TOWN OF OKOTOKS REQUEST FOR PROPOSALS (RFP) RFP- HEALTHY VENDING MACHINES

Transcription

1 TOWN OF OKOTOKS REQUEST FOR PROPOSALS (RFP) RFP- HEALTHY VENDING MACHINES Okotoks Recreation Center 99 Okotoks Dr. And Pason Centennial Arena Community Way

2 Thursday, June 2, 2016 Table of Contents PART A: REQUEST FOR PROPOSALS Invitation Submission of Proposals Inquiries and Addenda Proposal Opening Proposal Selection Costs of Preparing Proposals Cancellation of Process Proponents Investigations Freedom of Information Return of Proposals... 5 PART B: PROPOSALS Proponent s Certificate Proponent Information Service Methodology Work Schedule Fee Proposal Key Personnel and Subcontractors Permits and Licences Insurance References Litigation and Cancellation Disclosure... 6 APPENDIX A APPENDIX B APPENDIX C APPENDIX D APPENDIX E APPENDIX F

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4 Request for Proposals Service Closing Date Address for Submissions Website for Addenda Requests for Information As described in Appendix A Thursday June 2, 2016 at 2:00pm Okotoks time Delivery: Healthy Vending Machines Attn: Doug Robson Town of Okotoks Municipal Centre 5 Elizabeth Street Okotoks, AB T2S 1K1 rfp@okotoks.ca Doug Robson Recreational Facilities Manager drobson@okotoks.ca Ph PART A: REQUEST FOR PROPOSALS 1. Invitation 1.1. The Town of Okotoks (the Town ) invites proposals for the Service as described in Appendix A This is an invitation for proposals and not a call for tenders. 2. Submission of Proposals 2.1. Proposals shall be delivered to the Town in a sealed envelope or ed to the Town at the Address for Submissions Proponents are responsible for ensuring the Town receives the proposal prior to the Closing Date. The Town encourages proponents to request confirmation from the Town of the receipt of the proposal. Proponents who submit proposals by should not rely on automatically generated notices of receipt or delivery. 3. Inquiries and Addenda 3.1. Prior to the Closing Date, inquiries may be submitted in writing to the person specified above for Requests for Information The Town may issue an addendum to this Request for Proposals at any time prior to the Closing Date All addenda will be published on the website specified above. Proponents are responsible for checking this website regularly for addenda. 4. Proposal Opening 4.1. There will be no public opening of proposals. 4

5 5. Proposal Selection 5.1. The Town may evaluate proposals based on the quality, service, and price proposed in the proposals, the content of any material or information included in the proposal, the proponent s references, and the Town s own past experience with the proponent. In addition, the Town may evaluate proposals based on the criteria set out in Appendix B The Town may, in its sole and unfettered discretion, accept or reject any proposals Without limiting the generality of the foregoing, the Town may: Reject all proposals; Accept a proposal other than the lowest proposal; Accept a proposal that is incomplete or noncompliant in a trivial or substantial manner; and Accept a proposal that is submitted after the Closing Date The Town shall be under no obligation to give reasons for its acceptance or rejection of any or all proposals If the Town selects a proposal, the Town will notify all proponents of the successful proponent within a reasonable time after such selection is made The Town may enter into negotiations with a selected proponent to enter into a contract to carry out the Service. See Appendix C. 6. Costs of Preparing Proposals 6.1. Proponents are solely responsible for all costs of preparing a proposal. The Town shall not be liable for any claims, costs, expenses, damages, or losses of anticipated profits incurred by proponents in preparing or submitting a proposal or any other activity arising out of this Request for Proposals. 7. Cancellation of Process 7.1. The Town may at any time cancel this process and reject all proposals. 8. Proponents Investigations 8.1. Proponents are responsible for ensuring that they are fully informed about the Service, including conducting all investigations and making all necessary inquiries or arrangements. Without limiting the generality of the foregoing, proponents are responsible for evaluating: the nature of the Service; all relevant characteristics of the work site including physical, seasonal, geological or geographic conditions; the laws, regulations and restrictions that may apply to the Service; and All applicable environmental risks, conditions, laws and regulations. 9. Freedom of Information 9.1. Proponents acknowledge that the Town is subject to the Freedom of information and Protection of Privacy Act, and that all information relating to this Request for Proposals may be subject to such statute. 10. Return of Proposals Proposals and accompanying materials received in response to this Request for Proposals shall become the Town s sole property and not be returned to the proponent. 5

