TERMS OF REFERENCE

FOR THE PROVISION OF CATERING SERVICES FOR DENR PENRO ISABELA SECOND
SEMESTER CY 2023 ACTIVITIES

I.RATIONALE:
The Provincial Environment and Natural Resources Office - Isabela, in its directive of efficiently
providing quality services for the implementation of all ENR projects and effective performance of its
mandate, requires catering services to provide for its meal requirements especially during trainings,
seminars, workshops, and other activities that support the aforementioned mandate.

With the recent increase in the prices of basic goods and commodities, there is a need to adjust the
rates of the food or meals to be offered to the agency. This is in compliance with memorandum from the
Regional Executive Director dated July 6, 2022 relative to the Guidelines on Catering Services.

I. OBJECTIVE:
To acquire the services of a Food Caterer to supply/serve quality and healthy food to all PENRO
Isabela personnel at a cost most advantageous to the government.

II. SCOPE OF WORK:

The following are the Scope of work of the Service Provider/ Caterer:

1. Provide any or all the following meals upon receipt of and as indicated in the Meal Provision
Request Form:

1. 100 pax Breakfast

2. 400 pax Lunch/Dinner (two viands)
3. 250 pax Lunch/Dinner (three viands)
4. 800 pax Light/Simple Snacks
5. 500 pax Heavy Snacks

2. Serve meals and snacks shall not exceed maximum price indicated in the guideline. Make available
flowing coffee/tea/creamer/sugar (brown and white), mineral water at least commensurate to the
number of participants for the entire duration of training/activity. Offered price shall not exceed
the maximum allowable cost per meal based on the approved budget of the contract.

Maximum Cost (PhP) inclusive of

packaging, utensils, manpower, Estimated
Total
Food Provision transportation, equipment use and Number of
Amount
any government taxes Pax

Breakfast 170.00 100 15,000.00

Lunch/Dinner (two viands) 280.00 400 100,000.00
Lunch/Dinner (three viands) 350.00 250 75,000.00
Light/Simple Snacks 120.00 800 72,000.00
Heavy Snacks 150.00 500 65,000.00
Total Approved Budget for the Contract (ABC) P 387,500.00
(Three Hundred Eighty-Seven Thousand Five Hundred Pesos Only)

3. Serve foods that are fresh or newly cooked (the foods must not be cooked beyond 2 hours prior to
serving).

4. Present and submit a list of menus for the as basis in the implementation of the contract. The
choice of set menu can be requested at least three (3) calendar days by the end-user concerned
before the start of each training/activity thru PO/JO from the office signed by the PENR Officer or
officially designated or authorized representatives with corresponding number of pax. Likewise,
the request for change of food to be served by the Service Provider is up to 12 o’clock noon only
of the preceding date of the training/activity.
 5. Provide the following utensil, equipment, and materials:

a) All kitchen utensils, equipment which are necessary for the serving of food;

b) All kitchen and dining rooms supplies in fine dining standard such as dining wares such as
plates, serving dish, cups, saucers, spoons, forks, knives, drinking glasses and pitchers

c) Set of sterilizers for spoons and forks and drinking glasses to safeguard health and avoid
the spread of bacteria and contagious diseases;

d) One (1) unit water dispenser with adequate purified water;

e) All linens minimum of two (2) sets such as tablecloths, table napkins for the
conference/function rooms/offices where Service Provider / Caterer may be
needed/requested;

f) All uniform/apron, headdress, gloves of its personnel; and

g) Additional equipment, utensils and materials it deems necessary.

III. PROJECT DURATION

This Contract for the hiring of service provider for food catering of the DENR PENRO Isabela
shall last until December 31, 2023 or after the total ordered quantity has been served by the
contractor subject to availability of funds, and existing rules and regulations.

IV. IMPLEMENTATION ARRANGEMENTS

A. PROCURING ENTITY – The DENR PENRO Isabela, as the procuring entity for the hiring of a
service provider for food catering, shall be officially represented by the General Services Unit
(GSU). The said Unit shall be responsible for coordination, management, payments, and
performance monitoring of the food catering service provider. DENR PENRO Isabela ordering
food from the Service Provider and transacting with the concessionaire (food follow ups, changes
in food ordered etc.) shall be authorized to do so through the utilization of the official/approved
Job Order/PO Form.

B. ORDERING – The DENR PENRO Isabela may order food from the service provider through the
following steps:

1. DENR PENRO Isabela shall send the approved Job Order/PO indicating the date, time,
number of participants, venue of the activity, and type of food ordered (AM, Lunch, or PM and
the preferred menu item such as meat, fish, vegetables dishes etc.) three (3) days prior to the
event.

2. When an activity has been rescheduled or cancelled, the concerned unit through its Authorized
Representative/Personnel, reserves the right to cancel the catering services upon formal notice
(written, email, or via SMS) to the Caterer within 24 Hours prior to the start of the event. In
such case, DENR PENRO Isabela has no obligation to pay the supplier the amount
corresponding to the cancelled catering service.

