Invitation to Quote Document

CATERING INVITATION TO QUOTE - SPECIALIST FOOD PROVISION GLASGOW MELA 20151. INTRODUCTIONThe Glasgow Mela takes place in Kelvingrove Park in the west end of Glasgow on Sunday 14th June. The Glasgow Mela is Scotland’s biggest carnival of cultural diversity, including music, dance, food and arts. The event celebrates the myriad of influences that Glasgow’s multi-ethnic population brings to the city. In 2014 the Glasgow Mela attracted 47,000 visitors over two days, and this year over 37,000 are expected to attend the one day event on Sunday 14th June as the Glasgow Mela celebrates it’s twenty fifth year.Food and Drink is a key programming strand of the Glasgow Mela, and our ambition is to create an offering which showcases the most delicious food from all corners of the globe at our annual multicultural celebration. Glasgow Life Events are seeking competent and suitably qualified specialist caterers to deliver high quality specialist and artisan catering at the event as part of The Year of Food and Drink 2015.The Year of Food and Drink Scotland 2015 is a chance to spotlight, celebrate and promote Scotland’s natural larder and quality produce to our people and our visitors.This is an exciting opportunity for caterers to demonstrate how they use the quality Scottish produce for which Scotland is renowned as ingredients within their global food offering to the diverse and culturally curious international Mela audience.2. EVENT INFORMATIONThe twenty fifth Glasgow Mela event will take place in Kelvingrove Park on Sunday 14th June. All caterers are required to adhere to the principles of Scotland’s Food Charter for Events, which is included within this application pack. Please ensure that you have read Scotland’s Food Charter for Events before you complete the application form.Applications will be evaluated on how well caterers demonstrate that they comply with the Scotland’s Food Charter for Events. The Charter promotes a sustainable approach in the method of food delivery from start to finish, encourages food that is fresh, in season, and meets appropriate quality assurance standards. Food safety, Fair Trade, sustainable fisheries and animal welfare must also be considered. A Zero Waste approach to packaging and catering disposables is required. Caterers will be required to prove that their menus and production methods comply with the principals of the Food Charter.Adherence to the principles of Scotland’s Food Charter for Events is mandatory regardless of whether the vendor is trading from their own mobile Street Food Truck or marquee or from a Covered Caterer Pitch provided by Glasgow Life. As part of Scotland’s Food Charter for Events all traders are required to ensure that ALL disposables – e.g. plates, cups, cutlery, bin bags MUST be fully compostable. It is a condition of you being allowed to trade that you use products that can be composted along with food waste. Glasgow Life is Invitation to Quote Glasgow Mela 2015 delighted to have managed to negotiate a special discount for all appointed Glasgow Mela traders on a range of fully complaint Vegware products to make it easy and cheaper for traders to ensure they are compliant, however other manufacturers of fully compostable disposables are available. If using/purchasing disposables from another manufacturer the key thing to ensure is that the disposables are certified as being BSI Pass 100 Compliant, which means they are fully compostable. To take advantage of this special discount please contact Failte Foods via www.failtefoods.com and quote the reference Glasgow Mela.Any trader that uses polystyrene takeaway boxes and/or plastic cutlery will be stopped from trading until they can provide suitable alternatives. This policy includes but is not limited to: Takeaway boxes, Paper plates, Cutlery, Hot Cups, Cold Cups and Straws.It is requested that suppliers ensure there is an equal service to audience members with accessibility requirements. The event organisers will work with vendors to create accessible routes to and from vendor locations, however suppliers should assist in the provision of vendor information in alternative formats.The look and feel and general aesthetic appeal of the stalls and Street Food Trucks at the event has to be of the highest standard and therefore will be important criteria when assessing the quality of submissions.3. REQUIREMENTSThis Invitation to Quote seeks to appoint specialist producers and traders with a proven track record in delivering their chosen Lot(s) cuisine types at large-scale outdoor festivals and events. This document invites applications to trade at the Glasgow Mela from:- Speciality traders who wish to hire a Covered Catering Pitch and trade from a marquee provided by the event. - Speciality traders trading from their own aesthetically appealing