CANTEEN ADMINISTRATION AND OPERATION  AT MAYSAN NATIONAL HIGH SCHOOL: AN ASSESSMENT

A Special Project Presented toThe Faculty of the College of SciencePhilippine Normal University Manila

by:

ARLENE B. MANIQUIZ March 2009

ACKNOWLEDGMENT

The researcher wishes to extend her profound gratitude, acknowledgment and

appreciation to all the people who have inspired her to conduct and finally finish his study.

Dr. Leonora Basbas, Head of the Department of Allied

Sciences and her adviser for the support and advice she has given to the researcher that helped

her to this study.

Dr. Ernesto Callo, for the encouragement, hope, and motivation he gave. His insights,

and fatherly advice to the researcher inspired her to pursue this study.

Our Lady of Fatima University, where she currently employed for the pressure the

administrators applied to make her finish the study immediately.

Dr. Erlinda Evangelista, her principal for allowing her to conduct this study and allow

the faculty, students, and non teaching staff to answer the questionnaire.

Mr. Dennis Cabais, her co- faculty and served as her statistician for his invaluable help

and support. He shared a lot of knowledge, insights, spent a lot of time to help the researcher

finish this study.

Mrs. Lenilyn Robles , a teacher of English who helped in correcting grammar and

assisted the researcher in many ways.

Mr. Eric Maniquiz, her husband for his love, moral

support, inspirational words that cannot be measured.T O All faculty

members, students, non-teaching personnel  of MaysanNational High School, for their

cooperation and willingness to answer the questionnaire.Lastly, to the Lord Almighty wh

o gave her goodhealth, energy, and determination to make this piece ofwork a reality.

SEARCA CANTEEN CONCESSIONAIRE GUIDELINES

I. BACKGROUND

The Southeast Asian Regional Center for Graduate Study and Research in Agriculture (SEARCA) is the center of excellence for agriculture of the Southeast Asian Ministers of Education Organization (SEAMEO), an international organization founded in 1965. SEARCA’s primary mandate is to strengthen institutional capacities in agricultural and rural development in Southeast Asia through graduate education, short-term training, research and development, and knowledge exchange. Its priority themes are agricultural competitiveness and natural resource management. SEARCA is hosted by the government of the Philippines on the campus of the University of the Philippines Los Baños.

SEARCA employs approximately ninety (90) local staff and around forty (40) foreign scholars and scientists mostly coming from the Asian Region.

SEARCA is now searching for a food service concessionaire who has a proven track record in preparing and serving food for a large group of clientele with varied nationalities, food taboos and preferences.

 

II. OBJECTIVE

Appoint a canteen concessionaire who can provide excellent and efficient food services to SEARCA staff, scholars, collaborators and guests. The chosen concessionaire shall initially service the daily food requirements at the main building canteen and other Center events. Eventually, it may also extend its services to residents and guests of the SEARCA Residence Hotel (SRH) and SEARCA Guesthouse (SGH). 

 

III. PRE-QUALIFICATION REQUIREMENTS

The interested concessionaire must submit the following requirements in a sealed envelope addressed to:

The CHAIRMANCommittee on Bids and AwardsSEARCA, College, Laguna

1. Letter of intent2. Company profile

a. Background of service/ experienceb. Personnel / Proprietor’s qualification (preferably with academic background on HRM,

Food Technology or Nutrition)3. List of past and existing clients4. DTI/SEC Registration Certificate5. BIR Registration6. Mayor’s permit7. Business Permit8. Sanitary permit9. Latest Income Tax Return10. Latest Audited Financial Statements11. Latest copy of individual medical or health certificate of employees12. One-month cafeteria menu cycle covering breakfast, lunch and dinner with corresponding

price for each dish13. List of snack items and corresponding prices14. Three sets of vegetarian menu, plated with corresponding prices15. At least three suppliers with contact numbers16. At least three references with contact numbers

 

IV. CONDITIONS FOR THE CANTEEN CONCESSIONAIRE

1. Catering beyond the canteen space may be allowed upon written request and subject to a written approval by the FMU Head and payment of corresponding administrative fee of at least five percent (5%) will be required from the Concessionaire based on the total receipted value of the food served .

