INTRODUCTION
Following the success of the first edition, the Valletta Design Cluster is organising the second edition of Tinkering Day, a 1-day making event aimed at showcasing local inventors, makers and hobbyists and to share the joy of making with interactive activities such as demos and hands-on workshops to help build a community of makers by encouraging interaction among makers and enthusiasts.
The event shall be taking place at the Valletta Design Cluster, located at 25, Bull Street, Valletta, as per below schedule:
Saturday, 10th May 2025 from 10am to 3pm
In the eventuality of changes to the above-mentioned schedule, the selected applicants shall be given a two-week prior notice.
The Valletta Cultural Agency is cordially inviting prospective food and beverage vendors to submit their proposals and register their interest to sell beverages during the Tinkering Day Event. The chosen beverage vendor will have the opportunity to sell his/her products in a stall provided by the Agency or in his/her own mobile food/beverage service station/vehicle as explained in the Guidelines of this Expression of Interest.
The expected attendance to the Event is between 300 and 400 people, consisting of children and adults.
Disclaimer:
Prospective applicants are to note that by submitting an application as specified below, they are confirming agreement to all the terms and conditions set out in this Expression of Interest.
Applicants should also note that the Agency will respect any restrictions published by the local Health Authorities on the organisation of public events.
2. GUIDELINES
2.1 CREATION AND SALE OF PACKAGED PRODUCTS AND BEVERAGES
The aim of this Expression of Interest is to select one vendor who can sell beverages such as coffee, tea, water, carbonated drinks and/or juices and, if desired, premade snacks/meals to visitors attending the event. The selected service provider will have access to a fridge, in which to store his/her inventory if needed, as well as to sinks with hot and cold water. The selected service provider can choose to set up his/her own stall within one of the Valletta Design Cluster’s kitchens or operate his/her own mobile food/beverage service station/vehicle located in the road adjacent to the Valletta Design Cluster, in a prominent location in full view of the main courtyard where the main part of the event will be taking place. The short road is 2.6m wide at its narrowest point but it widens as it reaches Triq l-Ghajn.
The successful applicant shall retain all income generated from sales.
2.2 INSTRUCTIONS TO PROSPECTIVE APPLICANTS
Applicants must provide a proposal which includes a list of beverages and premade snacks/meals intended for the day made of locally sourced, fresh ingredients which reflect the ethos of the activity; which is a fun, informal fair dedicated to creativity, focusing on helping visitors experience creativity first hand. Applicants should ensure that their proposal includes a list of products offered and pricing.
Prospective applicants are to comply with the following instructions:
Prospective applicants are required to fill in an online Application Form that includes: A list of beverages and premade snacks/meals, a price list, a copy of the applicant’s ID Card and VAT certificate.
Prospective applicants are to ensure that the contact’s name on the Application Form is that of the individual who, if successful, shall enter into an agreement with the Valletta Cultural Agency for participation during the Tinkering Day Event.
By submitting the Application Form, it is understood that the applicant has read and is in agreement with the terms and conditions of this Expression of Interest and affirms all declarations. No conditions and alterations to the requirements listed in this document shall be introduced / imposed by the applicant on the Valletta Cultural Agency nor the Valletta Design Cluster.
Each applicant must be at least 18 years of age at the time of application.
Each applicant must have a valid VAT number.
Prospective applicants should also ensure they comply with all local health and safety regulations, including having any necessary insurance and licenses required for operating during the event.
By submitting an application, prospective applicants shall be confirming that their submissions shall remain valid for a period of 90 days from the submission deadline of this Expression of Interest.
2.3 APPLICATION TIMETABLE
| Expression of Interest for participation opens on | 17/01/2025 |
| Clarification requests may be submitted via email by not later than | 21/01/2025 at 12:00 hours |
| Deadline for clarification responses as issued by the Valletta Design Cluster | 24/01/2025 at 12:00 hours |
| Applications are to be submitted via email by not later than | 10/02/2025 at 12:00 (GMT+2/CEST) |
The deadline for submission of applications is 10th February 2025 at 12:00 hours (GMT+2/CEST). Applications are to be submitted via email to vdc@vca.gov.mt.
Late or incomplete applications will not be considered. Nonetheless, the Valletta Cultural Agency reserves the right to extend the deadline for the submission of Application at its own discretion.
An opening schedule shall be affixed on the notice board of the Valletta Cultural Agency in the sequence of how applications are received based on the time stamp on the email.
2.4 SUBMISSION REQUIREMENTS
Applicants are to fill in and submit the online Application Form for this Expression of Interest.
