The Kelowna Wedgewood KAS 756

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1 WEDGEWOOD STRATA COUNCIL K756 (WSC K756) REQUEST FOR PROPOSAL OPERATION OF THE WEDGEWOOD DINING ROOM AND THE POSSIBLE USE OF THE WEDGEWOOD COOKING FACILITY FOR A CATERING BUSINESS Date: Monday, July 6, 2015 WEDGEWOOD STRATA COUNCIL K756 DINING SERVICES 1. INTRODUCTION Wedgewood Strata Council K756 is requesting proposals for supplying Dining Room services. In addition to supplying Dining Room services, the WSC K756 is seeking a vendor who will be proactive in managing the Dining Room in a cost effective manner and possibly entertain developing a catering business using the kitchen facilities and dining room facilities. The WSC K756 wish to enter into a business relationship that will service the needs of the Wedgewood residents as well as working with the successful bidder to enhance their business plan. It is intended that the successful bidder will be the driving force to increase resident attendance and enhancing meal content and diversity. The successful bidder will be required to work in partnership with the WSC K756 members and Wedgewood staff. The successful bidder must meet the following objectives: 1. Seek continual improvement in the delivery of meals and the quality of meals to the residents of the Wedgewood and their guests. 2. Optimize the cost of the use of the Wedgewood kitchen facilities and dining room facilities; 3. Work within the meal rate schedule as set out in Appendix A; 4. Develop a detailed tracking, reporting, and invoicing system which meets with the approval of WSC K756; 5. Collaborate with the WSC K756 to meet the requirements of the dining room services as set out by the WSC K756 in Appendix A and to identify possible improvements to enhance the mandatory services. 2. INSTRUCTIONS 2.1 Proposal Schedule The timeline for the selection process is presented below. A pre-bid conference has been scheduled for August 10, 2015, 10:30 am at the Wedgewood. Bidders will also be given a site tour of Wedgewood kitchen and dining room facilities. All bidders who intend to submit a response are strongly encouraged to attend the pre-bid meeting. Complete responses must be received by August 12, 2015 and sent to the Wedgewood, Attention: Strata Council, Suite 100, 1045 Sutherland Avenue, Kelowna, British Columbia, V1Y 5Y1. No faxed or electronic submissions will be accepted. The contract will be awarded on August 19, Page 1 of 9

2 DATE 1. July 6, August 9, August 10, 2015 ACTION RFP available and delivered to potential bidders. Deadline for R.S.V.P. of Attendance of Pre-bid Meeting. Pre-bid meeting and site 10:30 am at The Wedgewood, 1045 Sutherland Avenue, Kelowna, British Columbia, V1Y 5Y1 4. August 12, Instructions for Response to Bid Bids due by 3:00 p.m. in The Wedgewood, Suite 100, 1045 Sutherland Avenue, Kelowna, British Columbia, V1Y 5Y1 This RFP for Dining Room Services is published as a printed document. All information and attachments contained in the document are hereby incorporated by reference into the solicitation and resulting contract. It is the responsibility of every bidder to check for any addenda or modifications by contacting the representative of the WSC K756 from time to time, ensuring that they have the most recent information. WSC K756 accept no liability and will provide no accommodation to vendors who submit a bid based upon an out-of-date solicitation document. No faxed or electronic submissions of proposals will be accepted. Sealed bids will be received no later than August 12, 2015, at 1:00 pm. Proposals may be mailed to The Wedgewood, Suite 100, 1045 Sutherland Avenue, Kelowna, British Columbia, V1Y 5Y or dropped off at the front desk between 9:00 am and 1:00 pm, Monday through Friday at The Wedgewood, Suite 100, 1045 Sutherland Avenue, Kelowna, British Columbia, V1Y 5Y. Each proposal must be enclosed in a sealed envelope clearly marked with the name and address of the bidder. Any proposal received after the time and date specified will not be considered. 1. Each bidder must complete the form in Section 6 acknowledging receipt of the RFP, your intent to propose, and whether you will be attending the pre-bid meeting/site tour. The form must be sent via to Bill Ulrich, on or before August 9, Proposal Responses must consist of two parts: A text proposal addressing all parts of Section 4.0. A financial proposal per Section All inquiries about this RFP must be made in written form, via , to the primary contact person of WSC K756: Name: Address: V1Y 5Y. Bill Ulrich, The Wedgewood, Suite 100, 1045 Sutherland Avenue, Kelowna, British Columbia, Page 2 of 9

