TENDER SPECIFICATIONS FOR THE CANTEEN AND · PDF file · 2014-08-22AGSA Catering Services Tender Specifications TENDER SPECIFICATIONS FOR THE CANTEEN AND CATERING SERVICES FOR THE

AGSA Catering Services Tender Specifications

TENDER SPECIFICATIONS FOR THE CANTEEN AND CATERING SERVICES FOR THE

AUDITOR-GENERAL OF SOUTH AFRICA (AGSA)

300 MIDDEL STREET

(CORNER OF VEALE AND MIDDEL STREET) NEW MUCKLENUEK

BROOKLYN PRETORIA

TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES

AUDITOR-GENERAL OF SOUTH AFRICA

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INDEX

SECTION 1: INTRODUCTION ............................................................................................ 3

SECTION 2: SCOPE OF WORK ......................................................................................... 3

SECTION 3: GENERAL CONDITIONS .............................................................................. 5

SECTION 4: SPECIFIC CONDITIONS ............................................................................... 6

SECTION 5: EVALUATION/ADJUDICATION OF TENDERS .......................................... 10

SECTION 6: PRICING SCHEDULE .................................................................................. 10



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SECTION 1: INTRODUCTION The purpose of this document is to detail the scope of work, incorporating the tasks and

responsibilities of the Service Provider (hereinafter, referred to as the Service Provider), required by

the AGSA for Canteen and Catering Services.

1.1 BACKGROUND

The Auditor-General of South Africa (AGSA) intends to outsource the Canteen and Catering

Services, to a Service Provider, at its Head Office, Brooklyn Pretoria. The AGSA intends to

enter into a Service Level Agreement with a Service Provider who is to provide the services

required. The services rendered will be for the Service Provider’s own account, taking

responsibility for all risks including profit/loss, stock and cash control. The services will NOT

be on a subsidy basis.

SECTION 2: SCOPE OF WORK The Service Provider will be required to provide the following: 2.1 PROVISION OF A CANTEEN SERVICE

This is an all-inclusive Canteen Service providing basic meals, non alcoholic beverages,

snacks & other items (not limited to free issuance) on a daily basis to on-site personnel,

including providing and maintaining equipment and the provision of consumables required

for the intended use.

Duration of Service. The intended term of the contract will be for a period of 36 months.

Normal Working Hours

Normal Service Time:

Working Days (Excluding Public Holidays) Monday to Thursday – 07h00 to

16h00 and Friday – 07h00 to 15H30.

It must be further noted, that the AGSA Head Office Campus has employees in

excess of 1000, these employees are sitting in three separate buildings, and any

extended operating hours will either be at the discretion of the Service Provider



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or be negotiated directly with the AGSA should such a requirement be deemed

necessary.

The preferred service provider must be prepared to cater for the following:

o All identified canteens at AGSA Head Office Campus

o All dietary preferences, including but not limited to religious, cultural,

vegetarian, kosher and halaal with valid certification from the respective

bodies where applicable.

2.2 PROVISION OF A CATERING SERVICE

The provision of a Catering Service for internal meetings and/or third party functions & ad-

hoc functions within the AGSA Head Office Campus in Brooklyn Pretoria.

Response Times:

The Service Provider is to ensure that meals ordered must be prepared and delivered to the

conference centre and respective venues as stipulated by the client/s. The response times

shall be adhered to. Failure to adhere to the times stipulated may result in non-payment or

the reduction of the quoted price for the service.

2.3 SERVICE CONDITIONS

The contract makes provision for:

1) Canteen services

2) Catering Services

3) Consumables and supplies as required

4) Maintenance of own equipment

Preparation of snacks, meals, coffee and other beverages to the acceptable food

industry standards whilst also ensuring that no food preparation other than that

which has been specified or requested takes place on the premises.

This Scope of Work shall be undertaken in the manner stated in this document as

well as the Service Level Agreement.

This Scope of Work is subject to all conditions and requirements as stated in

Section 3 of this document as well as any other accompanying documents in this

pack.



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2.4 TASKS & ACTIVITIES 2.4.1 General Requirements

Tasks not specified in this document will be identified and mutually agreed upon

between the Service Provider and the AGSA.

All document deliverables must be in formats as per industry accepted standards

(e.g., MS Word, MS PowerPoint, MS Project).

SECTION 3: GENERAL CONDITIONS The Service Provider is required to:

Conduct business in a courteous and professional manner.

Ensure that all personnel working under this contract are in good health and pose no health risk

to any personnel in the AGSA.

Comply with the AGSA security and emergency policies, procedures and regulations.

