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Tenders are invited for Catering & Housekeeping Services 2027 CONTRACT CATERING & HOUSEKEEPING SERVICES SAMARITANS PURSE SOUTH SUDAN The Terms of Reference (TOR) shall, at the time of contract negotiation, be incorporated and/or modified as the Description of Services forming part of the final contract agreement. 1. BACKGROUND AND PURPOSE Samaritans Purse (SP) South Sudan intends to engage a qualified and experienced service provider to deliver integrated catering and housekeeping services at designated SP facilities in Juba. The purpose of this procurement is to ensure reliable, safe, hygienic, nutritious and consistent food services and professional housekeeping support throughout the 2027 contract period. The service provider shall provide all personnel, supervision, equipment, tools, materials, cleaning products, consumables and other resources necessary to perform the services, unless specifically identified as SP-provided. 2. CONTRACT PERIOD AND SERVICE LOCATION Anticipated contract period: 12 months during 2027, subject to satisfactory performance, operational requirements, funding availability and mutual agreement. Primary service location: Samaritans Purse South Sudan Base, Juba. The scope and quantities may increase or decrease during the contract period based on staffing levels, accommodation requirements and operational needs. Any material change shall be agreed in accordance with the contract. The service provider shall be capable of supporting reasonable changes in meal numbers, cleaning areas and service schedules with appropriate advance notice. 3. GENERAL SERVICE PROVIDER RESPONSIBILITIES Provide competent, adequately trained and appropriately supervised personnel in sufficient numbers to meet the required service levels. Provide all routine equipment, utensils, cleaning tools, PPE and consumables necessary for the services, unless otherwise agreed in writing. Comply with applicable South Sudan laws, regulations, public health requirements, food safety requirements, labour requirements and SP policies communicated to the provider. Maintain professional conduct, confidentiality, safeguarding standards and respect for SP personnel, property and beneficiaries. Maintain business continuity arrangements to minimize disruption caused by staff absence, supply interruptions, equipment failure, insecurity, public health events or other emergencies. Maintain adequate backup staffing and contingency arrangements to ensure continuity of critical services. Maintain records required under this TOR and make them available to SP for inspection and verification. A. CATERING SERVICES A1. Scope of Catering Services The selected service provider shall be responsible for the supply, procurement, storage, preservation, preparation, cooking, presentation and serving of food and beverages, including three meals per day (breakfast, lunch and dinner) and snacks, in accordance with an agreed menu and service schedule. Samaritans Purse South Sudan 2027 Catering & Housekeeping Services TOR Provide food and beverages of good quality, fresh, wholesome and fit for human consumption. Maintain sufficient stock of food items to prevent service interruptions. Use safe and hygienic methods for receiving, storing, preparing, cooking, serving and disposing of food. Provide suitable serving utensils, crockery, cutlery and other catering equipment required for service. Ensure all food preparation and serving areas are cleaned and sanitized before and after use. Provide reasonable flexibility for approved changes to menu items and meal quantities based on operational requirements. A2. Menu Planning and Variety Submit a master list of menu items covering meats/fish, vegetables, starches, desserts and salads at contract commencement. Maintain a six-week rotating menu with minimal duplication. Introduce at least one new item per category each month, subject to availability and agreement with SP. Menu planning shall consider local and international preferences and provide nutritious and balanced meals. SP may request reasonable menu changes based on staff feedback, dietary requirements, availability and operational needs. A3. Breakfast Daily: tea, coffee (instant and ground), milk (fresh and/or powder), sugar, fresh bread and spreads. Weekdays: eggs and a rotating selection of bacon, baked beans, sausages, mahamri/mandazi, pancakes, arrowroot, yams and agreed spreads. Weekends: expanded breakfast selection reflecting an international breakfast. A suitable selection of fresh fruit shall be available daily. Where agreed, selected pantry/fridge items may be maintained for staff self-preparation. A4. Lunch Provide a six-week rotating menu with minimal duplication. Each meal shall include an appropriate protein, vegetables, fruit/salad and starch. Standard adult portions shall be used; meat/fish portions shall target