3 WSC K756, at its sole option, will select the proposal which best fulfills the requirements and provides the best value to Wedgewood Condo. The proposals will be evaluated based on the following criteria (criteria are not in order of ranking or weighting): General Requirements (Section 4.1) Qualifications (Section 4.4) Billing and Reporting (Section 4.5) Cost/Financial Benefit (Section 5.0) Proposal Presentation (quality and completeness of response) 2.3 Reservations and Limitations 1. WSC K756 may request additional information by Bidders, including a presentation if needed, to clarify elements of their bid proposals. WSC K756 also reserves the right to make independent investigations as to the qualification of each Bidder, including contacting existing customers or site visits to existing operations. 2. WSC K756 reserves the right to waive any informality in or to reject any and all bids if it is in The Wedgewood residents' interest to do so. 2.4 Successful Bidders Liability Insurance (issued by a member of the Insurance Council of British Columbiar) The successful Bidder must take out and maintain Public Liability and Property Damage Liability Insurance and Protective Public Liability and Property Damage Liability Insurance in not less than the following amounts: Bodily Injury Each Person $500, Each Occurrence $1,000, Property Damage Each Occurrence $500, Aggregate $1,000, In confirmation of the above requirements, all insurance policies required under this contract shall be written on an occurrence basis. Upon award of contract a current insurance certificate must be provided in the amounts indicated above. 3. Scope of Work 3.1 Management of the Dining Room Services The successful bidder will manage all aspects of the kitchen facilities and the dining room facilities listed in Appendix A. This includes all activities related to food and supplies ordering, food preparation, dining room setups, and kitchen cleaning. It is important to read Appendix A to better understand the services WSC K756 is requesting. 3.2 Proposed Program Implementation WSC K756 proposes the following phased approach to meet the required scope of service. Page 3 of 9

4 Phase I - Program Transition: Phase I will begin upon award of contract and continue for a period of one (1) month. During that period, the successful Bidder will become familiar with operations and develop a plan to make improvements. WSC K756 does not expect the successful bidder to implement any new programs or change any of the current service levels during this time. This transition phase is meant to give the successful bidder the time to review services and facilities. Activities should include, but are by no means limited to, the following: Become familiar with facilities and required services Address requirements in Appendix A and identify improvements Communicate and build relationships with key personnel Develop and prioritize an action plan for Phase II Phase II - Program Implementation: WSC K756 anticipates implementation of Phase II after one (1) month. During Phase II, it is expected that the successful Bidder will improve upon existing service levels and develop possible business proposals. WSC K756 must approve any proposals. Phase III - Program Implementation: Successful Bidder implements additional services which may include a catering service. WSC K756 must approve implementation of additional services 3.3 Period of Performance WSC K756 is looking for a strategic long-term partner and understands that many kitchen and dining room services efficiency initiatives will take time to develop. As such, this contract will be awarded for a minimum period of one year with the option to renew annually at the discretion of WSC K756. A Thirty (30) day notice for cancellation of service contract will be provided by WSC K756 to the successful Bidder should such action be deemed necessary. Specific contract terms will be negotiated after selection of a winning vendor. 3.4 Additional Services On a periodic basis, the successful bidder may also be asked to provide or coordinate additional dining room services and special functions for residents and their guests. These services are apart from the base proposal and will be reimbursed by WSC K756 under a negotiated price. 4. Bid Response Requirements Each bidder response must address the following: 4.1 General Requirements: Dining Room Services Description Provide a brief description of your overall management philosophy as it pertains to the following: Describe your vision of the services that will be provided. Identify what resources, which will include staffing levels that you will devote to WSC K756 dining room services. Identify enhancements that you envision for the delivery of services. Page 4 of 9

5 4.2 Environment, Safety and Legal Issues The success bidder must comply with all applicable federal, provincial, local regulations and the Wedgewood's policies in relation to the requested scope of work. Discuss the regulatory certification of the staff you propose for the food services you will provide. 4.3 Sub-Contracting Sub-contracting of services is not allowed. 4.4 Qualifications List three of your current major customers. Include at least one company that you provide services to that are comparable to WSC K756 requirements. For each customer named, indicate: a) Number of years as a customer; b) Contact names and numbers; and c) Services your company provides and relevant metrics of success. 4.5 Billing and Invoicing Reports Reporting, invoicing and payments are detailed in Appendix A. 5 Financial Proposal 5.1 Base Proposal WSC K756 seeks a provider that can meet the requirements described in Sections 3 and 4 to work within the fee schedule that is set by the WSC K Cost for Existing Service It is presumed that the successful Bidder will start the service by providing WSC K756 with existing levels of service (see Appendix A). Prepare your quote for the requested services for the initial term of a contract not including renewals. 5.4 Addition of Catering Services If additional business activities are entertained by the bidder, include details for the services that are being proposed. Page 5 of 9

