United Nations Children s Fund Telephone +45-45 33 55 00 Supply Division Facsimile +45-35 26 94 21 UNICEF Plads, Freeport E-mail: supply@unicef.org DK-2150 Copenhagen Ø www.unicef.org/supply Denmark UNITED NATIONS CHILDREN'S FUND (UNICEF) Ref. No.: REOI-ADMIN-2014-0901 REQUEST FOR EXPRESSION OF INTEREST (REOI) for CANTEEN CATERING SERVICES FOR UNICEF SUPPLY DIVISION IN COPENHAGEN The United Nations Children s Fund (UNICEF) is seeking for potential suppliers for CANTEEN CATERING SERVICES FOR UNICEF Supply Division in Copenhagen Subject: CANTEEN CATERING SERVICES FOR UNICEF SUPPLY DIVISION IN COPENHAGEN Date of the REOI: 8 September, 2014 Closing Date of the REOI: 30 September, 2014 Address EOI by e-mail to: JACLYN BENCHE jbenche@unicef.org UNICEF s mandate adheres to Gender & Diversity principles, fairness, integrity and transparency through competition, economy and effectiveness and best value for money. UNICEF Supply Division seeks Expressions of Interest ("EOI") in relation to the supply of a canteen solution to provide its staff and visitors daily access to basic, nutritious, healthy and fresh meals for breakfast and lunch; including provision of coffees, teas, soft drinks and snacks. UNICEF is inviting eligible and qualified canteen catering service provider who wish to be considered for the provision of Canteen Catering Services via Long Term Arrangement for Services ("LTAS") to send an EOI for new and innovative Canteen Catering Service solutions that can serve UNICEF Supply Division s staff members and guests. A Request for Proposal for Services ("RFPS") will be sent to the service providers identified as eligible and qualified as a result of this EOI. BACKGROUND The UN City in Copenhagen comprises two separate office locations: Campus I which is situated on Marmormolen and Campus II which is the UNICEF Supply Division facility located at separate premises on Oceanvej 10-12, DK-2150, Copenhagen Ø. The facilities comprise two separate kitchen areas a production kitchen and a serving kitchen in a separate building within close proximity. A new provision of canteen services is required for UNICEF Supply Division at the Campus II facility from 1 st January 2015. The LTAS is expected to commence on 1 January 2015 for a Page 1 of 7
duration of 12 months with the option of extension for additional 6 months, i.e. a maximum potential duration of 18 months. Prices offered shall remain fixed and can only be changed upon express written agreement by UNICEF Supply Division. The first three (3) months will be considered a trial period for both the service provider and for UNICEF. The notice period will be 3 months to the end of a month for both parties. In case the service provider fails to perform in accordance with the stipulations of the LTAS, UNICEF reserves the right to cancel the contract with immediate effect. OBJECTIVES OF THE REQUEST FOR REXPRESSION OF INTEREST (REOI) The purpose of this REOI are: (a) (b) (c) to establish a list of pre-qualified eligible/potential service provider that are interested in proposing long term (two or three years) offers to UNICEF for the provision of Canteen and Catering Services; to make available said list of pre-qualified eligible vendors for use on the occasion of respective tenders; and to encourage expressions of interest, including at international level, in order to stimulate competition for the supply of canteen catering services to UNICEF. UNICEF reserves the rights: (a) (b) (c) (d) (e) to change or cancel the requirement any time during the REOI and/or solicitation process; to require compliance with additional conditions as and when issuing the final tender (RFPS) document; to accept or reject any or all EOI submissions without incurring any obligation to inform the affected applicant(s) of the grounds; to disqualify service providers that after having been declared eligible or pre-qualified (as a result of this REOI) do not submit an offer in reply to the subsequent RFPS; and to add any other vendors that they may deem eligible. TERMS OF REFERENCE (TOR) 1.0 INTRODUCTION 1.1 UNICEF Supply Division has over 330 staff members employed at the Campus II facility which includes approximately 35 manual workers and warehouse operatives. In addition, the Division regularly hosts a number of formal visits, workshops and high level meetings with international partners. 1.2 It is estimated that approximately 70 staff members regularly purchase breakfast and up to 120 staff buy lunch items. Approximately 50 staff purchase a range of good quality coffees on a daily basis. Page 2 of 7
