Sacred Heart College invites tenders from parties interested in running the school tuck shop.
Previous experience of running a tuck shop within a school environment will be important and of advantage to the applicant.
Sacred Heart College intends to enter into an agreement with a service provider who is to provide the services required. The services rendered will be for the service provider’s own account, taking responsibility for all risks including profit/loss, stock, and cash control.
1. SCOPE
To sell legally permitted, quality, healthy, wholesome foods and refreshments to the Sacred Heart community in an efficient and professional manner.
2. MARKET
i. Students
ii. Staff
iii. Parents
iv. Visitors
3. DURATION OF THE CONTRACT
i. The initial term of the contract will be for the period 1 January 2024 to 31 December 2024 (12 months). Sacred Heart College reserves the right to renew or re-advertise for a new service provider.
ii. Either party may cancel the contract at any given time by giving 90 days’ notice in writing to this effect.
4. MONTHLY RENTAL
The rental will be negotiated based on a percentage of turnover and will be payable at the beginning of each month. The rental will be reviewed on an annual basis, taking inflation into account. Any increase will be communicated timeously.
5. OPERATING HOURS
i. Monday to Friday excluding certain periods in the school holidays.
ii. Official school events taking place over weekends or holidays.
iii. Standard operating hours – Monday to Fridays 06h00 – 18h00
iv. Furthermore, tuck shop management and staff must be available to provide catering services for school events and meetings, which might be after hours, if requested.
6. TENDER PROPOSAL
Interested parties are invited to submit a tender proposal, considering the following:
i. The successful tenderer is required to ensure that the tuck shop stocks a range of healthy foods in compliance at least with the following – Halaal, limited processed products, wholewheat options.
ii. All items intended to be sold must meet the approval of Sacred heart College management.
iii. Distribution process – ordering process and distribution to our School Campus.
iv. An electronic daily, weekly, and termly ordering and payment system for staff and students must form part of the service offered.
v. All menu items are to be individually priced for sale (incl VAT).
vi. The tuck shop will not have the sole right to sell food and beverages at the school. Internal fundraising will take place from time to time in consultation with the Service Provider. An example of this would be PTA events and initiatives.
vii. An offering of “extra’s” – providing birthday cakes, selling frozen meals etc would be an added advantage if included. Colourings and flavourings are to be limited since many children have food allergies. to colouring agents and preservatives. Must cater for food allergies.
viii. The preparation and handling of food are to be done according to the Food Safety and Quality Regulations.
ix. The successful applicant is required to staff the tuck shop. Staff shall conduct their business in a courteous manner. Staff must comply with Sacred Heart College’s Child Safeguarding Policy and be available to attend Child Safeguarding training when required.
x. Staff to be remunerated in a fair manner, and in compliance with at least the minimums in terms of the South African Labour laws such as the Basic Conditions of Employment Act.
xi. The successful applicant will give serious consideration to taking into their employ Sacred Heart College’s existing tuck shop staff. Sacred heart college will comply with the necessary transfer obligations, if any.
xii. Sacred Heart College can offer a consistent electricity and water supply.
7. EQUIPMENT
i. Some fixed and electrical equipment is available for use by the successful tenderer but will remain the property of Sacred Heart College. Such equipment must be in place and in full working order upon the conclusion of the contract.
ii. Other equipment required will be at the service provider’s expense.
iii. Any damage that cannot be attributed to normal wear and tear must be paid for by the service provider.
iv. The school shall not be held liable for any loss of stock and equipment.
v. The service provider is to remove all waste (wet or dry) daily. Waste must be appropriately packaged for disposal with the use of proper refuse bags.
vi. We encourage the use of environmentally friendly packaging as well as recycling.
8. THE FOLLOWING INFORMATION SHOULD BE INCLUDED IN THE TENDER PROPOSAL:
i. Copy of the company registration document.
ii. Copy of the business’s VAT registration document (if any).
iii. Certified copies of owner(s)/directors identity documents.
iv. Copy of the identity documents and Police Clearance certificates for the service provider’s management and support team who will be on site.
v. Please include your staff support organogram in your tender proposal.
vi. Please submit your tax clearance, BBBEE certificate and letters of good standing from the Department of Labour and your bankers.
vii. Please submit proof of having the relevant insurance cover.
viii. References and details of running similar ventures (prior experience in the running of a school tuck shop, catering business or any food services is a prerequisite).
ix. Full contact details of the service provider.
x. A proposed detailed menu of items and/or meals (Halaal) to be sold per day, including both the selling price per item and the portion size. Vegetarian and Vegan alternatives are to be stated. This menu must be adjusted in terms of the requirements of the Sacred Heart community, we recommend that a survey be done.
DEADLINE FOR SUBMISSION
The deadline for the submission of tenders is 30 September at 17h00. These should be emailed to Sibusiso.ndlovu@sacredheart.co.za with the subject line ‘Tuck Shop Tender’.
If you have not heard from the school by 25 October 2023, please regard your application as unsuccessful.
The school reserves the right not to accept any bid and reserves the right to accept the whole or part of the bid or reject all bids and cancel the notice to tender.
Preference will be given to candidates who advance the School’s Employment Equity Plan. Being a member of the Sacred broader community will also be an advantage.
