Background

Malta International Contemporary Art Space (MICAS) is intended to strengthen Malta’s cultural infrastructure by providing a platform for contemporary art and internationalisation.

MICAS is not only a showcase for local contemporary artists but will also engage with international institutions to present ground-breaking works by acclaimed artists from all over the world.

MICAS aims to positively energise Malta’s cultural ecology and impact that of the Euro-Mediterranean region it inhabits. The MICAS mission is to be an advocate of contemporary art by raising public awareness to the significance of the visual arts in contemporary life, and by bringing to the forefront the way art and artists help mediate and interpret the world we live in.

MICAS is a Government of Malta infrastructural legacy project for the Culture and the Arts sector.

Scope

To provide food and beverages services during the Malta International Contemporary Art Space Open Weekend.

Description

The service provider shall operate from the MICAS site at ‘Ospizio Complex’

Bieb il-Pulverista,Triq Joseph J Mangion, Floriana. The service shall be provided for two consecutive days on the 7th and 8th March during the Open Weekend.

The service provider should be completely independent of any supplier or service provider and shall act solely in the interests of the client and in pursuit of MICAS documentation objectives.

List of obligations by the Contractor:

1. Payments

The service provider is not expected to pay any rent to MICAS i.e. the recommended bidder will be occupying the designated area and providing the service rent free.

2. Sub-Contracting

1. 1. The recommended bidder may not assign any or part of this agreement or any of the rights and obligations entered, to third party without the written consent of MICAS. In case of sub-contracting the recommended bidder is to present all relevant certificates that shall be requested by MICAS before granting its approval.
   2. The recommended bidder must seek the prior written authorization of MICAS before entering into a sub-contract. This authorization will be based on the services to be subcontracted and the identity of the intended subcontractor. MICAS shall, within one (1) week of receipt of the notification, notify the recommended bidder in writing its decision, stating reasons, should it withhold such authorization.
   3. No sub-contract can create contractual relations between any subcontractor and MICAS.
   4. The recommended bidder shall be responsible for the acts, defaults and negligence of its sub-contractors and their experts, agents or employees, as if they were the acts, defaults or negligence of the recommended bidder, its experts agents or employees. The approval of MICAS of the sub-contracting or any part of the contract or of the engagement by the recommended bidder and subcontractors to perform any part of the services shall not relieve the recommended bidder of any obligations under the contract.
   5. If a subcontractor is found by the MICAS to be incompetent in discharging its duties, MICAS may request the recommended bidder forthwith, either to provide a subcontractor with qualifications and experience acceptable to MICAS as a replacement, or to resume the performance of the services itself.
   6. Before granting the prior approval mentioned under Article 2.2, the Contracting Authority shall ensure that the subcontractor does not fall under any of the exclusion criteria and is not blacklisted in terms of Part VI of the Public Procurement Regulations.
   7. In the execution of this contract, a subcontractor must ensure that he complies with applicable obligations in the fields of environmental, social, and labour law established by Union Law, national law, collective agreement or by the international environmental, social and labour law provision listed in Schedule 12 of the Public Procurement Regulations.
   8. Those services entrusted to a subcontractor by the recommended bidder cannot be entrusted to parties by the subcontractor.
   9. MICAS shall not be bound to the subcontractors and the legal relationship shall be solely with the recommended bidder as provided in the Public Procurement Regulations.
   10. Any change of subcontractor without the prior written consent of MICAS shall be considered to be a breach of contract.

3. National Legislation

The recommended bidder shall be bound to conform and comply with Chapter 424 of the Laws of Malta (Occupational Health and Safety Authority Act 2000) and to all regulations/legal notices that form part of this Act, as well as any other national legislation, regulations, standards and/or codes of practice, in effect during the execution of the contract, regarding health and safety issues as they apply for the recommended bidder’s particular operating situation and nature of work activities.

4. Licenses & Taxes

The recommended bidder shall obtain and renew any licenses required lawfully to operate the designated area. Payments for these licenses shall be borne by the recommended bidder. VAT and any relevant taxes due for the operation of the designated area will be the sole responsibility of the recommended bidder.

5. Health and Safety

1. 1. The contractor shall be responsible to ensure that the designates area is to be kept in a good state and all Occupational Health and Safety Regulations observed.
   2. The Contractor shall be bound to conform with the Occupational Health and Safety Authority 2000 (Cap 424 of the Laws of Malta) and to all regulations/legal notices that form part of his/her Act; as well as any other national and European Union legislation, regulations, standards, and/or codes of practices in effect during the execution of the contract, regarding Health and Safety issues, as they apply for the Contractor’s particular operating situation and nature of works activities.
   3. The contractor shall provide all health and safety related equipment as required by the Maltese legislation, good practice, as may be required by MICAS and as may be further detailed in this contract.
   4. The recommended bidder shall allocate all the necessary resources to safeguard the health and safety of operatives, and of any persons who the services may affect. The recommended bidder shall undertake to perform all necessary risk assessments, Health and Safety procedures and maintain all relevant supporting records as required by Maltese legislation, good practice and as may be required by MICAS. MICAS reserves the right to carry out inspections in this respect and if the recommended bidder is found non-compliant then MICAS shall ask the recommended bidder to abide with Health and Safety Regulations with immediate effect.

6. Maintenance

The recommended bidder is responsible for the cleaning, maintenance and upkeep of the designated area.

7. Instructions from MICAS

The recommended bidder binds himself to adhere to all the obligations imposed upon him by the contact and to follow instructions given to him by MICAS or by those delegated to him.

