A checklist for scope, menu, food safety, staff, price formula and penalty clauses.
The specification of a company going to tender for a corporate canteen directly determines the quality and cost of the service. A missing or vague specification later causes disputes for both the client and the contractor. The ten items below are the ones that must be in a specification.
1. Scope of service and headcount
The average daily meals, number of shifts, meal times and possible increase or decrease limits (for example ±15%) should be clearly written. How the unit price is affected when headcount changes should also be stated.
2. Menu and nutrition standards
The menu rotation (how many weeks), calorie and protein range, the obligation of vegetarian and light options and the duty to notify allergens should be in the specification. Requiring dietitian approval is good practice.
3. Food safety certificates
An ISO 22000 or HACCP certificate, the food business registration-approval certificate and staff health reports should be requested. The right to independent audit and sampling authority should be in writing.
4. Number and qualifications of staff
The number and qualifications of the head cook, food engineer, service and dishwashing staff should be defined; the notice period in case of staff change should be stated.
5. Pricing model
Which of fixed unit price, cost plus management fee or a hybrid model will be used, the price update formula (which index, which period, which weight) and the cap should be written clearly.
6. Service level and penalty clauses
Measurable indicators and penalty clauses should be defined for cases such as service delay, deviation from the menu and hygiene breaches. In return, the contractor's rights should also be written for the case of the client delaying payment.
7. Equipment and maintenance responsibility
Ownership of kitchen equipment, maintenance-repair responsibility and return conditions at the end of the contract should be stated.
8. Waste and environment
Waste oil, organic waste and packaging waste management and waste-reduction targets should be defined.
9. Measuring satisfaction
Employee surveys, food committee meetings and a complaint management process should be added to the specification.
10. Contract term and termination
A term of typically 2–3 years and mutual termination conditions (for example 90 days' notice) give confidence to both parties.
Practical tips when preparing the specification
First run a short survey with your employees and learn which aspects of the current canteen they are unhappy with. Set measurable targets in the specification (for example a satisfaction score of at least 80). When collecting quotes ask at least three firms for sample menus and form a tasting committee. Finally, put in writing how the previous contractor will hand over equipment and staff during the transition period.