As part of the Application Form, each applicant is to submit the following information and documentation:
SECTION A: Applicant’s Details
SECTION B: Items for sale
SECTION C: Declaration
SECTION D: Checklist and Additional Documentation
N.B. Should one or more of the listed requirements or fields be missing or incomplete, the submitted application shall be immediately disqualified and will not be considered.
Note 1: Applicants are to submit the relevant documents in PDF format via email or file transfer links (e.g. wetransfer.com). Links to cloud storage systems such as Google Drive or One Drive will not be considered.
2.5 SELECTION AND EVALUATION
2.5.1 Selection Guidelines
Each application will be treated in strict confidence by the Evaluation Committee. The Contracting Authority reserves the right to select and/or reject any or all the submitted applications at its discretion. Should none of the applicants be considered satisfactory in line with the vision of the event and requirements of this Expression of Interest, the Contracting Authority reserves the right to assign the designated stalls to other economic operators (who may or may not have been necessarily involved in this Expression of Interest).
The Selection Process shall be based on the following criteria:
The applicant is to be a local food / beverage vendor.
The applicant is compliant with the requirements of this call.
Agreements will be entered into with the applicant whose satisfies the criteria set in this Expression of Interest.
2.5.2 Evaluation Grid
The prospective participant to submit the following documentation as part of their submission. Points shall be allocated based on the criteria listed adjacent to the points. The criteria marked as mandatory require the submission of a compulsory document thus a response to each criterion is to be provided for the technical compliance of the submission.
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Pass mark: 60
Total marks: 100
3. TERMS AND CONDITIONS
3.1 PRODUCTS AND STALLS
Successful applicants are to provide their own equipment to prepare the dishes and / or drink/s. The Valletta Design Cluster will provide the use of a fridge, sinks and a table structure. .
The successful applicants shall retain all income generated from sales. No financial compensation shall be requested by the Agency for the provision of this service.
The selected applicants shall have all the necessary insurance policies including public liability; which covers any form of risks including damage, loss, bodily harm, death in relation to third parties. The Contracting Authority shall not be involved in any legal dispute as result of the economic operator(s)’ operations in connection with event. A copy of a valid public liability insurance policy shall be submitted to the Contracting Authority upon contract endorsement. In addition, it is recommended that the selected economic operator possesses adequate insurance coverage to cater for any loss, damage or theft of equipment which is valid throughout the entire duration of the contract; a copy of which may be requested at contract implementation stage. The Valletta Cultural Agency shall not be held liable or be involved in any dispute or litigation related to the loss, damage or theft of any equipment left unattended by the selected economic operator(s) onsite.
3.2 Fees
No application fees apply.
3.3 Setup and Dismantling
The selected economic operator will be fully responsible for the set up and dismantling required and will leave the place clear of rubbish.
Electricity supply will be provided by the Agency for the operation, if needed, but extensions will need to be provided by the selected economic operator.
3.4 PERMITS AND LICENSES
The selected economic operators shall conform to local Health and Safety regulations, the regulations and legislation of the Maltese catering industry, any licenses and permits necessary to be eligible to sell/trade and the VAT Department. All food and beverages for sale must conform to the local sanitary regulations set by authorities and the successful applicants must have all the necessary (valid) licenses and permits so as to sell the product. Such permits may be requested at any time by the Contracting Authority.
The selected economic operators shall be in possession of a valid Food Handlers Certificate if applicable.
The selected applicants selling alcohol must be in possession of a valid Licence for selling alcohol and all sales are the responsibility of the applicant;
The selected applicants must be in possession of all necessary licences and permits to sell/trade upon submission of the application. Such permits may be requested by the Agency upon signing of the Contract;
All those serving / handling food and drinks shall wear the necessary protective clothing, disposable gloves and any other form of protective hygienic gear;
If the selected economic operator(s) is caught breaking any regulation, he/she may be requested by the Contracting Authority and/or other competent local authorities to close the stall and discontinue the sales with immediate effect. The economic operator(s) will not be entitled to any compensation and shall be liable to settle any fines incurred by the competent local authorities. Any fines incurred or Court proceedings resulting from such actions shall be entirely borne by / be the responsibility of the economic operator(s). In addition, any request for reimbursement shall not be entertained.
All Maltese Laws relevant to the activity are to be observed in their entirety by the selected economic operator(s);
The Agency will not be liable for any action or fines incurred as a result of non-compliance with local regulations.
APPLY HERE: https://forms.office.com/e/x4uDkRpjMc
