NATIONAL LIBRARY OF IRELAND REQUEST FOR TENDER APPOINTMENT OF CATERERS TO PROVIDE A CAFÉ SERVICE IN THE NATIONAL LIBRARY OF IRELAND

Transcription

1 NATIONAL LIBRARY OF IRELAND REQUEST FOR TENDER APPOINTMENT OF CATERERS TO PROVIDE A CAFÉ SERVICE IN THE NATIONAL LIBRARY OF IRELAND

2 2 INTRODUCTION AND SUMMARY OF REQUIREMENTS General The National Library provides a Café /catering facility in its premises in Kildare Street, Dublin 2. The café is situated on the ground floor of the National Library and currently provides a beverage/ lunch/ snack/ deli service for visitors to the Library and for staff. Tenders are invited for the provision of this service. The Café, which opened in 2004, is situated off the Library s Main Hall and is immediately adjacent to the Library s shop and the access route to the busy exhibition area. It is envisaged that the new contract will initially be for a period of two years. The Library may at its sole discretion extend the contract for further periods, subject to the total period not exceeding four years. The contract if extended will be subject to an annual review and will also be subject to termination terms. Site Visit Applicants are advised that viewing is essential and by appointment only. To arrange a visit to the Café please contact Sandra McDermott at or by smcdermott@nli.ie Hours of Operation The successful tenderer will provide a café service 5 and a half days a week during the following set hours Monday Wednesday: 9.30am 7.30pm Thursday Friday: 9.30am 4.45pm Saturday: 9.30am 12.45pm Opening hours are currently being reviewed with the possibility of extended opening on Thursday, Saturday afternoon, and opening on Sunday and public holidays, also on other as yet unspecified days eg Heritage Day, Culture Night. A café service will be required in these circumstances. Food Using the existing finishing kitchen, there will be an emphasis on providing a range of food which is of the highest quality and presentation. The successful tenderer will be expected to use fresh wholesome produce which will also be well balanced nutritionally. The menus provided must also offer value for money and include a self service menu for morning coffee, lunch and afternoon/evening snacks. It is envisaged that the menu would include soups, sandwiches, rolls, paninis, pastries, tea, coffee, soft drinks or wine/beer. Additional service provision may include the supply of light refreshments for Library meetings as well as catering for some after hour s Library functions subject to competitive rates and quality of menus which may include hot and/or cold buffet finger food or full dinner menus. Sample menus with indicative prices should be provided which reflect the requirements detailed above. Facilities The Library will provide plant and equipment and will be responsible for electricity, telephone, and water services.

3 3 The successful tenderer will responsible for the provision of crockery, cutlery and other light equipment necessary for the provision of a café service. Staffing Requirements The successful tenderer must employ a sufficient number of competent staff for the efficient operation of the café service. Health and Safety & Food Safety & Hygiene Regulations The successful tenderer shall undertake to comply with all appropriate Food, Safety and Hygiene Regulations and other Legislation Codes as appropriate. They shall comply with all Health & Safety Regulations and provide a site specific Safety Statement & Risk Assessment to the National Library of Ireland as required under the Safety Health and Welfare at Work Act 2005 Responsibility for cleaning The successful tenderer will be responsible for the cleaning of all equipment and areas in the café and will be required to provide details of procedures in relation to waste handling and disposal. The highest standards of hygiene will be expected. The successful tenderer will be required to provide details of staff training and competence in operational hygiene practices (including food storage and handling) and catering work generally. The contactor will also be required to submit proposals in relation to cleaning practices and the use, care and storage of cleaning materials. Responsibility for waste The successful tenderer will be responsible for the proper storage and removal of all waste from the café - including FOG waste and will pay all associated costs. Maintenance of equipment The successful tenderer will be responsible for the maintenance and repair of plant and equipment and will take reasonable care of this plant and equipment. Employment legislation The successful tenderer shall comply with all relevant employment legislation including legislation concerning equality and minimum wages. Furthermore, the successful tenderer must ensure that all staff retained under this contract have the right to work legally in this jurisdiction. When required, records detailing compliance with employment rights issues must be provided to the National Library of Ireland Insurance The Contractor will be required to indemnify the Library in the sum of 5 million against all actions, suits, claims, proceedings, costs or expenses in respect of any loss, accident or damage of any nature to any person or property arising out of the operation of the Café facilities. Financial Soundness The tenderer should provide sufficient information to demonstrate its ability to continue as a going concern. If requested, the tenderer must provide audited financial statements for the last 3 full financial years. The Library must also be given the right on an ongoing basis to audit the accounts of the successful company. Before a contract is awarded the successful tenderer (and agent, where appropriate) will be required to promptly produce a Tax Clearance Certificate

