REQUEST FOR PROPOSAL Recreation Facilities Vending Machine Service & Beverage Supply Pason Centennial Arena

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1 REQUEST FOR PROPOSAL Recreation Facilities Vending Machine Service & Beverage Supply Pason Centennial Arena Town of Okotoks Community Services PO Box Okotoks Drive Okotoks, Alberta, T1S 1K1

2 REQUEST FOR PROPOSAL FOR VENDING MACHINE SERVICE & SUPPLY AT THE OKOTOKS RECREATION FACILITIES PASON CENTENNIAL ARENA I. INTRODUCTION The Town of Okotoks (hereinafter Town ) is in search of a well-qualified vending service and beverage supply proprietor to provide beverage vending machine service and beverage supply at the Okotoks Pason Centennial Arena. During the term of this agreement the proponent shall be the sole supplier and advertiser of all carbonated beverages distributed and sold at Pason Centennial Arena. Exceptions to this agreement shall be hot coffee, milk, hot tea, vegetable juices, hot chocolate, energy drinks and items deemed to be HEALTHY CHOICES not provided by the proponent. Okotoks Pason Centennial Arena The Okotoks Pason Centennial Arena is a facility which features one NHL size ice surface with seating capacity for 1500 and standing room for an additional 500 spectators. The onsite concession is operated by a third party and is subject to the exclusivity terms and conditions of this agreement. Pason Centennial Arena is the home of the Okotoks Junior A hockey club. It is also the home to a large number of community programs, sport training camps, large special events, and numerous sport tournaments. The Okotoks Pason Centennial Arena will also be undergoing an expansion to its facilities. An additional NHL sized ice surface, leisure ice surface and meeting rooms are anticipated to open in late The Okotoks Pason Centennial Arena is a municipally owned facility and operated in conjunction with private enterprises, therefore, the operating policies and goals are unique and not exclusively profit-motivated. The operating policies and goals of the arena include: providing safe, fun, and affordable entertainment to the public; earning a reasonable financial return for the owners (the citizens of the Town of Okotoks); providing job opportunities for the community, enhancing the Town s image; limiting liability exposure; and complying with land-use specifications and lease terms mandated by the related Government agencies. Additional information may also be found by visiting the Town website at The Town is currently undergoing a phased in approach towards healthy food and beverage options within its recreation facilities in alignment with the Alberta Nutrition Guidelines for Children and Youth. Additional information may also be found by visiting the Government of Alberta

3 Healthy U website at Sept2012.pdf. II. OBJECTIVE OF THIS REQUEST FOR PROPOSAL (RFP) The objective of this RFP is to award a three (3) year Vending Machine Service & and Beverage Supply Agreement ending December 31, 2018, to an operator who will accomplish the following: Optimize vending beverage service, quality beverages at reasonable prices, thus resulting in the highest quality and service. Supply carbonated beverages and related supplies to the Pason Centennial Arena Operator at reasonable prices, thus resulting in the highest quality and service. Assess, provide, and install any necessary machines. Ensure machines are replenished as needed. Ensure a minimum of 50% of choices are in alignment with Alberta Nutrition Guidelines for Children and Youth Ensure the more healthy choices for children are placed at a more prominent marketing positon than items deems less healthy in alignment with Alberta Nutrition Guidelines for Children and Youth III. DESCRIPTION OF VENDING MACHINE SERVICE & SUPPLY The vending machines are to be self-contained operations which are an integral part of all Okotoks Recreational Facilities. The machines will be located inside the main buildings. The Town of Okotoks reserves the right to consider proposals at its discretion which best meet the service objectives and timelines of the Town. IV. PROPOSAL FOR VENDING MACHINE SERVICE & SUPPLY IN THE TOWN OF OKOTOKS The proponent will provide the following, as part of this RFP: a) Business Plan b) A detailed description of the customer service philosophy

4 c) A detailed description of vending machines, products, prices, service schedule and filling schedule. A proposed annual lump sum payment for the right of exclusivity of beverage sales in this facility d) A detailed explanation of routine cleaning and preventative maintenance schedules intended to assure an attractive appearance of vending equipment e) Qualifications and Experience f) Statement by the proponent that they will be able to comply with the insurance provisions of the proposed Agreement and ability to provide the certificate of insurance stated in the attached requirements if selected. g) A short narrative of how the proponent intends to comply with the requirements set forth in the attached document. h) A minimum of three references within the last two years pertaining to vending machine service and supply and a statement permitting representatives to contact references provided by the proponent in order to determine the quality of service to be provided. i) A statement acknowledging that in the event a contract is awarded, the proponent must have or obtain a valid Town of Okotoks business license, current WCB coverage, as well as all other licenses or permits required of proponent. j) Agreement to comply with all provisions and attachments of the Request for Expression of Interest. V. PROPOSAL SELECTION CRITERIA The purpose of this Request for Expression of Interest is to provide needed services to the public. The services will be of the highest possible quality and dependability. Proponents will submit information concerning their past experience and performance. Proponents will include at least three references. References must include company name, contact person and telephone number. Relevant experience vending for/at public events or venues should be included. Accordingly, the successful proponent will be selected after evaluation of the following criteria:

