Request for Proposals from Catering Service Providers for Long Term Agreement

BACKGROUND

UN Women is leading this procurement exercise for provision of Catering Services to the UN Agencies working in Malawi whom are as follows:

UNICEF, UNDP, WFP, UNHCR, UN WOMEN, UNAIDS, WHO, IOM, UNFPA, ILO, FAO, UNESCO.

The purpose of this present tender is to conclude an LTA with successful Catering Service Provider(s) for an initial period of one (1) year. The successful provider(s) shall be contracted for an initial period of one (1) year, with the contract renewable on an annual basis up to 3 (three) years (1+1+1+1) subject to satisfactory contract performance and continuing needs of the services.

OBJECTIVE

UN Agencies host many events with its counterparts, stakeholders and staff in its offices and the vicinity of the UN complex and wishes to enter into a Long-Term Agreement (LTA) with upto three (3) qualified Companies hereinafter reffered as Vendor (s) to guarantee provision of catering services to events hosted by the Country Offices such as meetings, conferences, and workshops in Lilongwe.

The agreement shall be “non-exclusive” and not impose a minimum guarantee on volume sales on the part of UN Agencies.  The UN Agencies has the right to purchase the same or similar services from other suppliers, at its sole discretion.

SCOPE OF WORK

The Catering Service Provider should be able to: 

·         Cater appropriately to a wide range of event types, sizes, durations and customer requirements;

·         Cater for all dietary preferences and preparing all type of dishes, i.e. Vegetarian, Non-Vegetarian, Continental, International and Halal;

·         Maintains consistency in high quality of food and services;

·         Flexibility and responsiveness to changing customer requirements;

·         The quality of food prepared must adhere to acceptable food industry standards and must be prepared in a clean and hygienic manner in accordance with              all health and safety regulations;

·         Ensure that collection and clean-up of goods and leftover’s after the event is conducted, unless prior agreement with the agency to the contrary has been                made;

·         Proposed rates must be valid for 12 months (duration of the inital LTA) after the date of last signature of the agreement, the effective date;

·         The providers who manage to pass the selection criteria will be invited to UN Procurement/OMT group for a sample event. It is expected that the sample                events will be communicated.

·         The food service provider shall also be responsible for decoration specifically:

-           Provision and usage of high standard and relevant Food warmers and all appliances necessary for catering;

-           Provide high quality cutlery, crockery, and all other catering equipment required to successfully serve high quality services;

-           Provide high quality personnel, waiters / serving people where ever needed

DOCUMENTATION FOR QUALIFICATION REQUIREMENTS

                   Minimum Qualification:

·         The Service Provider should have not less than three (3) years of proven experience in provision of Catering services;

·         The Service Provider should hold food preparation, hygiene and customer care qualifications;

·         Provide a list of events catered for over the last 12 months (list minimum 3 references with contacts);

·         The Service Provider must meet the minimum requirements for the Lilongwe City Assembly on running food supply business;

·         Should have adequate, experienced and skilled workforce in provision of catering services and customer care including being able to communicate well in              spoken and written English;

·         Should be registered with the Registrar of Companies.