tender no. 31152 - graduate house, hku for tender exercise for the...tender no. 31152 pg hub...
TRANSCRIPT
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 1 of 7
THE UNIVERSITY OF HONG KONG
GRADUATE HOUSE
Tender Exercise for the Operation of
Postgraduate Hub Cafeteria
Information for Tenderers
Background
1. Tenders are invited for franchises to operate the catering facility, named as the
Postgraduate Hub Cafeteria, located inside the Postgraduate Hub on Level P3 of
Graduate House, Main Campus of The University of Hong Kong on behalf of the
University. Details of which are set out in Appendix I attached.
2. This is a build and operate contract. The prospective caterers are required to propose
and carry out all works related to the overall design of layout, fitting out (including
kitchen and food corner (shop-front), furniture and kitchen equipment. Caterers are
required to propose the list of works to be carried out and the related cost. Details of
required submission are listed in paragraph 9(ii)(e) below.
3. General policy on catering operation is determined by the Graduate House Committee
of Management in consultation with its working group, which both comprising staff
and students. Executive responsibility rests with the Master of the Graduate House.
The University may set up a Consumers’ Group to monitor and provide feedbacks on
food quality and service etc. for the caterer.
4. A general briefing will be held for companies or individuals interested in tendering at
2:30 p.m. on 9 June 2014 (Monday) in Room P5-03, Level P5, Graduate House.
If you wish to attend the briefing session, please return the completed reply slip before
noon, 5 June 2014 (Thursday).
Charges
5. The University will levy a monthly charge of HK$8,000 or 15% of the sales volume per
month, whichever is the higher, plus a negotiable percentage sharing of the utilities
costs (including electricity and water charges) incurred by the common areas of the
Postgraduate Hub apart from the Cafeteria as a contribution towards the provision of
premises, equipment and facility to the catering facility. Details of the fee schedule
for the respective outlet are set out in Appendix I.
6. Apart from the monthly charge and a negotiable percentage sharing of utilities charges
incurred by the common areas of the Postgraduate Hub apart from the Cafeteria, the
Caterer will be required to pay a non-interest earning deposit and pay all utilities
charges of the Cafeteria, including but not limited to any sewage charges, electricity
charges, subterranean grease trap cleansing fee, water sampling and testing fee and
wastage disposal charges, as well as additional charges arising from the Catering
operation. The extent that the Caterer is required to clean up the common areas of the
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 2 of 7
Postgraduate Hub including the self-contained toilets is negotiable. The deposit
required for the respective outlet is set out in Appendix I.
Contract
7. The initial contract will be for a period of three years tentatively from September 2014.
Subject to satisfactory performance and review, the contract is possible to renew for a
further two years (i.e. a “3+2” contract). A copy of the sample catering contract is
attached as Appendix II. The tender should generally be based on the terms outlined
in this sample contract. However, variations in contract terms can be
counter-proposed and shall form the basis of additional proposals from Tenderers. It
is important that any proposed major changes to the draft contract must be
specified clearly in the tender proposal. If no such change is proposed, the
catering contract for the facility will generally follow the sample contract stated.
8. Tenders will only be accepted from persons or corporations who will occupy the
Premises for their own use, and no assignment, subletting, underletting, or parting with
the possession of the Premises or any part thereof or any interest therein will be
permitted.
Operational Proposal
9. Tenderers are required to submit the followings:-
(i) a completed Tender Form (Appendix III);
(ii) an operational proposal for a Cafeteria. The proposal should cover at least the
following components:
(a) Background of the company – a brief history of the company and a summary
of its organization and structure and its operational experience in the
catering industry, including other Universities or major organizations in
Hong Kong. It is necessary for the company to disclose the number and
the nature of its convictions by government authorities relevant to catering
or restaurant operation in other undertakings under its management and
control for the preceding 24 months, if any. Tenderer shall notice that
the company entering contract with the University shall normally be
the same company signing for and submitting the tender proposal.
Tenderer shall notice the University at the time of tender submission
should you prepare to enter contract with the University with a
different (or new) company signing the tender proposal at the time of
award of tender. It is noteworthy that, under the aforementioned
situation, the University may not consider the tender at all and reserves
the right to decline any request by the prospective caterer for change of
company name in the future.
(b) Human Resources Policy – recruitment system, working hours, training
programmes, remuneration scheme and staff deployment. The Caterer
shall indicate clearly the minimum monthly wages guaranteed to non-skilled
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 3 of 7
staff (i.e. general cleaners and dish cleaners) with reference to the latest
available Census and Statistics Department (CSD) quarterly report on wages
at the date of tender submission, plus the scheme and mechanism of revising
such wages. The wages information shall include MPF contribution by the
employee but not the employer, while any bonus or commission shall be
excluded. Information on the corresponding daily working hours and
monthly working days of these staff shall also be provided (Please finish
Item 9(c) of Appendix IV – Quick Summary).
(c) Menu Variety and Establishment of Price – method of operation, including
detailed menus, sample daily menu showing the daily variety and choices
(number of menu items per day and the menu rotation pattern), price lists
for the varieties of food to be provided, additional price for each takeaway
biodegradable food container, the sample menu and pricing for special
function catering. Prices should represent good value for money. Focus
should also be placed on the provision of healthy food. The Caterer is
expected to take into account the competitiveness of the proposed prices to
those offered in the main campus. The confirmed menu would be attached
to the Catering Agreement and would be contractually bound. Tenderer
shall notice that a certain degree of discount is expected if the tenderer
run a similar commercial operation in the territories or in the nearby
district.
(d) Management – an organization chart outlining the types and number of staff
to be employed specifically for the operation of the catering facility
concerned.
(e) Proposed Layout Plan of Kitchen Equipments – proposed usage of the floor
area and a complete set of the renovation plan. Tenderers should prepare
the following information:
- propose a fully designed floor layout including the food
production area, kitchen area, and service area (if applicable),
incorporated with the list of kitchen equipment, type of furniture
to be added and installed, and the fitting out works to be
conducted. Tender should provide a cost breakdown of the
relevant works involved under the following categories:
Design perspective and Builders’ work
Basic E&M work
Kitchen and equipment and fixtures
- Full list of equipment according to the layout plan proposed.
The full list of equipment must include the respective E&M
specification such as electricity and water required, which should
match with the provision available for respective premises as
shown in Appendix I.
- Tenderers shall notice that all works related to the respective
premises must strictly follow the ASD General Specification for
Building Works, Building Services Installation (i.e. MVAC,
Electrical Installation, etc.). Tenderer shall strictly follow all
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 4 of 7
requirements from ASD, EMSD and FEHD for the fitting out of
the kitchen premises and the installation of catering equipment.
The above will form a major part of the assessment criteria.
(f) Planning, Fee Schedule and Investment – configuration of planned
investment for the premises including food corner and kitchen equipment.
The general breakdown of investment shall be shown. Tenderers shall
provide the fee schedule, including but not limited to the monthly fixed fee.
These will form a considerable part of the assessment.
(g) Proposed Operating Hours – please refer to Sections 8 of Appendix I for
details.
(h) Estimated Annual Turnover and Pricing Policy – expected annual turnover
and the projected profit and loss account including food cost, gross profit,
staff payroll, utilities, depreciations, overheads, sundry expenses and the
expected net profit before tax. A three-year projection is expected.
(i) Monitoring and Control System – Caterer’s objectives and targets on quality
improvement, value for money, customers’ satisfaction, schedule of
repair/maintenance of equipment, etc; benchmarking against other caterers
(if any); overall monitoring and control system (with details on the structure
and staffing involved, and special mechanisms such as incentive scheme, if
any) adopted by caterer to ensure that overall quality improvement
objectives are met at the company level and at the catering facility that the
caterer is proposing to operate.
(j) Food Hygiene & Safety Management Plan – a clear plan to indicate how
food hygiene and safety can be achieved at the catering facility by spelling
out the standards to be met, the resources to be allocated for achieving this
objective, internal control and reporting (if any) and the organization chart
and supervision to be put in place by the caterer at the corporate
management level and at the catering facility concerned to achieve food
hygiene and safety. This management plan will form part of the criteria for
assessment and assessment for contract renewal.
It is mandatory for the appointed caterer to participate in the
University’s Food and Environmental Hygiene Audit Programme
conduct by a third party auditor appointed by the University, and be
responsible to bear the related cost incurred. (please refer to clause
12.12 of Appendix II – Draft Catering Agreement for details)
(k) Proposed Equipment Cleaning and Maintenance Schedule – a preliminary
proposal for routine cleaning of kitchen equipment as detailed in Clause
11.9 of the draft catering contract (Appendix II). Formal submission of
such cleaning reports with photo records to HKU upon such request is
required throughout the course of contract period.
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 5 of 7
(l) Measures to Protect the Environment – methods to ensure noise and smell
problems are kept to a minimum level and avoid as practical as possible
causing nuisances to adjoining student hostels and residential establishments,
use of biodegradable utensils and reduced use of packaging materials to
protect the environment; all disposable utensils must be biodegradable and
use of them should be discouraged as far as possible; handling of food waste
generated from the catering operation (please refer to clause 22(b) of
Appendix II – Draft Catering Agreement for details).
(m) Reporting System – the management personnel responsible for contacting
and liaising with the Master of the Graduate House, and the Graduate House
Committee of Management and its sub-committees; regular submission of
monthly financial statements and staff establishment.
(n) Corporate Social Responsibility - in addition to “9(ii)(b) Human Resources
Policy” and “9(ii)(l) Measures to Protect the Environment” above, any
measures and policies adopted by the caterer that are in compliance with the
basic principles of corporate social responsibility in:
Purchase – sourcing of raw materials through suppliers who observe
fair trade, respect labour rights and animal rights, and protect the
environment.
Waste disposal – minimizing, handling and treatment of wastes in
order to protect the environment.
Equal opportunity – Compliance with the relevant legislations and
codes of practice, support and services for persons with a disability,
policies for employees of different ages, different races and
different family roles, etc.
Support for tertiary education – sponsorship for student activities,
scholarships, provision of learning opportunities.
(iii) A quick summary of the operational proposal as detailed in (ii) above
(Appendix IV); and
(iv) Financial or bankers’ references showing the healthiness of the Tenderer’s
company.
Financial Proposal
10. A financial proposal is required to be prepared under a separate cover, showing the:
(i) Projected monthly turnover, gross profit, expense and net profit before tax and
dividend (if any) during the course of contract period
(ii) Proposed basis of calculation of the monthly contribution of the turnover
earned at the Restaurant to the University.
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 6 of 7
Declaration of Interest
11. Tenderers are required to declare whether any of their family and other relatives and/or
close friends are working in the University whereby their loyalty to the Tenderers may
conflict with the interests of the University. Tenderers bidding in the name of
companies will also need to disclose the names of all directors, and, if any of the
directors is a company, the names of all directors of the holding company and make
such declaration.
