Tender/Bidder

26 June 2017

To All Prospective Bidders:

The Employee Association at the U.S. Embassy N’Djamena, Chad invites tenders from experienced restaurant and cafeteria managers to operate the U.S. Embassy’s high-tech cafeteria located in N’Djamena at Chagoua Roundabout. There is also an option to sell snack bar items outside of café hours. The deadline to submit a bid is 28 July 2017. To assist you to submit a bid please see our contract that explains our expectations and please see the tender/bidder process:

Section I

Concessionaire Agreement, Services to Be Performed

Section II

Tender/Bidder Preparation/Application Requirements

Section III

Cafeteria Equipment

ALL TENDERS MUST BE SUBMITTED ELECTRONICALLY TO THE EMPLOYEE ASSOCIATION AT THE U.S. EMBASSY NO LATER THAN

28 July 2017 AT 1700 HOURS. 

TENDERS RECEIVED AFTER THIS DATE AND TIME WILL BE REJECTED.

PLEASE EMAIL ALL TENDERS TO NdjamenaFoodServices@state.gov

There will be a site visit and a conference that will allow interested parties the opportunity to pose any questions they may have concerning the invitation for tenders and to view the site where the services are to be provided.  This visit and conference will be held on 13 July 2017 from 1000 – 1200 at the U.S. Embassy.  Please email us at NdjamenaFoodServices@state.gov with the names, telephone numbers and email addresses of a maximum of two individuals from your firm who wish to attend the site visit and conference.  Questions regarding this invitation for tender should also be submitted via email at least two days before the scheduled date of the conference and site visit.

The Employee Association will review bids from 04 – 11 August 2017. If you are shortlisted, then the Employee Association reserves the right to interview you about your operational and management plans for the cafeteria, have you demonstrate use of the cafeteria kitchen equipment, and visit your restaurant and/or sample your cooking.

Thank you for your interest in this tender.

 

Sincerely,

The Employee Association

 

Section I

Concessionaire Agreement

This contract is effective as of ________________________between the Employee Association of U.S. Embassy N’Djamena (hereinafter referred to as the “Association”) and _____________________(hereinafter referred to as the “contractor”).

The Association has need of certain services to be undertaken at the Embassy cafeteria (_________________).  The contract states the terms and conditions under which the contractor agrees to perform the necessary services.

NOW, THEREFORE, the parties hereto agree as follows:

Article I:  Services to be Performed

The contractor shall furnish personnel, materials, and services, except as are provided by the association, necessary for the performance of the services of dispensing food, nonalcoholic beverages, and snacks, described by the terms of this contract. The contractor shall perform the services required by the terms and condition of this contract in accordance with procedures approved by the authorized representative of the Association.  The Association may, from time to time, issue instructions to the contractor on the schedule, location, and operation of the services to be performed under this contract.

Cafeteria

 General DescriptionThe cafeteria has a large kitchen with walk in freezer, high-tech commercial equipment and stove, and seating for patrons. Breakfast is served Monday – Friday from 0730 – 0930 hours; Lunch is served Monday – Friday from 1215 – 1415 hours; Dinner is preordered and for take-out at lunch. Patrons comprise Embassy staff and visitors.  An average of 75 meals are served daily.

 Food preparation and serving services

  1. The contractor shall perform the services required by the terms and condition of this contract in accordance with procedures approved by the authorized representative of the association. The association may, from time to time, issue instructions to the contractor on the schedule, location and operation of the services to be performed under this contract.
  2. The contractor shall establish and maintain adequate supervision of all employees assigned to

the services performed under the provisions of this agreement.  For each of the services to be supplied separately by the contractor, the contractor shall designate a supervisory employee.  All reports required of the contractor, and any instructions provided to the contractor, must be transmitted by and through such designated employee.

