Pre-Qualification Criteria
Key Tender Details
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Particular
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Details
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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), Mulamkunnathukavu PO, Thrissur, Kerala
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Tender Type
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E-Tender
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Tender Category
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Government / Institutional Catering Services
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State / Location
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Kerala
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Industry
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Catering, Food Services, Training Support Services
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Scope Location
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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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Website
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Kerala e-Tender portal: etenders.kerala.gov.in
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Important Dates
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Event
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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 / as per tender instructions
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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 tender covers selection and empanelment of food vendors for catering services during KILA training programmes. Vendors may apply for one or more districts/clusters. A separate empanelment list will be maintained for each district/cluster.
Meal Services Required
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Meal Session
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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 the hall, plated or buffet
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Morning Tea / Coffee + Snacks
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11:00 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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Served at hall, buffet preferred
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Evening Tea + 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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Served at hall, buffet preferred
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Vendors must follow the prescribed menu, quantity standards, hygiene protocols, food safety rules, green protocol requirements and waste management instructions mentioned in the tender document. Food must be freshly prepared and served in compliance with quality and hygiene standards.
Pre-Qualification / Eligibility Criteria
Interested bidders should meet the following eligibility requirements:
- The bidder must hold a valid FSSAI licence, either Basic, State or Central, as applicable.
- The bidder must have GST registration.
- The bidder must have minimum 3 years of experience in catering for institutional events, corporate programmes or government training programmes.
- The bidder must have successfully catered to at least 5 events of 50+ persons in the past 2 years.
- The bidder must have a registered commercial kitchen or a tie-up with a licensed kitchen facility.
- All food handlers employed must possess valid food handler health certificates / health cards.
- The bidder should not have pending cases from food safety authorities, consumer courts or regulatory bodies.
- The vendor should be capable of serving 50 to 150 participants per day and scaling supply based on confirmed participant strength.
- The vendor must comply with Kerala Government plastic ban rules and green protocol requirements.
Financial Criteria and Price Bid Conditions
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Requirement
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Details
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Minimum Average Annual Turnover
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Not mentioned in the tender document
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Net Worth Requirement
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Not mentioned in the tender document
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Minimum Experience
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3 years of catering experience for institutional/corporate/government training programmes
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Past Event Experience
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Minimum 5 events of 50+ persons in the past 2 years
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Selection Method
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Lowest Financial Bid (L1) among technically qualified bidders
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Rate Validity
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Accepted rates shall remain fixed for the contract period; no price revision/escalation permitted
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Financial Bid Format
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BOQ / Financial Bid must be filled completely
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Partial Quote
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Partial menu quote within a district may be rejected
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Multi-District Participation
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Allowed, but separate district-wise bid/rate submission is required
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Estimated Cost
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Not mentioned
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Payment Terms
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Based on actual number of participants served and certified by authorised officials
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Payment Mode to Vendor
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NEFT/RTGS only; no cash payment
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GST Invoice
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Mandatory
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Statutory Deductions
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TDS and GST-TDS as applicable
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Tender Fee, EMD and Security Deposit
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Particular
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Requirement
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Tender Fee
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₹1,180 including 18% GST
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EMD Amount
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₹5,000 per cluster, refundable
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EMD Exemption
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Yes, exemption allowed as per existing rules and Store Purchase Manual of Kerala
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Mode of EMD
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Not specifically detailed in the notice; bidders should follow Kerala e-Tender portal instructions
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Security Deposit / Performance Security
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₹25,000 per district
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Performance Security Mode
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Bank Guarantee or Demand Draft, as applicable before agreement signing
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Security Validity
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Contract period plus 30 days
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Submission Guidelines
Bidders should download the tender document from the Kerala e-Tender portal and submit both the Technical Bid and Financial Bid before the prescribed deadline.
Key submission points:
- Submission mode is online through the Kerala e-Tender portal.
- Bidders must submit the Technical Bid and BOQ/Financial Bid in the prescribed format.
- The BOQ / Financial Bid must be filled completely.
- Incomplete bids may be summarily rejected.
- Bidders applying for a district must quote rates for the full menu/items required for that district.
- Bidders may participate for one or multiple districts/clusters.
- All certificates, declarations and supporting documents must be valid and uploaded with the bid.
- KILA reserves the right to verify certificates, claims, kitchen facilities and transport arrangements before or after empanelment.
- Successful bidders may be required to execute a formal agreement within 14 days from receipt of Letter of Acceptance.
- KILA may conduct site inspection of kitchen facilities and transport vehicles before final award.
Document Checklist
Bidders should prepare and upload the following documents:
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Sl. No.
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Document
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1
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Completed tender registration / valid Digital Signature Certificate (DSC)
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2
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Valid FSSAI Licence – 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 Licence / 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 employed
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8
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List of past catering events, minimum 5 events, with organiser contact details
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9
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Sample 7-day rotating menu plan 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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Proof of commercial kitchen / tie-up with licensed kitchen, if applicable
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13
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EMD / Tender Fee payment proof or exemption document, as applicable
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14
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BOQ / Financial Bid duly filled
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15
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Any other undertaking, declaration or supporting document required by the tender
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