Ensure that all work performed and all vehicles, plant and equipment brought onto or used on

site will be in compliance with the Occupational Health and Safety Act of 85 of 1993 and any

Regulations promulgated in terms of this Act and the standard instructions of the AGSA.

Maintain its equipment in good order so as to comply with the AGSA’s occupational health and

safety standards.

Ensure that all personnel working under this contract are adequately qualified and trained prior to

the commencement of the contract.

Provide all personnel working under this contract with uniforms, which state the name of the

Service Provider and employee name that can be clearly identified from other Service Providers,

AGSA personnel, etc. The AGSA reserves the right to order the immediate removal of a staff

member that does not adhere to this requirement.

Provide all personnel working under this contract with adequate and appropriate Personal

Protective Equipment (PPE) and clothing and to ensure these items are worn at all times.

Ensure that the AGSA is informed of any removal and replacement of personnel. For security

reasons, the AGSA reserves the right to vet all personnel working under this contract.

Provide the services of pest control quarterly at their own cost and general cleanliness to the

canteen and surrounding areas daily.

Define their modus operandi to the AGSA with regards to their service providers who deliver

supplies to site.

Provide an on-site manager, available at all times.



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Issue and circulate weekly menus to employees.

The AGSA shall:

Conduct business in a courteous and professional manner with the Service Provider.

Provide appropriate information as and when required by the Service Provider to fulfill their

duties.

Not accept responsibility for any damages or injuries suffered by the Service Provider or their

personnel for the duration of the contract if it is deemed to be out of the control of the AGSA

Not accept any responsibility of accounts/expenses incurred by the Service Provider that was not

agreed upon by the contracting parties.

Provide 2 x fully fitted kitchen facilities, an operations office and a storage facility

AGSA also provide:

Electricity

Water points;

Geyser;

Refrigeration;

Microwave

SECTION 4: SPECIFIC CONDITIONS

4.1 CANTEEN SERVICES

4.1.1

Establishment and operation of a canteen on the AGSA premises, utilizing the allocated

area for the supply of a set menu of basic meals, beverages and other items on a daily

basis

4.1.2 Operation of the canteen will be from 07:00 to 16:00 on Monday to Thursdays and 07:00 to

15:30 on Fridays, excluding Public Holidays.

4.1.3 Operation of the canteen outside the standard hours shall be by special arrangement

between the AGSA and the Service Provider.

4.1.4 Provide a few options of ‘Meals-of-the day’ at a competitive price.

4.1.5 Provide adequate equipment, cutlery and crockery for use by the AGSA at no extra cost.

4.1.6 Provide suitable disposable containers for the serving of food & beverages.



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4.1.7 Use only fresh ingredients in the food preparation and ensure that no items that are beyond

the expiry date are used and offered

4.1.8 All foods/meals must be of an exceptionally high standards

4.1.9 The purchase price of the items should be offered at competitive market related level

4.1.10 The AGSA reserves the right to compare prices

4.1.11 Provide catering equipment that is of acceptable industry standards.

4.2 FIT OUT OF CANTEEN PREMISES:

4.2.1

The Service Provider will be responsible for the general up-keep of the facility occupied. The

AGSA will conduct regular inspections of the facility to ensure adherence to standards

prescribed by the OHS and Statutory Building regulations

4.2.2 All furniture & fittings supplied by and installed by the services provider needs to be

approved by the AGSA Facilities Department

4.2.3 On termination of the contract the AGSA has the right to claim re-instatement costs

4.2.4 No renovations will be authorized without the AGSA’s written approval.

4.2.5 The Service Provider reserves the right of admission to the canteen area.

4.3 CATERING SERVICE

4.3.1

Provide a catering service for the conference centre, internal meetings and ad-hoc functions

on request. Nothing however, prevents the AGSA from ordering from external service

providers.

4.3.2 Delivery of meals to the conference centre, internal meetings & ad- hoc functions within the

prescribed time frames.

4.3.3 Provide meals in a presentable manner to clients.

4.3.4 Provide adequate catering equipment, cutlery and crockery.

4.3.5 Remove catering equipment and clean/tidy up of the venue at the end of

functions/meetings.

4.3.6 This cost to cater must be agreed upon between the Service Provider and the respective

client of the AGSA (by invoice).

4.3.7 The AGSA reserves the right to obtain catering for special functions and meetings from

other local suppliers.



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4.4 PREPARATION AND STANDARDS

4.4.1 The meals/beverages served will be of high quality and prepared in a clean and hygienic

manner in accordance with all health and safety regulations.

4.4.2 Service provider must apply healthy options like salads and offer variety for vegetarians and

halaal foods amongst others.