8. Opening hours of the mobile food kiosk.

The recommended bidder has the right to open and run the mobile food kiosk on the 7^th and 8^th of March from 10am till 6pm.

9. Food and drink items for sale.

The recommended bidder must offer food and drinks as per the below list:

• • • Hot Beverages such as tea, coffee, espresso, capuccino
    • Softdrinks
    • Water
    • Sweet pastries such as croissants, muffins
    • Savory pastries such as cheese cakes and pea cakes
    • Burgers
    • Hotdogs
    • Wraps
    • Salads
    • Sweets such as chocolates

The recommended bidder shall provide a comprehensive list of all gluten‑free and dairy‑free food items available within their proposed offering.

A NOTE on VAT:

The recommended bidder is bound by obligations 1 of Scheme 13, Article 51, Clause 7 – Fiscal Receipts of the VAT Legislation. This Chapter of the Legislation can be found and perused in this link:

http://www.justiceservices.gov.mt/DownloadDocument.aspx?app=lom&itemid=8872.

10. Hygiene, Cleanliness, Health Conduct.

1. 1. The recommended bidder shall keep himself informed and abreast/adjourned about the various regulations related to the security of the food especially those laws that are published with the expression of interest. The recommended bidder must operate the mobile food kiosk according to these regulations.
   2. The recommended bidder is responsible for the upkeep of the designated area and mobile food kiosk and to see that these are kept clean at all times. Both the recommended bidder himself and every employee in his service must wear clean clothes at all times. It is also important that the recommended bidder and his employees use food tongs and gloves when selling and distributing foods.
   3. The food prepared beforehand such as bread etc. must be displayed for sale wrapped in transparent material and presented in such a way that it is protected from all possible contamination. Food that cannot be wrapped must be kept covered.

The recommended bidder is to ensure that any allergens are addressed and cross contamination is avoided.

1. 1. Under no circumstances food products or drinks are to be sold past their expiry date.
   2. MICAS may object with regards to the presence of an employee of the recommended bidder at the mobile food kiosk that does not satisfy the conditions mentioned in the preceding clauses and this contract. In such a case, MICAS is authorised to order the recommended bidder to stop from this person from continuing working at the mobile food kiosk.

Conditions of a General Nature.

1. 1. The recommended bidder must provide all equipment needed for the running of the mobile food kiosk and assumes responsibility to provide all that is needed to deliver efficient hygienic services. Water and Electricity will be provided by MICAS.
   2. A Security guard will also be provided by MICAS 24/7.
   3. Tables, chairs and tent will be provided by MICAS.
   4. The recommended bidder shall obtain all the necessary permits or licenses that laws of Malta Stipulate in order to operate.
   5. The recommended bidder is obliged to conform with all the provision of the Legislation and Regulations of the VAT Department.
   6. The recommended bidder must make sure that all his taxes are fully paid and up to date as per Maltese Regulations.

11. Abidance by all applicable Maltese Regulations.

1. 1. The recommended bidder must make sure and present to MICAS that all licenses and permits needed to operate are in place. The recommended bidder must also abide to all Maltese Regulations in place.
   2. The recommended bidder shall keep himself informed and updated and that he will act in upright manner according to the laws regulating food security.
   3. The recommended bidder is to make sure that the services provided is carried out according to laws and regulations governing health and safety.

The recommended bidder

The recommended bidder may not assign or transfer his rights in terms of this agreement to third parties.

14.Execution of the Contract

The contract shall run from the 7^th till the 8^th of March 2026.

Requirements:

All Interested applicants must submit the below:

• VAT Certificate
• Annex A: List of Items to be provided with relevant prices.
• Gluten and Dairy Free Items to be offered
• Food Handling Certificates

Clarification requests

The interested persons may submit any clarification requests to MICAS by sending an email to procurement@micas.art by not later than Wednesday 18^th February at noon.

The interested persons are advised that clarification notes, interpretations, correction or changes to the EOI will be uploaded on www.micas.art/get-involved  -get-involved Section.

The interested persons are advised that any clarification notes, interpretations, correction or changes to the EOI will constitute an integral part of this EOI and it is the responsibility of the bidders to ensure that the website is reviewed regularly prior submitting their offer.

Submission of offers.

Interested persons who are eligible to apply are to indicate their interest by sending all the requested documents under requirements by sending an email to procurement@micas.art  by not later than noon of 25^th February 2026 indicating the subject and reference of the EOI (MICAS/EOI/001/2026).

Interest submitted by other means will not be considered.

Emails submitted after the Closing Date for the submission will not be considered. No liability will be accepted for rejection of late quotations.

This EOI does not constitute an offer to enter into any contract with MICAS. MICAS will in no case be responsible or liable for such costs or expenses incurred by prospective bidders, whatever the conduct or outcome of the competitive procedure initiated pursuant to this EOI, including cancellation.

Selection and Award Requirements

In order to be considered eligible for the award of this expression of interest, interested applicants must provide evidence that they meet or exceed certain minimum criteria described under Skills and Requirements Section of this EOI.

The contract will be awarded to the interested person submitting the most satisfying Skills and Requirements requested in this EOI.

Selection and Evaluation

Each submission will be treated in strict confidence by the selection board and evaluated as per the below evaluation criteria:

Evaluation Criteria Marks

Pass mark: 50 Total marks: 100

MICAS reserves the right to select and/or reject any or all the submitted offers or to select multiple submissions as necessary to fulfill the needs outlined in this Expression of Interest document. Should none of the submissions be considered satisfactory, MICAS reserves the right to assign the job to another service provided who were not necessarily involved in this Expression of Interest. The decision of MICAS in this regard is final and binding.

Download the full document listing the obligations by the Contractor4