  1. The contractor shall present weekly menus on Monday mornings for distribution. Meals should include vegetables, meats, fish, fresh fruits, salads and carbohydrates. No use of trans fatty oils are permitted. Healthy food labeling color code system should be used. The Association must approve in writing all initial food pricing and any increases.
  2. Foods must be cleaned properly per decontamination standards. All perishable items must be kept refrigerated. Items of different types, such as meats, fish, poultry, and vegetables, should not be prepped simultaneously on the same counters to avoid contamination. Vegetables should be prepped together; meats of different types should be prepped separately, i.e. beef and fish should not be prepped at the same time on the same countertop. Prepping areas must be sanitized with bleach after preparing/cutting each item of different types.
  3. Daily temperature logs are to be maintained.
  4. The contractor must ensure the cafeteria is clean and sanitary. This includes all customer eat areas as well as cooking and prepping areas in the cafeteria. Dish-towels and dish washing materials must be cleaned daily and as deemed necessary; refrigerators and freezers must be defrosted and cleaned weekly and as needed; floors must be kept clean and free of food; customer tables and seats must be cleaned after each patron; food preparation and service areas are to be cleaned daily and as deemed necessary; the kitchen is to be degreased often; trash must be contained and disposed of properly. Trash pickup is the responsibility of the Association; however, it is the responsibility of the contractor to notify the Association if trash needs to be removed.

Failure to keep any of the facilities in a clean condition may result in the withdrawal of the privilege of using such facilities.

 

  1. The cafeteria will be subject to unannounced sanitation inspections. Critical violations are to be corrected within 24 hours, noncritical, within 1 week.

Article II:  Contractor Personnel

  1. The contractor shall recruit, hire, and train all individuals required in the performance of the work specified under the terms of this contract. Prior to the time when an individual is assigned to work under this contract, the contractor shall furnish the Association with the name and qualifications of such individual.  No individual may commence work under this contract without the express approval of the Association or its authorized representative. The contractor and all employees are required to attend food safety handling courses when presented by the Association.
  2. The contractor shall provide for himself, prior to the start of this contract, a recent Chest X-ray exam result for the purpose of ruling out tuberculosis (TB) or other lung disease, lab tests (to include hepatitis A, B, C; HIV, etc.), proof of immunization for hepatitis A and B and typhoid, and stool sample test results– the Association requires 3 separate stool test results. Any employee of the contractor prior to starting work under this contract must also provide a recent Chest X-ray exam result to rule out TB or other lung diseases, lab tests, proof of immunizations for hepatitis A and B and typhoid, and stool sample test results—the Association requires 3 separate stool test results.  Subsequent stool testing will be requested of contractor and his employees if deemed necessary by the Association.  Typhoid boosters are required every 2 years if employees are at risk for infection.

Both the contractor and employees may be temporarily suspended from work if their examination results show for example TB, parasites, or other food or water related communicable infections or diseases.

  1. Handwashing is required of all employees. It must be done properly and often. The contractor must insure that all employees know the right way to wash hands and are washing hands before and after any activity that can spread germs. The Health Unit should be consulted on proper technique.
  2. The contractor shall require that each employee assigned to work under this contract sign, or otherwise acknowledge, a statement that he or she is neither employed by the association, the United States government nor the Embassy and is not entitled to any rights or benefits which would accrue to a U.S. government employee or as an employee of the Association.
  3. The contractor agrees to assign to work under this contract only those employees previously reviewed and approved for a security clearance by the Embassy. In connection with this requirement, the contractor shall furnish, (on forms provided by the Embassy), a personal history and 3 references each (names and addresses of persons/places worked, contact information…) for all employees the contractor proposes to assign to work under this contract. The contractor will be required to have a minimum 4 years’ experience in restaurant management and services and knowledge of operating computerized and advanced restaurant equipment. S/he will also be required to provide at least 3 work references.  The contractor will be responsible for paying all costs for the required security certification investigation of all employees.
  4. The contractor agrees to evaluate the competence of all employees assigned to work under this contract. The contractor shall evaluate each employee after the employee’s first three months of employment and annually thereafter. The contractor shall report the results of such evaluations to the Association.
  5. The contractor agrees to assign to services under this contract only those individuals who are physically fit for the satisfactory performance of the required duties. Individuals must wear clean clothes daily, a distinctive item of clothing (such as hat or badge) and adhere to US government hygiene standards. All persons preparing or handling food must wear hair nets or caps.
  6. The contractor shall be responsible for maintaining such standards of employee competency, conduct and appearance as are satisfactory to the Association. Upon written request to the contractor, the Association may require that the contractor discipline, or, where appropriate, immediately terminate, any employee whose conduct indicates:

(1) Insubordination

(2) Failure to comply with rules or instructions

(3) Negligent or unauthorized use of association equipment, material or property

(4) Misconduct (including drunkenness, drug use, fighting…)

(5) Repeated unexcused tardiness, absence, abuse of sick leave

(6) Not properly attired or following hygienic procedures

 

  1. The contractor shall prepare and maintain adequate payroll records pertaining to each of its individual employees. Such payroll documents shall contain information including, but not limited to, the name of the employee, daily log of hours worked, rate of pay per day, gross pay and payroll deductions.