Queries
12. If Tenderers have any query, please contact the House Manager, Mr. Dick Chow of the
Graduate House at 2249 1816 or email [email protected].
Prevention of Bribery Ordinance
13. Tenderers should note that The University of Hong Kong is a public body as defined by
the Prevention of Bribery Ordinance (Cap. 201), and as such it is an offence for any
employee of the University to offer or accept any bribe or favour from any actual,
prospective or potential suppliers.
Submission of Tender Proposals
14. The Tender Form (Appendix III), accompanying documents completed, tender proposal
and its soft copy (if applicable) in DUPLICATE, must be:-
(i) Enclosed in a sealed envelope with its cover showing the following:
(a) Tender No. 31152
(b) Tendering Exercise for the Operation of the Postgraduate Hub Cafeteria,
Graduate House, The University of Hong Kong
(c) Closing date & time – 10:00 a.m. on June 23, 2014 (Monday)
(ii) Lodged in the Tender Box, located at the Finance and Enterprises Office, 1st
Floor, Kennedy Town Centre, 23 Belcher’s Street, Kennedy Town, Hong
Kong on or before 10:00 a.m. on the Tender Closing Date of June 23, 2014.
(iii) Tenders must be lodged in the Tender Box if delivered by hand. The
University will not be responsible for loss/delay of tenders sent in by post.
Submission of tenders by fax or in other forms will not be accepted.
(iv) Late tenders will not be considered.
(v) Additional SIX (6) identical copies of your proposal should also be delivered
separately to the counter of the Finance and Enterprises Office, 1st Floor,
Kennedy Town Centre, 23 Belcher’s Street, Kennedy Town, Hong Kong by
noon on June 23, 2014 in sealed envelopes with similar markings as the
original documents and proposal.
Tender No. 31152
PG Hub Cafeteria (2014) Info for Tenderers Page 7 of 7
(vi) The Tender Form and Tender Summary (Appendix III & IV) must be properly
filled in and signed with company chop and all requisite information submitted.
Otherwise it may not be considered.
(vii) Tenderers when submitting their tenders by way of a subsidiary company should
clearly state the names of their parent companies and their correspondence
addresses, the names of their contact persons, their telephone numbers and
facsimile numbers.
(viii) The person who signs the tender as tenderer shall be deemed to be acting as a
principal unless he discloses therein that he is acting as an agent only, in which
case he shall also disclose therein the name, address and the name(s) of the
contact person(s) of his principal.
(ix) Tenderers when submitting their tenders by way of an unincorporated firm or
business should submit a copy of the valid certificate of business registration as
well as Certified Extracts of Information on the Business Register from the
Commissioner of Inland Revenue containing the name of the sole proprietor or
the names of all the partners, as the case may be, of the said firm or business.
(x) Tenderers when submitting their tenders by way of a corporation should submit
one copy each of the valid certificate of business registration, the Certificate of
Incorporation, the Memorandum and Articles of Association, Notification of
First Secretary and Directors, the latest Annual Return (if any) and Notification
of Changes of Secretary and Directors (if any) filed with the Companies
Registry giving details of its current shareholders and directors.
(xi) Any alteration or erasure made to the tender must be initialed by the person who
signs the Tender Form.
(xii) All tenders submitted shall remain valid from the closing date of the tender until
(90) days after the closing date of the tender and shall remain binding upon the
tenderers and may be accepted by the University at any time up to the expiry of
the said validity period. The University will consider and assess all tenders
submitted which comply with all the terms and requirements of this Tender
Notice.
(xiii) The University of Hong Kong does not bind itself to accept the highest tender or
any tender submitted and reserves the right to negotiate with any tenderer about
the terms and conditions of the offer.
(xiv) The tender submission shall remain valid for a period of ninety (90) days from
the date fixed for its receipt and it may be accepted by the University at any
time within this period leading to an agreement by contract to operate the above
catering facility of The University of Hong Kong. Tenderers may assume their
bids for the tender unsuccessful if you do not hear from the University after this
validity period of the tender submission.
Graduate House, HKU
May 30, 2014
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(a) Background of the company – a brief history of the company and a summary of its
organization and structure and its operational experience in the catering industry, including
other Universities or major organizations in Hong Kong. It is necessary for the company
to disclose the number and the nature of its convictions by government authorities relevant
to catering or restaurant operation in other undertakings under its management and control
for the preceding 24 months, if any.
Name of Company:
Holding Company (if any):
Operational Experiences:
Experiences in other
Institutes and Organizations:
(please provide reference)
Organization Chart:
Others:
(e.g. convictions,
appreciation, reference, etc.)
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(A)
Proposed Monthly Wage and Payroll
(HK$) Note 1
(B) No. of
working
hours per
day Note 2
(C) No.
of
working
days per
month
(D)
Hourly wage
equivalent
(HK$/hr)Note 3
Remarks:
Full-time
Part-time
(b) Human Resources Policy
Minimum wages guaranteed to non-skilled staff (i.e. general cleaners and dish cleaners)
with reference to the latest available Census and Statistics Department (CSD) quarterly
report on wages at the date of tender submission. (Please also finish Item 9(c) of Appendix
IV – Quick Summary).
Notes:
1. The salary/ wage information shown shall include the MPF contribution by the employee but NOT that
by the employer, while any bonus or commission shall be excluded or otherwise specified in “remarks”
2. No. of working hours per day shall not include meal time
3. Hourly wage received by part-time staff, or hourly wage equivalent (D) = (A) / (B) / (C) which is
applicable to staff receiving monthly wages
4. The Caterer shall include meal time and statutory rest days for their employees as paid working hours.
Other information including recruitment system, training programmes, remuneration
scheme, staff deployment and mechanism of revising staff salaries and wages. (please use
separate sheet if needed)
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(c) Menu Variety and Establishment of Price – method of operation, including detailed
menus, sample daily menu showing the daily variety and choices (number of menu items
per day and the menu rotation pattern), price lists for the varieties of food to be provided,
additional price for each takeaway biodegradable food container, the sample menu and
price for High Table Dinner (if applicable).
- please use separate sheet to elaborate
- a certain degree of discount is expected if the tenderer runs a similar commercial
operation in the territories or in the nearby district. Please specify and elaborate in
this section.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(d) Management – an organization chart outlining the types and number of staff to be
employed specifically for the operation of the catering facility concerned.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(e) Proposed Layout Plan and Mode of Operation – please proposed in accordance to the
requirement as stated in Clause 9(ii)(e) of “Information for Tenderers” of the tender
document.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(f) Planning, Fee Schedule and Investment – configuration of planned investment for the
premises including food corner and kitchen equipment, including the general breakdown of
investment. Tenderers shall also provide the fee schedule, including but not limited to
the monthly fee and proposed percentage sharing of the utilities charges of the common
areas of the Postgraduate Hub apart from the Cafeteria. These will form part of the
assessment.
i) The total investment sum for the setting up and operation of the catering facility
mentioned above would be no less than HK$ (please fill
in), and that the pledged investment would be fulfilled within one (1) year from the
date of commencement of this contract.
ii) Percentage sharing of the utilities charges of the common areas of the Postgraduate
Hub apart from the Cafeteria on top of the monthly fee of HK$8,000 or 15% of the
sales volume per month whichever is the higher.
_______ % sharing of the utilities charges of the common areas of the
Postgraduate Hub apart from the Cafeteria
(Please use separate sheet to elaborate if necessary)
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(g) Proposed Operating Hours – please refer to Sections 8 of the tender document
(Appendix I) and Clause 5 of the draft catering agreement (Appendix II) for details.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(h) Estimated Annual Turnover and Pricing Policy – expected annual turnover and the
projected profit and loss account including food cost, gross profit, staff payroll, utilities,
depreciations, overheads, sundry expenses and the expected net profit before tax.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(i) Monitoring and Control System – Caterer’s objectives and targets on quality
improvement, value for money, customers’ satisfaction, schedule of repair/maintenance of
equipment, etc; benchmarking against other caterers (if any); overall monitoring and
control system (with details on the structure and staffing involved, and special mechanisms
such as incentive scheme, if any) adopted by caterer to ensure that overall quality
improvement objectives are met at the company level and at the catering facility that the
caterer is proposing to operate.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(j) Food Hygiene & Safety Management Plan – a clear plan to indicate how food
hygiene and safety can be achieved at the catering facility by spelling out the standards to
be met, the resources to be allocated for achieving this objective, internal control and
reporting (if any) and the organization chart and supervision to be put in place by the
caterer at the corporate management level and at the catering facility concerned to achieve
food hygiene and safety. This management plan will form part of the criteria for
assessment and assessment.
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(k) Proposed Equipment Cleaning and Maintenance Schedule – a preliminary proposal
for routine cleaning and maintenance of kitchen equipment as detailed in Clause 11.9 of the
draft contract (Appendix II).
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(l) Measures to Protect the Environment – methods to ensure noise and smell problems
are kept to a minimum level and avoid as practical as possible causing nuisances to
adjoining student hostels and residential developments, use of bio-degradable utensils and
reduced use of packaging materials to protect the environment.
- type of bio-degradable containers, supplier, material, origin
- specification of the aforementioned containers (with photo for reference, if
available)
- proposed additional charge to patrons for each of these bio-degradable containers
- procedure for handling food waste generated from the catering operation
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(m) Reporting System – the management personnel responsible for contacting and
liaising with the Master of the Graduate House, and the Graduate House Committee of
Management and its sub-committees; regular submission of monthly financial statements
and staff establishment
Tender No.: 31152
PG Hub Cafeteria (2014) Sample of Operation Proposal
(n) Corporate Social Responsibility - in addition to “(b) Human Resources Policy” and
“(l) Measures to Protect the Environment” elaborated above, any measures and policies
adopted by the caterer that are in compliance with the basic principles of corporate social
responsibility in purchase, waste disposal, equal opportunity, and support for tertiary
education.
Tender 31152
1
THE UNIVERSITY OF HONG KONG
GRADUATE HOUSE
Briefing Session – Tendering Exercise for the Operation of
Postgraduate Hub Cafeteria at Graduate House
REPLY SLIP
To : Mr. Dick Chow, Manager, Graduate House, The University of Hong Kong
Fax. No : 2546 1861
Name of Company: _________________________________________________________
___________________________________________________________________________
Names of representative(s) who will attend the briefing [to be conducted in Cantonese (and
English if necessary)] at 3:00 p.m. on June 9, 2014 (Monday) at P5-03 Seminar Room,
Level P5, Graduate House, The University of Hong Kong:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Telephone No.: _________________________________________________________
Fax. No.: _________________________________________________________
Email Address: _________________________________________________________
Date:______________________ Signature:_________________________________
Please return this reply slip by fax on or before noon 12:00 p.m., June 5, 2014 (Thursday) to
Mr. Dick Chow (fax no.2546 1861; phone no. 2249 1816), Graduate House, The University
of Hong Kong, No 3 University Drive, Hong Kong.
