing time and date as indicated in this document, ALL bids must be physically deposited in

the tender box provided at the Procurement and Supplies Section. In the event that any call for

tender is extended by the Contracting Authority, the new time and date will be construed to mean the

(new) submission date. Any quotation document delivered / received after the lapse of the closing time

and date shall be considered as a late submission.

Late submissions shall not be accepted. Quotations shall be contained in a sealed package with the Advert

Number and title of the quotation clearly marked on the outside of the package and submitted either by

recorded delivery (official postal/courier service), or hand delivered and in all instances deposited in the

Tender Box at the above address. Any other method of submission shall NOT be accepted.

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2.2.2 The offers, all correspondence and documents related to the quotation exchanged by the bidder and the

Contracting Authority must be written in the language/s of the procedure.

2.2.3 Each quotation submitted must be duly signed by the bidder and, in the case of a Registered Company,

stamped and signed by an authorised representative of the Company.

2.2.4 The quotation evaluation committee will correct any mathematical errors that may be found in any offer. If

there is a discrepancy between amounts in figures and in words, the amount in words will prevail.

2.2.5 By submitting their offers, bidders shall be deemed:

i) to have understood and accepted all the contents of the quotation document including any

clarification letters that may have been issued during the bidding period; and

ii) to be in a position to carry out all the services as specified in the quotation document.

Bidders are required to endorse any clarification letter issued during the bidding period and to attach them

to their submitted quotation.

2.2.6 It is the bidders’ sole responsibility to:

i) read and understand the quotation document, and that their offer is made in accordance therewith;

ii) familiarise themselves with the local conditions under which the contract is to operate, and to

correlate their observations with the requirements of the contract;

iii) base their offer upon the systems, and any equipment required for the execution of the contract

without exceptions.

2.3 Bidding Costs

2.3.1 Costs incurred by the bidder in preparing and submitting a quotation shall not be reimbursed. All such cost

shall be borne by the bidder.

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2.4 Ownership of quotations

2.4.1 The contracting Authority retains ownership of all quotations submitted under this call for quotations.

Consequently, bidders have no rights to have their bids returned to them.

2.5 Award of Quotation

2.5.1 The sole award criterion shall be the offer presented. The Contracting Authority will award the contract to

the most advantageous offer satisfying the administrative and technical criteria.

2.5.2 The included prices of items sold are important prerequisites but shall not determine the award for selection.

However, any offers submitted which do not contain prices of the items being sold shall be considered as

null.

2.5.3 The Contracting Authority will not accept responsibility for any expense or loss which may be incurred by

any bidder in the preparation of his quotation or the execution of any ensuing contract to perform the works.

2.5.4 The Contracting Authority reserves the right to annul the tendering process and reject all quotations, at any

time prior to the award of Contract, without thereby incurring any liability to the affected bidders. In so

doing the Contracting Authority shall not be liable to give any reason whatsoever.

3.0 Regulations

3.1 The regulations hereunder refer:

3.1.1 The Contracting Authority shall provide the electricity to the prospective bidder. However, the prospective

bidder must provide all the necessary equipment related to the service, including the stall at his own

expense.

3.1.2 The stall shall be set up on Wednesday 28th

June 2017 as from 8:00 a.m. and must be set and finished by

4:00 p.m. No vehicle/machinery will be allowed to enter the area after the indicated time.

3.1.3 The stall may begin to function on Wednesday 28th

June 2017, by not later than 5:00 p.m. and will continue

uninterruptedly until 2:00 a.m. on Thursday 29th

June 2017. On the 29th

June, the stall shall operate again

from 6:00 a.m. until 2:00 p.m. unless otherwise instructed by the Organising Committee.

3.1.4 The stall should be dismantled just after the activity is over, that is, on Thursday 29th

June 2017 at 2:00

p.m., unless the Organising Committee gives other instructions. The stall must be dismantled by the selected

bidder.

3.1.5 The Organising Committee will see that the stall is assembled as indicated in the “Map”. The selected

bidder is not allowed to use any further space which has not been allotted to him.

3.1.6 The service provider should provide chairs and tables to be used by clients at his own expense. The amount

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shall be established with the organisers. The tables and chairs should be of good standard and the service

provider is also obliged to have the right amount of chairs and tables as agreed to with the Organising

Committee.