4 4 Preparation and submission of Tender The following information should be included with each tender proposal and must be completed in the English or Irish language or both. Operational Proposal The tenderer should submit an Operational Plan to include the following: full details of their Company s management structure and people employed. Outline proposals in relation to staff levels and training to ensure adequate resources to deliver a quality service proposals in relation to food storage, preparation, handling and presentation proposals in relation to cleaning and waste management, including disposal of waste cooking oils quality control measures in all areas of the operation to ensure best practice in the management of the service Financial proposal All costs must be quoted in Euro. The tender should propose 1. An annual licence fee which will be paid quarterly in advance, and also 2. A rate of commission on sales. It is also a requirement that a discount for Library Staff (roughly 120 in number) as well as for readers and members of the NLI Society will be offered. Factors such as discounts, menu pricing rate and other Library management expectations in relation to the type of service provided as well as an agreement in relation to shared costs, will be agreed before the commencement of the contract. QUALIFICATION AND AWARD CRITERIA Qualification Criteria Tenders (in the English or Irish language or both) will be examined initially by reference to the following: a) completeness of proposals and tender documentation b) tenderers must demonstrate that they have the experience and the ability to deliver a reliable, quality service and are required to provide details of referees. c) Confirmation of acceptance by the tenderer and any third parties of the conditions of tender described in the Notice to Tendering Companies (see below); d) A statement from the tenderer that none of the excluding circumstances of Article 45 of EU Directive 2004/18/EC applies to him/her (for further details on this Directive please contact: Sandra McDermott Tel: smcdermott@nli.ie Only those tenderers who satisfy conditions in relation to the above will be eligible for inclusion in the award process. Award Criteria The contract will be awarded from the qualifying tenders, on the basis of the most economically advantageous tender (subject to agreement on conditions of contract) applying the following award criteria:

5 5 quality of proposal including quality of service offered, proposed charges and proposed annual fee and rate of commission to the Library. Weighting: 65% demonstrated relevant experience, efficiency and performance on projects of a similar type and scope and the level of expertise of the personnel proposed for providing the service required (appropriate reference sites must be provided). Weighting: 25% ability to provide sufficient appropriate resources to begin operating the service on Monday 16 June Weighting: 10% Following initial evaluation of the tenders a short-listing process may be undertaken. In addition, some tenderers may be asked to make presentations or to attend meetings for the purposes of providing additional details concerning matters covered in their tender responses or for purposes of clarification of those tender responses. The National Library of Ireland does not bind itself to accept the tender with the lowest tender price or any tender and will not pay any compensation whatsoever in connection with the preparation and submission of tenders or subsequent presentations. Queries Requests for additional information or clarification on the content of this document should be addressed to: Sandra McDermott smcdermott@nli.ie. Phone: Submission of Tenders Tenderers should forward one (1) electronic copy and three (3) paper copies of the tender in a sealed envelope, marked "Tender for café/catering service, National Library of Ireland, and addressed to: Sandra McDermott Reader Services National Library of Ireland Kildare Street Dublin 2 smcdermott@nli.ie The deadline for submission of tenders is 12 noon (local time) Wednesday 14 May 2008 The name and address of the tendering organisation should appear on the outside of the envelope Tenders which are incomplete or delivered late will not be accepted The National Library will not be liable in respect of any costs incurred by tenderers in the preparation of tenders, including an electronic copy, or any associated work effort.

6 6 NOTICE TO TENDERING COMPANIES Contractual Arrangements Detailed contractual arrangements are not within the scope of this RFT. However, the following conditions should be noted: Any conflicts of interest involving a contractor (or contractors in the event of a consortium bid) must be fully disclosed to the National Library, particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the tenderer. Any registerable interest involving the contractor and the Board of the National Library, members of the Government, members of the Oireachtas or employees of the National Library or their relatives must be fully disclosed in the response to this RFT, or should be communicated to the National Library immediately upon such information becoming known to the contractor in the event of this information only coming to their notice after the submission of a bid and prior to the award of the contract. Freedom of Information The National Library of Ireland undertakes to use its best endeavours to hold confidential any information provided by any person or organisation in response to this invitation to tender, subject to its obligations under law, including the Freedom of Information Act 1997 and the Freedom of Information (Amendment) Act Please note that, in response to a request under the Freedom of Information Acts, information not identified as sensitive (with supporting reasons) could be released. Therefore, in responding to this invitation to tender, tenderers should identify the specific information which they do not wish to be disclosed, stating the reasons for its sensitivity. The National Library of Ireland will consult with tenderers about this sensitive information before making a decision on any Freedom of Information request received. Numbers of staff and visitors (annual) Staff: The Library has a staff of approximately 120 Main Reading Room 27,409 visitors Manuscripts Reading Room 3538 visitors Genealogy Service 9543 visitors Exhibitions/Visitors 39,336 visitors.