Tender No. 31152
Page 1 of 4
Appendix I
THE UNIVERSITY OF HONG KONG
GRADUATE HOUSE
Tender Exercise for the Operation of
Postgraduate Hub Cafeteria
Introduction
1 This tender exercise covers the following catering facility, named as:
a) Postgraduate Hub Cafeteria (located in the Postgraduate Hub on Level
P3, Graduate House) (approx.72.43 sq.m.)
The above outlet is located in the Main Campus of the University, and the
location of the respective outlet is shown at the attached Appendix I - Annex I).
Soft copies of the relevant documents are downloaded from the official website of
the Graduate House at http://www.gradhse.hku.hk/tender/tender.html.
2 The initial contract will be for a period of three years tentatively from 1
September 2014. Subject to satisfactory service performance and review, the
contract is possible to renew for a further two years (i.e. a 3+2 contract)
3 Since September 2012, the total population of the University has been increased
by one-third of the original following the “3+3+4” curriculum reform. The
University currently has an enrolment of about 28,000 students, of whom some
16,000 are studying on a full-time basis on the main campus. The staff of the
University numbers more than 4,000, most of whom are on the main campus. In
addition to this large lunch-time population, there are some 900 students and staff
residents on the main estate; in the evenings and on weekends, a number of part-
time students attend courses offered by University departments and by the HKU
School of Professional and Continuing Education (HKU SPACE).
The distribution of classrooms and their capacity are:-
Main Campus : 74 classrooms with a total capacity of 7,429
Centennial Campus : 76 classrooms with planned total capacity of 5,225
4 The academic year runs from early September to the end of May each year, the
campus becomes less busy after the end of examinations, i.e. early June, and is
fairly quiet in July and August. However, summer residence is encouraged and a
high occupancy rate is maintained in the student hostels throughout the year.
There are also summer courses or conferences holding in the main campus during
these time. Since the Cafeteria is locate at the Graduate House where there are
200 postgraduate student residents, a Conference Centre, an Amenities Centre
including a number of departmental offices, the overall catering need is
considered as a steady demand throughout the year. Besides, the Cafeteria is
located inside the Postgraduate Hub, which serves all the Postgraduates of the
Tender No. 31152
Page 2 of 4
University and acts as a focal point for this large community. Postgraduates are
expected to gather in this Postgraduate Hub for various activities, and a cafeteria
there can serve their catering need as well.
Details of Catering Facility & Renovation Works
5 General Information of the Catering Facility
Restaurant Location
GFA
(sq.m) Specialties
Postgraduate
Hub
Cafeteria
Level P3,
Graduate House,
Main Campus
72.43
approx.
Self-serviced Cafeteria serving coffee, tea, sandwiches, bakeries, snacks, pizza, sweet soup, desserts, meal boxes, etc., for instance. It is expected that the Cafeteria can identify and sell characteristic food, and successfully find a vacant niche in the University.
Note: Specialty for the catering outlet may be subject to changes as proposed by the Caterer to be desirable.
M&E Provision: a) Fresh water supply
- Available. (Dia. to be confirmed)
b) Drainage
- Drain point available. (Dia. to be confirmed)
c) Power supply
- 200A 3-phase for kitchen equipment and other electrical installations.
d) Air-conditioning system
- Split-type air-conditioner (1 set for the Cafeteria, i.e. inside the Food
Corner area)
Note: maintenance / replacement of the air-conditioning system will be borne by
the University. The caterer is expected to carry out regular cleaning to the louvre.
When proposing and planning for the design and renovation of the Cafeteria,
tenderer shall take into consideration the fitting out and finishing for the
convenience of any future maintenance / replacement of the air-conditioning
system.
6 Floor plan of the above catering facility can be found in Appendix I - Annex I.
7 Sale of alcohols is not permitted unless the Caterer makes application to the
Liquor Licensing Board for the liquor license required in accordance to the
Tender No. 31152
Page 3 of 4
Dutiable Commodities (Liquor) Regulations (Cap. 109B), at its own cost.
8 The Caterer is required to provide non-stop catering services throughout the day.
The minimum opening hours of the catering facility is as follows:-
PG Hub Cafeteria
excluding:
8:30 a.m. to 9:00 p.m. (Monday to Saturday)
a) all Sundays;
b) Chinese New Year’s Eve;
c) the first, second and third days
of Chinese New year;
d) Christmas Day on December 25
Please also refer to Sections 5, 6 and 8 of the sample catering contract for details
of the opening hours, menu and other special function catering to be provided in
the Cafeteria.
9 The Caterer shall provide a variety of menu choices in a range of prices.
Caterer may apply in writing for prior permission from the University for
launching new or additional menus and prices from time to time, which shall form
part of the contract and to adopt any new menus and prices accordingly. The
process normally takes two weeks.
10 The University will handover the site as bare-shall condition with electricity
supply, air-conditioning (a set of split-type conditioner), water supply and
drainage points inside the premises. The details of E&M provision the outlet
could be found in Para.5 above. The University may provide a water meter and
an electricity meter for the Cafeteria.
Tenderers shall provide the renovation plan detailing the works required and the
specific E&M requirement for the respective Restaurant. Tenderers shall provide
a proposed list of equipment to be added and installed no matter whether they
choose to use some or all of the existing equipment items as provided by the
University. The list of equipment must include the E&M specification such as
electricity and water required and such specification shall match with the E&M
provision for respective outlet as shown in Appendix I – Annex II. Upon
planning for the renovation as well as budgeting for the required works, tenderers
shall take note of and strictly comply as far as applicable to i) all respective
requirements of ASD, EMSD and FEHD for builder works, building services
installation and catering equipment, and, ii) general requirement and specification
of workmanship of the University of Hong Kong.
Tenderers are required to prepare an estimated breakdown of cost for the
renovation and set up of the catering facility in the tender proposal. The proposed
total investment shall be provided in Appendix III – Tender Form and Appendix
IV – Tender Summary.
The University will not provide to the Caterer any financial support for the
Tender No. 31152
Page 4 of 4
renovation work as well as new equipment purchase and installation.
Charges and Fees Payable by the Caterer
11 The Caterer shall deposit a sum with the University to hold in a non-interest
earning account against any faulty damages to the University’s asset, furniture or
equipment in the premises caused by the prospective Caterer or any outstanding
debts after the termination of its contract.
The deposit for the respective catering outlet is listed as follows:-
PG Hub Cafeteria : HK$100,000
12 The Caterer shall pay a monthly charge of HK$8,000 or 15% of the sales volume
per month, whichever is the higher, plus a negotiable percentage sharing of the
utilities costs (including electricity and water charges) incurred by the common
areas of the Postgraduate Hub apart from the Cafeteria as a contribution towards
the provision of premises, equipment and facility to the catering facility.
The percentage of sharing of the utilities charges incurred by the common areas of
the Postgraduate Hub apart from the Cafeteria may be proposed by the Caterer
and subject to further negotiation with the University.
The monthly charge payable for the respective catering outlet is as follows:-
PG Hub Cafeteria : HK$8,000 or 15% of the sales volume /
calendar month, whichever is the higher
13 The Caterer will be required to pay all utilities charges of the Cafeteria, including
but not limited to any sewage charges, electricity charges, subterranean grease
trap cleansing fee, water sampling and testing fee and wastage disposal charges,
as well as additional charges arising from the Catering operation.
The Caterer will also be required to share the operational cost of the food
composter provided by the University. Such cost would be shared among the
catering outlet in the Centennial Campus. The exact share of cost would be
liaised further with all prospective Caterer concerned and confirm at a latter stage
after the award of contract.
Graduate House, HKU
May 30, 2014
DRAWING NAME
A1.01
SCALE DATE
REVISION
NOTES
1:100 (A3)
DRAWN BYCHECKED BY
1) NOT FOR CONSTRUCTION.2) DIMENSIONS TO BE VERIFIED ON SITE BEFORE CONSTRUCTION.
PROJECT NAME
CLIENTS NAME
LAYOUT PLAN
DESIGN FIRM
CERTIFICTION CODE(GRADE):
CERTIFICTION CODE(GRADE):
设 计 院
咨 询 公 司
LOCAL DESIGN INSTITUTE (LDI)
DESIGN CONSULTANT
POSTGRADUATE HUBPHASE 1 REFURBISHMENT
GRADUATE HOUSE, HKU
CHENG SIU TAILAM LAI SHUN
PR
OD
UC
ED
B
Y A
N A
UT
OD
ES
K E
DU
CA
TIO
NA
L P
RO
DU
CT
PRODUCED BY AN AUTODESK EDUCATIONAL PRODUCTP
RO
DU
CE
D B
Y A
N A
UT
OD
ES
K E
DU
CA
TIO
NA
L P
RO
DU
CT
PRODUCED BY AN AUTODESK EDUCATIONAL PRODUCT
Tender No. 31152
Appendix I - Annex II
Postgraduate Hub Cafeteria at Graduate House
List of University equipment that the Caterer may choose to use
(subject to latest functional condition of the equipment and the University’s consent )
Note:
The above-listed equipment items have been used for more than 10 years, and they may not be in good condition. It is assumed
that the Caterer will purchase and install their own equipment at their own cost. On the other hand, the Caterer may choose to
use any item of the above-listed equipment provided that it functions properly as confirmed by the Caterer and the University’s
consent is sought. The Caterer is required to state which equipment items they choose to use in the tender to be submitted and
they have responsibility to maintain the equipment items at their own cost. This will affect the final list of equipment that the
University provides to the Caterer (Appendix I - Annex II).
Item Description Quantity
1. Stainless Steel Upright 4 doors Freezer / Refrigerator 2
2. Glass doors Refrigerator 1
3. Stainless Steel Working Table 6
4. Stainless Steel Bain Marie Table 1
5. Overhead Warmer 2
6. Stainless Steel Twin Sink Table 1
7. Stainless Steel Cleaned Dish Table 1
8. Stainless Steel Cabinet 1
9. Four-tiers Upright Shelving 1
10. Combi-Steamer / Oven (Eloma EDC 10-11) 1
11. Salamander (Giorik SR-512R) 1
12. Electric Countertop Griddle (Galand ED-24G) 1
13. Electric Countertop Deep Fat Fryer (Galand ED-15F) 1
14. Slicer (Berkel) 1
15. Cutter Mixer (Robot Coupe R201 Ultra) 1
16. Electric Dishwasher (Winterhalter GS41/4) 1
17. Ice Maker (Ice-o-matic) 1
18. Microwave Oven (National) 1
19. Split-type Air-conditioner for the Food Corner area 1
General Workmanship Requirement and Specifications
The University of Hong Kong
Appendix I - Annex III
GENERAL REQUIREMENTS
Description of the Works
The Works included in this specification comprise generally the provision of all labour,
materials, tools, plants and every item required for the alteration works as listed in the
Schedule of Works and as shown on Drawings.