6 6. Acknowledgment of Receipt and Intent to Propose REQUEST FOR PROPOSAL (RFP) Wedgewood Dining Room Services Please this notification of receipt and intent on or before August 9, 2015 to Bill Ulrich, (see information in Section 2.). The pre-bid meeting will be held at The Wedgewood on August 10, 2015, 10:30 am. Please refer to Section 2 for full information. A. Acknowledgment of Receipt: Hereby Acknowledges Receipt of RFP packet (Company) Print Name Authorized Signature Title Date I will attend the pre-bid meeting and intend to submit a proposal (please fill in Part B) I do not intend to attend the pre-bid meeting but intend to submit a proposal B. Representatives Attending the Pre-bid Meeting: Name and Contacts of Representative(s): Tel. No.: (Name) (Title) Tel. No.: (Name) (Title) Tel. No.: (Name) (Title) Page 6 of 9

7 Appendix A: Information and Mandatory Requirements Fee and Payment Schedule Meal costs are set as per this schedule: Category Cost Residents $13.00 Guests $15.00 Children (6 12 years) $9.00 Soup, Salad and Dessert $9.00 Special Events As mutually agreed to between the parties to this agreement. All prices set out in the fee and payment schedule shall include all applicable taxes. The WSC K756 will sell tickets that specify the categories identified in fee schedule. Monthly Rental Fee The successful Bidder will be charged a monthly rental fee of $ plus all applicable taxes. The monthly rental fee is payable on the first day of each month. Payment starts on the first day of the contract. Invoicing and Payment The Corporation will pay the Contractor bi-weekly (26 times per year) the net revenue of bi-weekly meal sales. Net revenue is defined as the total bi-weekly revenue as substantiated by submitted invoices. The cut-off period for revenue statements is based on the fiscal calendar year ending on December 31 st. Successful Bidder Services. During the Term, the WSC K756 will engage the successful Bidder to provide the following services (the "Services"): Provide a minimum of four dinners per week on the following days, Thursday, Friday, Saturday and Sunday; Supply the food to ensure meals consist of quality, healthy and varied components as defined in section 1.4 for the residents and their guests; Supply the appropriate staffing levels for: Page 7 of 9

8 meal preparation, meal cooking, meal serving dining room set up dining room clean up, and kitchen clean up. The successful Bidder shall provide the necessary supplies to operate the kitchen, to include cleaning supplies and ancillary equipment. The successful Bidder shall ensure that all staff employed by the successful Bidder have the appropriate training and level of certification required by all applicable government legislation, (e.g. FoodSafe, BC, etc.) The success Bidder shall provide its own WorkSafeBC coverage and agrees to indemnify the WSC K756 from all liability incurred in the event of personal injury or property damage in the kitchen and dining room. The services performed by the successful Bidder shall be performed at the rates set out in the fee schedule. The successful Bidder will adhere to the following items: Food Preparation and Standards of Meals: The successful Bidder shall purchase and provide all food items. All Meals must be prepared on site using the Corporation's facility and equipment. Meals must be in a buffet style, which shall include but not limited to: Soup At least two choices of salad At least two choices of dessert Two or more choices of entrees At least two choices of vegetables Coffee, tea and juice Condiments Meals must meet the quality requirements of the WSC K756 and will be monitored routinely. Meals must be served at 5:30pm, four days per week, Thursday through Sunday inclusive. The successful Bidder and WSC K756 may promote the dining room by instituting "Special Theme Meals" if mutually agreed upon. Facility: The facility is not to be used for any purpose other than the storage of food and preparation of meals. The Successful Bidder must keep the equipment and facility clean. Page 8 of 9

9 The Successful Bidder will ensure all dishes and cooking utensils are clean. The Successful Bidder must ensure the dining room is set prior to every meal. Table place settings to be placed not more than three (3) hours prior to the start of the meal. Only tables in use for the current meal will have the place settings put in place. The Successful Bidder shall clean all food preparation and service areas including shelving. The Successful Bidder shall ensure cardboard boxes are flattened and disposed of in a recycle bin. The WSC K756 will supply the table linens. The Successful Bidder will ensure the table linens are washed and presentable. The Successful Bidder will ensure that no vehicles will be allowed to park in the kitchen-loading zone except to load and unload supplies. All garbage/recycling will be disposed of by means of the WSC K756 supplied dumpsters The Successful Bidder must limit admittance to the kitchen to only employees, suppliers and authorized persons required to conduct business related to the operation of The Wedgewood dining room business. The WSC K756 shall provide janitorial services for the floors in the dining room. The WSC K756 will repair and maintain kitchen equipment. The WSC K756 shall ensure the grease traps are routinely pumped out as required to ensure efficient operation. The WSC K756 shall have the cooking station vent power cleaned as required to ensure efficient operation. Dress Code: The cook shall wear whites (no jeans or runners). Staff shall wear white tops, black slacks or skirt and black shoes (no runners) or other suitable dress as may be mutually agreed to. Page 9 of 9

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