Pamantasan Ng Lungsod Ng Maynila Tender

Description The Pamantasan Ng Lungsod Ng Maynila, Through Its Resource Generation Office Is Now Inviting All Interested Concessionaires Who Are Willing To Operate As Food Hub Operator/canteen Concessionaire And Offer Their Services For Three (3) Years, To Submit Their Proposal Subject To The Required Terms And Conditions Stated In The Terms Of Reference (tor). All Interested Concessionaires Must Submit The Proposal And Other Documentary Requirements Stated In The Tor Until 26 September 2024, Monday. For More Details And Other Concerns, Please Coordinate With Rgo: Resource Generation Office Telephone No.: 84040377 Email : Rgo@plm.edu.ph Terms Of Reference For Food Hub/canteen Concessionaires Rationale The Pamantasan Ng Lungsod Ng Maynila (plm) Needs The Services Of A Food Hub Operator With At Least 10 Concessionaires That Would Operate As The Main Canteen And Provide Meal Selections Inside The University Campus In Intramuros, Manila. The Food Hub Shall Cater To The Food Requirements Of The Officials, Employees, Students, And Guests Of The Plm And Shall Charge Rates Within The Agreed Ceiling To Be Determined After The Conduct Of The Selection Process. The Food Hub Will Have A Manager/operator Who Will Act As The Administrator In Charge Of And In Control Of The Operations Of The Concessionaires, That Is In Compliance With The Rules And Regulations Set Forth By Plm, And Solely Responsible To Plm. Scope 1. The Canteen Facilities Shall Be Intended For Canteen Operations Only. The Food Hub Will Have A Manager/operator, Who Will Be Responsible To Plm With Reference To Payment Of Rental For The Whole Space And With All The Requirements Of Plm And Obligations Appurtenant Thereto. 2. The Selection Of The Food Hub Operator Shall Be Undertaken By The Plm Resource Generation Office (rgo) While Sourcing And Screening Of The Concessionaires Shall Be Undertaken By The Food Hub Operator In Concurrence With Plm. 3. The Selection Of The Food Hub Operator And Concessionaires Is Not Covered By Republic Act No. 9184. Prospective Food Hub Operator Shall Be Invited To Submit Proposals For The Food Concession Through Notices In The Plm Website, Letters, Email And/or Other Means. These Terms Of Reference (tor) Shall Be Attached To The Request For Proposals As Basis And Guidance For The Preparation Of The Proposals By The Prospective Food Hub Operator. 4. The Operation Of The Canteen With The Food Hub Operator Shall Be Subject Of A Concession Agreement Between The Plm, Represented By The University President, And The Food Hub Operator, Represented By Its Proprietor Or President. This Tor Shall Form An Integral Part Of The Concession Agreement. Pre-qualification Interested Food Hub Operator Must Submit The Following Documentary Requirements On Or Before The Deadline For The Submission Of The Proposals To Pre-qualify: 1. Valid Registration Certificate Issued By The Department Of Trade And Industry (dti), Securities And Exchange Commission (sec) Or The Cooperative Development Authority (cda), As The Case May Be 2. Valid And Current Mayor’s Permit 3. Audited Financial Statement Duly Stamped Received By The Bureau Of Internal Revenue (bir) For The Preceding Calendar Year Which Should Not Be Earlier Than Two (2) Years From The Date Of Submission Of The Proposal 4. Valid Tax Clearance 5. Duly Notarized Secretary’s Certificate Or Special Power Of Attorney As Proof Of Authority Of The Signatory 6. Proposed List Of Concessionaires And Their Specialty. A Sample Menu For Breakfast, Lunch, And Snacks From Monday To Saturday, For At Least One (1) Month 7. Duly Accomplished Proposal Form (annex C) Post-qualification 1. Proposals That Meet All The Pre-qualification Requirements Above Shall Be Subjected By The Plm Rgo To The Following Post-qualification Processes: 1.1 Prospective Food Hub Operator Shall Bring Samples Of The Meals That Its Concessionaire Intends To Provide In Its Proposal Either Classified As Breakfast, Lunch, Snacks Or Dinner. 1.2 The Meals Shall Be Sufficient For The Representatives Of The Rgo Members To Taste. 