6 PART B: PROPOSALS 11. Proponent s Certificate Proposals shall include a proponent s certificate in the form set out in Appendix D. 12. Proponent Information Proposals shall include a company profile including information about the proponent s relevant experience and qualifications. 13. Service Methodology Proposals shall set out a methodology and work plan for completion of the Service Proponents shall ensure that their proposal, methodology and work plan are consistent with the Town of Okotoks General Design and Construction Specifications or, if any matters in respect of the Service are not addressed in this document, any applicable City of Calgary standard specifications in force at the time of the proposal, unless otherwise specified in the description of the Service. 14. Work Schedule Proposals shall include a schedule for completion of the Service. 15. Fee Proposal Proposals shall include a fee proposal in the form set out in Appendix E. 16. Key Personnel and Subcontractors Proposals shall identify any key personal and subcontractors who will be carrying out the Service or any portion thereof, including their experience and qualifications. 17. Permits and Licences Proponents shall hold the required permit to practice, licence, or other authorization or authorizations required to carry out the Service. Proposals shall include the permit to practice, licence or authorization number or other proof of such authorization. 18. Insurance Proponents shall carry professional liability (O&M) insurance and shall include proof of such insurance with the proposal. 19. References Proponents who have not performed work for the Town within three (3) years before the Closing Date shall provide references for work carried out of a similar nature to the Service, including a description of the work and contact information for each reference By submitting a proposal, the proponent consents to the Town seeking references from persons other than those references provided by the proponent, including without limitation other municipalities and former employees of the Town, to provide comments regarding the proponent s history and ability and suitability to carry out the Service, without notice to the proponent. 20. Litigation and Cancellation Disclosure Proposals shall include a disclosure certificate in the form set out in Appendix F 6

7 APPENDIX A INTRODUCTION The Town of Okotoks is seeking proposals for a service provider to provide, install, operate, service an automatic coin operated vending machine and related equipment and materials for the provision and dispensing of quality, healthy option food products at the Okotoks Recreation Center, 99 Okotoks Dr. Okotoks, Alberta and at the Pason Centennial Arena Community way. Okotoks, Alberta. SCOPE OF WORK The successful contractor will be required to provide two automatic coin operated healthy food vending machine and related equipment and materials at the Okotoks Recreation Center. (ORC) The vending machines will be located in the lobby area of the ORC. The successful contractor will be required to provide two automatic coin operated healthy food vending machines and related equipment and materials at the Pason Centennial Arena. (PCA) The vending machines will be located in the lower lobby area of the PCA. These vending machines must ensure a minimum of 50% of stocked product are healthy choices and must 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 The Town retains the right to determine the nature of, and to make adjustments to, the snack food and beverage vending operation including product lines and retail pricing strategies. In the interest of ensuring a positive experience for all of our facility patrons including employees, the Town wishes to implement a healthy vending food and beverage services program that provides: a) choices that will more closely align, with the recommendations of the Alberta Nutrition Guidelines for Children and Youth A Childcare, School and Recreation/Community Centre Resource Manual as prepared by the Alberta Health and Wellness, Healthy Living Branch; b) a range of choices of healthier snack food vending items and a focus on serving the needs of a variety of visitors; c) a product offering that includes contemporary and nutritious items which are client focused; d) strategic placement of the vending machine to minimize any negative impact on sales; e) competitive pricing that is affordable and competitive to market pricing; f) A pleasing product presentation that displays healthiest options at eye-level; and, advertising display signage on vending machines which reflects healthier choices, including connecting sports and academic excellence with healthy eating. The Town s goal is to provide its patrons and employees throughout ORC and PCA a variety of snack food products that are creative, value for money and of the highest possible quality. This contract is for a proposed duration of three (3) years from signing date.