Article III:  Responsibility of the Contractor

  1. The contractor shall be solely responsible for the funding and payment of all salaries, fringe benefits, social welfare and social security charges, workmen’s compensation insurance, bonuses, legal holidays, approved overtime, annual leave, sick leave, and any other charge of whatever nature related to the performance of services required under this contract. The contractor shall furnish the Association, upon its request, evidence sufficient to verify fulfillment of such obligations.
  2. The contractor hereby assumes absolute liability for any and all personal injuries and/or property damage suffered due to the negligence of the contractor’s employee in the performance of the services required under this contract.
  3. The contractor hereby indemnifies and holds harmless the Association from and against all losses and all claims, demands, payments, suits, actions, recoveries, and judgments of any nature brought or recovered against the Association or the contractor or its employees in the performance of the services required under this contract.
  4. The contractor agrees to fully comply with all provisions of local law. The contractor shall ensure that all employees assigned to work under this contract are fully covered as to any and all employee benefits mandated by local law, benefits which may include, may not be limited to, retirement payments, severance or other termination of employment payments, work casualty insurance and disability insurance.  Where required by local law, the contractor agrees to withhold personal income taxes and all other employment related taxes, such as CNPS, from the salaries and wages of all its employees assigned to services described herein and the contractor shall deposit such withheld payments, with all necessary supporting documentation, with the proper local authorities.
  5. If the local law or decree requires that one or both parties to this contract register it with the designated authorities to ensure compliance with such law or decree, the entire burden for such registration shall rest with the contractor. Any local or other taxes which may be assessed against this contract shall be payable by the contractor.  The contractor shall maintain and record relevant documentation of compliance with local law and payments to local authorities.

 Article IV:  Fixed Fee and Charges

The contractor shall pay to the Association the fixed fee of 150,000 CFA per month on

the last working day of each month beginning ___________________________ and

ending_____________________________.  All payments made under the terms of this

contract shall be payable in CFA. The Association does not guarantee or promise the

contractor a specified number of sales.

 

Article V:  Equipment, Property, and Materials

  1. Unless otherwise stipulated in writing, the Association shall furnish all kitchen equipment to include stoves, ovens, fryers, other designated food service equipment, tables, chairs, air conditioning, refrigerators, sinks with running water, cabinets, exhaust fans, trash cans and trash liners, lighting and replacement bulbs, and fire extinguisher.

Contractor will not use any equipment that they have been directed not to use in writing.

  1. The contractor agrees to ensure that its employees use property furnished by the Association only for such purposes, and in such manner, as shall be acceptable to the Association.
  2. The contractor agrees to maintain, protect and store property furnished to it by the Association in accordance with procedures approved by the Association.
  3. The contractor agrees to repair or replace Association property lost or damaged through the negligence of its employees and agrees to bear the costs of such repair or replacement. In the event of such damage or loss, the contractor shall notify the Association and the Association shall direct the contractor to repair, or at the option of the Association to replace the damage or lost property.  The Association will repair association owned equipment that is faulty due to normal wear and tear at the contractor’s request.
  4. The contractor will provide all materials needed to prepare and serve meals for the cafeteria at their own expense: cooking utensils, pots, pans, plates, glasses, flatware. In addition, the contractor is expected to supply all condiments, napkins, and cleaning supplies needed for meal preparation and cafeteria cleanliness.
  5. The contractor shall not perform any catering services for customers outside the normal breakfast and lunch timelines without the prior approval of the Association Board. Breakfast is served Monday – Friday from 0730 – 0930 hours; Lunch is served Monday – Friday from 1215 – 1415 hours; Dinner is preordered and for take-out at lunch.

The contractor has the right to sell snack items outside of breakfast and lunch hours and to sell take-out items for dinner.

  1. The contractor must notify the Association at least 6 working days in advance of any schedule changes that will affect normal cafeteria hours. Emergencies require immediate notification.