Materials and Workmanship
Materials and workmanship shall conform to :
i) in respect of building works : General Specification for Building, latest edition issued by
Architectural Services Department, the Government of the Hong Kong Special Administration
Region.
ii) in respect of electrical installation : General Specification for Electrical Installation in Government
Buildings of the Hong Kong Special Administrative Region, latest edition by Architectural Services
Department, the Government of the Hong Kong Special Administration Region.
iii) in respect of air condition installation : General Specification for Air Conditioning, Refrigeration,
Ventilation and Central Monitoring & Control System Installation in Government Buildings of the
Hong Kong Special Administrative Region, latest available edition issued by Architectural Services
Department, the Government of the Hong Kong Special Administration Region.
iv) in respect of plumbing and drainage installation : General Specification for Plumbing and Drainage
Installation in Government Buildings of the Hong Kong Special Administrative Region, latest
available edition issued by Architectural Services Department, the Government of the Hong Kong
Special Administration Region.
v) All works included in this contract are detailed on the drawings and described in the Specification.
The tenderer is requested to quantity and price the attached Schedule of Works (which is not
regarded as complete) and is free to add any items he deems necessary to build up his tender price.
Any works required but not described in this Schedule are deemed to have been included in his
tender price. No claim for any discrepancy of such will be considered. The quantities do not form
part of the contract but the rates will be used for valuation of variations.
Lump Sum Tender
The tender shall be ‘lump sum fixed price’ for the carrying out of the whole of the works in conformity with
the Conditions of Contract, General Requirements, Schedule of Works and Drawings. The Contract Sum
will only be adjusted in the case of variations to the Contract.
Inspection of Site
The location of the works is at .
Site inspection shall be arranged .
The Contractor shall be deemed to have made himself thoroughly acquainted with the conditions under
which the works are to be carried out, means of access, parking and unloading other facilities generally, and
all other matters which might affect this tender as no claim for additional payment on the grounds of lack of
knowledge will be
entertained.
Access
Access to the Works shall be restricted as shown on the drawings or to be agreed with the Director of Estates.
Execution of the Works
The Works are to be executed with minimal disruption and inconvenience to ongoing activities and facilities
in the building and the programme agreed with the Director of Estates. The Contractor shall provide a
suitably qualified representative who shall be responsible to this Contract, and be vested with adequate
authority to receive and carry out the instructions of the Director of Estates.
Completion of the Works
The works are to be completed and handed over within days after possession of the site.
Working Hours
The Contractor, unless otherwise agreed with the Director of Estates, may only work during the hours of
8:00 a.m. to 6:00 p.m., excluding Sundays, Public and University holidays. Noisy work shall be carried out
on Sundays, Saturday afternoons and Public/University holidays.
Non-Smoking Policy
The University is adopting a non-smoking policy throughout the campus. It is the Contractor’s liability to
ensure that this non-smoking policy is strictly adhered to. The University may take disciplinary measures
should the contractor fail to comply with such regulation.
Materials
All materials, including equipment, products, articles used in the Works, unless otherwise specified are to be
new. Such materials shall not contain hazardous ingredient and shall not emit either hazardous or irritation-
causing substance into the environment.
Dimensions
The Contractor shall be responsible for verifying all dimensions on site and advise the Director of Estates of
any discrepancy between the dimensions shown on drawings and measured on site.
Submittals
Samples and/or catalogues, specimens of colours of materials and equipment are to be submitted by the
Contractor within 14 days of the award of Contract, and are to be approved by the Director of Estates prior
to their use in the works.
Temporary water and electricity
Temporary water and electricity are to be provided by the Employer. The Contractor shall however make his
own arrangement for taking the supply at the point designated by the Director of Estates to the site.
Materials and articles stored on site
The Contractor may store materials and articles on site only as directed by the Director of Estates.
Responsibility for the safe custody of all goods, materials and equipment shall, however, remain with the
Contractor and no claim whatsoever shall be entertained for damage or theft due to careless handling or
improper storage.
Removal of rubbish
Periodically and upon completion, all rubbish from the Works shall be cleared and carted away to the
satisfaction of the Director of Estates.
Damage and reinstatement
The Works are to be carried out without damage to the existing premises, and if such damage occurs in the
carrying out of the works due to the Contractor's negligence, the Contractor shall make good at his expense,
failing which, the Director of Estates may deduct such sums from payment due to the Contractor for
reinstatement of such damage to be carried out by others.
Work at completion
Upon completion, the Contractor shall:
a) Make good all disturbed/damaged areas consequent upon the work.
b) Clean the Works, including areas of existing premises used for access and/or storage.
c) Leave the works secure with all accesses locked. Account for label, and hand over all keys to the
Director of Estates.
Co-ordinate with Other Works
The Contractor shall ensure that his work is co-ordinated with that of other contractors carrying out work in
the building and shall not cause any disruption to this work.
Site Safety and Practice
The Contractor shall observe all statutory requirements laid down by the Government including those
published by the Labour Department, Environmental Protection Department and the Fire Services
Department.
The Contractor shall with reference to his method of works take such necessary and adequate precautionary
measures to safeguard the health, safety and convenience of the adjacent public. Such precautionary
measures shall include but not limited to the adjustment of the timing, sequence, phasing and extent of his
works, the incorporation of safety provisions such as hoarding, covered walkway, fencing, temporary
protection, exhaust, air conditioning, lighting, and containment of noise, sound, dust, fumes and smell. The
Contractor is responsible to propose the precautionary measures, put them in place, audit their adequacy and
maintain their effectiveness. As part of his basic contractual obligation the Contractor is also required to take
instruction from the University in respect of adding or improving the precautionary measures as the
circumstance requires. Where work is required to be carried out in existing laboratories/plant room/roof of
similar potentially hazardous areas, the Contractor shall pay extra attention to the precautionary measures to
safeguard the health and safety of the adjacent public as well as his staff. Advice shall be obtained from the
user department via the Director of Estates in respect of the potential hazards therein and the special
precautionary measures required to be taken while work is being carried out in the areas. Having obtained
the advice, whether written or verbal, the Contractor shall be deemed to have informed himself of the
potential hazards and to be fully aware of the special precautionary measures he must take while executing
work in the areas.
Building Services Works
a) The air-conditioning installation shall be carried out by a nominated subcontractor.
b) The electrical and fire services installations shall be carried out by domestic subcontractors.
PARTICULAR SPECIFICATION FOR BUILDING WORKS
The Particular Specification is to be read in conjunction with the General Specification for Building, latest
available edition issued by Architectural Services Department, the Government of Hong Kong Special
Administrative Region, where there are any discrepancies between the requirements of the notes on the
drawings, the requirements of the Particular Specification, and the requirements of the General Specification,
the order of precedence shall be:
1) Drawings
2) Particular Specification
3) General Specification
Carpentry & Joinery Work
Hardwood unless otherwise specified shall be “San Cheung” (Kapore) and weigh not less than 720 Kg per
cubic metre with a moisture content of 20%.
Teak is to be of Burmese or Siamese origin weighing not less than 800 Kg per cubic metre with a moisture
content of 20%, well seasoned, straight grained and light gold brown in colour. The number of growth rings
at any cross-section should less than eight to an inch.
Gypsum wallboard shall be 12.5 mm thick, complying with B.S. 1230, taped and filled at joints.
Composite construction shall comply with the required performance requirement and shall be formaldehyde
free.
Screws for fixing gypsum wallboard to steel and stud shall be 40 mm long, having selfdrilling, self-tapping
threads and heads that compress the face paper without cutting into it.
Corner and edging beads shall be EXPAMET brand or approved equivalent.
Door and doorframe are to be constructed as shown on detail drawings.
Decoration & Redecoration
1. Decoration
a) Preparation of new surfaces – remove all dirt, dust stains, efflorescence, grease and loose
material and prepare new surfaces for decoration as follows:-
b) Plaster, cement render, and similar surfaces – wash down stop, and rub down. Apply one coat
of sealer and then two coats of Emulsion paint or unless otherwise specified.
c) Metal work – chip off and remove all scale and rust, clear with white spirit, allow to
thoroughly dry, then apply one coat of metal primer to zinc sprayed or galvanized iron and
cast iron. Then apply under-coat and finishing coat with gloss paint.
d) Woodwork – knot, prime, stop and rub down surface to be painted with one coat of wood
primer, one undercoat and finishing coat with gloss paint.
e) Varnish or lacquer and wax polish – rub down and fill surfaces to be stained. Apply two coats
of polyurethane varnish or lacquer and wax polish as specified.
2. Redecoration
a) Preparation of existing decorated surfaces – remove all dust, dirt, stains, efflorescence, grease
and loose material and, unless otherwise specified, prepare existing decorated surfaces for
decoration as follows:
b) Plaster – scrape off the existing paint to original surface with water and remove all loose
materials. Make good all defective works, apply one coat of sealer and two coats of emulsion
paint or unless otherwise specified.
c) Metal work – wash down, scrape off existing paint thoroughly by paint remover, rub down,
knot, prime and stop with epoxy filler. Apply one coat of metal primer, one undercoat and
finishing coat of gloss paint or unless otherwise specified.
d) Wood work – Gloss paint – wash down, scrape off existing paint thoroughly by paint
remover, rub down, knot, prime and stop with epoxy filler. Apply one coat of wood primer,
one undercoat and finishing coat of gloss paint or unless otherwise specified.
e) Lacquer and wax polish – rub down waxed or lacquered surfaces, fill and again rub down to
produce a smooth surface, then apply two coats of lacquer and wax polish. Varnish – wash
down, scrape and rub down thoroughly existing varnished surfaces and bring forward bare
spots. Cracks and holes to be stopped with epoxy filler. Then apply two coats of Polyurethane
varnish in gloss or matt finish as directed.
Particular Specification for Concrete Work
Formwork
Construct formwork to withstand worst combination of the following without bulging or
inducing deflection:-
a) Total weight of formwork, reinforcement and wet concrete.
b) Construction loads, including dynamic effects of placing, compacting and construction traffic.
Joints in Forms
Construct joints to prevent loss of grout, including joints between forms and completed
work.
Cleanliness
Reinforcement to be clean and free of loose mild scale, loose rust, oil and grease at the time of placing
concrete. Any bar found on site to be heavily rusted shall be removed from site, if ordered by the Director of
Estates or his representative.
Inspection
Obtain approval before starting each pour of concrete.
Vibration
Inform the Director of Estates or his representative of number and type of vibrators to be used. Sufficient
vibrators shall be on site in serviceable condition so that spare equipment is always available in the event of
breakdown.
Insert immersion vibrators at points not exceeding 500mm apart and withdraw slowly. Vibrate until mortar
begins to come to the surface and air bubbles cease to appear. Compact thoroughly around reinforcement,
inserts, etc., with surface type vibration.
Curing and Protecting
During the first stage of hardening, protect fresh concrete from:-
a) Premature evaporation of moisture due to hot water, sunshine, drying winds, etc.
b) Running water.
c) Mechanical injury.
Keep exposed surface of concrete damp for not less than four days, by approved means where specialised
means of curing are adopted. Curing time may be varied by agreement of the Director of Estates.