8 Okotoks Recreation Centre (ORC) vending machines must align products with Coca-Cola Refreshments Canada and Coca-Cola Ltd Pason Centennial Arena (PCA) vending machines must align products with PepsiCo Canada ULC All respondents are expected to provide a quotation on the above requirements and scope of work. Respondents may recommend alternatives for consideration in their submissions. Any alternatives shall clearly be marked as alternative. Unless otherwise specified, the proposal shall include all items necessary to complete the work. A completed job is required pursuant of the terms of this contract, therefore any labour, material equipment, overhead, profits, incidental items, and associated taxes not specifically mentioned, but necessary for completeness will be considered incidental to the work and no separate or additional payment will be made. SUBMISSION REQUIREMENTS The selected firm must; Be capable of offering 365 day / 24 hour emergency service. Ensure machines are replenished as needed, minimum services once per week. Provide contact information on the machine for the public to call if a problem arises. Provide routine cleaning and preventative maintenance schedules intended to assure an attractive appearance of vending equipment. The RFP must include the following criteria: 1. Letter of interest. This letter shall be on corporate letterhead and signed by a legally recognized official of the organization. 2. Specific details of proposed equipment, proposed installation procedure and proposed maintenance procedures. Vending machines must be installed in accordance with Federal, Provincial and health guide lines. 3. Relevant corporate experience with similar Services. Please include a list of relevant Services, with accompanying narrative. 4. Detailed refund procedure. 5. Provide a proposed revenue schedule to the town. 6. Pricing/schedule of costs: Respondents shall provide a schedule of costs for carrying out this Service. 7. Proposed schedule: Respondents shall provide a proposed schedule for carrying out and maintaining this Service. 8. References. Please provide at least three references from similar Services. 9. Warrantee: Please provide specific warrantees offered 10. Specific proposed healthy foods which will be stocked in the vending machines and there retail cost. (See Appendix H I ) 11. Proponents must fill out schedule: a. Vending Information sheet Okotoks Recreation Center (See Appendix G ) b. Vending Information sheet for Pason Centennial Arena (See Appendix H ) c. Vending payment method to the Town of Okotoks (See Appendix F ) d. Proof of current Town of Okotoks Business License. e. Proof of Insurance.

9 APPENDIX B Proposal Evaluation Criteria The Town of Okotoks will review and rank each response according to the technical criteria listed below. 1. Relevant corporate experience and references (20 points) 2. Approach (20 points) 3. Proposed Business Plan (20) 4. Product and Services (30) 5. Proposed equipment and installation plan (10 points) After technical criteria are evaluated, an award will be made to the most responsive proposal, considering both technical factors and price. The highest-ranked respondents may be requested to appear for an interview.

10 Please provide proposed service agreement APPENDIX C Service Agreement

11 The proponent hereby states and confirms that: APPENDIX D Proponent s Certificate 1. The proponent has reviewed and understood and agrees to all terms and conditions set out in this Request for Proposals; 2. The proponent has reviewed all addenda posted on the website specified above up to the Closing Date; 3. The proponent has reviewed the proposal and confirms that it is complete and accurate, and includes the following documents: Proponent company profile; Proposed methodology and work plan; Work schedule; Fee proposal; Key personnel and subcontractor information; Permit to practice, licence or other required authorization; References (if required); and Litigation and cancellation disclosure certificate; 4. The undersigned representative is authorized to represent the proponent in this proposal and all matters associated with the proposal; 5. Any notices to be provided to the proponent may be provided by any of the methods below to the addresses set out below; and 6. The proponent understands and acknowledges that by submitting a proposal no contractual relationship has been created between the proponent and the Town. Date: Proponent Name: Per: (c/s) Print Name: Address: Phone:

12 APPENDIX E Fee Proposal Schedule (C) Proposed Payment to the Town of Okotoks Monthly Fixed amount Incremental Payment % of Sales

13 APPENDIX F Litigation and Cancellation Disclosure 1. Provide details of any instance in the past ten (10) years in which the proponent has been a party to a contract to carry out work similar to the Service which was cancelled or state None : 2. Provide details of any current litigation or arbitration or any litigation or arbitration within the past ten (10) years in which the proponent is involved in respect of any work similar to the Service or state None :

14 APPENDIX G Schedule A Schedule (A) Vending Information Sheet Okotoks Recreation Center (Coca-Cola Refreshments Canada and Coca-Cola Ltd) Product Description Retail Price

15 APPENDIX H Schedule B Schedule (B) Vending Information Sheet Pason Centennial Arena (PepsiCo Canada ULC) Product Description Retail Price

16 Appendix I Okotoks Western Wheel Ad Town of Okotoks Request for Proposal Healthy Vending Machines The Town of Okotoks is seeking proposals for a service provider to provide, install, operate, service an automatic coin operated vending machines and related equipment and materials for the provision and dispensing of quality, healthy option food products at the Okotoks Recreation Center (99 Okotoks Drive) and at the Pason Centennial Arena (3, 204 Community Way). Proposals are to be titled: Healthy Vending Machines. A detailed outline of the Town s requirements can be found on the Town s website Proposals must be submitted by 2:00pm on Thursday June 2, 2016 by hand or mail to the attention of Doug Robson, Recreation Facilities Manager to: Town of Okotoks Municipal Centre 5 Elizabeth Street PO Box 20, Station Main Okotoks, AB T1S 1K1. Questions regarding this request for proposal are to be directed to