1.3 Each Meal Shall Be Evaluated Based On The Following Criteria (annex D): A. Taste And Freshness – 50% A.1 Palatability And Savor Of The Dishes — 25% A.2 Freshness Of The Ingredients And Flavor — 25% B. Quality Of Serving, Including Presentation — 25% B.1 Application Of Right Cooking Time And Temperature, I.e., Neither Overdone Nor Underdone, Texture Of Dishes — 12.5% B.2 Appearance – 12.5% C. Reasonable And Affordable Price – 25% 1.4 A Minimum Total Score Of At Least Ninety Percent (90%) Must Be Obtained To Qualify As Concessionaire. Concession Agreement 1. A Concession Agreement Shall Be Entered Into Between The Plm, Represented By The University President, And The Food Hub Operator, Selected And Recommended By The Plm Rgo. 2. The Concession Agreement Shall Cover A Period Of Three (3) Years Subject To Annual Evaluation. 3. The Plm May Terminate The Concession Agreement Before The Expiration Of The Term If The Food Hub Operator And/or Its Concessionaire Violates Any Term Of The Agreement. 4. Six (6) Months Prior To Expiration Of The Concession Agreement, The Rgo Shall Conduct A Final Performance Appraisal. A Satisfactory Rating Shall Give The Concessionaire The Option To Renew The Agreement, Subject To Escalation Of Rental Rates. 5. An Unsatisfactory Rating Shall Mean The Concession Agreement Shall No Longer Be Renewed. In Such Case, The Plm Shall Open The Selection Process Of A New Food Hub Operator And Composition Of Its Concessionaires. However, Until And Unless A New Food Hub Operator Is Selected And Is Ready To Take Over, The Concession Agreement Shall Be Considered Renewed On A Month-to-month Basis. Responsibilities Of The Food Hub Operator 1) Operations Management – Overseeing The Day-to-day Operations Of The Food Hub, Which Includes Coordinating With Concessionaires, Managing And Ensuring Smooth Operations, I.e., All Vendors/concessionaires Should Be Operating In All Days Where There Are Students, Faculty, Employees And Visitors Present In Plm And Prescribe Operating Hours Of The Concessionaires. 2) Financial Management - Handling Financial Aspects Such Fulfilling Financial Obligations To Plm. It Also Involves Timely Remittance Of Utilities Fees To Plm. Clearly Outline The Financial Arrangements, I.e., Rental Rates And Other Financial Obligations That The Concessionaires Must Adhere To. Pay The Specified Monthly Rental On Time Without Need Of Demand. Any Obligation Of Which Is Unpaid When Due Shall Bear Interest At The Rate Of Twelve Percent (12%) Per Annum And Shall Further Be Subject To A Penalty Charge Of Twenty-five Percent (25%) Per Annum. 3) Vendor Management - Recruiting, Onboarding, And Managing Relationships With Concessionaires, Suppliers, And Other Vendors. This Includes Negotiating Contracts, Setting Quality Standards, And Ensuring Compliance With Plm And Health Regulations. 4) Marketing And Promotion - Developing And Implementing Marketing Strategies To Attract Customers To The Food Hub. This Could Involve Social Media Marketing, Event Planning, And Partnerships With Local Businesses Or Organizations. 5) Customer Service And Quality Standard - Ensuring A High Level Of Customer Service By Addressing Customer Inquiries, Feedback, And Complaints. This May Involve Training Concessionaires’ Staff On Customer Service Best Practices And Proper Food Handling. 6) Compliance And Regulations - Ensuring That The Food Hub Complies With All Relevant Health And Safety Regulations, Licensing Requirements, And Other Legal Obligations. 7) Reporting - Monitoring Performance Of Concessionaires To Track The Success Of The Food Hub And Identify Areas For Improvement And Provide Semestral Report To Plm Administrators. Overall, The Food Hub Administrator Plays A Crucial Role In Managing All Aspects Of The Operation To Ensure Its Success And Sustainability. Obligations Of The Concessionaire The Concessionaire Shall Carry Out The Services Specified In This Tor That Considers The General Welfare And Wellbeing Of The Plm And Of Its Students And Personnel Shall Be The Utmost Consideration In The Performance Of The Said Services. The Concessionaire’s Obligations To The Food Hub Operator And Plm Shall Include, But Need Not Be Limited To, The Following: 1. Securing All Applicable Licenses And Business Permits As May Be Required By Government Agencies And/or The Local Government Unit In The Operation And Management Of The Concession. Said Licenses And Permits Should Be Posted In The Space Occupied. 