Cement
Except where otherwise specified, the whole of the cement used in the works shall be ordinary or coloured
Portland cement to BS12, delivered in sealed bags. Obtain prior approval when cement is to be delivered in
bulk instead of in bags. Any cement which has become partially set or has otherwise deteriorated shall not
be used.
Rates for items not specifically mentioned shall be calculated as follows:-
a) Proportional rates
Whenever there are similar items for materials and/or workmanship of similar character, then at rates
equal to or in direct proportion to that item.
b) Agreed rates
When articles, material or workmanship are so dissimilar as not to allow direct proportional
assessment as in (a) above an “agreed rate” shall be calculated.
The labour rate shall be as in the schedule of labour rates on the basis of the net labour wages paid by
the Contractor for the work, and the net cost of material to the Contractor after allowing for waste,
where necessary and deducting all discounts, with an overall addition of 15% (fifteen per cent) to
cover all overhead charges and profit.
LABOUR PER DAY Amount ($)
Male labourer
Female labourer
Excavator
Concretor, Bricklayer, Drainlayer
Mason
Bamboo worker and scaffolder
Carpenter and joiner
Blacksmith
Steel bender
Structural steel erector
Plasterer
Terrazzo and granolithic worker
Plumber
Fitter
Glazier
Painter
Plant operator (excavator driver, buldozer driver, etc.)
Truck driver
Heavy load coolie
Pneumatic driller
Per 12 hour period (day or night) watchman
Contractor should enter the rates for only those trades which are relevant to this particular contract.
Tender No. 31152
Page 1 of 20
Appendix II
Draft
THIS AGREEMENT is made on the xxxxx day of xxxxxxxx, 2014.
BETWEEN:-
1. THE UNIVERSITY OF HONG KONG ("The University") of Pokfulam Road, Hong
Kong; and
2. xxxxxxxxxxxxxxxxxxxxxxxx (“The Caterer”), with company number xxxxxx whose
registered office is xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
(each individually as a “Party” and collectively as the “Parties.”)
Introduction
The University is the owner of premises – Level P3, Graduate House, Main Campus, The
University of Hong Kong, of which the designated area as shown hatched in yellow in Annex
I has been designated for catering use (“Postgraduate Hub Cafeteria”). The Parties have
agreed that the Caterer shall operate and manage the catering facility at the foresaid area on
behalf of the University upon the terms set out below.
Agreement
1. Interpretation
In this Agreement, except where the context otherwise requires:
1.1 The University means The University of Hong Kong.
1.2 The Caterer means xxxxxxxxxxxxxxxxxxxxxxx
1.3 The Premises means the area defined and shown hatched in Annex I.
1.4 The Cafeteria means the kitchen and food corner (Rooms P3-09A, P3-09B & P3-10,
Graduate House).
1.5 The Postgraduate Hub means all the kitchen, food corner, main hall, multi-function
room, toilets, store room and other facilities (Rooms P3-07, P3-08, P3-09A, P3-09B
& P3-10 and the toilets and facilities inclusive, Graduate House).
1.6 Employees mean all those persons employed by the Caterer to work in the Cafeteria.
1.7 Utilities means Electricity, Water and any other utilities incurred.
1.7 Foodhandler means any person whose duties involve contact with food or the crockery
Tender No. 31152
Page 2 of 20
and utensils used for preparing or serving food.
2. Appointment
The University hereby appoints the Caterer, and the Caterer hereby accepts the
appointment, as the manager of the Postgraduate Hub Cafeteria, The University of
Hong Kong during the term of this Agreement.
3. Term
3.1 This Agreement shall commence on September 1, 2014 (tentative date, to be
confirmed) and subject as hereinafter provided shall remain in effect for the period
ending August 31, 2017 (tentative date, to be confirmed). The Caterer shall have an
option to renew for a further term of two years from the expiration, provided it shall
have served upon the University notice in writing of its desires to exercise this option
not less than six months prior to the expiration and that there is no material breach of
this Agreement by the Caterer. Subject to as otherwise agreed between the Parties, the
renewal shall be on the same terms and conditions as this Agreement save and except
the right of renewal.
3.2 The Caterer will carry out the renovation work for no more than four (4) weeks
(tentative, to be confirmed) from August 1, 2014 (tentative date, to be confirmed).
During the renovation period, the monthly fixed fee of HK$8,000 as required under
Clause 9.2 will be exempted.
4. Design and Construction
4.1 The University shall make available the Cafeteria with electricity supply, air-
conditioning, water supply and drainage point terminated at convenient location(s)
inside the premises. All subsequent maintenance, alteration and modification to the
Cafeteria (including service unit) and/or any re-design construction of a new service
unit will be subject to the approval of the Director of Estates and Director of Safety.
5. Opening Hours
5.1 The Caterer is required to provide non-stop service offering breakfast, lunch,
afternoon tea and dinner. The minimum opening hours of the Cafeteria are as follows,
subject to the exceptions given below (Clause 5.2 and 5.3).
Monday – Saturday 8:30 a.m. – 9:00 p.m.
5.2 The daily service is required to be provided except as indicated below:
a) all Sundays;
b) Chinese New Year’s Eve;
Tender No. 31152
Page 3 of 20
c) the first, second and third days of Chinese New year;
d) Christmas Day on December 25
5.3 Normal service in the Cafeteria shall be suspended when the No. 8 Tropical Cyclone
Warning signal is hoisted or if the black rainstorm signal is in force before 8:00 a.m.
Normal service shall be resumed not later than three hours after the No. 8 Tropical
Cyclone Warning signal or the black rainstorm warning has been lowered, unless this
occurs after 3:30 p.m. in which case service shall be resumed on the following day.
6. Menu
6.1 The menu of the Cafeteria shall meet the following requirements:
(a) it shall consist of a variety of menu with regular rotation;
(b) the number of items per day and the frequency of menu rotation must be in
accordance with the menu as proposed by the Caterer; and
(c) the approved menu could be supplemented by other dishes according to season
and demand, with the agreement of the University.
6.2 The daily menu must be clearly displayed, in both Chinese and English, in the
Cafeteria, in accordance to the menu shown in Annex II (see also Clause 10).
7. Operation of the Cafeteria
7.1 Subject to and in accordance with any general instructions given pursuant to Clause
7.3 by the University, the Caterer shall have the following operational responsibilities:
(a) to manage, operate and administer the Cafeteria and all ancillary services or
facilities therein to the standard agreed between the Parties and in accordance
with the general instructions of the University;
(b) to ensure a high standard of cleanliness and efficiency in the operation of the
Cafeteria, and a high standard of work, dress and behaviour of the Employees;
(c) on a quarterly basis to provide monitoring and analysis of the biological
aspects of the food samples by a laboratory of a recognized standard;
(d) to provide the Employees with an appropriate uniform, including headwear
and to ensure that it is worn on duty;
(e) to comply with all laws, by-laws or regulations in force and governing the
operation of the Cafeteria and employment of the Employees, provided that
those regulations made by the University are notified to the Caterer;
Tender No. 31152
Page 4 of 20
(f) to be responsible for purchasing of all supplies, additional equipment and
services including, without limitation, all cooking utensils/implements, glass,
crockery and cutlery for the Cafeteria;
(g) to be responsible for the purchase of all food stuffs and other consumable
items;
(h) to settle all salary bills, invoices and other demands for payments associated
with the operation of the Cafeteria including but not limited to cost of utilities,
electricity charge, sewage charges, wastage disposal charges, clearing of
grease traps carried out by the University and manhole water sampling and
generating the corresponding reports;
(i) to administer the Cafeteria and to supervise and be responsible for keeping the
accounts and records of the Cafeteria;
(j) to report all defects of the equipment supplied by the University and any other
furniture and fixtures to the Master of the Graduate House or his representative;
(k) To strictly adhere to the use of non-biodegradable table utensils when serving
food for eating inside the Cafeteria, and to use bio-degradable material instead
of the polystyrene / plastic take-away utensils;
(l) to take all necessary measures to reduce the amount of cooling and grease
entering the effluent stream as advised by the Environmental Protection
Department in the document ‘Grease Traps for Restaurants and Food
Processors’;
(m) to make necessary setting in the Cafeteria in order to cater for the need of the
disabled;
(n) to provide free hot and cold water at the Cafeteria where the supply equipment
has been installed by the University;
(o) to ensure that the Caterer's representative shall attend meetings related to the
management of the Cafeteria when requested by the University with prior
notice;
(p) to co-operate in quality and operational review exercises conducted by or on
behalf of the Committee on Catering or the Master of the Graduate House;
(q) to take appropriate action to procure the safe and timely evacuation from the
Premises of Employees, customers and others in the Premises, in the event of a
fire in the building, and to follow all instructions issued by the Director of
Safety in regard to both fire precautionary measures and evacuation
procedures;
(r) to be responsible for applying of all utilities supplies including but not limited
Tender No. 31152
Page 5 of 20
to Electricity, Water and Air-conditioning Electricity, etc. at their own cost, if
such provision is not provided by the University; and
(s) to be responsible for providing cashier counter and those relevant items
including but not limited to menu board and cash register, etc. at their own
cost.
(t) to station staff who can communicate fluently in English during all hours of
operation.
7.2 The Caterer shall not
(a) make any major policy change in the operation of the Cafeteria without the
prior approval of the Master of the Graduate House who shall not withhold
such approval without stating the reason(s);
(b) carry out any process or activity which constitutes the Cafeteria to become a
food factory. All food prepared and/or cooked and/or heated is to be sold and
consumed on the Premises. Small scale and genuine take away orders can be
entertained. The Caterer is explicitly not allowed to accept take away orders in
bulk or of a repetitive nature without the prior permission of the University;
(c) display or permit to be displayed inside the Cafeteria any advertisement
material unless approved by the Master of the Graduate House (except as
provided under Clause 23 below); and
(d) display or permit to be displayed any signboard or advertisement material of
any kind on any part of the exterior of the Cafeteria or visible from outside of
the Cafeteria except such as has been approved by the Master of the Graduate
House in writing and then only in a place and in a manner approved by the
Master of the Graduate House.
7.3 The Master of the Graduate House may after prior consultation with the Caterer by
notice to the Caterer give general instructions regarding the operation and
management of the Cafeteria, provided that such instructions cannot in any event take
effect retrospectively or otherwise operate to invalidate or countermand any precedent
acts of the Caterer except in respect of acts of the Caterer which constitute a breach or
default of any previous general instructions given by the University. Any consultation
required under this Clause 7.3 shall be in the form of a meeting attended by the
authorised representatives of both Parties, the deliberations of which shall be minuted
and the minutes agreed by both Parties.
8. Other Special Function Catering
8.1 The Caterer shall be permitted to supply and serve meals, beverages and refreshments
for other functions organized by students or staff of the University in the Postgraduate
Hub (provided this does not disrupt normal catering service) or elsewhere, either on
the campus (subject to approval of the venue by the University) or off the campus.
