Pre-Qualification Criteria
Key Tender Details
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Particular
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Details
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Tender Title
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Food Vendor Selection for Catering Services
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Tender Reference No.
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2025/2210/HQ
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Issuing Authority
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Kerala Institute of Local Administration (KILA)
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Location
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KILA HQ, Mulamkunnathukavu P.O., Thrissur, Kerala - 680581
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Tender Category
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Government / Autonomous Body Service Tender
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Industry
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Catering, Food Services, Institutional Training Support Services
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State
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Kerala
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Coverage
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14 districts of Kerala
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Bid Validity
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90 days from submission
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Contract Nature
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District-wise empanelment / rate-based catering service
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Website / Portal
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Kerala e-Tender portal
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Contact
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KILA HQ, 0487-2207000, info@kila.ac.in
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Important Dates and Deadlines
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Activity
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Date & Time
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Tender Publishing / Date of Issue
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09 June 2026
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Document Download Start Date
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09 June 2026, 10:00 AM
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Bid Submission Start Date
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09 June 2026, 11:00 AM
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Pre-Bid Meeting
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16 June 2026, 11:00 AM at KILA HQ, Thrissur
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Last Date for Bid Submission
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23 June 2026, 05:00 PM
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Tender Opening Date
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25 June 2026, 11:00 AM
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Scope of Work
The selected food vendors will be responsible for providing catering services during KILA training programmes across selected districts/clusters. Training programmes generally involve around 50 to 150 participants per day, depending on the training calendar and programme requirements.
The required food services include:
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Meal / Service
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Tentative Time
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Service Requirement
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Breakfast
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08:00 AM - 09:00 AM
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Served at hall, plated or buffet
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Morning Tea/Coffee with Snacks
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11:00 AM - 11:30 AM
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Served at hall or designated area
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Lunch
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01:00 PM - 02:00 PM
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Buffet preferred
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Evening Tea with Snacks
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04:30 PM - 05:00 PM
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Served at hall or designated area
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Dinner
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08:00 PM - 09:30 PM
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Buffet preferred
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The vendor must ensure fresh preparation, hygienic service, proper food transportation, safe drinking water, clean serving arrangements, waste disposal, allergen awareness, and adherence to Kerala Government plastic ban rules.
Districts Covered
Bidders may participate for a single district or multiple districts, provided they have the facilities and capacity to supply food in each selected district/cluster.
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Sl. No.
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District
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1
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Alappuzha
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2
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Ernakulam
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3
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Idukki
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4
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Kannur
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5
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Kasaragod
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6
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Kollam
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7
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Kottayam
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8
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Kozhikode
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9
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Malappuram
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10
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Palakkad
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11
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Pathanamthitta
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12
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Thiruvananthapuram
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13
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Thrissur
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14
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Wayanad
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Pre-Qualification Criteria
Bidders should meet the following minimum conditions:
- Must hold a valid FSSAI license, either Basic, State or Central, as applicable.
- Must have valid GST registration.
- Must have a minimum of 3 years of experience in catering for institutional events, corporate programmes or government training programmes.
- Must have successfully catered at least 5 events of 50+ persons in the past 2 years.
- Must have a registered commercial kitchen or a tie-up with a licensed kitchen facility.
- Food handlers employed by the vendor must possess valid health certificates/health cards.
- The vendor should not have pending cases from food safety authorities, consumer courts or regulatory bodies.
- The vendor should be able to maintain proper hygiene, food safety, temperature control, waste management and service standards.
Eligibility Criteria
Eligible bidders include FSSAI-licensed catering vendors, food contractors, institutional caterers and food service agencies with experience in serving training programmes, institutional events or similar group meal services.
Vendors applying for multiple districts must ensure sufficient infrastructure, manpower, transport arrangements and kitchen support for each district/cluster applied for.
Financial Criteria and Commercial Conditions
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Requirement
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Details
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Minimum Average Annual Turnover
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Not specified in the uploaded tender document
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Net Worth Requirement
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Not specified in the uploaded tender document
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Minimum Experience
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3 years in institutional/corporate/government training catering
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Past Work Requirement
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Minimum 5 events of 50+ persons in the last 2 years
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Financial Bid Requirement
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BOQ/Financial Bid must be filled completely
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Rate Basis
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Rate per person, inclusive of raw material, labour, transport and GST
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Rate Validity
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Rates once accepted shall be fixed for the contract period of one year
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Evaluation Method
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Lowest Financial Bid (L1) among technically qualified bidders
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Payment Mode
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NEFT/RTGS only; no cash payment
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Payment Timeline
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Within 15 working days after invoice and event completion certificate
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Statutory Deduction
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TDS and GST-TDS as applicable
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Attendance-Based Billing
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Payment based on actual number of participants served
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Excess Preparation
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No payment for excess preparation beyond permitted buffer conditions
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Tender Fee, EMD and Security Deposit
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Particular
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Details
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Tender Fee
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₹1,180 including 18% GST
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EMD
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₹5,000 per cluster, refundable
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EMD Exemption
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Yes, as per existing rules and Store Purchase Manual of Kerala
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Mode of EMD
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Not clearly specified in the uploaded tender document; bidders should follow Kerala e-Tender portal instructions
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Security / Performance Deposit
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₹25,000 per district
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Mode of Performance Security
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Bank Guarantee or Demand Draft, valid for contract period plus 60 days
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Estimated Tender Value
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Not specified; rate-based empanelment tender
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Submission Mode and Guidelines
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Particular
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Details
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Submission Mode
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Online / e-Tender mode
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Portal
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Kerala e-Tender portal
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Bid Type
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Technical Bid and Financial Bid
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Financial Bid / BOQ
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Must be filled completely
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District-wise Bidding
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Separate bids/forms required for each district
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Partial Menu Quote
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Not allowed
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Multiple District Participation
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Allowed, subject to capacity and facilities
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Digital Requirement
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Completed tender registration / valid DSC required
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Deadline Compliance
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Bids must be submitted before 23 June 2026, 05:00 PM
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Bidders quoting for any district must quote for the complete menu items listed for that district. Bids offering rates for partial menu items within a district may be rejected. Any incomplete BOQ or financial bid may also be rejected.
Document Checklist
Bidders should keep the following documents ready for submission:
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Sl. No.
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Document
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1
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Completed tender registration / valid DSC
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2
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Valid FSSAI License - Basic / State / Central, as applicable
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3
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GST Registration Certificate
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4
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PAN Card of firm / individual
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5
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Trade License / Local Body Registration
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6
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Pest Control Certificate of kitchen from licensed agency
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7
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Health certificates of minimum 3 food handlers
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8
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List of past events catered, minimum 5 events, with organizer contact details
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9
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Sample menu plan, 30-day rotation, as per prescribed format
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10
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Photographs of kitchen facility, minimum 6 photos
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11
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Self-declaration of compliance with Kerala Plastic Ban Rules
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12
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Financial Bid / BOQ duly filled
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13
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Bidder declaration as per tender format
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14
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Tender fee / EMD payment details or exemption proof, if applicable
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