REQUEST FOR PROPOSAL

FOR
CAFETARIA SERVICE OPERATION

1
Need to be completed

Project Name or Description:

Company Name:

Address:

Procurement Contact person:

Telephone Number of PCP:

Email Address of PCP:

Fax Number:

2
Instructions to Respondents

1. Background .................................................................................................................. 4
1.1. Introduction .......................................................................................................... 4
1.2 Project Goals and Scope of manufacturing services ............................................ 4
1.3 Scope .................................................................................................................... 7
1.3.1 Contract services: .......................................................................................... 7
1.3.2 Equipment & Utensils: .................................................................................. 8
1.3.3 Cleaning: ....................................................................................................... 9
1.3.4 Service: ....................................................................................................... 10
2. Anticipated Selection Schedule ................................................................................. 11
3. Time and Place of submission of proposal ................................................................ 11
4. Project Timeline ........................................................................................................ 11
4.1 Late Proposals: ................................................................................................... 11
4.2 Proposal Rejection: ............................................................................................ 11
5. Elements of Proposal ................................................................................................. 11
5.2 Content of Proposals: ......................................................................................... 11
5.3 The successful respondent will: ......................................................................... 11
6. Evaluation Criteria ..................................................................................................... 11
7. Possible Roadblocks .................................................................................................. 11
8. Budget ........................................................................................................................ 11

3
1. Background

1.1.Introduction

Hayley’s PLC is a Sri Lankan multinational & diversified corporation operates with seven
broad segments such as Global Markets and Manufacturing, Agriculture, Power and
Energy, domestic and industrial lighting, Transportation and Logistics, Leisure and
Aviation, Consumer, and Investments and Services. Hayley’s operates with a workforce of
approximately 1800 employees.

Hayley’s is looking for the proposal of a catering company that was eligible for the
provision and operation of a full-service cafeteria. The Hayley’s renew this contract at the
end of the period and the extension is by mutual agreement between the contractor and
Hayley’s. Failure to meet deadlines in the submission or evaluation stage and objections to
the dates of project implementation can result in participant proposals not being considered.

1.2 Project Goals and Scope of manufacturing services

Project Goals

The main goal of this project is to collaborate with a catering company that is eligible for
the provision and operation of a full-service cafeteria at Hayley’s headquarters who can
serve 800 of head employees. Our goal is to work with providers who can help us get more
involved in nutrition services and support company initiatives to promote healthy lifestyles
and sustainable practices.

Hayley’s PLC issued an RFP to identify "catering providers". Catering contractor must be
qualified to offer a large amount of high-quality food that is served professionally and to
provide the best service.

If the offer is made in response to this RFP, Hayley’s PLC can sign a contract with the
contractor chosen to fulfill the general obligations of the cafeteria project. This RFP

4
contains details of the basic requirements for submission of proposals, evaluation of
proposals and the requirements that contractors will have when implementing the project.
This RFP also contains estimated data for various submission, selection and execution
process. Although this data is subject to change, the contractor selected will be informed
in advance and must be prepared to meet as per the requirements.

Successful providers are responsible for providing nutrition and catering services similar
to the following.

1. Provide meals and beverages for staff on daily basis, meetings, events, community
forums and more every day. And related devices needed to heat and sanitize.

2. Offer meal tasting on demand. Provide and arrange the equipment needed for events
such as Chinese, silver-ware, paper-ware, glass-ware, and etc.

3. Follow the health inspection requirements and adhere to ad-hoc health and safety
audits.

4. Provide properly trained, supervised and adequate staff for events, if requested.

5. Clean up after the events all food related items and remove all trash generated by
food preparation and serving and deposit in dumpsters.

5
Scope of the project

It is the desire of Hayley’s Group of Company to contract with one catering service
provider capable of successfully providing food at the Hayley’s cafeteria, in the existing
facility by utilizing the stations provided in the cafeteria space. The Food Catering Service
Company will be responsible for providing all labor, including management, supervision,
supplies, materials and additional equipment necessary to provide food services as
specified herein and in the proposal response.

The Hayley’s Group of Company is seeking proposals from well-established food catering
service companies that have a successful record and experience in providing food services
to comparable organizations. There is strong interest in providers who can offer interesting,
high quality and cost effective dining solutions for the associates, staff and managers of
Hayley’s Group of Company.

The Hayley’s is seeking to collaborate with a catering service provider who has a
commitment and a record of accomplishing outstanding catering service. Pleasant and
courteous staff members and who are willing to provide services within a pleasant
environment and work closely with Hayley’s staff to quickly and effectively resolve all
issues are desired.

Hayley’s Group of Companies is seeking a contractor that is committed to providing

affordable heathy breakfast, lunch and dinner options. Our associates and staff require
quality food at reasonable prices. The employees demands that food is available quickly,
value pricing as well as healthy alternatives.

The contractor should establish and maintain control over all aspects of the food service
operation. The Cafeteria will be operational on hours agreed by the company and the
successful proponent from Monday to Friday, with the exception of Statutory Holidays and
Company Holidays. Catering for on special events is handled through this area and must
be creative to support both organization and special events. Proposals should address both
associates and staff needs and how they may be satisfied as well as catering ideas to support
the continual company need.