1.3 A varying number of external visitors regularly use the canteen and its facilities. During the last 12 months, the number of visitors was approx. 1200, of whom approximately 80% utilized canteen services ranging from a cup of coffee to a full lunch. 1.4 These figures are subject to the canteen services offering good quality, acceptable customer service, a selection of options and be reasonably priced. 1.5 In addition, UNICEF Supply Division hosts a large number of workshops which require specific hospitality requirements. Such events are pre-planned and requests made in advance for special requirements. 1.6 The buildings of UNICEF are smoke free environments and smoking is not permitted on the premises. Accordingly, it is not permitted to sell tobacco products in the canteen. 2.0 SCOPE OF WORK 2.1 Meals must be provided in canteen every day of the year, except Saturdays, Sundays and any UNICEF specific holidays. The list of UNICEF holidays will be provided to the service provider at the beginning of the year. 2.2 Meals are to be prepared in the Production Kitchen located in a separate building (pavilion) and then deliver to the Serving Kitchen next to Canteen on the second floor of the main building. 2.3 The timely delivering of meals, in a safe and hygienic manner, from the production kitchen in the interim pavilions to the serving kitchen in the main building, will be the responsibility of the service provider. 2.4 Opening hours Breakfast and lunch must be available in the canteen in time for the breaks of the warehouse staff at 08:00 for breakfast and at 11:30 for lunch. The recommended opening hours are 08:00 hours to 14:00 hours (alternatives can be proposed), whereby: 08:00 to 09:30 Breakfast 11:30 to 14:00 Lunch 14:00 to 14:30 for any last minute requests, including coffee and snacks 2.5 Food to be available in the canteen Breakfast Hot drinks (good quality coffee machines offering a range of different options, tea), cold drinks (milk, juices, etc.), bread, butter, cheese, cold cuts (e.g. ham), marmalade/jam, pastry, fresh fruit, yogurt, etc. Lunch Warm dishes (vegetarian and non-vegetarian) Soup Salad plate Salad bar option Page 3 of 7
Sandwiches (burger type or open sandwiches) Snacks Savoury snacks Sweet snacks 2.6 Special Catering for guests Regular catering for meetings, workshops, conferences for 10-50 persons will be required and occasional catering for receptions and parties for up to 300 persons may be required. The details of individual hospitality activities and the price will be agreed upon separately and on a case-by-case basis. The service provider may provide additional suggestions and propose a sample menu, as necessary, along with a pricing structure. 2.7 Quality of food expected standard Meals shall be nutritionally balanced healthy, tasty and low fat consideration of the multicultural environment (e.g. selection of meat), simple but fresh and of good quality. Organic food shall be made available where possible. 2.8 Food style It is requested that a variety of meals are proposed on a daily basis. It is a preference not to have two high carbohydrate dishes on the same day, eg: not 2 pastas or rice and pasta. Service provider offering a greater variety of styles and showing innovation will be favourably viewed. The following food styles are listed as a guide, however, suggestions are welcome and should be nominated on the EOI. The type of meals could include but not limited to: Sandwiches (including one vegetarian option) Salads (including one vegetarian option) Combination of Soup and Salad (including one vegetarian option) Hot meal (including one vegetarian option) Cold meal (including one vegetarian option) Lunch buffet (including vegetarian choices) Salad buffet Provision of vending machine for snacks. 2.9 Special Catering Special catering for UNICEF staff and visitors will be requested periodically and generally with sufficient notice. The service provider shall be notified prior to the requirement and the visit of groups, usually one week in advance. 2.10 Payment at the canteen Page 4 of 7
Service providers are requested to provide two payment methods in terms of cash and dankort service. The cash register and credit card terminal shall be provided by the canteen service provider. 3.0 RESPONSIBILITIES 3.1 UNICEF provides service provider a fully functional kitchen for the preparation of the food to be served on the premises. The following facilities, items, and services will be provided/replenished/paid by UNICEF: Items: All kitchen equipment China, glasses, cutlery and kitchen utensils Paper ware, i.e. napkins Water, electricity, heating, refrigeration, electric stoves, ovens Dishwashing facilities, including a large dishwashing machine, are available in the room adjacent to the serving kitchen. Facilities: A fully functional production kitchen An office beside the production kitchen is available for the use of the service provider. A PC with the Microsoft Office package is at the disposal of the service provider. Services: Repair and servicing of kitchen equipment Removal of the outdoor kitchen waste container Changing rooms, showers and bathrooms beside the production kitchen in the interim pavilions are available for the use of the service provider. 3.1.1 UNICEF staff clear the tables and place used china etc. on trolleys near the entrance to the dishwasher room. 3.2 The service provider is responsible for: 3.2.1 Personnel Personnel employed by the service provider for work in canteens at UNICEF are in every respect regarded as employees of the service provider. The service provider shall be responsible for assuming all employer related responsibilities for the personnel engaged by him/her, and for fulfilling all obligations and commitments in relation to all relevant Danish authorities. Only personnel with a clean criminal record can obtain access to UN premises and the service provider is responsible for ensuring that this is the case for all personnel assigned to UNICEF. There will be no requirement to take over staff when starting a contract for canteen services at UNICEF; nor will this be considered when the contract ends. 3.2.2 Menu and price list (Do not provide price list now as this is only Request for Expression of Interest stage). 3.2.3 Hygiene in kitchen area Page 5 of 7