2. Use The Premises And Facilities Of The Concession Exclusively For The Purposes Provided Under Its Concession Agreement With The Food Hub Operator. Transfer Or Assignment Of The Concession Agreement And/or Any Space/facilities Of The Concession To Other Parties As Well As Use For Catering Services For Outside Clients Are Not Allowed. 3. Post Its Menu For The Day, Including The Price Of Each Food In Conspicuous Places Inside The Canteen. 4. Conduct A General And Thorough Cleaning Of The Premises And Equipment At Least Once A Week. 5. Maintain Utmost Cleanliness And Proper Hygiene In The Preparation, Handling And Serving Of Food, And Ensure That The Quality Of All The Foods Served/sold, Either Raw Or Processed, Complies With Prescribed Sanitation Standards. 6. Maintain The Cleanliness And Sanitation Of The Plm Canteen Facilities And Equipment. 7. Exercise Utmost Diligence In The Stewardship Of The Concession Premises, Equipment, And Facilities By Turning Off/unplugging All Electrical Appliances And Lights At The End Of Each Operation Hours. 8. Provide Canteen Customers With An Adequate And Free Supply Of Potable Water With Dispenser And Ensure That The Water Dispensers Are Regularly Cleaned And Maintained. 9. Defray The Cost Of Water And Electric Utilities, As Billed By Plm And/or Food Hub Operator. 10. Practice Proper Waste Management, Including Segregation Of Biodegradable And Non- Biodegradable Waste And Disposal Of Garbage, Including Observing And Complying With The Plm’s “single-use Plastic-free” Policy (pao No. 9, Series Of 2020). 11. Provide Canteen Manpower Complement And Ensure That Personnel Wear Appropriate Attire With Mouth Guard And Hand Gloves At All Times. Concessionaire’s Staff 1. Concessionaire’s Staff Must Have At Least Six (6) Months Of Relevant Training And/or Work Experience. 2. Valid Health Clearances Must Be Presented. All Concessionaire Staff Must Be Fully Vaccinated From Covid-19 And Other Applicable Health Vaccines. 3. All Concessionaire Staff Are Expected To Be Courteous To All Plm Personnel, Students And Guests At All Times. 4. All Concessionaire Staff Must Wear Identification Cards To Be Issued By Plm. 5. During Operating Hours, All Concessionaire Staff Must Wear Official Uniform To Be Provided By The Concessionaire Or Food Hub Operator, Use Food Mouth Mask Or Spit Guard, Face Mask, Hairnet, Plastic Hand Gloves, Apron And Appropriate Footwear (closed Shoes) While At The Premises Of The Concession. Obligations Of The Plm The Plm, At Its Own Expense, Shall: 1. Provide A Total Of One Hundred Sixty (160) Square Meter Space For The Concession With The Following Amenities: A. Wash Area/water Supply B. Kitchen/preparation Area/pantry C. Electricity Supply 2. Undertake All Needed Major Plumbing, Electrical And Carpentry Repairs. 3. Set Reasonable Price Ceilings For Meals And Drinks To Be Served By The Concessionaire. Upon Request Of The Food Hub Operator/concessionaire, The Rgo Shall Evaluate Requests For Meal Price Adjustments Based On Price Increases Of Commodities And Give Its Recommendation To The Vice-president For Administration (vpa) And The Vice-president For Finance (vpf) For Approval. 4. Have The Right At Any Time To Require Replacement Of Deployed Concessionaire Staff Found To Have Committed Infractions Against, Or May Pose A Danger To, The Plm, Any Plm Property, Or Plm Personnel Or Students. 5. Conduct Regular Monitoring On The Operation And Services Provided By The Concessionaire. The Rgo Shall Have Complete Access To The Concession Facilities And Premises At Any Given Time. 6. Conduct Client Satisfaction Evaluation Once Every Semester. The Concessionaire Must Have A Rating Of At Least Satisfactory. A Rating Lower Than Satisfactory Obtained In Two (2) Survey Periods Shall Be A Ground For The Termination And Replacement Of The Concessionaire By The Food Hub Operator After Giving At Least 30 (30) Days Prior Notice. The Concessionaire Shall Be Evaluated Using The Following Criteria: A. Service (25) Points A.1 Cleanliness And