RFQ Number: 005/FY2023

Date: December 15, 2022.

Peace Corps/Rwanda has a need for catering services as described in section A below. Peace Corps is soliciting fixed-price quotations from for the supplies and/or services detailed below.

If you are interested in submitting a quotation, please do so by sending your complet- ed and signed Attachment 1-Vendor Quotation Form to:

And

Contact should be by E-mail (no phone calls please) to Name: Patti Reeder

E-mail: preeder@peacecorps.gov

Name: Sam Muhire

E-mail: smuhire@peacecorps.gov

And

Name: Nelson Cronyn

Email: ncronyn@peacecorps.gov

Quotations are due no later than 12:00pm, December 23, 2022. Late quotations will not be accepted.

Written questions about this Request for Quotation (RFQ) may be sent in the same fashion to the individual noted above in advance of the RFQ due date. No phone calls please.


Similar Jobs in Rwanda
Learn more about Peace Corps
Peace Corps jobs in Rwanda

Peace Corps will evaluate all quotations received by the deadline based on the mini- mum requirements and/or evaluation factor(s) shown below. Contingent on the avail- ability of funds and continued need for the supplies and/or services, at the end of the evaluation process. Peace Corps intends to award a firm-fixed-price contract for the purchase of the required supplies and/or services to the selected vendor.

A. Statement of Work/Description of Requirements

The time-period in which services will be performed will be during the months of May-September

The Contract Caterer will provide catering services including: any equipment needed that is not supplied in the list below food products

Details:

Supplies, Utensils, Dishware and Consumables

Gas required for stoves or any other kitchen equipment Pay electricity bills.

Drinking water in large jugs, available throughout the day

Plates, spoons, table knives, serving dishes, forks. glasses and any other necessary dining tools to cater food for up to 100 people

Location: Rwanda Lakeside Fish Farm or Kanyinya Hills Hotel Number of Participants: Approximately 60 to 100/day

Peace Corps will provide meal quantities per day the week prior for planning purposes

there will be some days where no meals are served (less than 10 during the duration)

Type of Meals to be served:

 One Coffee/tea Break with snacks in the morning, served approxi- mately 10am. Snacks should not be the same throughout the week. Lunch served approximately 1pm

 With variety of locally available food that must include at least 1 vegetable dish and 2 starches on each meal.

Vegetables and starches must NOT be the same throughout the contract - a variety of vegetables and starches must be served on different days, 1 type of meat AND one other type of protein on each meal

The type of meat and other protein must NOT be the same throughout the contract - a variety of protein types must be served on different days. Fresh fruit Coffee/Tea

Break with snacks in the afternoon at approximately 3:30pm Snacks should not be the same throughout the week. When: Monday through Friday

Duration of contract: 90-120 days.

Type of Service:

o Buffet style, with food servers provided by vendor to control por- tions

Layout and quantity of servers guarantees that all participants (up to 100) are served in 15 minutes

о After all participants receive their first portion, servers are no longer re- quired and participants may serve themselves additional food if desired Timeliness of Service: The daily schedule will be confirmed before the contract be- gins. The schedule will be the same each day, unless communicated the week prior. Service must be on time.

Responsibilities:

The caterer is responsible for:

1. Creating and submitting the menus of the week. Menu for the week must be sent to the Point of Contact (POC) every Friday for the following week services;

2. Organizing and sourcing ingredients for the planned menus ahead of time;

3. Ensuring food is properly prepared, freshly cooked and served at the correct tem- perature through mobile cooking stations;

4. Ensuring that food is served on time as per Peace Corps schedule obtained from the Training Manager every Friday;

5. Removing all debris produced during the work and cleaning the site immediately upon completion of the work:

6. Complying with kitchen facilities regulations and safeguarding kitchen equipment. Contractor may be held responsible for any damages to the property

7. Accommodating different dietary needs (L.e. allergies, vegetarian, etc.) as discussed with the POC at least one week before. Peace Corps to communicate specific dietary needs every Friday.

8. Sourcing and transporting number of waiters and cooks corresponding to the num- ber of people to be served per day;

9. Observing and enforcing food safety standards.

10. Supplying Gas for Cooking

11. Pay electricity bill

12. Cleaning the kitchen, equipment, dinnerware, glasses, etc. each day (and during the day as needed)

Item

Description Coffee/tea Breaks. Qty of Meals 200

Lunch'   Qty of Meals  100

The number of participants will be communicated on weekly basis and may vary from 60-100 per day.

Timeframe of service is May - September.

The Contractor shall furnish the services for a minimum of 100 contiguous days per year and a maximum of 120 contiguous days per year.

Peace Corps is responsible for:

Ensuring that there a fully furnished kitchen facility (with stove, oven, gas cooker, have kitchen-type sink, cutting tables, shelves for keeping kitchen/dining utensils, a space for food storage refrigerators and equipment for trash collector) is available and well maintained.

B. Place of Performance

Lakeside Fish Farm, Gashora or Kanyinya Hills Hotel, Nyarugenge.

E. Contract Terms and Conditions

As an Agency of the United States Government, Peace Corps has an approved contract tem- plate that it intends to use for the award. Peace Corps reserves the right to deny making a contract award to a vendor should they refuse to sign the Peace Corps approved contract template.

Any taxes imposed by the GOR in connection to the contract is the responsibility of the Vendor.

D. Minimum Criteria:

A quotation will not be considered further if it does not meet the following minimum criteria: See Section A

E. Evaluation Factors:

Quotations that meet the minimum criteria listed above may be further evaluated based on the following factors:

• Competitive Price
• Proposed Menu, including rotation of snacks to be offered
• Competitive Price
• Proposed Menu, including rotation of snacks to be offered
• Past performance (see attachment II: References)
• Staffing plan/details
• Licenses and permits to provide catering services

Award may be made with or without negotiations between the Peace Corps and the selected vendor. Award may be made to a vendor that provided the lowest priced technically accept- able quotation, or to a vendor other than the one that provided the lowest priced quotation, should that vendor be determined to have provided the best value quotation to the Peace Corps taking technical and cost factors into account.

All vendors that submit quotations in response to this RFQ will be notified of the results.