2. Abide by the rules and regulations of SEARCA and UPLB.3. Ensure ample supply of a variety of quality healthy food responsive to the dietary

requirements of its clients. SEARCA prefers a wide variety of food options, which shall also address multi-cultural food taboos and preferences which may be based on culture or religion.

4. Serve meals and two snacks daily from Monday to Friday, and on weekends when required.5. Provide snacks and meals during meetings, workshops or conferences in SEARCA premises

when requested.6. Provide catering services when required.

a. The concessionaire must have adequate waiters who are trained and experienced in proper “waitering service”.

b. The concessionaire may also be called to provide “waitering services only” for functions in SEARCA offices, in which case, a separate fee may be charged for the service.

c. Dining wares and utensils shall be adequate and appropriate for the occasion.d. Concessionaire must refrain from the use of plastics or disposables in any of its food

services.

e. Provide at least one trained food supervisor to oversee and undertake the required food services operation and thus, respond promptly to customer requests, concerns or complaints.

7. Devise an efficient system of billing and collection. Provide two cashiers when necessary.8. Provide a prominent display of prices of items or dishes being offered.9. Maintain the cleanliness and sanitary condition of the canteen and the kitchen premises.10. Strictly implement and observe efficient garbage segregation and disposal system.11. Strictly enforce proper hygiene among its employees and in its operation. All canteen staff

will be required to undergo complete annual physical examination in adherence to sanitation policies.

12. Comply with and strictly observe government laws and regulations related to labor, security, safety, and sanitation.

13. Respond to feedbacks and suggestions from the Management of SEARCA and the Facilities Management Unit (FMU).

14. Other conditions forming part of the canteen concessionaire’s contract shall apply.15. Space, equipment, furniture and fixtures:

a. SEARCA Management shall make available the canteen area of about 341.50sqm (more or less 200 seating capacity) located at the Annex of the SEARCA Main Building, including the following furnishings:

Quantity Item Description

1 piece stainless working table

2 pieces built-in electric food warmer

6 pieces fiber glass chairs

2 pieces lavatory sink (deep sink)

17 sets formica tables with 4 fiber glass chairs per set

7 sets formica tables with 2 fiber glass chairs per set

5 sets single formica table for two (2)

2 pieces lavatory sink (stainless)

6 units Orbit or wall fans

2 units fire extinguishers, Bronco 17 lbs. Dry chemical

1 unit Iwatsu local phone

b. In addition, a detached kitchen will be made available for food preparation, storage, and cooking. Strictly, only minor heating will be allowed within the canteen premises.

c. Additional equipment and improvements shall be at the expense of the canteen concessionaire.

 

V. UTILITIES

Use of electricity and water shall be at the expense of the concessionaire and shall be paid monthly upon notification by SEARCA through a Statement of Account. Penalties shall apply for late payments.

 

VI. DEPOSIT

SEARCA shall require two (2) months security deposit that shall be refunded once the concessionaire secures a clearance for its obligations from SEARCA two (2) months after the end of lease contract. Said security deposit shall be forfeited in favor of SEARCA in case of pre-termination by the concessionaire.

 

VII. TERMINATION CONDITION

1. The contract is for a period of one (1) year renewable every year for another two years subject to a yearly review. Violation of any of the provisions of the concessionaire’s contract shall be ground for the pre-termination of the contract.

2. The concessionaire may pre-terminate the contract by giving an advance notice of at least one (1) month addressed to the SEARCA Director subject to the forfeiture of the security deposits.

 

VIII. EVALUATION OF BIDS

Criteria

Job-related exposure/ experience     20 pts.

Food Quality 30 pts.

Nutritional Value (6 pts.)

Color/ Appearance / Texture (6 pts.)

Palatability, Aroma and Flavor (6 pts.)

Variety of menus/ food served (6 pts.)

Food serving temperature (6 pts.)

Quality of service  30 pts.

Sanitation of premises including cutleries, equipment, etc. (6 pts.)

Speed of serving line (6 pts.)

Staff hygiene (6 pts.)

Staff uniform (6 pts.)

Customer relations (6 pts.)

