North West Migrants Forum

CALL FOR QUOTATIONS – Catering service for Building Bridges Residential Conference on 3rd and 4th October 2015

North West Migrants Forum is requesting quotations for the provision of outside catering service for the upcoming residential which will take place at Jungle residential centre , The Monor house, Moneymore Magherphet Co. Londonderry Northern Ireland BT45 7RB

The cost of meals and relevant services will be financed by the community relations council of Northern Ireland cultural diversity grant .The selection of the successful bidder will take place in line with the Northern Ireland Public Procurement Regulation and the cheapest technically compliant offer will be selected.

Specifications:

Provision of Outside Catering for Building Bridges Residential Conference – Understanding today’s Reality in Cultural Diversity

Date Required: 3rd of October 2015 and 4th of October 2015

Service required:

A total of two (2) full-day event with three (3) sessions will be held on both days and an average of 50 participants are envisaged to participate during each event.

Note: The final number of participants shall be communicated to the service provider not later than 48 hours before the start of the event. The final expenditure shall be based on this number. To ensure flexibility and the smooth running of the event, we would require meals to be available at least 10 minutes before each break.

Catering Requirements

Water One (1) large bottle of mineral water per two (2) delegates which should be replaced after each session. Coffee / tea A welcome tea, coffee and biscuits. Two(2) coffee break each day which should include coffee/tea/water/juices, muffins or cookies etc. Breakfast, 2 Lunches and one dinner buffet consisting of a selection of hot dishes, cold dishes, dessert, coffee and a selection of soft drinks, juices and mineral water.

Please note that at least two (2) of the hot and cold dishes should be suitable for vegetarians/ Vegans

Other information

Prior to selecting the service provider, an initial meeting may be called to view the proposed menu in order to confirm the requirements as per specifications. Once a service provider is confirmed, members of staff from the service provider should be available to meet with Lilian Seenoi in the mornings before the start of the event to ensure that everything is in place. The proposed menu required to be approved by NWMF officials before being finalized. NWMF reserves the right to award all contracts.

Submission and Contact Details

It is important to note that submission of quotations will be only accepted directly from suppliers with a minimum of level 2 award in Food safety in catering and not through intermediaries. Negotiations will be conducted directly with NWMF authorised officials. Interested service providers are to provide the following;

• A complete quotation with a price list per person for the catering .
•The invoice related to the event to reach our office not later than one week after the event
•. All prices must quote VAT separately and in full, which must not be added to the price or shown as a percentage.
• A choice of at least two different buffet menus of the catering to be provided.
•Deadline for submission of all quotations and proposed menu’s is 3pm 18th of October 2015.
•Clarifications and further information are to be sought through the contact details mentioned bellow before the deadline of submission. Any clarifications received after this deadline will not be considered. The cheapest technically compliant bidder will be chosen. Quotations are to be submitted by post, hand or by email to the following contact details: North West Migrants Forum, 25 William Street, L’Derry BT48 6EP Email: [email protected]

ONLY QUOTATIONS SUBMITTED BEFORE OR ON 18TH OCTOBER 3.PM WILL BE CONSIDERED

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