6
1.3 Scope

1.3.1 Contract services:

This Service Provider Agreement (“Agreement”) is going to be made and entered

between successful proponent having its principal place of business (“THE
CLIENT”) and Hayley’s (Pvt) Ltd having its principal place of business at No.400,
Deans Road, Colombo 10, Sri Lanka.

1. Definitions

The “Duration” is the term or time period of this Agreement, which shall be ONE (1)
CALENDAR YEAR.

The “Commencement Date” is 16th July 2020 which shall be the date of commencement
of the term of this Agreement.

2. Duration of the Agreement

a) Performance under this agreement will commence on the COMMENCEMENT

DATE and shall terminate after the duration period noted above.

b) This Agreement may be renewed for a further period of one (01) year, upon terms and
conditions to be mutually agreed upon by the parties. The CLIENT shall provide the
confirmation of renewal to Hayley’s thirty (30) days prior to the expiry date of this
Agreement.

2. Statement of Work & Services

HAYLEYS will provide to the CLIENT the services related to cater their foods, which is
made available to the CLIENT by the premises known as ‘HAYLEYS’

7
2. Obligations of the Client

THE CLIENT hereby agrees to cater foods to the following CONDITIONS, which are
necessary to maintain the quality of FOODS. HAYLEYS may remove if the
CONDITIONS are not complied with.

3. A. 1. Suitable Category

FOODS must be in the suitable category selected from the list displayed in the FOOD
MENU.

3. A. 2. No Duplicates

FOODS with identical title, artwork and content must not be duplicated.

1.3.2 Equipment & Utensils:

Once the approval approved by the company side (Hayley’s Side), we are liable to supply
the necessary required equipment’s which are approved by the company side and as well
as caterers willing to have from company side.

Mainly the approved work area, it should be where employees mostly hangout and also it
should be near to the meeting room, which will be easy to clients to have their lunch or
snacks.

Tables and chairs will be provided to a limited amount since caterers has to exhibit their
own tables and chairs according to the proposal.

Catering equipment’s like cutlery items will be provided in a limited way, carpets, Disposal
liquids like mainly sanitizers, water trash cans, carpets and most important thing is
Decorations and Cleanliness in the work area. Decoration has to be in an attractive way to
the employees and clients.

8
 1.3.3 Cleaning:

The tasks of cleaning mainly relate to providing Hayley’s PLC with professional daily
cleaning services, supplying of the cleaning staff, material and disposing of food waste of
the cafeteria premises out of the building maintaining the core standards of the global waste
management practices within all Hayley’s PLC conglomerates.

Within the designated premises of Hayley’s PLC, selected company is required clean the
kitchen utensils, tools which is been to prepare meals for the Hayley’s staff. The detailed
tasks are outlined below.

 Cleaning of cafeteria premises. (Daily Basis)

Company is also required to clean the interior and reception at the main entrance of
cafeteria with appropriate detergent after breakfast and lunch services.

 Cleaning of cafeteria bathroom of the company. (Daily Basis)

Selected company has to clean toilet floors, plumbing accessories installed in the
designated staff washroom.

Clean mirrors, refill liquid soap, air-fresher with appropriate material.

 Cleaning of Kitchen and sundry (whenever required)

Clean kitchenware in the kitchen and cafeteria including dishwashing has to be properly
maintained with utmost clinginess. Placing of dishes, wiping dry dishes (Glasses,
teaspoons) has managed by the company.

 Deep cleaning of kitchen equipment and kitchen (once a week)

Cleaning of untreated areas.

Cleaning of kitchen shelves.

Cleaning storage rooms.

Pressure washing garbage bins.

9
Pressure washing of exhaust fans blades in the Kitchen and cafeteria.

 Upon completing daily cleaning tasks

Company has to check all windows and doors are closed.

Ensure all garbage bags are removed and kept in the designated areas out of the premises.

 Additional tasks.

Provide Hayley’s PLC administration team with the weekly monitoring plan along with
the checklist sheets updated daily by the company.

Use of appliances and cleaning materials. (Dish wash liquids, hand wash).

Hayley’s PLC housekeeping department will monitor and supervise the cleanliness of the
kitchen and cafeteria premises daily. Management has every right to inspect each premises
without prior notice to maintain high quality cleaning standards.

1.3.4 Service:

As Hayley’s we are expecting maximum service from your cafeteria during the contract
period. Staff who are going to work in cafeteria should be knowledgeable, polite, and
prompt and most importantly staff should present as clean, and tidy. Additionally, you must
train your staff in customer service techniques. Such as, speak with respect and courtesy
using respectful titles, Staff should smile and be friendly. Specially make sure your staff is
trained how to handle customer disputes. We Hayley’s requesting a proper uniform for all
the staff to maintain our standards. Foods that you are going to provide us should be freshly
prepared and the cooking should be at the highest level. In addition, Food that supposed to
be hot, should be hot and food that is supposed to cold, should be cold.

These are the basic service requirements we are expecting you to provide for the
satisfaction of our valuable employees.

10
2. Anticipated Selection Schedule

3. Time and Place of submission of proposal

4. Project Timeline

4.1 Late Proposals:

4.2 Proposal Rejection:

5. Elements of Proposal

5.2 Content of Proposals:

5.3 The successful respondent will:

6. Evaluation Criteria

7. Possible Roadblocks

8. Budget

11