Food Truck.The financial deal is structured differently, depending on whether you with to trade from a Covered Catering Pitch or your own Speciality Food Truck, please see below for further details.Regardless of whether you are trading from a Covered Catering Pitch or your own Speciality Food Truck all food traders will be required to demonstrate how they adhere to the principles of Scotland’s Food Charter for Events.No food service provider is permitted to sell alcohol.Glasgow Life works in partnership with AG Barr and as such AG Barr has exclusive supplier rights within soft drinks and water categories for Glasgow Mela. The appointed providers will therefore only be permitted to sell AG Barr soft drinks, which include Rubicon and Strathmore water products. A full list of Barr’s products will be included with your application Invitation to Quote Glasgow Mela 2015 pack and can be found at www.agbarr.co.uk. Ice cream suppliers must stock the AG Barr ice cream range; this can be supplied along with other ice cream products.All caterers are required to clearly signpost Halal, vegetarian, vegan and gluten free options within their menu and all caterers are expected to offer children’s portions at reduced prices. Glasgow Mela can provide covered catering pitches for traders to trade from. These pitches are floored and are available in a variety of sizes, and come with two thirteen-amp power supplied include within the pitch fee. Should you require addition power to this it is possible to order this in advance of the event. Please note that the deadline to order additional power is strictly one month before the event.We also invite applications from Specialist Street Food Traders trading from their own their own aesthetically appealing Food Trucks; please see the Specialist Street Food Traders section of this form. Please note if you are bringing your own mobile unit it must have all the required safety documentation as specified in the Document Checklist. Should you have any specific questions please contact Glasgow Life for more informationCOVERED CATERING FOOD PITCH DETAILSGlasgow Life can provide traders with a floored marquee to trade from. The cost of these Covered Catering Pitches increases incrementally depending on the size of the pitch.All Covered Catering Pitches are supplied with two 13 amp power supplies, giving a maximum power output of 6.5Kw. Should you require more power than this it will be possible for the event to supply this at a charge of:2 x 13 amp giving a total £50 + VAT output of 6.5kw Should you require a Covered Catering pitch at a different size to the ones listed below it may be possible to accommodate this and price would be negotiated on application.Covered Catering Pitch Cost including two 13 Amp Power Supply Size 3x3 metres £333 3x6 metres £420 6x12 meters £840Invitation to Quote Glasgow Mela 2015 Traders are permitted to submit applications for any combination of lots up to a maximum of three lots. If you are submitting a proposal for more than one lot please ensure a separate proposal is provided for each lot. SPECIALITY STREET FOOD TRUCK PITCH DETAILSWe also invite applications from speciality traders trading from their own aesthetically appealing Food Trucks.Street Food Traders trading from their own food trucks will be charged £20 per pitch square meter, and are responsible for bringing their own power. If you cannot provide your own power, please contact the event team to discuss this.Please see below tables for examples of how this rate is worked out.Street Food Truck Total Square Cost Per Square Total Pitch Cost Total Footprint Size Meterage Meter (Meters Frontage x Meters Depth) 5m x 3m 15m £20 £300 6m x 3m 18m £20 £360 8m x 3m 24m £20 £480 9m x 3m 27m £20 £540Should Street Food traders not have access to their own generator, it is possible to hire power from the event in advance at an additional cost of:2 x 13 amp giving a total £50 + VAT output of 6.5kw 4. DESIRED CUISINE TYPESBelow is an indicative example of the varied types of international cuisine we wish to be on offer at the Glasgow Mela. Please note we also welcome applications for specialist international cuisine types not listed below.Invitation to Quote Glasgow Mela 2015 Size of Number Requested of Suggested Items, please note offers are not lim- Covered Pitch Pitches Category ited to these items give details of other food- Marquee in required stuffs that could be provided. Meters Front- age x Meters Depth Corn on the Cob, Roast Nuts, Popcorn, Gaufre, Street Vendor Pretzel & Bagel Asian Food - Meat or Vegetarian Curries, Vegetable Dishes, Main Meals Rice, Kebabs, Hot Jalebi, Gulab Jamin Asian Food - Pakora, Samosas, Chana Pann, Sweet and Sa- Snacks & voury Starters BBQ Grill Grilled Meats and Speciality burgers Caribbean Rice & peas, Fish, Jerk Chicken Churros, Strawberries