PROVISION OF CATERING SERVICES FOR THE TOURISMO FINAL PROJECT EVENT AND CONSORTIUM MEETING
Contracting Authority: Malta Regional Development and Dialogue Foundation
Contact: Brian Restall info@mrddf.org
1 GENERAL INSTRUCTIONS
1.1 The subject of this request for quotes is the provision of catering services in relation to the organisation of a final event and consortium meeting for the TOURISMO project which will be held on the 9th June and 10th June 2026 respectively at the Valletta Design Cluster.
1.2 The quote is to be submitted reflecting the minimum number of attendees, with the capacity to accommodate the maximum number of attendees indicated in the Contract Objectives below. However, the final invoice is to reflect the actual number of attendees, as informed by the Contracting Authority seven (7) days prior to the event.
1.3 The place of provision of the services shall be the Valletta Design Cluster.
1.4 The Estimated Procurement Value for this Call for Tenders has been based on comprehensive research including appropriate financial analysis. In the context of this procurement, the Estimated Procurement Value, based on market research, is that of € 4,000, excluding VAT.
The purpose of this value shall be the guidance of prospective bidders when submitting their offer and is not to be considered as a binding capping price. Therefore, the published Estimated Procurement Value is not restrictive and final on the Malta Regional Development and Dialogue Foundation (MRDDf), herein referred to as the Contracting Authority. Economic Operators are free to submit financial offers above or below the Estimated Procurement Value. However, the MRDDf reserves the right to accept or reject Financial Offers exceeding the Estimated Procurement Value.
1.5 No Performance Guarantee is required as the estimated value of procurement of the Contract does not exceed €10,000 excluding VAT.
1.6 No Bid Bond is applicable.
1.7 No clarification meeting/site visit is planned.
1.8 The Financial Offer will depend directly on the number of participants such as catering, the quantities are based on cost per participant to cater for potential increase or decrease in participants.
1.9 The payment schedule shall be 100% following the execution of the contract to the satisfaction of the Contracting Authority.
1.10 Payments to the Contractor shall be affected by the Contracting Authority against the submission of a fiscal invoice issued by the Contractor following the event. Such fiscal invoice shall clearly indicate, as a minimum, the breakdown of the Catering Services, the nature of the work undertaken, and any other pertinent details as may be required. Payments shall be paid within thirty (30) calendar days from the date of receipt of the invoice by the Contracting Authority.
2 TIMETABLE
3 CRITERIA FOR AWARD
The sole award criterion will be the price. The Contract will be awarded to the tenderer submitting the cheapest priced offer satisfying the administrative and technical criteria.
Clarifications and Awards will be published online here https://mrddf.org/category/tenders/
4 CONTRACT OBJECTIVES AND EXPECTED RESULTS
4.1 The objectives of this contract are as follows:
a. To provide catering services for a minimum of 40 to a maximum of 70 participants during the coffee-breaks and lunch break at a one-day final event (08:30 – 16:00), as part of the TOURISMO project that will be held on the 9th of June 2026.
b. To provide catering services for a minimum of 12 to a maximum of 20 participants during the coffee-breaks and lunch break at a one-day consortium meeting (08:30 – 15:00), as part of the TOURISMO project that will be held on the 10th of June 2026.
4.2 The actual number of participants for both dates will be confirmed by the Contracting Authority one (1) week prior to the date of the Meeting.
4.3 The Contractor is required to provide the following catering services, as per specifications outlined below.
Coffee and Teas on the 9th and 10th June
A welcome coffee will be served at around 08:30:
– Coffee and teas.
– A selection of fruit juices.
– Still and sparkling water.
– Selection of sweet and savoury pastry assortments.
Another coffee break will be served at around 11:15:
– Coffee and teas.
– A selection of fruit juices.
– Still and sparkling water.
– Selection of fruit and healthy snacks.
Stand-up Lunch on the 9th and 10th June
A standing buffet lunch will be served for one hour starting at around 13:00, in the Central Courtyard of the Valletta Design Cluster:
- At least 5 cold and 5 hot food items, where vegetarian and fish options shall be included.
- Selection of at least 3 sweets and 3 fruit items.
- Selection of soft drinks.
- Selection of fruit juices -Still and sparkling water.
- Still and sparkling water.
Furniture on the 9th June 2026
In the Central Courtyard, five (5) high tables covered with a white tablecloth will be placed around the area. The Contractor shall provide staff for the preparation of the equipment and any other necessary material before the Conference. The equipment shall be in place before the event.
Water Bottles on the 10th June 2026
6 Water bottles not less than 1000ml are to be placed in the Elisa Von Brockdorff Meeting room, before the meeting starts on the 10th of June, and are to be replaced if necessary, during the stand-up lunch (a total of 12 water bottles).