3. The Caterer agrees that it will not make use of the premises of the DENR PENRO Isabela in
any manner which might interfere with the regular operations of the Office. The use of the
foregoing premises for purpose not expressly permitted herein shall constitute breach of this
Contract and is a ground for termination of this Contract.

4. The Caterer shall not provide any product or service, nor conduct any activity or event unless
clearly specified under this Contract.

5. The Caterer shall serve quality (Healthy, balanced, and Fresh) food and beverages.
 6. The rates charged for the food supplied/provided shall be based on rate or based on approved
“Ordering Agreement”

7. When requested or needed by the DENR PENRO Isabela, the Service Provider/Caterer shall
readily provide catering services as stated in the Job Order/PO, during seminars, trainings,
workshops, meetings, conferences, conventions, assemblies, and advocacy activities and other
similar activities to the Office and its clients whenever needed by the latter upon receipt by the
Caterer of an approved order from the authorized “Contact Person” or “Representative of the
DENR PENRO Isabela;

8. Provide to the DENR PENRO Isabela through the General Services Unit the original copy of
Billing Statement or Statement of Account (every activity/event);

9. The Service Provider/Caterer shall report to the General Services Unit for contract
implementation, work coordination, instructions, directives and reports. Letter/
Communications shall be coursed through the aforementioned unit.

10. Any injury (e.g. food poisoning) arising from the consumption of food, condiments or drinks
being served, sold or offered for sale by the Service Provider/Caterer at the PENR Office or
during any event the Service Provider/Caterer is called to cater, or from the operation by the
Caterer at PENR Office from any act done by its personnel within the office premises, shall be
the sole liability of the Service Provider/Caterer concerned. In no case shall DENR PENRO
Isabela be jointly or severally liable for cases enumerated under this section. Violation of this
item will be sufficient cause for the DENR PENRO Isabela to terminate the contract with
fortitude.

C. DELIVERY AND DOCUMENTATION:

1. Delivery Sites shall be the DENR PENRO Isabela compound, Brgy. Osmeña, City of Ilagan,
Isabela and outside PENR Office premises in some instances.

2. Delivery time of the food to be served as follows:

Breakfast – not later than 7:00 AM

AM Snacks– not later than 9:30 AM
Lunch – not later than 11:30 AM
PM Snacks – not later than 2:30 PM
Dinner – not later than 6:00 PM

3. Upon delivery of the Concessionaire to the Project Site, the Concessionaire shall notify the
Ordering Office and present the two (2) Original copy of the Billing Statement or Statement of
Account showing Item description, quantity, unit price and total amount to the representative
of the ordering office.

4. For purpose of this Clause, the Procuring Entity’s Representative at the Project Site or activity
venue where the food is to be delivered is the Ordering Office’s Inspection Officer, Supply
Officer, Administrative Officer, AO Designate, or Authorized representative.

D. BILLING & PAYMENT

1. The service provider shall be responsible for the submission of two (2) Original copy of the
Billing Statement or Statement of Account showing Item description, quantity, unit price and
total amount to the GSU;

2. Billings shall be submitted to the GSU every activity/event. These shall then be processed by
the GSU once the said required attachments are verified/confirmed.
 E. FOOD DELIVERY AND TRANSPORTATION

1. The transport of food to the specified place of destination within DENR PENRO Isabela and
outside Office premises in some instances, defined as the Project Site, shall be arranged by the
Food Service Provider/Caterer and related cost shall be included in the Contract Price.

2. The Procuring Entity accepts no liability for the damages/spoilage of food during transit.

3. In the event that DENR PENRO Isabela pieces of property or facilities are destroyed by reason
of negligence or intentional conduct of the Food Service Provider/ Caterer, the Office may
require indemnification therefore.

F. WASTE DISPOSAL

The Service provider shall provide adequate Garbage bags based on the amount of food
ordered. Garbage bags shall be provided for Non-biodegradable (Black Garbage Bags) and
biodegradable waste (Green Garbage Bags).

V. PROCESS OF EVALUATION OF SERVICES RENDERED

1. Ocular inspection to determine the quantity and completeness of the food delivered in
accordance with the menu set in the JO/PO.

2. Observation before, during and after the activity schedule to determine the quality of service
given by the Food Service Provider/ Caterer

3. Surveys among the participants to determine the level of satisfaction of the participants to the
service rendered by the Food Service Provider/Caterer.

VI. TERMS AND CONDITIONS FOR CONTRACT OF SERVICE

a. The Caterer shall bind itself to the following:

1. The agreed upon food items to be served taking into consideration the type of food, the quality
of the food items and all other provisions stated in this contract
2. The agreed upon support staff needed in the preparation and delivery or transportation of the
food items.
3. The agreed upon supplies and materials in the delivery, provision, presentation, and disposal of
the ordered food items.
4. The agreed upon documents for submission including those for payments, monitoring and
performance evaluation.

b. Bear all expenses in the purchase, preparation and cost of cooking the meals/snacks, etc. to be
served in the PENRO Isabela and other designated areas within or outside the premises.

c. Must have their office open for business from 6:00 a.m. to 6:00 p.m. during weekdays and at such
other times/days as may be set by DENR PENRO Isabela.

