Table 5: Structure of the reply form for the technical offer

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1. Description of the proposed service
A. Entity’s catering objectives Summary presentation by the tenderers of their offer enabling an assessment of the overall compatibility of the offer to the requirements.
B. Agreement on proposed contractual partnership If a draft contract is provided within the tender process, tenderers will be asked to indicate their agreement on the reply form. It may be useful to give them the opportunity to make comments. As such it will be possible to assess whether or not the contract proposed corresponds to the service sought in the specifications.
C. Compliance with service limitations imposed by the entity The reply form should enable the entity to check compliance with the service limitations and evaluate the description provided of the allocation of roles between the two parties.
D. Volume of business The degree of detail with regard to the volume of business will vary according to the type of end user and services to be provided on a day-to-day basis.
E. Organisational constraints The reply form will give tenderers the opportunity to make organisational proposals that can contribute to improving the service and/or make best use of the financial resources invested in the catering service by the entity. The entity will then be able to assess each tenderer’s professionalism and to differentiate between the proposed service offers.
F. Technical context Tenderers will have an opportunity to make comments on the reply form regarding the suitability of the available technical resources to the service sought (for example, any work and/or equipment purchases they consider necessary). If in the specifications the entity has requested the restructuring of the premises, the reply form should make it possible:
- to measure the quality and relevance of the tenderers’ proposed changes to the facilities and equipment;
- to check their conformity with good practice and current regulations, whether in terms of food health and safety, health and safety of workers, safety of end users, fire safety…;
- to evaluate the suitability of the areas, facilities, works and equipment proposed by the tenderers to the type of supply recommended and/or sought in the specifications (for example, tenderers cannot claim to be working with fresh produce if they do not include the necessary facilities/equipment in their plan).
2. The entity’s expectations
A. Food service Tenderers will describe in detail the food service they intend to introduce. The entity will then be able to check whether the proposals correspond to the service sought as well as their internal coherence, between, for example, the type of supplies envisaged and the organisation proposed by the tenderers. A restaurant based on raw supplies (fresh produce) requires a bigger team than a restaurant supplied with ready-made products.
B. Organisation of human resources On the reply form tenderers will commit to the components within the specifications relating to take-over/transfer of staff. If necessary, they may make comments and/or express reservations as appropriate.
Tenderers will also explain how the catering service will be managed on a day-to-day basis: administrative structure at the operational management level responsible for the contract, and profile of the manager in charge of the restaurant.
Lastly, tenderers will explain the human resources structure they intend to implement, which forms the basis for the calculation of total wages.
C. Quality management Description of planned activities relating to quality management. Tenderers should explain their policy with regard to quality – another element allowing for differentiation between service providers.
3. Other information regarding the proposed service
A. Social responsibility Tenderers will outline their corporate social responsibility policy as well as any related actions they will undertake in response to such requirements in the specifications.
B. Safety The reply form should make it possible to assess the tenderer’s ability to adhere to the entity’s safety requirements.
C. Monitoring of contractual obligations On the reply form tenderers will be able to describe the information systems they plan on using to monitor their contractual obligations. These may involve systems:
- that are used for all their clients;
- that have been put in place for particular clients (specifying the clients concerned);
- and/or that are planned specifically for the contract in question.

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With the financial support of the EU
Grant Agreement
VS/2004/0655 SI2.39852