Daily cleaning of all used cups, glasses, plates and cutlery placed by staff members on the trolleys in the canteen area Daily cleaning of the kitchen area, counters, and trolleys in the cafeteria area Removal of waste from the kitchen area to the designated containers located close to the kitchen. 3.2.4 Cash register/credit card terminal The cash register and credit card terminal must be provided by the service provider. 3.2.5 Additional responsibilities In the event of there being vending machines located in UNICEF premises, the service provider will be responsible for cleaning, replenishing (including provision of consumables). The income from the machines is collected by the service provider and used to cover these consumables and the cost of maintenance. The service provider should provide sugar, salt, pepper, mustard, ketchup and other relevant condiments for the canteen users. 4.0 REPORTING REQUIREMENTS 4.1 The successful service provider will be requested to provide a complete statement of monthly earnings and expenses, including daily/monthly statistical information on number of customers, number of types of meals/items sold, etc. 5.0 QUALIFICATION REQUIREMENTS 5.1 Cooking qualifications / Handling and storage of food 5.1.1 The catering staff must meet the minimum requirements of the Danish Ministry of Food, Agriculture and Fishery, i.e. must hold a certificate from a recognized course in hygiene and food preparation. Service provider will be required to provide the following documents at the stage when the Request for Proposal for Services (RFPS) is issued: a copy of the certificate Additional statements to attest to any required periodic check-ups may also be required, as necessary to ensure ongoing compliance 5.1.2 It is the particular responsibility of the service provider to ensure that the handling and storage of food, the cleaning of the kitchen and connected areas, utensils and cold storage spaces, are of such high standard that the facilities meet the requirements of the Danish Health Authorities and will always be able to pass the control by the public health inspector. Service provider who have had positive inspections under the Smiley Scheme of the Danish Fødevarestyrelse will be preferred. 5.2 Language proficiency of staff members of service provider As a minimum, the staff of the canteen services provider must be able to communicate well in spoken English. Page 6 of 7
SUBMISSION OF EXPRESSION OF INTEREST (EOI) In order to assess your company s suitability, interested service providers are required to submit a completed an EOI Response Form (see Annex I - EOI Response Form for Canteen Catering Services) along with relevant documents as detailed in the TOR (e.g. evidence of past successful experiences providing similar type of services to other organizations, references from organizations similar to UNICEF in terms of its global presence and multicultural environment). Following the prequalification process, a Request for Proposal of Services (RFPS) will be issued to the shortlisted service providers who meet the minimum criteria. The full details of the Terms of Reference (TOR) describing the services required in detail will form part of the RFPS. The shortlisted service provider will be invited to submit their Technical and Financial Proposals. EOI Response Form and all relevant documents should be sent to JACLYN BENCHE at jbenche@unicef.org no later than 30 September, 2014. Please include EOI - CANTEEN CATERING SERVICE FOR UNICEF SUPPLY DIVISION in your subject line. Please note all UNICEF suppliers must comply with the UN Supplier Code of Conduct (see http://www.un.org/depts/ptd/pdf/conduct_english.pdf for details). This REOI does not entail any commitment on the part of UNICEF, either financial or otherwise. UNICEF reserves the rights: (a) (b) (c) (d) (e) to change or cancel the requirement any time during the REOI and/or solicitation process; to require compliance with additional conditions as and when issuing the final tender (RFPS) document; to accept or reject any or all EOI submissions without incurring any obligation to inform the affected applicant(s) of the grounds; to disqualify service providers that after having been declared eligible or pre-qualified (as a result of this REOI) do not submit an offer in reply to the subsequent RFPS; and to add any other vendors that they may deem eligible. Due to the high volume of communications, we will not issue confirmation as to receipt of EOI s. For queries, please contact Jaclyn Benche at jbenche@unicef.org (please quote EOI Canteen Catering Services for UNICEF Supply Division as subject in your correspondence). Page 7 of 7