Tender No. 31152
Page 6 of 20
8.2 The Master of the Graduate House reserves the right to invite an outside caterer, if
necessary, to provide catering service for some special events held in the Main Hall or
Multi-function Room of the Postgraduate Hub although it may not be often.
8.3 The Caterer shall not make the Premises expressly available for use by persons who
are not members of the University although such persons may patronise the Cafeteria
during normal service hours.
9. Deposit and Charges to be Paid by the Caterer
9.1 The Caterer shall deposit a sum of HK$100,000 with the University to be held in a
non-interest earning account against any outstanding debts after the termination of its
contract (see also Clause 26 below).
9.2 The Caterer shall pay a monthly charge of HK$8,000 or 15% of the sales volume per
month, whichever is the higher, plus a negotiable percentage sharing of the utilities
costs (including electricity and water charges) incurred by the common areas of the
Postgraduate Hub apart from the Cafeteria as a contribution towards the provision of
premises, equipment and facility to the catering facility.
9.3 The monthly fee under Clause 9.2 and the charges under Clause 7.1(h) should be
settled by the Caterer within 30 days upon receiving the respective debit notes issued
by the Finance and Enterprises Office of the University. The Master of the Graduate
House acting on behalf of the Graduate House Committee of Management reserves
the right to impose a 5% surcharge on the overdue amounts should the Caterer default
in prompt settlement.
10. Establishment of Prices
10.1 Prices of all services and provisions, food and beverages sold by the Caterer in the
Cafeteria shall be at the rates shown in Annex II unless variation has subsequently
been agreed by the University.
10.2 Prices may be revised downwards at any time. Price increases may normally be
considered only once a year to take effect from August 1. Proposals must be
submitted at least three months in advance and will be subject to the approval of the
University’s Graduate House Committee of Management. Such increases shall not be
effective earlier than twelve (12) months after the beginning of the term of this
agreement.
10.3 Prices of new menu have to be agreed by the University. A written request shall be
submitted to the Master of the Graduate House for prior approval of new menu and
prices.
11. The Premises, Furniture, Fittings and Equipment
Tender No. 31152
Page 7 of 20
11.1 The University agrees to permit the Caterer access to and use of the Premises in
fulfilment of the purposes of this contract. The Caterer shall ensure that the Premises
are vacated overnight upon expiration.
11.2 The University and the Caterer agree that the furniture, fittings and equipment
supplied by the University is in accordance with the list at Annex III.
11.3 All the furniture, fittings and equipment supplied by the University shall be kept in
good condition and the Caterer will undertake all necessary repairs to such furniture,
fittings and equipment. The costs of replacements shall be borne by the University
provided that the fault or damage is the result of fair wear and tear with the exception
in Clause 11.6.
11.4 The interior of the Cafeteria and service areas, and all fixtures, facilities and
equipment therein, the external surfaces of the windows shall be kept clean and tidy
throughout the term of the agreement to the satisfaction of the Master of the Graduate
House or his representative. The Caterer shall replace any cracked or broken window
glass/ glass shop-front at his own expense.
11.5 The Caterer shall not leave or cause or permit to be left any furniture, boxes, goods,
articles, rubbish containers or rubbish in areas on the Premises not designated for such
purpose or to cause obstruction whatsoever thereon. The Caterer shall carry out the
pest / rodent control treatment for all areas that have been assigned to the Caterer
under this contract, particularly at the seating area at his own expense. The Caterer is
required to submit monthly pest / rodent control report to Master of the Graduate
House and Director of Estates Office for record; enhancement will be required
according to the actual situation. Further, the Caterer shall be responsible for daily
sweeping and cleaning of the entire Postgraduate Hub area (including the Cafeteria,
Main Hall, Multi-function Room and Toilets) at his own expense (tentative, to be
negotiated and confirmed between the University and the Caterer).
11.6 The Caterer shall be responsible for the cost incurred in replacing any wash basin or
sink including water taps within the Cafeteria and the associated area(s) have been
granted which have been broken or damaged by fair wear and tear or in clearing
regularly any drains or sewers, filters / grease trap, floor drain that may have become
choked or stopped through carelessness and undertake other recommended routine
maintenance for the Cafeteria’s proper operation.
11.7 The Caterer shall not make any alterations to the Cafeteria nor remove any of the
fixtures or fittings in the Cafeteria and the associated area(s) without the prior consent
in writing of the Director of Estates and shall not damage any of the walls, floors or
ceilings thereof. Any alterations made or any fixtures removed without prior consent
shall be reinstated as they originally existed before the Caterer vacates the Premises at
his own cost; or in default of such action, the Director of Estates may carry out the
work and all costs so incurred will be deducted from the deposit held by the
University.
11.8 Before the Caterer vacates the Premises, he shall make good at his own cost the
Cafeteria, rooms for the washing-up facilities, refuse storage / disposal purpose, and
Tender No. 31152
Page 8 of 20
general storage purposes, if required by the Director of Estates.
11.9 In regard to hydro-vent system / exhaust hood / water scrubbers and/or electrostatic
precipitator, kitchen equipment and appliances including cooking equipment, no
matter if they are provided by the Caterer themselves or provided by the University,
the Caterer shall take responsibility for proper use, regular cleaning, and routine
maintenance / repair (including the repair by relevant vendor of the equipment) etc.
throughout the contract period at Caterer’s own expense. The Caterer should maintain
all items in good condition anytime throughout the contract period to prevent the
spreading of cooking fume / oily smell and odour outside the kitchen. The Caterer
shall carry out monthly cleaning with suitable and adequate cleaning agent(s) for all
equipment throughout the contract period. Monthly cleaning and maintenance report
is required to be submitted for inspection and record. In case damage to University
provided equipment was found, the Caterer should immediately report to the Master
of the Graduate House and the Director of Estates. The cost of equipment
replacement for University equipment shall be borne by the University provided that
the replacement is caused by fair wear and tear. If the defect and damage is caused by
misuse and carelessness of the Caterer, the Caterer shall be responsible for the
replacement cost.
11.10 Maintenance of electricity supply, ventilation, air-conditioning, gas (if applicable) and
water supply that is originally installed by the University will be untaken by the
University’s Estates Office.
11.11 The Caterer shall undertake all in-way work as required to make way for any
maintenance or repair work undertaken by the University, and shall also undertake all
cleaning work as required prior to such maintenance/repair work.
11.12 The Director of Estates or the Master of the Graduate House or the Director of Safety,
or any person or persons authorised by any one of them, shall be permitted at any time
to enter and view the Cafeteria, its entrances and exits, its fittings and other items and
to take an inventory of the furniture, fittings, and equipment therein and to do any
repair or other work for the University.
11.13 Upon the expiration or termination of the term of this agreement, the Caterer shall
deliver to the University vacant possession of the Cafeteria, together with all those of
its furniture, fittings and equipment belonging to the University in a condition
satisfactory to the Director of Estates.
12. Food hygiene, health and safety
12.1 The Caterer shall submit a plan to the Director of Safety to indicate how food hygiene
and safety can be achieved by spelling out the standards, the resources to be allocated,
the organization plans and supervision required to achieve such objectives. This plan
will form part of the criteria for periodic assessment and assessment for contract
renewal (where applicable).
12.2 The Caterer shall inform both the Master of the Graduate House and the Director of
Tender No. 31152
Page 9 of 20
Safety of food poisoning incidents or suspected food poisoning incidents once these
incidents have been reported by its employees or customers.
12.3 The Caterer shall extend full cooperation to enable the University to acquire
information and results from the Government Departments or other agents pertaining
to any inspection, investigation or biological analysis of swab samples or food
samples carried out for the evaluation of the health and hygiene standard or for the
investigation of food poisoning outbreak.
12.4 The Director of Safety or his representative shall have the right to check, inspect, view
the Premises at any reasonable time without prior notice and the Caterer shall provide
information and assistance to facilitate the inspection and check.
12.5 The Caterer shall provide to the Graduate House and the Safety Office a copy of all
inspection records and results of the Food Environmental Hygiene Department or
Health Department, Fire Services Department and Environmental Protection
Department as soon as these documents are received.
12.6 For pre-packed food items sold at the Cafeteria, the Caterer shall notify the University
of the names and addresses of such food factories in which the food items are
prepared, processed, cooked or assembled for subsequent delivery to the University. It
is understood that only pre-packed food items which are prepared by these food
factories are supplied to the University. The University shall be notified should
deviation take place.
12.7 The Caterer shall grant explicit permission and facilities for representatives of the
University to inspect and visit all the food factories mentioned in Clause 12.6 at all
reasonable times with or without prior notification.
12.8 The Caterer shall provide copy of the inspection reports of all visits made by the Food
Environmental Hygiene Department to such food factories. Such copies are required
to be sent to the Director of Safety at fax 2858 7159 and by post within 24 hours upon
receipt of such reports.
12.9 The Caterer shall provide upon request by the University the delivery schedules of the
food items mentioned in Clause 12.6 and agree to adjust the delivery schedule in such
a manner to ensure the freshness and hygiene of the food items. The Caterer is
required to demonstrate that there are sufficient chilled/cold storage facilities to be
provided in the Cafeteria to cater for the quantity of such delivery schedules.
12.10 The Caterer shall observe instructions and advice given by the Director of Safety or
his representative on all matters relating to food hygiene, general health and safety
standard, cleanliness, and pest control schedules, and rectify the related problem
within a time frame specified by the Director of Safety.
12.11 The Caterer shall on a regular basis arrange at its own cost food samples for biological
analysis by a recognized laboratory.
12.12 The University may appoint a recognized independent external auditor and laboratory
Tender No. 31152
Page 10 of 20
to conduct regular food and environmental hygiene audit to the Restaurant, including
food and environmental samples for biological analysis. The Caterer is responsible to
bear the cost of the audits of which the rate of the audits is determined based on the
appointment of the auditor via an open tender exercise conducted by the University.
The Caterer is also responsible to bear the cost of any re-sampling and testing in case
the samples were reported as below the statutory standard as stipulated by respective
Government authorities.
12.13 All Foodhandlers and persons in-charge of Foodhandlers shall attend a food hygiene
class organised by the University Health Service (UHS), or the Food and
Environmental Hygiene Department, or an external provider recognized by the Food
and Environmental Hygiene Department annually. If such food hygiene classes are
provided by the Caterer internally, the qualification of the trainers and the context and
content of the classes must be reviewed and recognized by the Director of Safety.
13. Fire Safety
13.1 The Caterer in consultation with the Director of Safety shall submit a fire safety plan
to the Director of Safety for approval for the safety of its employees and customers of
the Cafeteria in case of fire and other emergency.
13.2 The Caterer shall provide resources and training to ensure that the fire safety plan is
implemented effectively and in addition shall observe the fire safety procedures of the
University.
