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
2
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
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
3
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
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
4
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.
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
5
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.
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
6
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.
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
7
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.
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
8
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.
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
9
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.
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
10
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
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
11
DESCRIPTION UNIT PRICE
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
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
12
DESCRIPTION UNIT PRICE
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
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
13
DESCRIPTION UNIT PRICE
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
TENDER SPECIFICATIONS FOR PROVISION OF CATERING AND CANTEEN SERVICES
AUDITOR-GENERAL OF SOUTH AFRICA
14
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