Reasonability of price 20 pts.

Total:    100 pts.

 

For more information, call us at (49)536-2365-67 loc 127 or email us at facilities@agri.searca.org

The Canteen Stores Department ('CSD') is a solely own Govt of India Enterprises

under Indian Ministry of Defence.Its Head office is located at Adelphi 119 MK

Road Mumbai-400020 and has its Depot Sub-Depots in all major military bases

operated by the Indian Armed Forces. CSD sells a wide variety of products like

household provisions, kitchen appliances, alcoholic drinks, cars, sports

equipment. Though originally meant exclusively for active and retired

members of the Armed Forces personnel(defined as Troops)it is slowly and

steadily being expanded to include GREF, NCC Units at Group HQ level, TA

units, CDA's staff, Ordinance factories, Embarkation HQs, Civilians paid from

Defence estimates as well as civilians paid out of civil estimates and Para-military

forces under operational/administrative control of the Armycivilian govt employees.

Generally, these goods are procured by CSD in bulk, and sold at concessional rates,

compared with retail prices. A huge profit is earned by the Canteen Stores

Department.[1]

The CSD has grown from a turnover of Rs. 48 lakhs in 1948 to over Rs. 2.700 crore

in 1998-99 - a growth of over 4500 times. Turnover per employee in 1998-99 was

Rs. 122 lakhs. Mandated to serve active(serving soldiers: appx 13 lacs)as well as

retired armed forces personnel(appx 28 lacs)i.e. appx 4.1 million (0.41 crores)people

it is serving 16 million people - 5% of India's population which can afford consumer

items and durables( due to inclusion of civilian govt employees paid out of Defense

Estimates as well as Civil Estimates. The CSD's profits are transferred to private

funds namely Regimental Funds of the regular military establishments. For civilian

departments such as CDA,CSD Depot, such profits are paid as dividend to the govt /

Adhoc employees as extra enumerations. A very small portion is returned to

consolidated funds of India. The CSD has a very low ratio of operating expenses to

turnover - 1.30% - perhaps the lowest in any organization in the country. With 33

Area Depots and 3400 Unit-Run-Canteens(URCs), the CSD serves the services in

all the parts of the country - from Ladakh in the North, Tamil Nadu and Kerala in the

South, Nagaland in the East, Rajasthan in the West and even Port Blair. Govt

Transports are frequently used to transport CSD goods to the CSD canteens to keep

the operating cost to the minimum.

The CSD maintains an inventory of 2800 items that cover a wide range, from shoe

laces to cars. The CSD has 'Bi-annual Sales cum-After-Sales Melas' at its Area

Depots which includes items not in the CSD's inventory. Unit commanders however

are free to negotiate with the local manufacturers / Dealers to include any item of

their choice to maximize sale to the captive troops vis-a-vis profits. Canteen Stores

Dept under the Ministry of Defense is ever ready to provide soft loans to the CSD

canteen outlets which are considered private entities.It caters not just to the services

personnel and their families but also to GREF, NCC Units at Group HQ level, TA

units, CDA's staff, Ordinance factories, Embarkation HQs, Civilians paid from

Defence estimates and Para-military forces under operational/administrative control

of the Army. Chief of Amy Staffs over the years at the behest of Min of

Defence(BOCCA) had published Army Orders to allow many civilian staff/ est to run

their own CSD canteens as those civilians are working very positively for the welfare

of the troops.It is the only department in the Ministry of Defence where defence

civilians are actually serving in forward and high altitude areas, shoulder to shoulder

with the combatant personnel of the Armed Forces.

Contents

1   Historical background

2   Activities Evolved Over the Years

3   See also

4   See also

5   References

6   External links

Historical background

To trace the history of the organization, it is necessary to understand its origin. The

origin of CSD is essentially set in the British era when Army Canteen Board in India

was established as an offshoot of the Navy and the Army Canteen Board in the UK.

While the latter was abolished in 1922 in the UK, and was replaced by NAAFI(Navy,

Army and Air Force Institute), its counterpart in India continued till 1927. The Army

Canteen Board in India was established mainly to provide canteen facilities to British

troops in India through grocery shops and bars run by canteen contractors.

