Contract FOOD AND CATERING EXPRESSION OF INTEREST
FOOD & CATERING GUIDELINES
Vanuatu will be hosting the 51st session of the Pacific Islands Forum (PIF) meeting (“Forum 2020”) and related events from 3rd to 7th August 2020.
The theme of Forum 2020 is:
One Blue Pacific – Investing in a shared climate resilient future founded on human dignity and wellbeing
The 2019 Pacific Islands Forum Leaders’ Communiqué “underscores the need for strategic and visionary action to Building a Strong Blue Pacific Continent for our People within the spirit of the Framework for Pacific Regionalism”. It requests that the 2050 Strategy for the Blue Pacific Continent invariably includes people-centred development, whether in relation to climate change, disaster resilience, health and wellbeing, amongst other areas.
With the aforementioned background in mind, the 2020 PIF meeting will rely on locally sourced foods as a demonstrated “solution” to the looming health crisis in our Pacific islands – a crisis born from a growing dependence on imported processed foods that is adversely affecting our collective wellbeing.
Caterers and suppliers of foods and related services will use best endeavours to utilise consumables and equipment that will facilitate environmentally friendly practices. All consumables will be handled with water and energy saving measures to encourage green business practice.
With the above background information in mind, the following general guidelines will help to guide the event’s National Task Force (NTF) in its selection of the catering company or consortium and the required criteria that must be fulfilled in order to qualify for the event.
Selected catering company or consortium must also note the special dietary requirements/ restrictions of leaders/ delegates and ensure those are respected and attended to.
The total number of delegates to provide catering for is between 450 to 500 persons.
A. THESE GUIDELINES WILL APPLY AT THE FOLLOWING VENUES:
1) Catering for morning and afternoon teas plus lunches throughout the 5-day event at the National Convention Centre (NCC);
Morning tea break 1000-1030 hours
Lunch break 1200-1300 hours
Afternoon tea break 1500-1530 hours
2) Forum Leaders Lounge area (within the National Convention Centre premises);
1200 hrs Lunch
All morning/ afternoon snack comprising of freshly prepared meals, fruits and beverages using the criteria outlined.
B. THE IDEAL CATERING BUSINESS (OR GROUP) WE’RE LOOKING FOR MUST FULFIL THE FOLLOWING CRITERIA:
Suppliers and providers will follow standard catering requirements as per their core competence in the industry. As such suppliers to the events and venues outlined above, must at the time of Forum 2020, have the capacity, experience and skills set to provide catering and food services in accordance with the below guidelines.
The ingredients used by the successful caterer must be:
- 90% sourced locally;
- Must be fresh and from local suppliers;
- Organically-produced in Vanuatu;
The caterer must:
- Be sufficiently resourced to cater for around 450 – 500 delegates;
- Own a local catering business/company based in Port Vila;
- Provide evidence of catering using local sourcing;
- Show evidence of experience in catering for past big events;
- Indicate the names and number of bids won;
- Indicate total number of delegates catered for before;
- Produce evidence of public liability insurance coverage during the period of FORUM 2020,
- Demonstrate food presentation that reflects Vanuatu Cuisine.
- Indicate the number of human resources (staffing) in his/her team – how many chefs, finance person, etc.
- Must be willing to work with other chefs.
- Provide own resources for provision of service such as table cloth, etc.???
C: EXPRESSIONS OF INTEREST MUST INCLUDE THE FOLLOWING:
- Develop and submit a Food Safety Plan highlighting the highest quality of food ingredients as reflected in its current service operations;
- Food and Beverage Plan detailing how the local food products will be obtained and maximised. This must include the tabling and servicing of food before and after all events.
- List of tableware and consumables to be used for the event specific. It must be made clear that Vanuatu is now a plastic-free country and all single use plastic ware formerly used for catering and events are banned. The following be provided and must meet “plastic-free” requirements put in place by the Department of Environmental Protection and Conservation.
Tableware & consumable When Type
Forks All events Non-plastic
Knives All events Non-plastic
Spoons All events Non-plastic
Napkins All events Non-plastic
Hot beverage cups All events Non-plastic
Cold beverage cups All events Non-plastic
Garbage bags All events
Takeaway / Food Containers All events Non-plastic
For purposes of this expression, suppliers are to provide pricing based on the current and previous events of similar magnitudes, such as workshops, regional conferencing and forums. During negotiations with shortlisted suppliers, the PIF Coordination reserves the right to change/ reduce items with a resulting change in costs.
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