Article VI:  Insurance

As required by the Association, the contractor agrees to immediately obtain, and maintain thereafter, comprehensive liability insurance and such other insurance as the Association may require. All insurance required pursuant to this article shall be in such form, in such amounts, and for such periods of time as the Association may require, and only with those insurers approved by the Association.  The contractor shall provide adequate verification of such insurance coverage.

 Article VII:  Inspections and Reports

  1. The Association, or its designated representative, shall have the right to inspect, in such manner and at reasonable times as it deems appropriate, all activities of the contractor and otherwise arising in the course of the contractor’s undertakings under this contract. The contractor shall be responsible for complying with the recommendations of such inspections and shall take prompt action to remedy any deficiencies noted in such inspections.
  2. The contractor agrees to institute a periodic inspection schedule to ascertain that all services required by this contract are being performed in accordance with its terms. Any deficiencies or substandard conditions identified in such inspections shall be promptly corrected and improved, and any conditions beyond the responsibility of the contractor shall be brought to the attention of the Association for its appropriate disposition.
  3. At the request of the Association, the contractor shall prepare written reports summarizing inspection findings, including deficiencies noted, irregularities encountered, repairs or services needed, improvements recommended, or corrective actions completed. The subject of such written reports need not be limited to inspection results and may, at the discretion of the Association, include any matter to the services under this contract.

Article VIII:  Records and Accounts

  1. The contractor shall maintain a set of accounts, records, documents, and other evidence sufficient to identify and verify all costs incurred, and the receipt, use and disposition of all association property provided to the contractor under this contract. This system of accounts shall be consistent with methods and procedures approved by the Association.
  2. The Association, through its designated representatives, shall have the right to examine, review and audit any and all records of accounts related to this contract. The contractor shall retain its books and records pertaining to this contract for a period of at least five years after the stated period of performance.

 

Article IX:  Authorized Representatives of the Association

  1. The Association hereby designates the following individual(s):

Amanda Cranmer                                          Chairperson

Tim Johnson                                                   Secretary

Ryan McMillan                                              Treasurer

Miyoshi Smith                                                           Vice Chairperson

as its authorized representative(s) for the purpose of administrative control and approval, compliance verification and any other matters related to this contract.  The Vice Chairperson will be the Contractor’s primary point of contact.

  1. At the discretion of the Association, any duly authorized representative of the Association under this contract may be delegated this authority, provided that the contractor has been given written notice of such delegation.

Article X:  Disputes

The Association, who shall reduce such a decision to writing and shall furnish a copy thereof to the contractor, shall decide any dispute concerning a question of fact, which is not disposed of by the terms of this agreement.  The decision of the Association shall be final and conclusive unless, within 30 days from the date of receipt of the decision of the Association, the contractor submits to the Association a written appeal to the Chairperson of the Association.  The Chairperson, or designee(s), shall be the final arbiter and judge in all such disputes.

In the event of any inconsistency between the English language translation of this Agreement and any other language translation, the English language translation shall take precedence.

Article XI:  Suspension

The Association may suspend any part of the requirements of this contract for such period of time as may be determined to be necessary or desirable for the convenience of the Association.  Unless otherwise specified, such action shall take effect immediately upon written notice from the Association to the contractor.

 Article XII:  Termination

  1. The Association may, at its convenience, terminate this contract, or any part therefore, for such cause considered appropriate by the Association. Unless otherwise specified, such action shall take effect 60 days from the receipt of written notice from the Association to the contractor. The contractor at his own expense must remove all personal property within this time period.
  2. In the event that the Association determines that the contractor has engaged in fraudulent or dishonest business practices, the Association may, at its discretion, terminate this contract, or any part thereof, immediately and without prior notification to the contractor. The contractor at his own expense will have 5 working days to remove all personal property.

Article XIII:  Assignment

The contractor shall not assign or transfer this contract, or any part thereof, any interest therein or claim thereunder, except with the express written authorization of the Association.

Article XIV:  Amendments

This contract constitutes the entire agreement between the parties.  No amendments or modifications to this contract shall be given force or effect unless such agreement is executed in writing and signed by the parties hereto.

Article XV:  Period of Performance

A period of performance under which this contract shall be performed shall commence on ________________and shall expire on__________________.  Performance may be extended for additional periods of time by the mutual written agreement of the parties.

IN WITNESS WHEREOF, the parties have executed this contract.