d. Provide adequate, efficient and reliable operation and under satisfactory and sanitary conditions at
all times.

e. Prepare and serve a variety of Filipino/Continental dishes to include appetizers, snacks/merienda,

desserts, salads, pastries, etc. which are economical, nutritious, tasty, safe and clean.

f. Serve DENR employees, including visitors and guests upon sufficient notice in any of the
function/conference rooms and/or offices of the DENR PENRO Isabela and other identified and
agreed upon venues.

g. Provide meals and snacks during conference/meetings/trainings exclusively from itself but choices
of menu/dishes shall be the discretion of the Requisitioning/Ordering Office.
 h. In case of delayed payment, the Caterer’s services shall continue and will not be interrupted
despite the delayed payment of accounts.

i. Allow DENR authorized representatives to inspect prices, facilities, equipment and premises at
any time during business hours for the duration of the effectivity of the Contract to ensure
satisfactory and courteous service, and safe, sanitary and clean facilities in the entire area (kitchen,
stockroom, and its immediate premises).

j. During emergency cases, the DENR can transact with other suppliers if the Caterer is unable to
provide the required services.

k. Have a mutual agreement with DENR that, from time to time each or both shall conduct surveys to
determine whether the Catering services satisfy the Needs of DENR employees, and that periodic
dialogues shall be held between and/or among the Food Service, Provider/ Caterer, DENR and its
employees to further improve the services.

l. Abide with rules and regulations, policies and guidelines of DENR encompassing health/
sanitation, safety and security, 5S and other requirements.

m. Absorb all cost of losses, as well as any damage to facilities provided by DENR

n. Shall not lease, sub-lease or in any manner assign this Contract or any part hereof

o. The Caterer and its employees shall at all times conduct its business in a proper orderly manner to
the satisfaction of the DENR and shall provide DENR their contact persons with
telephone/cellphone numbers.

VII. RIGHTS, DUTIES AND OBLIGATION OF THE DENR

a. The DENR shall at all times retain complete control over the DENR Caterer and make necessary
changes, alterations and improvements of services therein. This shall include management of the
ordering process, monitoring and evaluation of the service provider performance, payment
processes, food items served and offered and other processes relating to food ordered by the
DENR.

b. The DENR, through the Inspection Committee, shall regularly inspect and evaluate the Caterer
operations to ensure that the terms and conditions of the Contract are complied with.

c. The DENR, through the GSU, shall approve all actions to be undertaken by the Caterer involving
any purposed changes, alterations and improvements to be introduced in the DENR Caterer.

d. The DENR, through the GSU, shall ensure timely payment.

e. The DENR shall require the Caterer efficient and quality service for the whole duration of this
Contract.

f. The DENR shall sign an Ordering Agreement with the Service Provider/Caterer for the provisions
of food during official meetings, seminars, workshops, conferences and other functions of various
Divisions/Sections/Units within PENR Office. These activities shall be authorized through the
issuance of Special Order and Notice of Meeting in accordance with the mandated functions of
respective offices. The full amount to be paid under the terms of the Contract shall be taken from
the funds of the Office or Units as end-user’s subject to existing government accounting and
auditing rules and regulations.

VIII. RIGHTS, DUTIES AND OBLIGATION OF CATERER

a. The application and processing of business permits, licenses and registrations that may be required
by any government agency and/or local government unit in the operations and management of the
 DENR Caterer shall be the sole responsibility and accountability of, and to be procured at the
expense of the Caterer.

b. The Caterer shall carry out the services specified in this TOR and Contract.

c. The Caterer shall be solely liable for any damages caused to third parties in the course of its
operations, without prejudice to the right of the DENR to institute any action/s for any damages
resulting there from.

IX. QUALIFICATIONS OF THE SERVICE PROVIDER

The Service Provider shall:

1. Have at least three (3) years experience in Food Catering or Concessioner.

2. Have a current and valid Business Permit as Food Caterer or Concessioner.

3. Have an Office/Shop within 20-kilometer radius.

4. Have a complete set of the following for food catering:

i. Kitchen utensils and equipment

ii. Dining wares such as plates, serving dish, cups, saucers, spoons, forks,
knives, drinking glasses and pitchers
iii. At least one (1) sets of sterilizers for spoons and forks and drinking glasses to
safeguard health and avoid the spread of bacteria and contagious diseases.
iv. At least one (1) unit water dispenser with adequate purified water.
v. At least two (20) linen sets such as tablecloths, table napkins for the
conference/function rooms/offices where Service Provider / Caterer may be
needed/requested.

4.Have experienced personnel in food handling and catering.

5.Have at least 20 list of menus to be served.

ADDITIONAL REQUIREMENTS:

1. Lists of personnel indicating their names, designation, profession, length of service in the
company together with the training attended. To include proof of training attended/training
certificate on food handling and food sanitation, if applicable.
2. Health Certificate of all Employees managing the catering services of the caterer.
3. Company’s Health or Sanitary Permit

Prepared by: Reviewed by:

MIGUEL L. VASQUEZ LUZ S. SORIANO

Supply Officer I OIC Chief, Management Services Division

Approved by:

ORLY T. CARIAZO
PENR Officer