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TRANSCRIPT
REQUEST FOR PROPOSAL
ISSUED BY
PRAIRIE SPIRIT SCHOOL DIVISION NO. 206
FOR
OPERATION OF WARMAN HIGH
CAFETERIA Reference Number: #206-2016-08
Tenders to be submitted to:
Yvonne Yourkowski
Purchasing Manager
Prairie Spirit School Division No. 206
Box 809
121 Klassen St E
Warman SK S0K 4S0
Issue Date:
October 14th, 2016
Tender Due Date and Time:
12:00 p.m. (Noon) CST
November 1st, 2016
RFP: 206-2016-08
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REQUEST FOR PROPOSAL FOR
OPERATION OF THE WARMAN HIGH CAFETERIA
INTRODUCTION
The Prairie Spirit School Division No. 206 invites proposals for the operation of the school
cafeteria in the Warman High School (WHS).
WHS is a Grade 8 - 12 school with an enrolment of approximately 780 students and 65 staff
members. However, the exact number of students and staff that utilize this cafeteria cannot be
provided.
1. ISSUING OFFICE
Proposals marked "Operation of Warman High Cafeteria 206-2016-08" will be received by PSSD,
Issuing Office, up till 12 noon Tuesday, November 1, 2016 at this delivery location:
Purchasing Manager TEL: 306-683-2874
Prairie Spirit School Division No. 206 FAX: 306-244-1409
Box 809, 121 Klassen Street East EMAIL: [email protected]
Warman, SK S0K 4S0
Attention: Yvonne Yourkowski
2. THE BOARD’S AUTHORIZED REPRESENTATIVE
The only persons who are, or shall be authorized to speak or act for the Board with respect to this
RFP is those whose positions or names have been specifically designated in the issuing Office
section. Throughout this RFP process, Contractors may not contact either the Board or end users
unless directed by persons designated in Issuing Office.
RFP: 206-2016-08
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3. PROPOSAL
The RFP including all attached or referenced documents and subsequent addenda are for the sole
purpose of preparing a Proposal response.
Submission responses to the RFP will only be accepted in hardcopy or electronic (email) form.
Any submissions received after the deadline, as stated above, will not be opened and will be
considered unacceptable.
Electronic submissions will be accepted providing all applicable electronic information is
included as listed in the Guidelines below. The time stamp for responses that are submitted
electronically will be that of the PSSD mail server. Only complete responses will be accepted
and reviewed, Proposals with missing information or unsigned documents will be deemed
incomplete and not accepted for consideration. The Contractor assumes all responsibility with
having responses to be submitted prior to the RFP’s submission deadline. Email confirmation of
received Proposal packages will be provided. Please email to the Issuing Office (see Section 1–
Issuing Office).
Contractor’s costs to develop the Proposal, the costs for investigative work performed prior to the
execution of any contract, and the costs for any presentations, are entirely the obligation of the
Contractor and shall not be charged in any part to the Board.
The Contractor’s Proposal and all supporting information become the property of the Board. All
such documentation may be reproduced by the Board, provided that such reproduction is made
solely for review by evaluators including any third party evaluation, internal use or for any purpose
required by law.
All Proposals shall be open and irrevocable for forty-five (45) days from the quotation closing date
and time.
Should a dispute arise from terms and conditions of the quotation regarding meaning, intent or
ambiguity, the decision of PSSD will be final.
For further information or clarification regarding specifications, the Contractors may contact Yvonne
Yourkowski at 306-683-2874 or [email protected].
RFP: 206-2016-08
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4. GUIDELINES FOR PROPOSAL
Mandatory Proposal Requirements:
i. A company profile including number of years in business, history, number of employees,
experience, qualifications and other relevant information.
ii. At least three references where similar material and services have been provided. This
should include a contact name and phone number.
iii. Proposed menu plan and pricing. – Please include a narrative describing how the menu
items selected will meet the food service needs of the students and teachers. The proposal
must provide a menu that includes options for a variety of healthy food choices for
healthy eating.
iv. Company’s philosophy. – Include a statement section outlining the company’s quality
assurance philosophy and program. Detailing how your company will respond to service
related problems and quality problems. Your company’s philosophy on customer service
and the delivery of customer service.
This will not be a public opening. The Division reserves the right to reject any or all tenders.
5. EVALUATION CRITERIA
The evaluation team will review all submitted material and rank the proposals based on the
following criteria.
Experience 30 points
Healthy Choices and variety in the sample menu 30 points
Company Philosophy 10 points
References/Interview 30 points
As part of the evaluation WHS may invite some or all contractors for an interview.
RFP: 206-2016-08
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6. NEGOTIATIONS/BEST AND FINAL OFFER PROVISION AND IDENTIFICATION
OF PREFERRED CONTRACTOR
Based on the scoring of the above noted stages the Division may in its sole discretion:
i. At any time prior to the expiration of the Proposal Validity Period, identify the
highest ranked Contractor as the Preferred Contractor and accept the Contractor’s
Proposal as submitted: or
ii. Request a best and final offer from the Negotiations Contractors, before or after
conduction negotiations, on terms to be determined by PSSD, or request a best
and final offer from the Preferred Contractor.
7. SCOPE OF WORK
7.1 Overview
The successful bidder shall be responsible for the operation of the cafeteria at WHS. Currently
the cafeteria is not in operation. The contractor would be responsible to provide any additional
equipment required for the operation once approved by PSSD.
Currently WHS is a Grade 8 - 12 school with an enrolment of approximately 780 students and 65
staff members. For the 2017/2018 school year WHS will be a Grade 9-12 with approximately
630 students.
The successful contractor must be able to begin operation of the cafeteria on approximately
November 15, 2016 or otherwise agreed upon date.