Orderliness (10 Points) – Neatness And Sanitation Of The Concessionaire’s Designated Part Of The Canteen, As Well As The Systematic Arrangement And Organized Services Of Its Staff. A.2 Courtesy Of Staff (5 Points) – Politeness And Respectful Behavior Of The Concessionaire’s Employees A.3 Hygiene (5 Points) – Physical Grooming And Cleanliness Of The Canteen Staff, Especially The Cook And The Food Servers. A.4 Food Handling (5 Points) – Measures Taken By The Canteen Staff To Ensure Safe Handling Of Food And Prevent Food-borne Diseases. B. Food Taste (50 Points) – Palatability And Savor Of The Dishes B.1 Quality (20 Points) – Freshness Of The Ingredients, Appearance, Texture And Flavor Application Of Right Cooking Time And Temperature, I.e., Neither Overdone Nor Underdone. B.2 Quantity (20 Points) – Sufficiency In Serving, Which Should Be Within The Minimum Weight Specified For The Meals. B.3 Variety (10 Points) – Ability To Serve Assorted Meals For The Two-week Menu Cycle C. Price (25 Points) C.1 Price Reasonability (25 Points) – Compliance With Price Ceilings Of Meals Agreed Upon In The Contract Or Price Increase Duly Approved By Plm. C.2 Variety (10 Points) – Ability To Serve Assorted Meals For The Two-week Menu Cycle C.3 Variety (10 Points) – Ability To Serve Assorted Meals For The Two-week Menu Cycle D. Price (25 Points) D.1 Price Reasonability (25 Points) – Compliance With Price Ceilings Of Meals Agreed Upon In The Contract Or Price Increase Duly Approved By Plm. D.2 Adjectival Ratings Based On Points Obtained Shall Be As Follows: Points Adjectival Rating 100 Outstanding 95-99 Very Good 90-94 Good 80-89 Satisfactory Below 80 Unsatisfactory D.3 Variety (10 Points) – Ability To Serve Assorted Meals For The Two-week Menu Cycle E. Price (25 Points) E.1 Price Reasonability (25 Points) – Compliance With Price Ceilings Of Meals Agreed Upon In The Contract Or Price Increase Duly Approved By Plm. Adjectival Ratings Based On Points Obtained Shall Be As Follows: Points Adjectival Rating 100 Outstanding 95-99 Very Good 90-94 Good 80-89 Satisfactory Below 80 Unsatisfactory Cash Deposit Upon The Signing Of The Concession Agreement, The Food Hub Operator Shall Provide Plm A Cash Deposit In The Amount Of Php 360,000.00 To Be Replenished Every Two (2) Months From Notice. Said Cash Deposit Shall Defray Payment Of Any Unpaid Utility Bills, Damages To The Concession Or Surrounding Premises And Equipment And/or Any Other Damages They May Result From The Negligence Or Willful Violation Of The Provisions Of The Concession Agreement, Without Prejudice To Any Other Actions That The Plm May Take Against The Food Hub Operator For Said Damages . Upon Termination Of The Concession Agreement And Issuance Of A Certificate Of Satisfactory Completion By The Plm, The Balance Of The Cash Deposit Shall Be Returned To The Food Hub. Other Conditions The Following Conditions Shall Be Strictly Enforced And Shall Form Part Of The Concession Agreement: 1. The Plm Shall At All Times Retain Complete Control Over The Plm Canteen And May Make Necessary Changes, Alterations And Improvements Therein, With Prior Notice To The Concessionaire Affected, If Necessary. 2. The Food Hub Operator And/or Concessionaire Shall Not Install Any Permanent And/or Wall-mounted Cabinets And Fixtures Within The Plm Canteen Premises, Or Make Alterations On Fixtures, Except Upon Prior Written Permission From The Plm, Through The Physical Facilities Management Office (pfmo). Any Costs Incurred In Connection With Such Authorized Installation And Alterations Shall Be At The Expense Of The Food Hub Operator/concessionaire. 3. The Food Hub Operation Shall Ensure That The Concessionaires Observe The Following: For All Take-out Orders, The Concessionaire Shall Use Recyclable Or Biodegradable Bags And Containers. The Concessionaire Shall Not Sell Or Allow The Consumption Of Alcoholic Drinks And Tobacco Products Within The Plm Canteen. 