The achievements of NAAFI in the UK did not inspire any corresponding change in

India. However, the Army Canteen Board, liquidated in 1927, was replaced by the

Canteen Contractors' Syndicate(CSS). It floated in the form of a limited company,

under government control with its registration office at Karachi. This company

started off with a paid-up capital of Rs 6 lakhs only. The shareholding was confined

to the canteen contractors. The CSS functioned with reasonable efficiency until the

commencement of World War II.

However, after the heavy build up of the British troops in India, the CSS could no

longer cope-up with the situation. Therefore, on 1 July 1942, the Government of

Dependent India brought the canteen services under the Directorate of Wholesale

Trade and Indian Canteen Corps to handle the retail trade in operational areas.

Canteen suppliers poured in from abroad and the organization functioned extremely

well during the War. By 31 March 1946, it was not only able to pay back to the

government the assignments of funds made available to it but could also function on

its own trading capital. However, with the end of the War and homeward movement

of the British troops, the import facilities dwindled and the turnover of the

organization shrank. With the pulling out of troops from the operational areas, the

Indian Canteen Corps was disbanded and the staff retrenched.

This was closely followed by the independence and partition of the country, and the

war -time organization gave birth to two Canteen Stores Departments, i.e.,

CSD(India) and CSD(Pakistan). The retail trade, however, reverted to the

contractors. A board of Liquidation was formed to oversee the liquidation of assets

of the war-time organization which ceased to function from 31 December 1947.

The Canteen Stores Department, the present organization, thus took birth on 1

January 1948 with a working capital of Rs 48 lakhs assigned to it from assets of its

predecessor war-time organization. The Government of India had granted the

organization a life of three years on experimental basis. The retail outlets i.e. the

Unit Run Canteens selling CSD goods to the troops however continued to be with

the civil canteen contractors. The situation was reviewed in 1950 and the

Department was accepted as a government undertaking on a permanent basis. Unit

Run Canteens, the retail arms of Canteen Department however retained by the

Civilian Contractors.

After a few years military commanders were able to convince the civil

representatives namely the Govt of India of the need to take over the Retail outlets

by the regular military units from the civil contractors and to utilize huge profits

earned for the welfare of troops. Thus the concept of Unit Run Canteens(URCs) was

born and is being run very profitably for the Military Commanders at all levels and

seen expanding exponentially.

Activities Evolved Over the Years

Business practices of CSD have evolved over the years and are based on

profitability and commercial exploitations. The development of these practices have

always kept the objective of the organization in view. The department procures

consumer goods and consumer-durable products in bulk directly from suppliers and

positions them at 33 Area Depots(acting as whole sale depots), spread all over the

country, for meeting the requirements of over 3500 URCs which function as retail

outlets. Many of the URCs are located in remote/inaccessible parts of the country.

It is relevant to highlight the salient differences in the purchases made by us and the

other government departments. While the other Government departments make

purchases for their own consumption and utilisation and make no profits, the CSD

purchases stores for whole sale retailing. As CSD provides access to a large market

and being a department of the Government and because of the bulk orders and

assured payments, a large number of suppliers are interested in doing business with

the Department. CSD has an all-India spread infrastructure but it works within the

parameters stipulated by the Government, as public funds are involved. However

there are some are some glaring lapses in the whole operation as has been

highlighted by the CAG in its report to the PAC( Parliamentary Action Committee).

See also Ministry of Defence (India)

.[2] Audit finds lapses in defence canteen operations Friday, August 13, 2010 6:00:53

PM by IANS ( 1 comment ) New Delhi, Aug 13 (IANS) India’s audit watchdog has

found lapses in financial and business operations and the pricing and quality of

goods of the Canteen Stores Department (CSD) that sells household products at

cheaper than market rates to armed forces personnel and their families. The report

of the Comptroller and Auditor General (CAG) of India, tabled in the Lok Sabha

Friday, says the 3,600 unit-run canteens (URCs), or retail outlets, of the CSD across

the country have been kept out of the “purview of parliamentary financial oversight

as they are considered to be regimental institutions”.