3.1.7 The service provider is bound to sell the items listed in the declaration form. The vehicle transporting

material to assemble the stall will be allowed to be parked in the vicinity of the area where the activity is

being held. Only the refrigirated van/s will be allowed to be parked beside the stall, as indicated by the

Organising Committee.

3.1.8 The service provider shall adhere strictly to the instructions imparted to him by the Organising Committee

before, during and after the activity. All types of advertisement/branding should be approved by the

Organising Committee beforehand.

3.1.9 Prospective bidders shall include in their offer a detailed list of food items to be sold during the activity

together with their respective price.

3.1.10 The food provided should be typically Maltese. It is imperative that rabbit, pork, chicken and horse meat

are to be the main ingredients and cooked traditionally. Frozen fries and/or semi-cooked and fast food shall

not be accepted.

3.1.11 It is imperative that the product is produced and bred locally. The selected bidder should provide original

receipts as proof of purchase.

3.1.12 Disposable containers used to serve food shall be made of cardboard or paper. Containers made of plastic or

jablo are strictly forbidden.

3.1.13 A price list indicating all items for sale shall be affixed in a prominent place by the stall, clearly visible to

the public throughout the whole activity on both days.

3.1.14 The service provider should keep his designated area clean at all times and should not allow any rubbish to

accumulate before, during and after the activity. It is very important that no liquid or solid waste is

disposed of in the soil and/or on the floor. The Organising Committee demands that on Thursday 29th

June

2017, every selected bidder should ensure total cleanliness of his area and any remaining waste be removed

by 2:00 p.m.

3.1.15 The service provider serving food should wear appropriate clothing and wear disposable gloves and any

other necessary protective clothing to maintain strict hygiene and adherence to the Food Safety Act.

3.1.16 The service provider should be in possession of any necessary permits to sell his products. It is imperative

that he conforms with Health and Safety Regulations and to any other regulations and laws in respect of the

Catering Industry of Malta and the VAT Department. Any permits required are the sole responsibility of

the selected bidder/s and the Organising Committee shall not be held responsible for any penalties that may

be incurred by the bidder/s.

3.1.17 All the Maltese Laws relevant during this activity should be thoroughly observed.

3.1.18 Under no circumstances is the service provider allowed to sell any items which are not listed in the

application. If this occurs, the Contracting Authority will forfeit the guarantee and may instruct the

particular bidder to immediately dismantle his stall.

3.1.19 The Contracting Authority shall not be held responsible, under no circumstances, for any damage or theft

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that may occur on the selected bidder’s stall and/or property, and for any penalties issued by the authorities

with regard to the bidder.

3.1.20 The successful bidder will be expected to provide an Insurance against all risks including Third Party Risks

in respect of the service being provided to the general public within 5 days of being notified that his

quotation has been accepted by the Contracting Authority. Failure to abide by this condition will

automatically disqualify the bid, in which case the Contracting Authority will move to choose the next

successful bidder, and so on.

3.1.21 General cleaning services shall be taken care of by the Organising Committee. The service will include

provision of bins in the whereabouts of the activity. Nevertheless, the service provider shall provide his

bins to be used for rubbish generated by the clients. The service provider is solely responsible for cleaning

at the end of the activity on each day and should ensure that all waste and rubbish is collected and disposed

of. The Organising Committee expects that on Thursday 29th

June 2016, the service provider will ensure

cleanliness of the area designated to him and removes all waste and rubbish by not later than 8:00 p.m.

3.1.22 The service provider shall pay a guarantee sum of two hundred and fifty euro (€250) with the signing of

contract, which shall be refunded at the end of the activity, subject to adherence to the regulations

stipulated. The guarantee is to be paid on acceptance.

The Contractor is bound not to withdraw the offer and if these regulations are not strictly adhered to,

will be liable to a fine of €250 payable to the Ministry for Sustainable Development, the Environment

and Climate Change. This does not exclude other costs for any damages that may be incurred.