and Cream, Cakes, Deserts Crepes Mussels, Arbroath Smokies, Cullen Skink, Fish Kedgeree Indian Ice Kulfi, Falooda. (1 and use of up to 3 mobile Cream karts) Italian Pasta, Pizza, Piada, Risotto Mexican Burritos, Fajitas, Corn, Chilli, Tacos, Nachos Oriental Main, Noodles, Stir-Fry, Veg, Chicken, Pork: Satay and Japanese & Curries, Sweet and Sour dishes Thai/Chinese Oriental starters, Japan- Dim Sum, Gyozas, Spring Rolls, Sushi ese & Thai/Chinese Polish Pierogi, Goulash, Pancakes Stovies, Haggis, Vegetarian haggis, Lamb Scottish wraps, Venison burgers South Asian Dosa, Vadai, Iddly, Samber, Uttapam Nigiri, Miso Soup, Sashimi, Edame beans, Tem- Sushi pura Other (please specify) Invitation to Quote Glasgow Mela 2015 5. LOCATION & FACILITIES Glasgow Life event organisers will provide: Two 13 Amp supply for all Covered Catering traders as standard, on approval of power specification and associated paperwork, payable in advance as part of the Covered Catering pitch fee  Polyjohns for staff use  Euro bins for back of house waste separation in line with Glasgow Life’s waste policy (please see terms and conditions)  Adequate NON POTABLE standpipe provision for re-filling of handwash facilities, please note NOT SUITABLE for cooking. Traders should bring their own trolley to assist in carrying water as the standpipe is located just outside the Park on Royal Terrace  Shared IBCs for waste-water disposal  Outdoor picnic benches for customer use  Adequate stewardingRegardless of whether service providers are located within a Covered Catering pitch in a marquee provided by the event or their own Food Truck, it is the service provider’s responsibility to provide: Relevant Fire Extinguishers dependent on cooking method (s): to be positioned in agreement with Glasgow Life’s Safety Coordinator  Teal Unit Hot Water Hand Wash – (Teal Hot Water Hand Wash Units can be hired from the event in advance).6. EVALUATIONApplications to trade at the Glasgow Mela within Covered Catering and for Specialist Food Trucks will be evaluated on a 100% Quality Basis.PRE-QUALIFICATION QUESTION References and relevant experience are an important part of the Pre-Qualification process.Provide detailed evidence of your experience in providing a similar food service selling Weight- the type and quality of food that you are applying to sell at the Glasgow Mela at other ing large-scale multi-day outdoor events and festivals (over 3,000 capacity) and list all such 70% events over past five years. Please detail below points of contact to enable Glasgow Life to seek References on a Weight- confidential basis, if required (the References must relate to a similar service that has ing been undertaken in the last three years). 30%Invitation to Quote Glasgow Mela 2015 Please detail below points of contact to enable the Glasgow Mela to seek References on a confidential basis, if required (the References must relate to a similar service that has been undertaken in the last three years).Reference 1:Name of Organisation:Address:Contact Name:Contact Telephone Number:Contact E-mail:Nature of Service Provided:Value of Contract:Company RepresentativeAuthorised Signatory: On behalf of:Date:Any submission which fails to meet a satisfactory score (a minimum of 60%) will not progress to the award stage. EVALUATION METHOD STATEMENTSIn addition to the certification requested, applicants must submit Method Statements that will address the applicant’s proposals for this specific requirement, covering the below areas.Invitation to Quote Glasgow Mela 2015 EVALUATION Provide high-resolution photographs of the Mobile unit(s) you wish bring to Glasgow Mela 2015. If you are applying for a Covered Caterer Glasgow Life provided marquee pitch, 5% please supply photographs of your stand.Provide details and photographs of any additional added value seating or dressing you can bring which will enhance the overall ambience of the area, e.g. whisky barrel tables, seat- 1% Aesthetic Appeal ing, covered seating area for customersPlease submit your proposed menu with prices of all food options as a menu PDF, Where appropriate please detail what Vegetarian, Vegan, Gluten Free, and Halal options your 25% menu offersQuality – Please give a full and detailed description of your proposed food offering including details of cooking and methods and other details that characterise your company’s catering. 