13.3 As a fire safety procedure, the Caterer shall take the following measures:-
(i) when the fire alarm of the Cafeteria/Postgraduate Hub is on:
(a) stop immediately any transaction at the cashier;
(b) stop immediately service at the serving counter;
(c) announce over the public address system, if installed, “The Fire Alarm is
On. Please Evacuate.”, and at the same time prompt the customers to
evacuate; and
(d) shut off the power supply to the stoves or other cooking devices and
equipment.
(ii) when a fire is found to occur in any parts of the Cafeteria:
(a) raise the alarm;
(b) break the manual call point; and
(c) dial 999.
Tender No. 31152
Page 11 of 20
13.4 The Caterer shall make every effort to co-operate with the Director of Safety and to
participate in a fire drill. When the fire alarm is on in a fire drill, the same procedure
of evacuation as in Clause 13.3(i) should be followed. The Caterer shall not claim any
loss of earning or damage as a result of a fire drill or a false alarm.
14. Security
14.1 Security of the Premises shall rest solely with the Caterer who shall ensure that all
equipment is left in a safe condition at the end of each working day and that the
Cafeteria is left in a secure condition.
14.2 Should the Caterer determine that additional security devices are required to the
entrance doors, windows, etc., he shall submit a list of such requirements to the
Director of Estates for approval. If the Director of Estates agrees to the proposals, the
Caterer may install such additional devices at his own cost and should leave such
devices in place together with all relevant keys, when he vacates the Premises.
14.3 The Caterer shall deposit with the Director of Estates, for safe keeping, a spare key for
each of the new locks so installed.
15. Refuse Collection and Disposal
15.1 The Caterer shall be responsible for the refuse collection and disposal from the
Postgraduate Hub no matter whether the refuse and waste arise from his operations
and customers’ consumptions or not, and for the daily cleaning of the Postgraduate
Hub area, with water and disinfectant.
15.2 The Caterer shall be required to share the expenses arising from additional cleaning
for the refuse room/area.
16. Employment of Staff for the Cafeteria
16.1 The Caterer shall employ such Employees as are required for the proper and efficient
operation and management of the Cafeteria and the Employees shall be employed by
and paid by the Caterer. The University shall not be liable to the Employees for
wages or compensation nor in any respect as their employer.
16.2 The Caterer shall include meal time for their employees as paid working hours.
16.3 The Caterer shall offer their employees at least the statutory minimum wage stipulated
by the Hong Kong Government or the average monthly salaries or the hourly wages
equivalent of that rank as specified in the latest available Census and Statistics
Department (CSD) Quarterly Report of Wage and Payroll Statistics (Restaurants / Fast
Food Shops), whichever the higher. This shall apply specifically to the employees of
the Caterer at the rank of “Miscellaneous non-production workers” as stated in the
aforementioned CSD Quarterly Report.
Tender No. 31152
Page 12 of 20
16.4 The Caterer shall employ only persons who are legally entitled to be employed in
Hong Kong.
16.5 The Master of the Graduate House or his representatives may at any time/place and at
full and absolute discretion of the University under confidential arrangement
randomly interview any employee of the Caterer in person only for compliance check
on policy and terms of the respective employment.
16.6 The Caterer shall ensure full compliance with the relevant Food Business Bylaws, and
place restriction on employment of person likely to spread disease (Bylaw 24).
16.7 The Master of the Graduate House or the Director of the UHS may require a
Foodhandler to undergo a medical examination or stool test for infectious diseases.
The Caterer shall remove from foodhandling duties any Foodhandler who refuses to
comply with such a requirement.
16.8 The Caterer shall remove an Employee from foodhandling duties if the Director of the
UHS or the Master of the Graduate House so requests on the grounds of a suspected
infection.
16.9 The Caterer shall ensure that good personal hygiene is followed by all Employees.
16.10 The Caterer shall ensure that all Employees while on duty wear staff identity card
issued by the Caterer.
16.11 The Caterer shall forthwith, on receipt of a written request from the Master of the
Graduate House, remove from duty any Employee who, in the opinion of the Master
of the Graduate House in his sole and absolute discretion has engaged in behaviour
detrimental to the interests of the University.
16.12 The Caterer should arrange, at anytime during their operation, at least one employee
who can communicate fluently in English in the Cafeteria.
17. Supervision and Monitoring
17.1 The University's Graduate House Committee of Management is responsible for
advising the catering policy. The Master of the Graduate House is empowered to act
for the University in regard to the implementation of this contract.
17.2 The Caterer shall cooperate with the Master of the Graduate House, the University's
Graduate House Committee of Management, including its subcommittees, in
ascertaining student opinions on service and food in the Cafeteria and shall ensure that
any faults or weaknesses are remedied without delay.
17.3 The Caterer shall entertain comments and complaints from users of the Cafeteria and
respond to them quickly and appropriately.
Tender No. 31152
Page 13 of 20
17.4 The Caterer shall supply the University with the following:
a) on a quarterly basis, a complete staff list giving name, duties and wages
information of each Employee; and
b) on a monthly basis, a record of sales for the previous month.
17.5 The Caterer or a member of his senior management staff will, when requested, attend
meetings of the University's Graduate House Committee of Management and of
appropriate Sub-committees and Consumers' Group.
17.6 The Caterer shall comply with the instructions given from time to time by the Director
of Safety relating to new rules and laws on food hygiene and safety in Hong Kong.
18. Licences and Permits
18.1 The Caterer shall as soon as practicable after the commencement of this Agreement
and thereafter from time to time advise the University of any Restaurant Licence,
Liquor Licence, Effluent Licence and other licences and permits required for the
operation of the Cafeteria. Subject to Clause 18.2, the Caterer shall on behalf of the
University and on its own behalf and in each case at the expense of the Caterer apply
for in the name of the University or when necessary in its own name and shall procure
and maintain throughout the currency of this Agreement all licences and permits so
required, except if there are structural alteration works involved, which in these cases,
the University shall be responsible for such works.
18.2 The University agrees to execute and deliver any and all applications and other
documents and to otherwise co-operate to the fullest extent with the Caterer in
applying for, obtaining, and maintaining such licences and permits. The Caterer shall
upon the termination of this Agreement surrender all licences and permits obtained
pursuant to the provision of Clause 18.1 to the respective Government authorities and
inform the University.
19. Temporary Closure of the Cafeteria
19.1 The University shall be entitled to close, and the Caterer shall permit and cooperate in
closing the Premises or any part thereof for any period necessary
(a) for redecoration or reconstruction provided that not less than two (2) months'
notice of such closure shall be given by the University to the Caterer after
discussion with the Caterer and that the period allowed for redecoration or
reconstruction shall be agreed by both Parties; and/or
(b) to deal with any emergency immediately without notice.
19.2 The University shall not be responsible for any loss of income nor for any additional
expense incurred by the Caterer as a result of such temporary closure. For any
Tender No. 31152
Page 14 of 20
continuous period of total closure of more than three days, the monthly charge of
HK$8,000 per month as required under Clause 9.2 shall be reduced proportionately
for each complete day of total closure.
20. No Smoking Areas
Under the Smoking (Public Health) (Amendment) Ordinance, it is an offence to
smoke anywhere within the boundary (indoors and outdoors) of the University
campus. The Caterer has the responsibility to make sure that no tobacco smoking
occurs in areas within their control.
21. Supporting Equal Opportunity
The Caterer shall support the University’s commitment to promote equal opportunity
and to comply with the relevant legislations and codes of practice. The Caterer will
ensure that its staff would provide the same quality of services to all including persons
with a disability and persons of different races. It will also provide reasonable
accommodation to meet the needs of persons with a disability and will ensure that its
Premises are accessible to persons with a disability.
22. Environmental Protection
(a) The Caterer shall support the University’s commitment to environmental
protection and to comply with the relevant legislations and codes of
practice. The Caterer shall ensure noise and smell problems arising from the
catering operation are kept to a minimum level. All disposable utensils must
be biodegradable and use of them should be discouraged as far as possible.
The Caterer shall also strictly adhere to the use of non-disposable table utensils
when serving food for eating inside the Cafeteria. Exemption may be given
upon prior consent by the Master of the Graduate House via written
application.
(b) The Caterer is responsible for the collection, handling and delivery of the food
waste generated in his operation to a professional and licenced organic waste
handler or the Government Organic Waste Treatment Facilities for further
processing and refrain from removing the food waste from the premises as
general garbage. The Caterer is responsible to bear the related costs incurred in
such collection, handling and delivery of the food waste.
23. Advertising by the University
The Caterer shall accept and display reasonable amounts of advertising material from
the University, the Postgraduate Students’ Association, the Graduate House
Management and the Graduate House Residents’ Committee.
Tender No. 31152
Page 15 of 20
24. Obligations
24.1 Obligations of the Caterer
The Caterer shall:
(a) be responsible for the renovation of the Premises (that must include the
removal of the wall of the Food Corner facing the Main Hall), which shall last
for no more than four weeks and end by 31 August 2014 (tentative date, to be
confirmed), in close consultation with the University from time to time;
(b) pay for the renovation of the Premises, purchase and installation of any new
equipments and re-organization of any equipments provided by the University;
(c) exercise reasonable control over the implementation of the renovation work (if
any);
(d) responsible for the repair and maintenance of equipment as per Annex III
except for the air conditioning system and other fixed items, fixtures and
fittings supplied by the University (see also Clause 11);
24.2 Obligations of the University
The University shall:
(a) provide the Caterer with such information as may be necessary from time to
time to identify the persons who may be served with meals in the Premises as
aforesaid;
(b) pay all land rates imposed or charged in respect of the Premises; and
(c) replace the equipment provided by the University as necessary for the same
found damaged due to the wilful or negligent conduct of the members of the
University on the Premises (see also Clause 11).
25. Insurance
25.1 The Caterer shall, at his own expense, insure and at all times maintain adequate
insurance against public and employer's liability, workmen's compensation, fire, theft,
fidelity and other such customary risks in respect of the Employees, the Cafeteria, the
Premises, the contents thereof and their operation as is prudent. For Public Liability
Insurance Policy in respect of the use and occupation of the Premises by the Caterer,
such insurance shall include both the University and the Caterer as joint beneficiaries,
with indemnity of up to HK$20 million per case. Neither Party shall take or omit to
take any action which may prejudice or invalidate any such insurance.
25.2 The Caterer shall submit to the Master of the Graduate House copies of the insurance
Tender No. 31152
Page 16 of 20
policies and evidence of payment of insurance premiums.
26. Deposit and Indemnity
26.1 The Caterer shall pay to the University a deposit of HK$100,000 which the University
shall retain in a non-interest earning account throughout the currency of this
Agreement. The University may without prejudice to any other right or remedy
deduct therefrom the amount of any costs, expenses, loss or damages sustained by the
University as a result of any non-observance or non-performance by the Caterer of any
stipulations, terms and conditions contained therein. Subject as aforesaid the
University shall refund to the Caterer the deposit (or the balance thereof) within one
month after the expiration or earlier termination of this Agreement or within seven
days of the settlement of the last outstanding claim by the University against the
Caterer in respect of any breach, non-observance or non-performance of any of the
said agreements, stipulations, terms or conditions herein contained and on the part of
the Caterer to be observed and performed whichever is the later.