This despite the fact that these URCs get soft loans and quantitative discounts

through the CSD from the Consolidated Fund of India, it says.

“Neither the budget documents nor the proforma accounts of CSD reflect the

operations of the (URCs) that are also not subject to the accountability regime for

operations funded by the Consolidated Fund of India,” the report says.

The CAG said it was denied access to the URC records by the Army Headquarters

in Delhi “in spite of repeated requests”.

The matter was taken up at the level of the defence minister too but to no avail.

In the interest of transparency, the operational results of the units should be

disclosed in the proforma accounts of CSD after ensuring that the units follow

uniform accounting principles, the CAG has recommended.

This would enable the financial statements of CSD to provide a “true and fair view of

the complete operations of the organisation”.

Praising the CSD for its 55 percent increase in gross turnover (Rs. 6,955 crore in

2008-09 from Rs. 4,481 crore in 2003-04), the report says the gross and net profit

however had not shown commensurate increase during this period.

“This was mainly due to increase in cost of goods purchased for sale as also

increase in quantitative discount given to the units.”

It says that evidence indicated that grants given to various organisations of the

armed forces out of CSD profits did not follow the provisions of General Financial

Rules (GFR) of the government.

“Grants were given to organisations without even insisting on application for funds.

Statement of accounts was never sought before sanctioning the grants. Receipt of

utilisation certificates was not watched, as required under GFR. Utilisation

certificates were never insisted from major recipients namely the army, navy or air

force for the grants provided.”

The proforma accounts prepared by the CSD did not follow the generally accepted

regimen of financial reporting, it said.

During the six years from 2002-2003 to 2007-08, Rs. 883.46 crore was transferred in

the form of quantitative discount from the Consolidated Fund of India to the URCs.

Evidence also indicated that benefit of quantitative discount (QD) has never been

passed to the consumer.

“Such discount could not be viewed as a trade discount as units operated in a

captive market with pricing determined in accordance with the existing policies. QD

was in fact another way of transferring money from CFI to non-public fund without

conforming to the provisions of the GFR,” the report says.

As per the reply made by the defence minister in the floor of the house URCs are

not retail chains of the CSD but funded by non-public funds hence not covered for

audit by the oversight committee. The CAG is now expected to toe the line of the

Defence Minister and shall stop insisting on allowing them to audit URC accounts.

Lately a Supreme Court Ruling on status of employees of the URCs ( Civil Appeal

No 3495 of 2005 decided by Justice Dr Prasayat.J on 28 Apr 2009 just a few days

before he retired from service on 10 May 2009)is being taken as the auth by the

armed forces to claim that URCs are private ventures, its employees by no stretch of

imagination are employees of govt or CSD.Hence URCs are not the instrumentally

of the State and not covered by RTI ACT 2005. The Central Info Commission

packed by ex - bureaucrats have taken the interference of the JAG Army very

seriously and delivered a couple of judgement in favour of Army denying the rights

of the citizens of India information on URCs run by Regular Military Units as well as

Irregular i.e civilian govt departments based on the auth of some obscure Army

Orders which are meant for internal consumption of the men in uniform.

It is doubtful that the office of the CAG will take up some curative petition against the

order and Interference of the Supreme Court order on the status of employees of the

URCs extended to debar any disclosure of the URC accts to any governmental body

including that of all powerful CAG. CAG on the other hand will be too happy to

excuse itself from auditing the bureaucrat infested ministry of defence personnel

who are the ones most benefited by the inference drawn by JAG ARMY on the SC

ruling mentioned above. It is not known whether CAG staff/Est are also running their

own URCs or not.

See also Canteen Stores Department (Pakistan)

Canteen Stores Department (Bangladesh)

References1. ↑ http://www.google.co.in/

#hl=en&source=hp&biw=1020&bih=541&q=www.csdindia.gov.in&btnG=

Google+Search&aq=1&aqi=g3&aql=&oq=www.csdindia&fp=fdaaf9dac29

f4003

2. ↑  http://saiindia.gov.in/cag/sites/default/files/2010-11_14PA_DS/

chap2.pdf

External links Canteen Stores Department Pakistan

Canteen Stores Department India

Ministry of Defence