Monash Malaysia Cafeteria Tender Notice

Monash University Malaysia Food and Beverage Services

Monash University Malaysia is an international branch campus of Australia’s Monash University located in Sunway City, Selangor. With over 8000 students from more than 70 countries, our campus is home to an exciting, diverse and dynamic student population. Around 75% of students are local while our largest international student cohorts come from Indonesia, Sri Lanka, Bangladesh and Pakistan. They are supported by more than 850 of our staff members.

Our Vision

Monash University Malaysia aspires to deliver a world-class food experience that encapsulates its diversity, inclusivity and sustainability goals with superior dining experiences.

Our Mission

Deliver a superior campus experience by way of recognising the role that food and dining experiences play in building community and supporting the academic experience.

Our Aspiration

Food and Beverage (F&B) plays an integral role in the Campus, providing a vibrant and flavourful experience to its community. A large and diverse population of students, staff and visitors rely on the Campus F&B outlets to support their core activities while on campus. In addition to providing essential commercial spaces, it also doubles up for social activity, informal learning and celebration.

The campus population varies considerably in terms of cultural background, F&B preferences, financial circumstances, and the values that underpin spending habits. The F&B offer needs to cater to this diverse community, in particular students, by considering the elements of convenience, affordability, quality and variety.

Condition of Tender

Invitation

Monash University Malaysia (MUM) hereby invites Cafeteria Operators who have a valid registration with the local authorities to participate in this tender exercise.

Location of cafeteria

The cafeteria premises are located at Level 1, Building 6 of MUM.

Conditions of qualification

1 The Proprietor or Company needs to have a valid Certificate of Registration with the Registrar of Business / Companies Commission of Malaysia.

2 The Company profile is to be submitted.

3 Documentary evidence of Paid Up Capital such as Form 24, including Form 9, 49 and the latest Audited Financial Statements are to be furnished.

4 All employees, especially food and beverage handlers, are required to comply with food safety requirements. It is mandatory for them to be given the TY2 / Typhoid Injection, Cholera and Hepatitis B injections, and their Health Certificates to be presented for verification.

5 The Operator shall be able to produce a Food Safety Plan containing procedures on hygienic food storage, preparation, handling, waste management, hygiene, and pest control. These procedures are to be submitted for review by MUM.

6 As part of the statutory requirements, the Operator is required to register their business under Food Safety Information System of Malaysia for Domestic (FOSIM) under the Ministry of Health.

7 The Operator must ensure that the kitchen and food operations will be led by an experienced kitchen manager with significant F&B exposure in medium to large scale food operations.

Other selection criteria

1 The Operator must comply with the pork free Food & Beverage (F&B) policy adopted by MUM.

2 The Operator must demonstrate effort to promote sustainability through means of technology, source-verified and environmentally friendly purchasing (including minimal use of plastic packaging and utensils), and resource conservation.

3 The Operator must demonstrate an exceptional ability to adapt to emerging culinary trends, demographics, and socio-economic development.

4 The Operator must demonstrate the ability to provide world class service and serve campus community in an inclusive and respectful manner.

5 The Operator must be able cater to diverse food requirements, such as Asian, Western, Healthy, Vegetarian, food prepared upon order and etc.

Service expectations and timing

1 Time of service is expected to be according to the proposed operating schedule.

• 7:00 am to 9:00 pm during teaching semester (weekdays)
• 7:00 am to 5:00 pm during semester break (weekdays)

2 However, there will be other times when the cafeteria may need to be open, such as when there are special events and functions, which can take place beyond the scheduled operating hours, including weekends and public holidays.

3 The Operator must open the kiosk throughout January to December. Any temporary closure of a place of business, other than on an official public holiday, requires prior approval from the Facilities Management. The Operator shall notify Facilities Management no later than 7 days before the intended date of closure, stating the reasons for the closure, and the proposed dates for the closure and reopening.

4 The Operator must be able to cater to the student and staff population during peak time (lunch time). The currently estimated population during peak time (11am - 2pm) is 4,000.

5 The Operator must be able to subscribe to the cashless payment options as prescribed by MUM (eg. Grab Pay).

6 The Operator shall also establish and implement a regular inspection program to ensure a high standard of food safety and hygiene.

Duration of contract

1 The duration of the contract for operating the cafeteria is for a period of 2 years, with the option to extend for an additional of 2 (two) years, i.e. (2+2) and further extension if satisfactory.

2 The successful Operator will be required to sign an Agreement with MUM.

Rental rate and other charges and deposits

1 The rental rate for the Cafeteria kiosk is based on size of the total space occupied:

• Main kitchen with kiosk ~1835 sq.ft.
• Medium kiosk with cooking facilities ~220-255 sq.ft.
• Small kiosk with cooking facilities ~108-160 sq.ft.
• Small kiosk without cooking facilities ~70-138 sq.ft

2 The current indicative rental rate is RM8/sq.ft. (subject to change) and is inclusive of cafeteria compound cleaning and pests management.

3 The months of December and January will be rental free to compensate for the long semester break.

4 The rental and utilities deposits will be collected in advance and is refundable after deduction of outstanding rental or utilities charges upon termination of rental agreement:

• 3 months rental deposit
• Utilities deposit equivalent to 1 month rental fees

5 Utilities consumption will be charged according to set tariff rates and a separate meter will be installed by MUM to capture utilisation data and bill on a monthly basis.

6 Gas consumption will be charged according to the reading on a meter installed by MUM and will be billed on a monthly basis.