7.2 Hours of Operation
The proposed hours are 8:00 a.m. to 1:00 p.m. daily with optional 3:00 to 4:00 p.m. daily.
Discussions regarding additional opportunities of service with any bidder are possible. Examples
are weekend tournaments.
7.3 Days of Operation
The cafeteria shall be in operation on school days only (August until June) which is
approximately 195 days. See Appendix A.
RFP: 206-2016-08
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7.4 Term
The term of this contract shall be effective November 2016 to June 31, 2017 with an option to
extend the contract for 2 additional years.
7.5 Menu Requirements
Menu selections shall consist of healthy and nutritious options. The Contractors menu shall
reference and conform to the “Saskatchewan School Boards Nutrition Guidelines for Schools
Report” which is in Appendix C.
All pricing and menu options are subject to review and approval by the school administration for
any function within the school.
7.6 Staff/Personnel
The successful contractor must guarantee that all workers are cleared to work around children
and have had a satisfactory criminal check. The contractor shall not allow any persons onto the
premises other than the ones necessary for the operation of the cafeteria.
Contractor shall ensure all personnel working in the school shall conduct themselves in a manner
appropriate to a school setting.
All staff in the concession shall be cleanly and neatly clad and be orderly and polite in speech
and conduct. They must be a minimum of 16 years of age with their terms of employment
complying with all labour regulations prevailing in Saskatchewan.
7.7 Sanitation/Cleanliness
WHS provides no caretaking to the cafeteria area. The contractor shall be responsible to keep the
kitchen and equipment sanitized and cleaned to appropriate Food Services Standards. As well,
the successful contractor shall be responsible to maintain the inside of the concession according
to Public Health Public Eating Establishment Regulations and the Board of Fire Insurance
Underwriters.
7.8 Payment
A $1,000 damage deposit will be required before operating.
WHS charges $50 per day the contractor is operating. Postdated cheques are required when the
contract is signed. See Appendix A for the operating dates. If, as agreed upon between WHS and
the contractor, the cafeteria operates any additional days the payment for these can be discussed.
RFP: 206-2016-08
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8. Indemnity
i. The Contractor shall at all times indemnify and save harmless the Board and its successors
and assigns from and against any and all losses, liabilities, damages, costs and expenses of
any kind whatsoever which at any time or from time to time may be paid, incurred or
asserted against the Board, as a direct or indirect result of the performance of the
obligations of the Contractor pursuant to this Agreement.
ii. It is understood and agreed that the Board is not responsible for any injuries or damages
suffered by the Contractor, the Contractor’s employees, agents, or invitees, or any loss or
damage to the property of the Contractor, and the Contractor shall hold harmless the Board
from any such loss or damage however caused.
iii. This Section shall survive the termination of this Agreement.
9. Insurance
The Contractor shall provide and maintain, either by way of a separate policy or by an endorsement
to his existing policy, Comprehensive General Liability Insurance acceptable to the Owner and
subject to limits of not less than Five Million Dollars ($5,000,000) inclusive per occurrence for bodily
injury, death, and damage to property including loss of use thereof.
The Contractor shall provide and maintain crime insurance.
10. Equipment and Associated Costs
All safety codes must be adhered to. Appendix B lists the current equipment supplied by WHS.
If any supplied equipment is broken due to misuse or mistreatment by the contractor then that
equipment must, at the cost of the contractor, be replaced or repaired. Any regular maintenance
will be covered by WHS. Complete replacement of faulty equipment will be considered on a per
item basis.
WHS shall provide the electricity, gas, and water supply and assume the costs for such utility
services.
The successful contractor shall be responsible for removing all personal equipment and leaving
the premises clean and presentable upon completion of the contract unless specific arrangements
have been made with WHS prior to contract termination.
RFP: 206-2016-08
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11. Termination
In the event that the successful contractor supplies good/service that are
defective, or if the contractor fails to supply goods/services as specified in the
contract, PSSD may, by written notice, immediately terminate the contract.
Either party may terminate this contract by providing the other party with 2 months.
notice in writing.
PSSD reserves the right to cancel this contract immediately with written notice if, in the opinion
of the Board, the successful Contractor is in breach of this contract. In the event of such
termination, the Board’s sole liability shall be for the payment for services provided prior to the
effective date of termination only.
The Board reserves the right to suspend or terminate the contract immediately in the event of the
following:
i. There are allegations of abuse or mistreatment of students and staff. Or after an
investigation it has been found that inappropriate relational activities have
occurred.
ii. If the contractor, in the provision of the services under this contract, does not
provide the services to the required standard.
iii. If the services required to be provided by qualified individuals are provided by
individuals who are not qualified.
RFP: 206-2016-08
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APPENDIX A
Cafeteria Operating Days ($50/day)
September - 20 ($1000) October - 19 ($950) November - 20 ($1000) December - 15 ($750) January - 16 ($800) - 4 days of exams February - 15 ($750) March - 22 ($1100) April - 14 ($700) May - 21 ($1050) June - 15 ($750) - 4 days of exams
RFP: 206-2016-08
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APPENDIX B
Equipment Currently in WHS Cafeteria
1. Large stainless steel sink
2. Dishwasher
3. 2 hand sinks
4. Food processor
5. 2 large soup warmers
6. 3 double door stainless steel fridges
7. Deep freeze
8. 2 ovens
9. 2 grills
10. 4 gas burners
11. A large and small commercial toaster
12. Double deep fryer
13. Hot chocolate machine
14. 2 large double glass door drink fridges
15. 4 warming trays in prep area
16. Double desert display
17. Microwave
18. Cash register
19. Private bathroom
20. Storage closet