26.2 The Caterer shall indemnify the University for any and all losses, cost, claims and
expenses incurred or suffered by the University as a result of breach by the Caterer of
its obligations there under or any act, omission or default of the Caterer, its Employees
or agents and losses, costs, claims and expenses arising as a result of or in connection
with the operation of the Cafeteria or otherwise in respect of the Cafeteria including
without limitation in respect of any claims made against the University for food
poisoning or the lack of appropriate operating licences.
27. Termination
27.1 The University may terminate this Agreement by seven (7) days written notice to the
Caterer if the Caterer shall have breached any provision as specified below, and such
breach has continued unremedied for a period of thirty (30) days after written notice
specifying the breach has been given:-
(a) the presentation of any petition or the passing of any effective resolution for
the winding-up of the Caterer (save in the case of a reconstruction or
amalgamation) or any similar event or circumstances; or
(b) the making by the Caterer of a composition with its creditors generally; or
(e) the appointment of a receiver over all or any substantial portion of the
undertaking, property or assets of the Caterer; or
(f) the holder of any security of the Caterer entering into possession of all or any
substantial portion of the undertaking, property or assets of the Caterer; or
(g) the Caterer ceasing to carry on its business or its operations or any substantial
part thereof; or
Tender No. 31152
Page 17 of 20
(h) the Caterer being shown to have taken, offered or given any secret or illegal
profits or commission constituting an offence under the laws of Hong Kong
for the time being;
(i) the Caterer being shown to have used the Cafeteria or other premises or
facilities of the University for unauthorised business or activity; or
27.2 The University may terminate this Agreement by seven (7) days written notice to the
Caterer if the Caterer fails to settle the outstanding account with the University within
thirty (30) days after the issuance of a warning letter about the possible termination of
the catering contract with the University.
27.3 Other than the circumstances as stipulated in Clauses 27.1 and 27.2 above by which
this Agreement may be terminated by a seven (7) days written notice, either Party may
terminate this Agreement for any other reason by giving the other not less than four
months notice of termination.
27.4 On termination of this Agreement the Caterer shall:
(a) subject to Clause 14.2, remove from the Premises all utensils, equipment
(except those listed in Annex III) as well as other fixtures and fittings installed
or provided by the Caterer within seven days of such termination;
(b) attend a meeting with representatives of the University to inspect the Premises
and the equipment prior to vacating the Premises;
(c) vacate the Premises and leave the University's equipment, fixtures and fittings
in good, clean and tenantable condition (fair wear and tear excepted); and
(d) be responsible for the cost of all reinstatement works deemed necessary to the
Premises by the University.
27.5 Any termination of this Agreement shall be without prejudice to the rights of either
Party which may have accrued.
28. Fines
Failure by the Caterer to satisfy any of the conditions of this contract shall be reported
to the Graduate House Committee of Management. The Master of the Graduate
House acting on behalf of the Committee may impose a fine of not more than
HK$5,000 in respect of each occasion on which the Master of the Graduate House
decides that the conditions of the contract have not been satisfied and for which the
Caterer does not provide an acceptable reason.
29. Suspension of Operations
The University may suspend the operation of the Caterer with immediate effect in
Tender No. 31152
Page 18 of 20
case of a serious hygiene or safety problems or contravention of any laws. Resumption
of operation will be decided by the University when it is satisfied that the Caterer has
corrected the relevant problems or that the Caterer has complied with the relevant
laws.
30. Declaration of Interest
The Caterer is required to declare whether any of his/her family and other relations
and/or close friends are working in the University whereby their loyalty to the Caterer
may conflict with the interests of the University. The Caterer if operating in the name
of a company will also need to disclose the names of all directors, and, if any of the
directors is a company, the names of all directors of the holding company and make
such declaration. The declaration requirement is enforceable during the entire
currency of the Agreement.
31. General
31.1 The Caterer shall not assign or transfer any right, benefit or interest in this Agreement
without the prior consent of the University.
31.2 This Agreement constitutes the entire agreement between the Parties in respect of the
matters herein and supersedes any prior Agreement, negotiations and representations
made between the Parties. Any variation of this Agreement must be in writing signed
by both Parties to be effective.
31.3 This Agreement shall not give rise to a partnership between the Parties.
31.4 Neither Party shall be liable for failure to comply with its obligations hereunder if
such failure is due to fire, flood, riot, civil commotion, war, natural disaster or like
cause beyond the control of the Party concerned.
31.5 Notices shall be sufficiently served if delivered personally or sent by registered post,
telex, fax or cable to the registered office of the Caterer or in the case of the
University to the address set out in this Agreement or in either case such other address
as may be notified to the other Party from time to time.
31.6 Any notice posted shall be deemed received forty-eight (48) hours after the time of
posting and notice given in any other manner shall be deemed received at the time
when in the ordinary course it could be expected to have been received.
31.7 Any waiver of any breach by either Party shall be given in writing and shall not
constitute a continuing waiver thereof or a waiver of any future breach of such
provision or of any other provision hereof.
31.8 The Caterer will make every effort to avoid giving the impression that his operation is
administratively part of the University.
Tender No. 31152
Page 19 of 20
31.9 This Agreement shall be governed by and construed in accordance with the laws of
Hong Kong Special Administrative Region and the courts of Hong Kong Special
Administrative Region shall have non-exclusive jurisdiction for all claims arising
from this Agreement.
Tender No. 31152
Page 20 of 20
SIGNED by )
for and on behalf of )
THE UNIVERSITY OF HONG KONG )
in the presence of:- )
and RECEIVED on or before the day and year first above )
written from the Caterer the sum of HONG KONG )
DOLLARS ONE HUNDRED THOUSAND ONLY )
(HK$100,000) being the deposit money above expressed )
to be paid by the Caterer to the University. )
SIGNED by )
for and on behalf of )
XXXXXXXXXXXXXXXXXX )
) __________________________
in the presence of:- Title:
Witness: Signature:
Name:
Occupation:
Address:
Tender No. 31152
Appendix III
THE UNIVERSITY OF HONG KONG
GRADUATE HOUSE
Tender Exercise for the Operation of
Postgraduate Hub Cafeteria at No. 3 University Drive
Tender Form
1. I/We hereby tender for the franchise to operate the following catering facility located in
Graduate House, Main Campus, The University of Hong Kong, Pokfulam:
Postgraduate Hub Cafeteria (located in the Postgraduate Hub on Level P3,
Graduate House) (72.43 sq.m.)
2. I/We understand that subject to satisfactory performance and review, the contract is
possible to renew for a further two years.
3. I/We hereby enclose a proposal on the operation of the said catering facilities including all
those matters listed in the Information for Tenderers, and certify that all information
provided herein is truthful and accurate.
4. I/We understand that a monthly charge of HK$8,000 or 15% of the sales volume per month,
whichever is the higher, plus a negotiable percentage sharing of the utilities costs (including
electricity and water charges) incurred by the common areas of the Postgraduate Hub apart
from the Cafeteria are payable to the University as a contribution towards the provision of
premises, equipment and facility to the catering facility.
I/ We also understand that I/we are responsible for cleaning up the Postgraduate Hub
including its self-contained toilets to ensure a clean and tidy environment. (tentative, to be
confirmed after negotiating with the Caterer)
_______ % sharing of the utilities charges of the common areas of the Postgraduate Hub
apart from the Cafeteria
(Please use separate sheet to elaborate if necessary)
/…5
Tender No. 31152
Page 2 of 3
5. I/We understand that the renovation works and the investment to set up the cafeteria
including the kitchen and food corner will be solely borne by me/us.
6. If my/our tender is accepted, I/We will, when requested by the University in writing so
to do, deposit with the Finance & Enterprises Office of the University as an earnest of
my/our intention duly and faithfully to perform my/our obligations hereunder the sum
as set out in the Information for Tenderers, and such deposit will be held under the
terms contained in the Agreement.
7. I/We agree to abide by this tender for a period of ninety (90) days from the date fixed for
its receipt and agree that it may be accepted at any time within that period leading to an
agreement by contract to operate the above catering facility of The University of Hong
Kong.
8. I/We understand that The University of Hong Kong is not bound to accept the highest
or any tender at all.
9. I/We hereby enclose a financial reference/statement of my/our Company.
10. I/We understand that The University of Hong Kong is a scheduled public body and all
University appointees are subject to the Prevention of Bribery Ordinance.
11. I/We will declare whether any of our family and other relations and/or close friends are
working in the University whereby their loyalty to us may conflict with the interests of
the University. If I/We are bidding in the name of companies, we will also disclose the
names of all directors, and if any of the directors is a company, the names of all
directors of the holding company and make such declaration.
/…12
Tender No. 31152
Page 3 of 3
12. I am/We are duly authorized to sign tenders for and on behalf of
(name of Company)
trading in Hong Kong under the style of
(status of incorporation)
Registered address of the Company:
Name of person signing this tender:
Position in the Company:
Registered Address:
Signature:
Date:
Company Chop:
Name of witness:
Occupation:
Address:
Signature of witness:
Date:
13. This tender is dated
Appendix IV
Tender No. 31152
Name of Caterer: ___________________________________________________________________
1 Background of the company:-
a. Name of Holding Co. / Group
b. Year of Operation
Experience at institutions or similar:-
c. Name of institution / organization
(Operation period)
2 Proposed Mode of Operation
3 Proposed operation hours
4 Onsite Staffing:-
a. Proposed number of catering staff
b. Proposed number of servicing staff
c. Management (inclusive in a & b)
5 Planning and Total Investment (HK$):-
6 Proposed contribution by HKU (HK$)
Percentage of this amount to Total Investment
7Estimated annual turnover and Pricing Policy:-
a. Estimated annual turnover HK$
b. Gross Profit %
c. Profit before Tax %
d. Pricing Policy
8
Monthly fee: HK$8,000 or 15% of turnover, whichever is higher, AND
9 Human Resources Policy:-
a. Recruitment Policy
b. Training Programmes
c. Non-skilled workers min. wages
10 Food Hygiene & Safety Management:-
a. Cleaning Schedule, etc.
b. Food Hygiene, etc.
c. Pest Control Schedule, etc.
d. Others
11 Measures to protect environment:-
12 Corporate Social Responsibility:-
13 Equipment Maintenance
14 Any other remarks
Note :
1. please complete the above pro forma in paper copy and provide a computer file copy on a floppy / compact disc / DVD
2. you may use separate sheet(s) if needed
Tender Exercise for the Operation of Postgraduate Hub Cafeteria - Quick Summary
Monthly fee plus a negotiatiable % sharing of
utilities charges of the common areas of the
Postgraduate Hub (apart from the Cafeteria) to
HKU:-
Percentage sharing of utilities charges of the common areas of the Postgraduate Hub apart from the
Cafeteria (Tenderer proposes ____________%)