approximately 0.2 kg per person unless otherwise agreed. Provide suitable vegetarian/non-meat alternatives when required. Provide beverages/soft drinks according to the agreed weekly menu. A5. Dinner Provide a six-week rotating menu reflecting local, regional and international preferences. Dinner shall include a main course and sides, including protein, vegetables, fruit/salad and starch. Standard adult portions shall be used; meat/fish portions shall target approximately 0.2 kg per person unless otherwise agreed. Provide a vegetarian/non-meat protein option. Provide dessert, including an option for freshly baked cake where included in the agreed menu. Provide beverages/soft drinks according to the agreed weekly menu. A6. Food Pantry and Snacks Maintain agreed par levels for routine pantry and refrigerator items and maintain an updated inventory. Provide tea, coffee, milk, sugar, fresh bread and spreads for designated common/office areas. Maintain an agreed selection of fruit, cereal, cheese, eggs, samosas, potato chips, juice, milk, yogurt, cold cuts and fresh vegetables, subject to the agreed cost schedule. Provide fresh fruit daily in quantities appropriate to the agreed staffing levels. Any special/non-routine item requested by SP shall be agreed in advance regarding availability and cost. Samaritans Purse South Sudan 2027 Catering & Housekeeping Services TOR A7. Special Meals / Barbecue Provide special meals or barbecue events when requested and included in the agreed scope/pricing. The frequency shall be agreed during contract negotiation. The existing requirement refers to quarterly internationalcuisine events; the final frequency shall be confirmed in the contract. Menus for special events shall be agreed in advance with SP. A8. Food Safety and Hygiene All food handlers shall receive appropriate food safety and hygiene training and shall comply with applicable public health requirements. Food handlers shall wash hands with soap and water before and after food handling and after contamination risks. Use clean, food-safe protective clothing, hair coverings and appropriate disposable gloves where required. Latex gloves shall not be mandatory where an allergy risk exists; suitable food-safe alternatives shall be used. Prevent cross-contamination between raw and cooked foods. Use separate or properly sanitized cutting boards, utensils and preparation surfaces for raw and ready-to-eat foods. Maintain appropriate cold-chain and hot-holding controls for perishable foods. Frozen foods shall be thawed using safe controlled methods, preferably under refrigeration. Food storage areas, refrigerators, freezers and preparation areas shall be cleaned and maintained regularly. The provider shall maintain a pest-control program and immediately address evidence of infestation. Expired, spoiled, contaminated or otherwise unsafe food shall be removed and disposed of safely. The provider shall immediately report any suspected foodborne illness, contamination, foreign-object incident or other food-safety concern to SP management. SP may inspect food preparation, storage and serving areas at reasonable times. A9. Water, Utilities and Equipment The service provider shall specify in its bid which equipment and utilities it requires SP to provide. The provider shall maintain its own catering equipment and utensils in safe and serviceable condition unless otherwise agreed. Any provider-owned equipment brought to SP premises shall be safe, suitable and approved for use. Equipment failure shall be addressed promptly, with backup arrangements where failure could disrupt meal service. A10. Daily Meal Schedule and Indicative Volumes The following schedule and volumes are based on the 2026 requirements and shall be used for 2027 planning and pricing unless revised by SP during the tender/contract period: Service Time Indicative Daily Volume Breakfast weekdays 08:0009:00 7085 Lunch weekdays 12:3013:30 7085 Breakfast weekends 08:0010:30 3545 Lunch weekends 12:3014:00 3545 Dinner 17:3020:00 3545 SP reserves the right to adjust meal quantities based on actual staffing, movements, leave, travel, events and operational requirements. The pricing schedule should therefore clearly state unit rates and any applicable minimum charges. A11. Catering Quality Assurance and Records Maintain daily meal/service records showing quantities served and any significant variations. Maintain supplier/source records for major food purchases where reasonably required for traceability. Maintain records of food-safety checks, cleaning schedules and temperature checks where applicable. Submit monthly service reports summarizing service delivery, complaints, corrective actions and any recurring issues. Provide a designated supervisor who will receive and act on daily service feedback. Tender Link : https://comms.southsudanngoforum.org/c/tenders
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