25% Quality Please detail the quality of the ingredients used and what sets you apart as a specialist in providing food service for the Lot you have chosen to apply for. Affordability - please detail how the menu offers value for money to the customer. Where appropriate please detail what Children's portions options are available and if these chil- 2% dren portions are available at a reduced price Pricing Policy 2% Where appropriate please detail what Vegetarian options your menu offers 2% Where appropriate please detail what Vegan options your menu offers Variety 2% Where appropriate please detail what Gluten Free options your menu offers2% Where appropriate please detail what Halal options your menu offers Not scored – Please detail in percentage terms what percentage of items on your menu will be made us- for re- ing Scottish produce. porting purposes only Please detail in percentage terms what items of the full menu will be freshly prepared 5% versus bought in Food Charter Please provide details of the standards of animal welfare operated or details of Approved 5% Animal Welfare Scheme (provide details of housing, diet etc) Do you currently hold the Healthy Living Award? If Yes please include a scan of the Award 2% Healthy Living Award with your applicationInvitation to Quote Glasgow Mela 2015 Please provide of what communication channels you will use to promote your attendance at 2% Marketing the event should your application be successful Please outline your environmental policy, including your current arrangements for minim- Environmental Sus- 5% tainability ising the consumption of natural resources, waste separation and recycling Please provide a full power spec detailing each appliance and it's required kilowatts 2% Please detail the total square meterage of your requested footprint in Frontage meters x Depth Meters 2%Please ensure that you have provided all the documentation as detailed on the Document 11% Checklist along with your application as this is part of the weighting score DocumentationAESTHETIC APPEAL METHOD STATEMENTProvide high-resolution photographs of the Mobile unit(s) you wish bring to Glasgow Mela 2015. If you are Weighting applying for a Covered Caterer Glasgow Life provided marquee pitch, please supply photographs of your stand. 5%Provide details and photographs of any additional added value seating or Weighting dressing you can bring which will enhance the overall ambience of the area, 1% e.g. whisky barrel tables, seating, covered seating area. Invitation to Quote Glasgow Mela 2015 QUALITY METHOD STATEMENTPlease submit your proposed menu with prices of all food options as a menu PDF, Where appropriate Weighting please detail what Vegetarian, Vegan, Gluten Free, and Halal options your menu offers 25%Quality – Please give a full and detailed description of your proposed food Weighting offering including details of cooking and methods and other details which characterise your company’s catering. Please detail the quality of the 25% ingredients used and what sets you apart as a specialist in providing food service for the Lot(s) you have chosen to apply for. Invitation to Quote Glasgow Mela 2015 PRICING POLICY METHOD STATEMENTAffordability – please detail how the menu offers value for money to the Weighting customer. Where appropriate please detail what Children's portions options are 2% available and if these children portions are available at a reduced priceVARIETY METHOD STATEMENTWhere appropriate please detail what Vegetarian options your menu offers Weighting 2%Invitation to Quote Glasgow Mela 2015 Where appropriate please detail what Vegan options your menu offers Weighting 2%Where appropriate please detail what Gluten Free options your menu offers Weighting 2%Where appropriate please detail what Halal options your menu offers Weighting 2%Invitation to Quote Glasgow Mela 2015 ADHERANCE TO SCOTLAND’S FOOD CHARTER FOR EVENTS The purpose of the Adherence to the Scotland’s Food Charter for Events is for the applicant to demonstrate how they adhere to these principles and give examples of the standards of animal welfare, Product Assurance Schemes, and of seasonal produce. Please detail in percentage terms what percentage of items on your menu will Not Scored be made using Scottish produce. The higher the percentage the higher the – for score. reporting purposes onlyDetail in percentage terms what items of the full menu will be freshly prepared Weighting versus bought in. 5%Please provide details of the standards of animal welfare operated and or details Weighting of Approved Animal Welfare Scheme (provide details of housing, diet etc.) 5%Invitation to Quote Glasgow Mela 2015 HEALTHY LIVING AWARD METHOD STATEMENT The purpose of the Healthy Living Award method statement is for the applicant to demonstrate if they have been awarded The Healthy Living Award. Ideally all traders would hold the Healthy Living Award. There is no cost to submit an application for the Healthy Living Award. Full details of the Healthy Living Award can be found here: www.healthylivingaward.co.uk/caterers/what-we-are-looking-forDo you currently hold The Healthy Living Award? Weighting If Yes please include a scan of the award within your documentation. 