4.0 Special Conditions

4.1 Additional information before the deadline for submission of call for quotations

4.1.1 Bidders may submit questions at the following e mail address [email protected] to 13th June

2017 at 10:00 A.M., specifying the Quotation № and title. Reply to queries may be viewed at URL:

http://www.msdec.gov.mt.

4.1.2 Prospective bidders seeking to arrange individual meetings with the Contracting Authority concerning this

Quotation procedure during the bidding period may be excluded from the quotation procedure. Bidders shall

ascertain, prior to submitting the Tender that they have noted all queries issued, and shall acknowledge their

receipt in the quotation document.

4.2 Addendum

4.2.1 Addenda will be uploaded to website http://www.msdec.gov.mt

mailto:[email protected]



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4.2.2 Copies of addenda will be made available for inspection wherever quotation documents are on file for that

purpose.

4.2.3 No addenda will be issued later than three (3) days prior to the closing date for receipt of Quotations except

an addendum withdrawing the request for bids or one which includes postponement of the date for receipt of

bids.

4.2.4 Each Bidder shall ascertain, prior to submitting his offer, that he has received all addenda issued, and shall

acknowledge their receipt in his quotation.

4.3 Alteration or withdrawal of Quotation

4.3.1 Bidders may alter or withdrawn their offers by written notification prior the deadline for submission of

quotations. No offers may be altered after this deadline.

4.3.2 Any such notification of alteration or withdrawal shall be prepared and submitted in accordance with the

latest amended version of the Public Procurement Regulations (L.N. 352/2016). The outer envelope (and

the relevant inner envelope) must be marked ‘Alteration’ or ‘Withdrawal’ as appropriate

4.4 Arbitration Clause

4.4.1 Any dispute, controversy or claim arising out of or relating to this contract, or breach, termination or

invalidity thereof shall be settled by arbitration in accordance with the rules of the Malta Arbitration Centre

as at present in force. Any reference in the attached General Conditions to other arbitration procedures shall

not apply.

4.5 Occupational Health & Safety

4.5.1 The contractor shall assume full responsibility and accountability, according to the current legislation,

concerning the Health and Safety of his employees and/or his sub-contractors, including any third parties

involved in the execution of this quotation.

4.5.2 The contractor shall be bound to conform with the Occupational Health and Safety Authority Act 2000 (Cap

424) and to all regulations/legal notice that form part of this Act; as well as any other national legislation,

regulations, standards, and/or codes of practices in effect during the execution of the contract, regarding

health-and-safety issues, as they apply for the contractor’s particular operating situation and nature of work

activities.

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4.6 Data Protection Act

4.6.1 The information collected on this form shall be processed in accordance to the Data Protection Act 2001.

The contents of this document are confidential and intended solely for the use of the Contracting Authority,

and will not be disclosed or copied without bidder’s consent to anyone outside the Contracting Authority

unless permitted by the law.

4.7 Complaints

4.7.1 The contractor shall make any remarks/suggestion/complaints relative to the setting up of the stall in writing

to the Contracting Authority. Any complaints relative to particular incident must reach the Contracting

Authority within ten (10) working days from the date of the incident. The Contracting authority will not

guarantee any corrective or compensatory action relative to written complaints received later than the

stipulated period.

5.0 General Conditions

5.1 General Conditions governing quotation

5.1.1 The full set of General Conditions for Services Contracts (Version 2.0) can be viewed/downloaded from the

‘Resources Section’ at: www.etenders.gov.mt

5.1.2 It is hereby construed that the bidders have availed themselves of these general conditions, and have read

and accepted in full and without reservation the conditions outlined therein, and are therefore waiving any

standard terms and conditions which they may have.

5.1.3 These general conditions will form an integral part of the contract that will be signed with the successful

bidder/s.

http://www.etenders.gov.mt/

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Quotation Bid Form

Quotation for Setting up of a General Food Stall inside Buskett Gardens for Mnarja 2017

Name of Applicant: _____________________________________________________________________

Address of Applicant____________________________________________________________________

_____________________________________________________________________________________

Identity Card Number: __________________________________

Registration Number of Applicant (if applicable): _________________________

VAT Number: ________________________________________

Mobile Number: _________________________ Landline Number: ________________________

E-mail Address: ____________________________________________________________

I hereby declare that I am presenting an offer of €_______________(in figures, inclusive of VAT),

€____________________________________________________________________(in words, inclusive of VAT) for

the stall mentioned hereunder. I am aware that my offer should not be less than those listed in the attached “General Food

Stall List”. I am also aware that the stall will be placed as indicated on the “General Food Stall Site Plan”.