5 ASSUMPTIONS AND RISKS
Assumptions
Throughout the implementation of the contract, it is assumed that:
5.1 The Contractor has experience in the organisation of catering.
5.2 The Contractor has the qualified and technical personnel required to support the catering at the meetings.
5.3 The Contractor has the necessary equipment backups to address any issues which may arise during the meeting.
5.4 The Contractor can effectively address changes in the number of attendees to the event and meeting.
5.5 The Contractor shall cater for some attendees who may have food allergies or special dietary requirements, such as vegetarian, vegan, lactose free and gluten free diets. The Contracting Authority will communicate with the Contractor should there be any issues of food allergies one week before the event.
5.6 The handling, chilling, and serving of beverages during the event shall be the responsibility of the Contractor and any remaining beverages will be collected by the Contracting Authority following the event.
5.7 The Valletta Design Cluster has a fully permitted kitchen space that the contractor should have access to. Contractors are advised to acquaint themselves with the facilities available on site.
Risks
In the execution of the contract, the Contractor shall take into consideration the following risks:
5.8 Any variation/s in the number of attendees, which may result in a variation in catering services during the events.
5.9 Some attendees may have food allergies or special dietary requirements such as vegetarian diets, vegan diets, lactose free or gluten free conditions, etc.
6 TERMS & CONDITIONS
6.1 The Contractor shall:
a) Be encouraged to provide a variety of menus in line with Section 4 – Contract Objectives of this document. If more than one menu is submitted for the two different event dates by the bidder, the Contractor will be informed with the selected menus for each day by the Contracting Authority following signing of contract.
b) Provide gourmet cuisine in line with the expected standards of a buffets standing lunch.
c) Provide adequate packaging to the supplies (including all foodstuffs) required to prevent their damage or deterioration in transit to the premises. The packaging shall be sufficient to withstand, without limitation, rough handling, exposure to extreme temperatures, and precipitation during transit and storage. Where required, all foodstuffs are to be kept in refrigerated conditions as is appropriate in terms of proper food hygiene practices.
d) Be responsible for all the necessary requirements needed for the effective provision of the Catering Services. In this regard, the Contractor shall provide all the necessary equipment and materials (including but not limited to serving and dining utensils, chafers, glassware, crockery, standing tables and tablecloths) and any other requirements, using necessary skill, care and diligence to the satisfaction of the Contracting Authority.
e) The Contractor shall make use of local produce and minimal waste packaging in relation to catering, and single-use plastic is to be avoided. Food and beverages must be served using containers, utensils and related materials such as, but not limited to, cutlery, glassware, crockery, related accessories such as straws, stirrers and the like, and tablecloths which are re-usable. If single consumption of materials/containers is absolutely necessary for hygienic matters, then materials/containers must be biodegradable and/or compostable.
f) Ensure that sufficiently skilled and licenced staff are deployed at the event to cater for bar service, servers, chefs any other personnel that may be required during the event. In addition, all staff handling food & beverages are to be in possession of the relevant Food Handling Licences. The Contracting Authority reserves the right to object to and require the Contractor to remove any person employed in or about the Contract who is unsuitable, misconducts himself, is incompetent or negligent in the performance of duties.
g) At all times assume full responsibility for keeping the hall, kitchens, storerooms and all other facilities and equipment under its control in a clean and sanitary condition.
h) Take into consideration seasonality and minimise waste generation and adopt a sound proactive environmental approach, designed to minimise harm to the environment and be able to provide proof of so doing to the Contracting Authority on demand.
i) Be responsible for the supply and delivery of all items in line with the timeline specified further below.
j) The Contractor shall not assign, transfer or sub-contract any part of this Agreement, without the prior written approval of the Contracting Authority.
k) Any assignment, transfer or sub-contract entered into, shall not exonerate the Contractor from any of his obligations or duties under the Contract.
l) The Contractor shall not assign, transfer or sub-contract any part of this Agreement, without the prior written approval of the Contracting Authority.
m) Any assignment, transfer or sub-contract entered into, shall not exonerate the Contractor from any of his obligations or duties under the Contract.
7 FINANCIAL BID FORM
Economic Operators are kindly requested to complete the Financial Bid Form overleaf, and to also provide the Unit price per pax required for each item requested in the financial bid.
The quote is to be submitted reflecting the minimum number of attendees which may be increased as indicated in Section 4 – Contract Objectives above.
The Quantities indicated shall be used for Evaluation purposes only and unit prices shall remain unchanged for all quantities procured.
If more than one menu is provided by Economic Operators, it is to be noted that these shall have the same price as quoted in the financial bid.