 

_____________________________________        __________

ENEA Chair,                                                            Date

 

_____________________________________        __________

Contractor,                                                                 Date

 

 

Section II

TENDER PREPARATION INSTRUCTIONS, EVALUATION OF TENDERS, AND AWARD SELECTION

 

  1. INSTRUCTIONS ON TENDER PREPARATION
  2. Email a legible copy of the tender to enable the Employee Association (EA) to make a thorough evaluation. The tender package shall be emailed and clearly identify company name and manager and address. Identify and explain any deviations, exceptions, or assumptions taken regarding any of the instructions or requirements.
  3. Submission Deadline. Submit the complete tender by 28 July 2017 at 2000 hours local to NdjamenaFoodServices@state.gov

 Contents of Tender. Address the following areas in the order shown below in Part 1 and Part II

 PART I

 Administrative

The tenderer must:

  • Provide a single point of contact for all correspondence relating to the tender, including email address, postal address and telephone number; give details of your company history and profile, including financial information
  • Provide examples of similar recent contracts you have worked on, over the last 3 years (include dates, names, telephone numbers and other contact information) and reason for termination
  • Submit a copy of Health & Safety policy
  • Submit a copy of Insurance

 Business / Technical

 The tenderer must provide a business plan which includes the following:

  • Details about the bidder and their experience.
  • Details of the product, including a sample menu and suggested prices (Embassy surveys have indicated a preference for quick and light meals and snacks such as: Breakfast sandwiches; traditional breakfast soup; salads; American and Local lunches, dinners and sandwiches).
  • Elaborate on how the services will be provided to the public, including specified day-to-day contact person and team coordination.
  • Provide details of how you would manage the staffing of the café including copies of any applicable policies and procedures.
  • Inform us of your previous experience in running and managing a café, including the ability to cater for larger events.
  • Specify how you will ensure quality control of the services throughout the contractual period.
  • Provide any other relevant documentation proving that rules and regulations are followed in the field of catering services.
  • The most recent set of Accounts (Describe your company’s financial condition and capability).

PART II

 Performance

             The tenderer must:
Include ability to operate U.S. Embassy cafeteria equipment listed in Section III, standards, operating requirements, sanitation training programs, inspection procedures, frequency schedules, and management reports.

Discuss use and inventory programs for all equipment and supplies used in performance of the Agreement.  A preventative maintenance program shall include repairs, replacement, and other capital rehabilitation work (See Cafeteria Equipment List in Section III).

  1. Additional Procedures

 Amendment of Invitation to Tender

If this Invitation to Tender is amended, all terms and conditions not amended remain unchanged.

 Media of Tenders

Telegraphic and facsimile tenders are not acceptable.  After receipt of tenders, negotiations may be held.  Additionally, individuals/companies submitting tenders may be requested to provide an oral presentation or even food/beverage samples.

  1. Timeliness of Tenders

Tenders must be received at the place designated for receipt of tenders, not later than the time and date specified in this Invitation to Tender.  No tender received after the due date and time will be considered.

 Site Visit and Conference

There will be a site visit and a conference that will allow interested parties the opportunity to pose any questions they may have concerning the invitation for tenders and to view the site where the services are to be provided.  This visit and conference will be held on 13 July 2017 from 1000 – 1200 at the U.S. Embassy.  Please email us at NdjamenaFoodServices@state.gov with the names, telephone numbers and email addresses of a maximum of two individuals from your firm who wish to attend the site visit and conference.  Questions regarding this invitation for tender should also be submitted via email at least two days before the scheduled date of the conference and site visit.

III.      EVALUATION OF TENDERS AND SELECTION FOR AWARD

 Evaluation

To be acceptable and eligible for evaluation, tenders must be prepared following the instructions in Section II, Part I and Part II, above and must meet all the requirements set forth in the other sections of this Invitation to Tender.  All tenders will be evaluated using the information presented as requested in Section II, “Instructions on Tender Preparation – Contents of Tender”.

  1. Selection for Award

Award selection will be based on the best approach, taking into consideration the desire for quality service at reasonable menu prices, in combination with past service quality and experience.  The Employee Association may award this Agreement solely on the basis of the evaluation of the initial offers, without any negotiations, request for samples, or oral presentations.  Therefore, tenders should be submitted on the most favorable terms possible.

  Section III

Cafeteria Equipment

Please click here to see Equipment schedule.286 KB