4. If The Plm Canteen Or Any Equipment, Furniture, Fixture Or Appliance Therein Owned By The Plm, But Provided For The Use Of The Concessionaire, Is Damaged By Fire, Explosion, Flooding Or Other Causes Due To The Fault Of Negligence Of The Concessionaire Or Any Of Its Staff, The Same Shall Be Repaired By The Food Hub Operator And/or Concessionaire At Its Own Cost And Expense. If The Concessionaire Is Not Able To Immediately Repair Said Damage To The Detriment Of The Operations Of The Plm, The Plm May Undertake The Repair, Subject To Reimbursement Of Costs By The Food Hub Operator And/or Concessionaire. 6. Upon Termination Of The Concession Agreement, The Food Hub Operator And/or Concessionaire Shall Turn Over All Plm-owned Equipment, Furniture, Fixtures And Appliances To The Plm In The Same State And Condition They Were Received By The Concessionaire, Allowing For Deterioration Due To Ordinary Wear And Tear. 7. Any Injury Arising From The Consumption Of Food, Condiments Or Drinks Served Or Sold By The Concessionaire At The Concession Or During Any Event Where The Concessionaire Is Called To Cater, Or From The Operation By The Concessionaire Of Its Designated Portion Of The Plm Canteen, Or From Any Act Done By Its Concessionaire Staff Within The Plm Premises, Shall Be The Sole Liability Of The Food Hub Operator/concessionaire Concerned. In No Case Shall The Plm Be Jointly Or Severally Liable In Such Cases. 8. Any Claim Of Employees, Agents, Workers Or Representatives Of The Concessionaire For Wages, Salaries, Employee Benefits Or Other Claims In Accordance With Labor Laws And Regulations Shall Be For The Exclusive Account Of The Food Hub Operator And/or Concessionaire. 9. In Case Of Court Cases Arising From Any Provision Of The Concession Agreement, The Parties Agree That The Venue For The Litigation Shall Be In Manila, To The Exclusion Of All Other Venues. Reservation Clause The Plm Reserves The Right To Review The Food Hub Operator’s Qualifications At Any Stage Should It Have Reasonable Ground To Believe That Any Material Misrepresentation Has Been Made Or If There Has Been A Change In The Food Hub Operator’s Capability To Undertake The Operation Of The Concession. The Plm May Terminate The Concession Agreement If The Plm Finds Any Such Misrepresentation Or That The Food Hub Operator Is Unable To Continue The Operation Of The Concession. Special Conditions The Food Hub Operator Should Take Into Consideration The Following: A. Rice Meal Concessionaires 1. Offer Breakfast Meals From 6:00 Am To 9:00 Am; Lunch Meals From 11:30 Am To 1:00 Pm And Dinner Meals From 5:00 Pm To 7:00 Pm. 2. Offer Meals Within The Affordability Of Employees And Students, With Prices Typically Ranging From Php 60.00 To Php 120.00. 3. Breakfast Meals Shall Consist Of The Following: A. One (1) Cup Of Rice/fried Rice B. One (1) Main Dish 4. Lunch/dinner Meals Shall Consist Of The Following: A. One (1) Cup Of Rice B. One (1) Main Dish C. Free Soup (if Applicable) 5. At Least Three Meal Choices Shall Be Provided And Should Include Options For Vegetarian Consumers. 6. An Option For Ala Carte Order For Main Dishes Should Also Be Available With A Maximum Price Of Php 50.00 For Meat And Fish Based Main Dishes And Php 40.00 For Vegetable-based Meals. 7. Cooking Shall Be Allowed On The Canteen Premises Using Electricity) Only. Food Preparation Must Be Done Beforehand, And Food Must Be Ready Fifteen (15) Minutes Before The Set Time. B. Drinks Concessionaires 1. Offer Drinks, Hot And Cold, For The Duration Of Canteen Operation Hours From 6:00 Am To 7:00 Pm. 2. Offer Drink Within The Affordability Of Employees And Students, With Prices Typically Ranging From Php 20.00 To Php 120.00. 3. Canned Fruit Juices And Canned Soft Drinks Must Also Adhere To The Above-mentioned Price Points. 4. Only Fruit Juices, Coffee, Hot Chocolate, Soft Drinks, Bottled Water And The Likes Shall Be Allowed. Selling Of Alcoholic Drinks Is Strictly Not Allowed. C. Snacks, Sandwiches And Others 1. Offer Meals For The Duration Of Canteen Operation Hours From 6:00 Am To 7:00 Pm. 2. Snacks And Other Food Groups Must Offer A Menu That Can Substitute Breakfast, Lunch And Dinner Meals For Employees And Students Who May Prefer Light Meals. 3. Offer Meals Within The Affordability Of Employees And Students, With Prices Typically Ranging From Php 50.00 To Php 100.00. 4. At Least Three Meal Choices Shall Be Provided And Should Include Options For Vegetarian Consumers.