2%MARKETING METHOD STATEMENTPlease provide of what communication channels you will use to promote your attendance at the event Weighting should your application be successful 2%ENVIRONMENTAL & SUSTAINIBILITY METHOD STATEMENTWhat arrangements do you have for minimising waste, including recycling and Weighting reusing, waste separation and recycling? 5%Invitation to Quote Glasgow Mela 2015 DOCUMENTATION METHOD STATEMENTWeighting Please provide a full power spec detailing each appliance and its required 2% kilowattsPlease detail the total square meterage of your requested footprint. Weighting 2%Please ensure that you have provided all the documentation as detailed on the Weighting Document Checklist along with your application as this is part of the weighting 11% score7. ADDITIONAL INFORMATION All caterers must provide their own Teal Unit Hot Handwash handwash unit.  Caterers will be allocated 4 entrance passes per unit. If you require further passes please contact Glasgow Life.Invitation to Quote Glasgow Mela 2015  Full details on vehicle access will be supplied upon confirmation of appointmentLitter Bond A Glasgow Mela Litter Bond is required for all caterers. This will be returned post event on the understanding that all waste is disposed of in line with Glasgow Life’s Waste Separation Policy. Please ensure that the £200 Litter bond is a separate cheque with your name and address written on the reverse of it for it to be returned. If your application is successful we will contact you in writing and this application form will form part of your trading contract. All traders will be subject to inspection by Environmental Health as part of any licensing approval process and also during the event. Pitch fess only are VAT free, payment for pitch fees should be made once appointed by a cheque made payable to Glasgow Life.Data Protection Your name and address may be used by Glasgow Life or its agents for notification of future activities, including Caterer events. If you do not wish your name and address to be held, please tick here A photograph which includes your participation in the event may be used by Glasgow Life or its agents for the purposes of future Marketing. If you do not wish it to be used for this purpose, please tick here Company Name:Contact Name(s):Signature:Address :Telephone:Mobile :Website:MANDATORY INSURANCE DOCUMENTS TO BE SENT NOW AS A CONDITION OF CONTRACT  A current and valid copy of your Public Liability Insurance, equal to or greater than 5 million pounds  A current and valid copy of your Employers Liability, equal to or greater than 10 million pounds Invitation to Quote Glasgow Mela 2015  A current and valid copy of your Product Liability, equal to or greater than 5 million pounds MANDATORY DOCUMENTATION AND INFORMATION TO BE SENT NOW AS A CONDITION OF CONTRACT  Details of your registration (if any) as a food business with your local authority  A current Food Hygiene rating certificate for your place of work / Certificate of Compli- ance for Mobile Units  A copy of your most recent Food Safety Inspection Report  Full power spec detailing each individual appliance and its required kilowatts  Agreement, signed and returned  Litter Bond Cheque for £200 MANDATORY DOCUMENTATION & INFORMATION TO BE SENT BY MAY 14 AS A CONDITION OF CONTRACT  Pitch Fee Cheque returned as per invoice which will be received  Detailed final menu and price list for your offer including all children’s options where appropriate  Current electrical & gas (Gas Safe Register) safety certificates (see Terms and Condi- tions)  Electrical safety certificates (PAT Tests) for all electrically operated equipment, with la- bels on all appliances showing date of last PAT test.  HACCP documentation including House Rules  Fire risk assessments  Health & Safety Risk assessment  Food Hygiene Certificates for staff working at the event  One high res photograph of the unit / stall you are applying to bring to the event  Detailed layout plan showing all catering equipment including location of your Teal Unit Hot Water Handwash ADDITIONAL CERTIFICATION REQUESTED ONLY IF APPROPRIATE BY MAY 14 AS A CONDITION OF CONTRACT  Up to 2 High Res photographs of additional added value seating or dressing you can bring to Glasgow Mela  Pressure Test Certificate for Cappuccino Machine if applicable (Must comply with Pres- sure System Safety Regulations 2000)  Halal certification if offering Halal products  Approved Animal Welfare Scheme certification where appropriate If you have any questions relating to this application form please contact Hannah McCloy on: [email protected] or Hannah McCloy Glasgow Life Events Team 220 High Street Glasgow G4 0QWInvitation to Quote Glasgow Mela 2015 If you have any questions relating to this application form please contact Hannah McCloy on 0141 287 9002Invitation to Quote Glasgow Mela 2015

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