Catering Services Provider Tender in Liberia - 41297516

Procurement Summary

Country: Liberia

Summary: Catering Services Provider

Deadline: 12 Mar 2020

Posting Date: 09 Mar 2020

Other Information

Notice Type: Tender

TOT Ref.No.: 41297516

Document Ref. No.: 002

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

55520000 - Catering services

Purchaser's Detail

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Tender Details

Request for proposals are invited for Catering Services Provider.
RFP No.: 002
Issuance Date: March 4, 2020
Due Date: March 12, 2020
DKT International is a registered, non-profit organization founded in 1989 to focus the power of social marketing on some of the largest countries with the greatest needs for family planning, HIV/AIDS prevention and safe abortion. By doing so, DKT has achieved tremendous health impact, and done it cost-efficiently. Although we work mostly in the private sector, we also support the public sector, often partnering with government health facilities to reach the total market.
The launch of DKT International`s programs in Liberia introduced some newly manufactured products and services to the public and mark a turning point in the country`s healthcare sector.
DKT, an International charitable non-profit organization that promotes family planning and HIV prevention through social marketing, officially launch its program in the country on September 5, 2019. This event follows a year of successful implementation of its family planning initiatives in the country.
DKT International Liberia is an institution that observed environmental and promoting healthy lives. DKT will consider proposal that will contain menu with vegetables and fruit, while we are trying to reduce the consumption of calories. DKT also encourage the use of dishes instead of plastic and Styrofoam while providing catering services.
DKT International Liberia is soliciting proposals from established, reputable CATERING SERVICES PROVIDER that have the capacity to provide catering services to DKT International Liberia program activities across the fifteen political division of Liberia.
PART A: INSTRUCTION
PART B: CLAUSES CERTIFICATIONS
A. INSTRUCTIONS

Please submit proposal hard copy copies requested by 5:00 PM Liberia Time on

March 12, 2020 to:

Senior Procurement & Logistics Officer

Devine Building, 1st floor

24th Street, Sinkor, Airfield shortcut

DKT International Liberia

[email protected] and [email protected]

The proposal should include separate technical and cost information detailed below.

1. Technical Proposal Requirement

Documents to be submitted by the Catering service provider

• Cover letter on the official letterhead indicating the list of documents attached with the

bid.

• Copy of current company registration and business certificate(s) with the requisite

governmental institution in Liberia indicating all the legal documents for operating in

Liberia, must be attached.

• Detail of branches/sub-offices across the country and the region, if possible

• Full names, email addresses and contact numbers for verification.

• Name of authorized person for dealing with DKT International Liberia country Office

and making correspondence on behalf of service provider

• Copy of tax clearance certificate indicating tax remittance to the Directorate of Taxation

in the Ministry of Finance for the last three years with TIN number.

• Documents such as the oath indicating that the firm/company has never been blacklisted

from any Government, Semi-Government, or Autonomous body.

• Company name and address.

• Length of time the quote is valid.

• Health certificate from the ministry of health, Republic of Liberia
2. Cost Information Requirements
The cost information must be in USD, including:
The CATERING SERVIC PROVIDER should include but NOT limited to, the following cost: Breakfast, coffee break, and lunch.
Scope of Work

• All proposals shall be submitted to the emails mentioned within the proposal

• The vendor shall provide catering service to DKT International Liberia across the entire

country Liberia in term of DKT program activities.

• The vendor shall provide catering service for health care practitioners between 500-600

people over the period of 10monhts.

3. AWARD BASIS

Proposal should be responsive to be considered for award, or they may be disallowed from

further consideration. Responsive proposals are submitted on time and include all information

requested.

DKT will evaluate responsive proposals considering a variety of factors including but not limited

to technical acceptability, delivery, price, and past performance. The award may be made on an

item-by-item basis or for all items together.