5 Selection Criteria Weighting Business Plan Keeping in mind the demographics of the facility customers, the familyoriented spirit of the Okotoks Recreation Facilities, and the goals and requirements of the Town as set forth in this RFP, proponents are encouraged to offer creative and innovative ideas to provide for first-rate beverage vending machine services. Prices The successful proponent will propose a reasonable unit cost sale price for beverages for the same or superior quality as those offered by competitors. Proponent will also propose a lump sum payment for the right of exclusive sales of their product within the facility. Quality of Products and Services The successful proponent will offer the highest quality beverages and will propose the best cleaning, maintenance and repair of equipment Quality of Customer Service The successful proponent will offer the highest quality service program 20 Experience/References 10 Total 100 VI. REQUEST FOR PROPOSAL INFORMATION Services Proponent agrees to provide vending machine service and supply, in accordance with the provisions as defined in a contract to be developed with the Supplier. The contract will contain but not be limited to the following items. Regulations Proponent agrees to comply with applicable federal, provincial, local rules and regulations. These include, but are not limited to, the following: Federal, Provincial and local health, safety and licensing laws and/or regulations relating to sale(s) of goods; and Town of Okotoks Municipal Code. Products Proponent agrees to ensure that prices are competitive. Certain products are occasionally deemed desirable to be available while certain others cause maintenance problems. Proponent agrees to comply with requests to supply certain products, or not to supply certain products, provided that any such request shall not be

6 unreasonable. Under no circumstances shall any alcohol or tobacco products be offered for sale at any vending machine/concession facility. Exclusivity Clause Proponents must agree to share beverage sales rights for certain events and activities with multiple vendors or concessions. These may include but are not limited to community events or park events where more than one vendor is desired. The Town retains the right to determine which events will require multiple vendors. Indemnification Clause Proponent shall be required to sign and agree to an indemnification clause as part of the contract. This clause shall, indemnify and promise to defend and hold harmless the Town of Okotoks, its officers, employees and agents from and against any and all liability, loss, damage, expense, action and claims, including costs and reasonable attorney s fees incurred by the Town, its officers, employees and agents in defense thereof, arising out of, connected with or resulting directly or indirectly on account of or out of the performance of activities pursuant to a contract agreement; provided, however, this paragraph does not purport to indemnify against liability for damages arising out of bodily injuries to persons or damages caused by or resulting from the sole negligence of the Town, its officers, employees and agents. Insurance Proponent shall be required to take out and maintain insurance in the following amounts during the entire performance of its activities pursuant to a contract agreement: Comprehensive General Liability Insurance, including products and completed operations coverage, for property damage and bodily injury liability with not less than $5,000,000 combined single limits per occurrence. Prior to any work or performance pursuant to a contract agreement, the proponent shall provide a Certificate of Insurance. A statement of additional insured with an endorsement page shall also be issued. Proponent agrees to provide at least thirty (30) written days notice prior to cancellation of any of the insurance requirements set forth above. Cancellation of insurance shall be grounds for cancellation of any contract.

7 VII. VENDING MACHINES All maintenance and service performed on equipment and/or internal structures, including routine cleaning and servicing shall be the responsibility of the proponent. Customer Service The proponent understands the importance of providing high quality and effective customer service and agrees to comply with this standard. The proponent shall honor all reasonable requests for refunds from customers. All customers are expected to be treated with courtesy. Assign ability The proponent shall not assign any interest in the contract agreement and shall not transfer any interest in same. Relationship Nothing contained in the Agreement shall establish an employer-employee relationship between the proponent and its employees, subcontractors or independent contractors. The proponent shall be solely responsible and shall assume exclusive liability for the actions, conduct, supervision and instruction of its employees, subcontractors or independent contractors. Duration The contract agreement shall become effective as of the date to be determined and written through a three year period, provided however, that either party may terminate said contract agreement at any time with or without cause by giving thirty (30) days written notice of such termination and specifying the effective date. Severability If any provision of the contract agreement or its application to any person or circumstance is held invalid, the remainder of the contract agreement, or the application of the provision to other persons or circumstances shall not be affected. Content and Understanding The contract agreement shall contain the complete and integrated understanding and agreement between the parties and supersedes any understanding, agreement or negotiation whether oral or written not set forth herein; provided, however, that any change(s) hereto duly executed by both parties shall be incorporated in written amendments to the contract agreement. For questions about this proposal, contact Susan Laurin, Community Services Director

8 Written proposals must be submitted no later than 2 PM, Friday March 4, 2016 at the following address: Town of Okotoks PO Box 20, Station Main 5 Elizabeth Street Okotoks AB T1S 1K1 And must be clearly marked Attention: Susan Laurin, Community Services Director Okotoks Pason Centennial Arena RFP Vending Beverage Service & Supply. The Town of Okotoks reserves the right to reject any and all proposals and further reserves the right to waive minor irregularities.