Request for Proposal – Catering Services
REQUEST FOR PROPOSAL (RFP) REF002/12/2020: Catering Services
FIRM DEADLINE/ CLOSING DATE & TIME: 4th January 2020, 5PM CAMEROON TIME
The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit http://www.pedaids.org.
1.INSTRUCTIONS, TERMS AND CONDITIONS TO TENDERERS
1.1. This RFP was prepared by Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) and being issued to selected suppliers on the clear understanding that its contents are strictly confidential and as such may not be given to any third party without a prior express permission of EGPAF.
1.2 Elizabeth Glaser Pediatric AIDS Foundation is issuing the Request for Proposal (RFP) to identify a
“Catering Vendor” for 2021 Catering services. The Catering Vendor must be qualified to provide a large amount of quality food, presented in a professional manner and supply excellent service at a reasonabl
1.3. The specifications prescribed are not in any way limited to any specific tenderer as they are based on generally achievable requirements.
1.4. EGPAF does not bind itself to accept the lowest tender price and reserves the right to reject all submissions, in whole or in part, enter into negotiations with any party, and/or award multiple contracts.
1.5. Tenders MUST be received on or before the closing date and time and all bids received after the closing date and time will not be considered.
1.6. The quotation MUST include the following:
1.6.1. Bid Validity Date.
1.6.2. Unit Price and Total Price including taxes. No submission will be considered for any discovered omissions from the tenderer (s).
1.6.3. Prices to be quoted in XAF.
1.7. No advance payment shall be affected.
1.8. The successful bidder will be issued with a Basic Ordering Contract.
1.9. Any costs associated with the preparation and subsequent submission of this proposal shall remain the sole responsibility of the supplier irrespective of the outcome of the final selection process.
1.10. This RFP is not an offer to enter into agreement with any party, but rather a request to receive quotations from person(s) interested in providing the goods or services outlined in this RFP.
1.11. Any exceptions to the requirements or terms of the RFP must be noted in the quotation.
- Submission of quotations and proposed timeline
Interested suppliers can submit their typed quotations with their company’s letterhead
DATE | ACTIVITY |
14th December, 2020 | Release of RFP |
4th January 2021 at 5pm Cameroonian Time | Completed quotations must be delivered electronically by the deadline: cameroonprocurement@pedaids.org
|
3. SPECIFICATIONS
It is anticipated that there will be an on-going need for the Catering services running from January 2021 till 30th September 2021 as listed in the table below. In recognition of this, a Basic Ordering Contract will be issued with Option Periods will result from this solicitation. When a need arises for the Catering service, EGPAF will then place regular Purchase Orders for the Catering service for the initial period indicated in the table. After the initial period of the Basic Ordering Contract expires, EGPAF may exercise its option to extend the contract for an additional 2 option periods subject to availability of funding and vendor performance. The anticipated duration of each option period is 1 -year.
Thus, EGPAF seeks to source Catering service providers and please indicate the price of each of the shown types per package:
# | ITEM and DETAILED SPECIFICATIONS | UNIT | SPECIFY THE DIFFERENT OPTIONS | DURATION OF OPTION PERIODS |
(1) | Coffee Break | each | Specify the different package | 1 year |
(2) | Breakfast | each | Specify the different package | 1 year |
(3) | Finger Lunch | each | Specify the different package | 1 year |
(4) | Lunch | each | Specify the different package | 1 year |
(5) | Super | each | Specify the different package | 1 year |
(6) | Mineral Water ( 0.5L) | each | Specify the different package | 1 year |
(7) | Soft Drinks ( 0.5L) | each | Specify the different package | 1 year |
(8) | Soft Drinks (1L) | each | Specify the different package | 1 year |
=
Littoral Region: This is divided into three main Areas, Edea, Douala and Nkongsamba. ONLY Catering services based in those regions will be Evaluated.
Center Region: This is divided into three main Areas, Yaounde, Mbalmayo, Akonoliga,
ONLY Catering services based in those towns will be Evaluated.
West Region: This is divided into four main towns Bafoussam, Dschang, Foumbot, Mbouda
ONLY Catering services based in those towns will be Evaluated.
South Region: This is divided into four main towns Ebolowa, Sangmelima, Kribi, Kyossi, Djoum
ONLY Catering services based in those towns will be Evaluated.
4.KEY CONTRACT TERMS
1) The Foundation may purchase more quantities than the unit(s) specified above in the next months. It is assumed that the prices quoted shall be open to negotiations during the initial contract period.
This will be included in the final Purchase Order. If unable to provide a priced option at this time or should any of the goods/services offered by the vendor become unavailable, or unavailable at the unit rate originally proposed, the contractor will inform EGPAF of any changes in prices prior to the exercise of an option. Pricing shall otherwise remain fixed at the originally agreed-upon price and mutually agreed upon by both parties via an amendment to the original Purchase Order.
Upon placement of an order, the vendor will deliver the good/service within a specified timeframe. Each Order placed by the Foundation shall state the items to be purchased, the location to which the items should be delivered, specify the timeframe within which the Order should be completed, and a fixed-price for the items to be purchased (including delivery costs). Each individual Order will become a legally binding contract when it has been formally signed by the Foundation and received by the Vendor.
- EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS:
EGPAF will accept the proposal that presents the best value. All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission
Requirements column in the following chart. Please submit your Submission Requirements in the order that they appear below.
Evaluation Criteria | Submission Requirements | Weight |
1. Past performance with Catering services. | 1.1 History of Caterer to support the ability of handling large groups of 300 or more guests, successfully serving all in under 1 hour. professional references from similar Catering service offers with phone and email contract information.
| 25% |
2. Creativity, catering 2. A maximum 5-page written proposal outlining a proposed equipment’s and logistics approach of the catering service and the holistic logistic aspects aspects
| 15% | |
3. Total fixed price. 3. Total fixed price for all the proposed cost line items, Overall cost of services. | 35% | |
5. Qualifications of the Catering 5. CVs/Resumes of the catering staffs with past staffs and Accreditations from the professional experience. Ministry of Public Health in terms of food assurance. | 25% | |
Total | 100% | |
Failure to provide any of the above specifications and requirements may be considered non-responsive and disqualify the applicant from final selection.
PROPOSED TIMELINE:
Monday, December 14, 2020: Release of RFP
No phone calls please.
Monday, January 4, 2021: Completed proposals must be delivered electronically by the deadline mentioned on page one to: cameroonprocurement@pedaids.org
Friday, January 15, 2021 : Final decision announced and Offerors notified
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