Technical 1(20 points)

Legal documents: All legal documents must be valid and submitted along with the proposal

which includes:

• Current business registration

• Current tax clearance

• And other related legal per the sector

• Health certificate
Technical (10 points)
• Degree to which the features of proposed model coincide with the desired features.
• Appropriate services: Services are beneficial and accepted.
Pre-finance (20 points)
• The ability of the vendor to provide the required services without requesting DKT to make any advance payment until works are completed
Payment term (10 points)
The time vendor will request payment from DKT, after completing the services. The approved payment term for DKT is net 30 days upon submission of invoice to DKT Past Experience (5 points)
▪ Duration (length and time, the CATERING SERVICE PROVIDER has been providing required services to other organizations, particularly INGO).
Delivery (10 points)
• Turnaround time (the time vendor will take to complete the entire services)
Past Performance References (10 points)

• References from clients who are benefiting such services

• Quality of previous business relationship with INGOs and DKT, if any.

Price (15 points)

• Economic value for money (Services required have monetary value relating to others

bidders or quality of services match the monetary value).

B. CLAUSES

1. DEADLINE

Proposals must be received by the designated deadline, or they may not be considered.

2. QUESTIONS OF CLARIFICATION

Interested companies should direct any questions about this RFP by email

[email protected]

Responses will be distributed to all RFP participants. All copies correspondence with DKT

pertaining to this RFP must reference the contact person and RFP number on Page 1.

3. OFFER VALIDITY

Your proposal must remain valid for a minimum of 365 days. Proposal should be signed by an

official authorized to do so.

4. LANGUAGE

The proposal, as well as correspondence and related documents should be in English.

5. NEGOTIATIONS

The most competitive proposal is requested. It is anticipated that the service contract will be

awarded solely on the basis of information received. However, DKT reserves the right to request

responses to questions and conduct negotiations with any potential vendor prior to awarding a

service contract..

6. REJECTION OF QUOTES

This document is a request for proposal only, and in no way obligates DKT to make an award.

DKT reserves the right to reject any and all offers received and/or to cancel the RFP. Vendors

whose proposal is not selected will be notified.

7. INCURRING COSTS

DKT is not liable for any cost incurred during preparation, submission, or negotiation of an

award for this RFP. The costs are solely the responsibility of the potential supplier.
8. REPRESENTATIONS AND CERTIFICATIONS

The proposal shall be accompanied by any requested representations and certifications

completed and signed by an official authorized by the potential supplier.

9. AWARD TYPE

DKT anticipates awarding a fixed-price service contract This will include the cost and

transportation. The award will include a statement of the total fixed price; the delivery date;

guiding DKT policies, and invoicing information. Any expenses incurred in excess of the agreed

upon amount will be the responsibility DKT International Liberia with justified documentation.

Therefore, provide the most competitive and realistic cost/budget proposal to cover all

foreseeable expenses related to the tasks outlined in this document.

10. FINANCIAL RESPONSIBILITY

Proposals must certify as to the financial viability and resources of the company to complete the

proposed activities within the period of performance and under the terms of payment mentioned

below. DKT reserves the right to request and review the latest financial statements and audit

reports as part of the basis of the award.

11. PAYMENT

DKT policy prohibits advance payment except for justifying reas

Payments will be made on the following basis:

▪ The supplier will submit an invoice for payment after being notified of receipt and

acceptance of the goods/services by the DKT Senior Procurement & Logistics Officer or

designee(s). Acceptance is predicated upon the compliance of the goods/services with the

specifications set forth in the Service contract

▪ The supplier will be paid an amount as stated on the service contract DKT payment cycle is

net 30 days upon receipt of vendor invoice.

▪ Should the supplier require payment along other terms and conditions, these will need to be

negotiated with DKT prior to final award and issuance of the service contract. Full

cooperation with DKT in meeting the terms and conditions of payment will be given the

highest consideration.

Invoice Requirements. Vendor shall submit an invoice prior to payment for goods or services.

Each invoice shall be numbered and shall include: (a) the Vendor’s name and address, dates of

performance and amount of payment requested; (b) a reference by number to this purchase order;

and (c) a description of the items for which payment or reimbursement is sought. Upon

acceptance of DKT, DKT shall make payment to the Vendor either in local currency purchased

by DKT at prevailing market rates, or by wire transfer of US Dollars to a local bank account held

in the name of Vendor. DKT shall not be liable for fluctuations in exchange rates after such

purchase of local currency or wire transfer of funds.

Relationship. It is understood and agreed that Vendor is furnishing services to DKT a

Documents

 Tender Notice