4.4.3 The Service Provider will be responsible for pest control and general cleanliness of the

canteen area.

4.5 CLEANING OF THE AREAS:

4.5.1 Service Provider is to remove all waste (wet or dry) on a daily basis. Waste must be

appropriately packaged for disposal with the use of proper refuse bags.

4.5.2 The Service Provider shall provide bins/containers.

4.6 FOOD PRICES:

4.6.1 All menu items are to be individually priced for sale.

4.6.2 Tender prices is to be fixed for the first 12 months and only one escalation per year will be

accepted.

4.6.3 Any food price increase is to be agreed upon with the AGSA prior to implementation.

4.6.4 Only sales within the AGSA will be allowed – NO SALES TO THE GENERAL PUBLIC

WILL BE ALLOWED.

4.7 STORAGE:

4.7.1

The Service Provider shall maintain a stock of consumables in the store, at their own risk,

provided that all local council by laws and the Occupational Health and Safety Act are

adhered to.

4.7.2

The AGSA shall not be responsible or liable for any loss or damage to the Service

Provider’s stock of consumables and equipment stored on the AGSA’s premises under any

circumstances.

4.7.3 Stocktaking must be executed in a manner so as not to affect the services provided to the

AGSA.

4.8 PRICING:

4.8.1 For evaluation purposes the Service Provider is required to provide detailed pricing on the

Pricing Schedule (Section 6).

4.8.2 All other pricing assumptions, excluded and unknown costs must be clearly documented.



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4.9 CONTRACT PERIOD:

4.9.1 The contract shall be for a 36 months period. The commencement date will be no later than

30 days from the date of the issue of the letter of acceptance.

4.9.2 Either party may cancel the contract at any given time by giving 90 days notice in writing to

this effect.

4.9.3 The extension/cancellation of the contract may not be effected without prior approval of the

AGSA’s Facilities Unit.

4.9.4 The AGSA reserves the right not to award this tender to any AGSA’s

employee/contractor/consultant or their direct family.

4.10 OCCUPATIONAL HEALTH AND SAFETY:

4.10.1

The successful Bidder shall comply with

1. the Compensation for Occupational Injuries and Diseases Act (must be registered),

2. Occupational Health and Safety Act and their Regulations, as amended, from time to

time. (Special note must be taken of all AGSA policies and procedures relevant to

the service and compliance.)

3. Regulations Governing General Hygiene Requirements or Food Premises and the

Transport of Food.

4.11 INDUSTRIAL RELATIONS:

4.11.1 The Service Provider must ensure that they comply with the minimum wage requirement as

prescribed by law and all other Labour Relations Acts.

4.12 WATER, ELECTRICITY & TELEPHONE FACILITY:

4.12.1 The cost of the water and electricity consumptions by the Service Provider will be for the

AGSA’s account.

4.12.2

The AGSA will provide a telephone point in the canteen area. All costs associated with,

calls, will be for the account of the Service Provider. The Service Provider will be billed on a

monthly basis.

4.13 REFERENCES:

4.13.1 The AGSA reserves the right to request references pertaining to the outsourced services

from the Service Provider.

4.14 OFF-SITE PREPARATION FACILITY:

4.14.1 In the event of meals being prepared off-site, the AGSA reserves the right to inspect such

facilities to ensure compliance with the Occupational Health and Safety Act.



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SECTION 5: EVALUATION / ADJUDICATION OF TENDERS Evaluation of the quotation responses will be adjudicated in four major categories each consisting of

several minor categories based on predetermined weightings.

SECTION 6: PRICING SCHEDULE For the purpose of this TENDER, the pricing schedule consists of the following parts:

Schedule1 – Canteen Services

Schedule 2 – Catering Services

PRICING SCHEDULE 1 – CANTEEN SERVICES

DESCRIPTION UNIT PRICE

COMMENTS R C

SANDWICHES (TOASTED OR PLAIN) (Whole-wheat/Brown/Rye/White bread)

Cheese

Cheese and Tomato and or Onion and or Mushroom

Cheese and Ham

Cheese, Ham and Tomato

Toasted Steak

Bacon and Egg

Bacon, Egg and Cheese

Salami and Cheese

Chicken Mayonnaise

Tuna Mayonnaise

Tremezinni, Panini/Baguette (Whole-wheat/Brown/Rye/White bread)

Roast Beef and Mustard

Cheese, Macon and Tomato

Cheese, Tomato and Cucumber

Mushroom and Cheese

Chicken Mayonnaise

Tuna Mayonnaise

Avocado and Cheese/Mushroom/Veg



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COMMENTS R C

Main Meals – Full meal portion UNIT PRICE

COMMENTS R C

Chicken

Steak

Vegetable

Lamb

Chicken and cream

Others:

Variety of Breyani’s (Lamb, Chicken, Vegetable, Fish)

Grilled Lamb Chops

Butter ½ chicken portion

Fish curry and rice

Lamb curry and rice

Beef curry and rice

Pap and Meat

Pap with cream spinach and tomato curry and grilled potato

Grilled ½ chicken and chips

Grilled ¼ chicken and chips

Hake fillet grilled in lemon butter

Steak and chips

Plate of steamed mixed vegetable and grilled potatoes

Burgers

Burgers to include a slice of tomato, gherkin, onion and lettuce & a variety of

sauces available)

Mutton

Steak

Beef

Vegetable

Extra add-on

Cheese Slice

Double Patty



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COMMENTS R C

Fish

Chicken

Egg

Vegetable patty

Chips

Assorted pies

Russians

Frankfurters

Vienna

Dagwood

Cold Beverages

Soft Drinks 330 ml

Soft drinks 500 ml

Grapetiser 330 ml

Appletiser 330 ml

Liqui-fruit 250 ml

Ice Tea - Can 330 ml

Energy Drinks 500ml

Mineral Water – 500ml

Fruit Juices – 250 ml

Sweets

Chocolates

Crisps

CAKES

DESCRIPTION PRICE PER-HEAD COMMENTS

R C

Cake per slice(chocolate and lemon/strawberry cheese cake and carrot cake)

Muffins(Variety with cheese butter and jam)

Croissants(Variety with cheese butter and jam)

Muffins

Croissants

Scones



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COMMENTS R C

Meals of the day (Menu to change daily at least 3 offered everyday)

1. At least 3 x Meat options available daily

2. A veg. meal option available daily (e.g. Briyani or vegetable curry or Roast vegetable or grilled vegetable or vegetable patties with side options)

NOTE:

Meals of the day must comprise a portion of meat (gravy where applicable)

2 vegetable potions per meal

Portion of salad

Rice or pap or pasta

PRICE SCHEDULE 2 – CATERING SERVICES

PLATTERS

DESCRIPTION PRICE PER-HEAD

COMMENTS R c

Assorted smoked sausages/country sausages/continental cold cuts/dried wors/biltong/pickles and dip

Farmers platter

8 Assorted seafood items crumbed, grilled and fried garnish with lemon & seafood dip

Fisherman’s platter

Assorted sliced fresh vegetables with herb cheese dip

Vegetarian platter

Assorted cheese and salty biscuits with pickles and dips

Cheese platter

A variety of chicken cuts/ribs/Pickles and dips Chicken and Rib platter

Assorted cheese cubes/Cold meats/Sausages/chicken pieces/sandwiches/Olives/Pickles/Garnish

Mixed platter

Assorted continental cold cuts & cheese with salty biscuits

Cold meats and cheese platter

7 Assorted savory and pastry items Savory Platter

An assortment of mini sweet cocktail tartlets Sweet Platter

A variety of chicken cuts/fish grilled and battered/ cheese & dip

Halaal platter

5 assorted styles of prepared chicken Chicken platter

Assorted fillings with cold cuts with garnish Closed Sandwich



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Assorted fillings with cold cuts with garnish and vegetables

Open Sandwich

Assorted fresh sliced fruit with garnish Fruit platter

Toppings sweet or savory Muffin platter

BREAKFAST OPTIONS

DESCRIPTION PRICE PER-HEAD

COMMENTS R c

BREAKFAST Option 1

PLEASE PROVIDE ONE PRICE FOR EACH OPTION PER HEAD

Chilled fruit juice

Sliced seasonal fruits

Yogurts with cereals & muesli

Toast/rolls/Croissants

Danish pastries with butter and margarine

Honey , jams and marmalades

Cold cuts and ham

Cheese and fruits

BREAKFAST Option 2

Full English breakfast

Cold selection

BREAKFAST Option 3

Scrambled egg and Salmon

Cocktail sausages

Steak and Kidney

Macon and mushroom kebabs

Farmhouse Rosti’s

Toast

Mini Danish pastry’s

Open sandwiches

Fruit kebabs

Additional Items:

2 litre fruit juice Usually ordered during functions

Documents

TENDER SPECIFICATIONS FOR THE CANTEEN AND · PDF file · 2014-08-22AGSA Catering Services Tender Specifications TENDER SPECIFICATIONS FOR THE CANTEEN AND CATERING SERVICES FOR THE