Provision of Catering Services
Job Summary
Job Description
Scope of Services
The selected provider will:
· Prepare and serve meals and refreshments according to an approved menu and schedule designed by YOCEL.
· Provide Safe drinking water as agreed.
· Provide sufficient utensils, plates, cups, serving equipment, and transport.
· Maintain clean food preparation and serving areas.
· Meet dietary needs communicated by YOCEL.
· Remove food waste and clean the serving area after each service.
· Coordinate daily with the organization’s designated focal person.
4. Catering Requirements:
The final menu, portion sizes, participant numbers, and serving schedule must be agreed upon before services begin. YOCEL will confirm any changes at least 2 hours before the affected service.
5. Food Safety and Quality
The provider must:
· Use fresh ingredients and safe drinking water.
· Prepare, store, transport, and serve food under hygienic conditions.
· Keep food at safe temperatures until served.
· Ensure catering staff follow proper handwashing and food-handling practices.
· Identify meals containing common allergens and prevent cross-contamination.
· Promptly report any food safety concern to the organization’s focal person.
· Replace any rejected meal at no additional cost where it fails to meet the agreed requirements.
6. Expected Deliverables
Deliverable | Deadline |
Proposed menu and itemized quotation | With the bid |
Final menu and service plan | Before service begins |
Meals, refreshments, and water supplied as agreed | Each service day |
Daily service record showing quantities delivered and accepted | Each service day |
Final invoice and signed service records | Within 10 days after completion |
7. Provider Qualifications
The provider should demonstrate:
· Experience providing catering for similar activities.
· Capacity to serve the required number of people on time.
· Access to suitable preparation facilities, equipment, transport, and trained staff.
· Relevant business registration and applicable permits.
· At least two references from previous clients.
8. Responsibilities of the Organization
YOCEL INC will:
· Confirm the venue, participant numbers, menu, and schedule.
· Communicate dietary requirements in advance.
· Designate a focal person to coordinate and verify services.
· Arrange access to the venue and clarify available facilities.
· Review invoices and make payments according to the signed agreement.
9. Duration and Supervision
Services will be provided for six months at Tumutu Agriculture Vocational Training Center (TAVTC).
The provider will report to the Master Trainer. The focal person will verify the quality, quantity, and timing of services and sign the daily service records.
10. Quotation and Payment Terms
The quotation must show:
· Unit cost per person for each meal or refreshment.
· Number of persons and service days.
· Transport, staffing, equipment, and other charges.
· Applicable taxes and the total contract price.
· Quotation validity period.
Payment will be made on or before the 28th of every month. Final payment will be subject to satisfactory service delivery, signed acceptance records, and submission of a valid invoice. Additional services or costs require prior written approval from the YOCEL.
11. Selection Criteria
Proposals will be assessed based on relevant experience, menu quality, food safety arrangements, delivery capacity, references, and value for money.
12. Submission Requirements
Interested providers should submit their quotation, proposed menu, valid tax clearance certificate, business registration certificate, and any additional documents demonstrating experience in delivering similar catering services.