Lot No: ________________________ Stall Name:____________________________________

Product/s for Sale: ______________________________________________________________________

_____________________________________________________________________________________

If I am chosen I will be given a permit to utilise my vehicle during the event.

Registration Number is: ___________________________

Signature of Applicant: _____________________________ Date: _______________________________

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I, once my offer is accepted, agree to pay all fees due to the Ministry for Sustainable Development, The Environment and

Climate Change, upon signing of Contract. If I do not abide to do this, the Organising Committee has the right to give the

stall to someone else.

If my offer is accepted, I and/or my company, as per details written above, will be responsible of the area assigned to me

and I shall not delegate this area at any time throughout the activity to any third persons to work on behalf of the

company.

I am accepting all conditions stipulated in this call by the Organising Committee of the Mnarja 2017.

If my offer is accepted I will be selling the following items with their respective prices:

Product Sold Price in Euro (exclusive of

VAT)

Price in Euro (inclusive of

VAT, where applicable)

Signature of Applicant: _____________________________ Date: _______________________________

Should any information declared be found to be incorrect after verification, the application will be annulled.

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Statement on Conditions of Employment

1. It is hereby declared that all employees engaged on this contract shall enjoy working conditions including wages,

salaries, vacation and sick leave, maternity and parental leave as provide for in the relative Employment

Legislation. Furthermore, we shall comply with Chapter 424 of the laws of Malta (occupational Health and Safety

Authority Act) as well as any other national legislation, regulations, standards and-or codes or practice or any

amendment thereto in effect during the execution of the contract.

2. It is hereby declared that no part of the services to be provided under this contract shall be sub-contracted to an

economic operator who has in his employment employees, who are already in employment with the bidding entity

and carrying out, with the sub-contractor, the same or very similar duties as those in their contract of employment

with the bidding entity.

3. The sub-contractor/s agree to all the conditions listed in this statement.

4. It is hereby declared that the service being provided under this contract will be carried out solely by the bidding

entity employees, or bona fide self-employed individuals. No work will be carried out by persons designated as

self-employed where their actual employment status in terms of the Employment Status National Standard Order

LN 44/2012 is that of an employee.

5. It is hereby declared that all employees of the bidding entity whether providing services to the contracting authority

or not, have a written contract of service and are registered with the competent authority of my country, which in

the case of Malta is the Employment and Training Corporation. If this tender is awarded to us, we shall furnish a

list of employees who will be providing the services. Copies of the written contracts of service of the employees

will be available at any time for inspection.

6. It is hereby declared that the bidding entity’s employees shall be given a detailed payslip containing all relevant

details including amount paid, normal hours worked, overtime hours, hours worked on Sundays and Public

Holidays, hours availed of as leave or sick leave, a breakdown of bonuses/allowances as well as deduction made

(such as social security contributions and income tax).

7. It is hereby declared that all wages/salaries of the bidding entity’s employees are paid only by direct payment in the

employee’s bank account.

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8. It is hereby declared that the relevant bank statements of wage/salaries’ deposit and copies of the detailed payslips

will be made available as and when required by the Director of Industrial and Employment Relations.

9. It is hereby declared that if the bidding entity is found in breach of any of the above declarations it is accepted that

this contract will be terminated and that we will have no right to be compensated for any damage we may have

suffered or will suffer in the future in respect to this termination.

10. A list of the minimum hourly workers’ costs involving the provision of the employees’ services in this tender is

being attached.

Name of bidder/contractor __________________________ Signature ________________________

Name of Signatory _____________________________ I.D. No. _________________________

Date ________________________

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General Food Stall - Imnarja 2017

Lot Nru.

Posta Affarijiet għall-bejgħ Qies tal-Posta Offerta minima

(VAT inkluż)

1 Ikel Malti Fenek, Majjal, Tiġieġ, Laħam taż-Żiemel, Bebbux, Ftajjar NA €1200

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