Upkeep and maintenance of premises and equipment

1 Operator's responsibilities

• Kitchen equipment, utensils and cutleries for the operations of the Cafeteria will be supplied by the Operator.
• The Operator shall maintain cleanliness at all times of the demised premises and shall take reasonable care in the use of fittings and equipment that are supplied by MUM.
• The Operator shall be responsible for the upkeep, repair and maintenance of all the fittings and equipment supplied and the general maintenance of all drainage pipes at its own cost.
• It is compulsory for grease trap(s) to be installed at all water outlet(s) with proper chemical dosing in place and these should be cleaned on daily basis to prevent any foul odours. The Operator must ensure proper management of grease and oils from the cooking activity. This is to ensure no blockage, stoppage or any other form of clogging to the drains, pipes, toilets, and drainage or sewage system of the premises.
• The kitchen hood and ducting system must be serviced periodically or at least once a year with proper records of servicing maintained and submitted to Facilities Management.

2 Landlord / MUM responsibilities

• Cafeteria compound cleaning (include clearing of cafeteria tables, chairs & flooring) will be by Campus-appointed cleaning contractor.
• Pest control will be engaged and managed by MUM.

Fit-out guidelines

1 The proposed layout for the cafeteria is as attached.

2 Operator to provide feedback on the space allocated.

3 Fit-out standards guideline include the following:

• Standard washing sink (approximate Length 24 inch x Breath 30 inch x Height 33 inch).
• Grease trap must be installed for every individual basin.
• Install portable grease trap with auto chemical dosing system, gully trap, scupper drain and waterproofing for kitchen and wet area with 10 years warranty.
• Space allocated for 1 unit Fire-extinguisher.
• Proper cabinet for cleaning chemical storage only.

4 Kitchen ventilation and exhaust system:

• All kitchen hoods with exhaust shall be provided with fresh air system. Individual fresh air fan c/w non-return damper shall be provided. The amount of fresh air shall be 80% of exhaust capacity.
• All kitchen exhaust fan must equip with non-return damper to avoid back flow from kitchen exhaust system.
• Operator is required to install the grease suppression system and approved high efficiency filters at their kitchen exhaust hood according to the required capacity for odor and grease removal.
• All kitchen exhaust ducts must be made of 1.5mm thickness (minimum) fully welded mild steel. No spot welding is allowed.
• The kitchen exhaust system must be tested and commissioned with witness by representative from MUM to ensure the actual air change in kitchen matches with the designed factor.
• Individual kitchen exhaust fan c/w non-return damper can be installed for every kitchen hood to improve the kitchen exhaust system.
• Operator is to ensure that the kitchen hood does not operate without filters, to prevent grease from flowing freely directly into cafeteria kitchen exhaust duct and creating a fire hazard.
• Operator is to ensure that the UV, odor and grease suppression system is maintained monthly by the Operator’s contractor.
• Operator shall keep a record of the maintenance work for Facilities Management inspection.
• Operator is to ensure that the kitchen hood and cooking barrier covers the complete cooking area within the premises. This includes any baking, toasting, barbequing and grilling equipment.
• Facilities Management has the right to request for modification to be done to the kitchen exhaust/hood design in the event the Operator fails to comply with MUM’s requirements or if an inefficient exhaust is identified.

Food and drinks selling price and changes of price

1 Price range. The list will be submitted to the MUM’s Food Services and Operations Committee (FSOC) for endorsement.

2 Cafeteria Operator must submit a written application to Facilities Management to request for any increase beyond the approved food price range. All proposals for any price increase are subjected to approval by the FSOC. The Operator IS NOT ALLOWED to increase any food price range without the approval of the FSOC.

3 Operator has the flexibility to introduce/replace food items to/on their menu within the approved price framework. For food items price that are not within the approved price range, clause 10.2 applies.

Other matters

1 Monash University Malaysia reserves the right to request Operator’s sales turnover information for MUM planning purposes.

2 All expenses related to the preparation and submission of the Proposal for the Cafeteria operations are to be borne solely by the Tenderer.

3 After the closing date of submission of tender, Monash University Malaysia will not entertain any further request or appeal.

4 Monash University Malaysia is not obliged to return the tender documents or supporting documents the Tenderers submitted.

5 Monash University Malaysia will send written notice to participants who have been shortlisted for tender interview.

6 Shortlisted tenderer(s) may be required to prepare their food products for food testing evaluation session.

7 Monash University Malaysia reserves the right to accept or reject any tender at their discretion without assigning any reason thereof.

8 The decision by MUM of the successful Tender is final.

9 Failure to comply with any of the above requirements during the tenancy period may result in remedial action including up to termination of the tenancy contract.

Tender number: MUM/F&B 2018

Tender for: Operations of cafeteria (Anchor Tenant) at Monash University Malaysia

Address: Jalan Lagoon Selatan, Bandar Sunway 47500 Petaling Jaya

Closing date: 28 September 2018 Time: 1700 hour Please ensure the following documents are included:

• Copy of Identity Card of Sole Proprietor / Key Partner / Managing Director or Key Personnel of Corporations.
• Certificate of Registration / Business Licence / Form 9, Form 24 and Form 49 of the Company.
• Personal / Firm / Company Profile, articulating the number of years of experience in the food business.
• Write up on background experience in Food, Cafeteria or Canteen Business.
• Brief write up on Financial Capital Capability, including latest audited Financial Statement, if any.
• Proposed Menu including price list of food & drinks