REQUEST FOR PROPOSAL. Kemptville Campus Education & Community Hub. Cafeteria & Catering Event Services

Transcription

1 REQUEST FOR PROPOSAL Kemptville Campus Education & Community Hub Cafeteria & Catering Event Services Issued on: Thursday, August 9, 2018 Requested by: Kemptville Campus Education and Community Hub 2-40 Campus Drive, Parish Hall - 3 rd Floor Kemptville, Ontario K0G 1J0 Tel: Ext premillard@northgrenville.on.ca Attention: Patricia Remillard, Project Manager Closing Date and Time: Three (3) complete copies of each proposal must be received by Thursday, August 30, 2018 at 12:00 noon

2 TABLE OF CONTENTS 1.0 INSTRUCTIONS TO PROPONENTS Invitation Charge for Documents Costs Incurred by Proponents Acceptance of Terms Insurance Clarification Terms of Payment Lease and Rental Terms Proposal Validity Follow-On Contracts TERMS OF REFERENCE Background Objectives Scope of Work Assumptions Communication and Reporting Background Documents Provided Summary of Key Dates for Proposal EVALUATION CRITERIA Basis of Selection Selection Criteria Qualifications and Experience of Company Qualifications and Recent Relevant Experience of Project Team Understanding of Objectives Quality Approach and Methodology Proposed Work Plan and Schedule Lease and Rental Fees SPECIAL TERMS AND CONDITIONS...10 Page 1

3 INTRODUCTION The Municipality of North Grenville, situated immediately south of the City of Ottawa, is an urban and rural municipality of over 16,000 people enjoying the benefits of quality lifestyles, natural and heritage amenities, essential services and positive growth. The Municipality includes the Town of Kemptville, and the Hamlets of Bishops Mills, Burritts Rapids, East Oxford, Heckston, Oxford Mills, Oxford Station and Peltons Corners. The urban serviced area (formerly the Town of Kemptville) currently serves a population of approximately 4,500. It is strategically located 30 minutes from downtown Ottawa, the Nation s Capital, along Highway 416, with easy access to Highways 417 and 401. The Municipality has experienced strong growth in recent years and has projected a population of 18,700 by 2026, the majority of new growth to be expected within the urban serviced area. As one of the fastest growing municipalities in Eastern Ontario, North Grenville is committed to providing a broad range of amenities and services to its residents and visitors alike, including but not limited to fire protection, by-law enforcement, emergency management, parks, recreation, cemeteries, local roads and bridges, snow removal, drainage, land-use planning, economic development, libraries, sewer and water services, and general municipal governance and administration. The Municipality of North Grenville (MNG) recently acquired Kemptville Campus which consists of 626 acres of land (on the west side of Prescott Street, north of Bedell Road and south of Concession Road), and includes a variety of campus buildings including sports facilities, residences, a cafeteria, teaching and administration buildings, an agri-forestry centre, greenhouses and Provincial Ministry buildings. Findings from 2016 BDO Feasibility Study recommended that a mixed-use education and community hub would be sustainable at the renewed Kemptville Campus. The Hub will focus on three pillars: Education and Training, Health and Wellness, and Economic Development. The renewal of the Campus will see lands, buildings and infrastructure used by multiple school boards (both French and English) for early years, elementary, secondary, adult education, and related community service activities under the umbrella of Climate Change Resiliency and Low Carbon Innovation. Our current education partners include both French school boards for early years, elementary, secondary and adult education, and one English school board with adult education programs. The current community partners include the Ryan s Well Foundation and the Ontario Maple Syrup Producers Association. In addition there are three government agencies operating on site - the Ontario Ministry of Agriculture, Food & Rural Affairs, the Ministry of Natural Resources & Forestry, and Service Ontario. We are in discussions with other parties interested in locating on the premises. The Municipality is now soliciting proposals from vendors specializing in Cafeteria and Catering Event Services with the intention of awarding a long-term lease for the campus cafeteria to a successful vendor. The expectation is that the vendor, as an Page 2

4 independent contractor, would utilize the facility to establish a Cafeteria and Catering Event Services business on the Campus to provide food services to the on-site schools, government agencies, other organizations, campus functions and events, as well as any other off-campus business the vendor currently has or wishes to establish. For the purposes of this RFP, the contractual process will begin with the Municipality of North Grenville. As it is the intention of the Municipality to soon establish a notfor-profit organization in partnership with the Conseil des écoles publiques de l'est de l'ontario to manage and operate Kemptville Campus Education and Community Hub, the contract will transfer over to the not-for-profit, once it has been established. Consultants wishing to submit an RFP for Cafeteria and Catering Event Services are to provide three (3) copies of their proposals in a sealed package clearly identified as to the contents and addressed to: Attention: Patricia Remillard, Project Manager Kemptville Campus Education & Community Hub 2-40 Campus Drive, Parish Hall - 3 rd Floor Kemptville, Ontario K0G 1J0 Tel: Ext premillard@northgrenville.on.ca A full description of the project and scope of work is set out herein. Page 3

5 1.0 INSTRUCTIONS TO PROPONENTS 1.1 Invitation The Municipality of North Grenville is seeking proposals from Cafeteria and Event Catering service providers to utilize / lease the fully equipped campus cafeteria. Proposals must be received at this location NO LATER THAN 12:00 noon LOCAL TIME on Thursday, August 30, Proposals received after the above due date and time will not be considered and will be returned unopened to the proponent. Fax or electronic submissions will not be accepted. 1.2 Charge for Documents All documents, including background information, will be provided at no cost. 1.3 Costs Incurred by Proponents All expenses incurred in the preparation and submission of proposals shall be borne by the proponent. No payment will be made for any proposals received, or for any other effort required of or made by the proponent prior to the commencement of work defined by the proposal approved by the Municipality. 1.4 Acceptance of Terms All those who submit a proposal represent that they have read, completely understand, and accept the terms and conditions of this Request for Proposal (RFP) in full. 1.5 Insurance The proponent will, at all times, indemnify and save harmless the Municipality, their officers, employees and agents from and against all claims, demands, losses, costs, damages, action, suite or other proceedings made, sustained, brought or prosecuted that are based upon, or caused in any way by anything done or omitted to be done by the proponent or any of its officers, directors, employees, or agents in connection with the services performed, purportedly performed or required to be performed by the proponent under this proposal and subsequent contractual agreement. The proponent shall provide a Certificate of Commercial General Liability Insurance to the satisfaction of the municipality evidencing in an amount of not less than five million dollars ($5,000,000). Coverage is to be in force at least ten (10) calendar days prior to the lease commencement. The proponent s insurance shall be primary coverage and not additional to and shall not seek contribution from any other insurance policies available to the municipality. Page 4

6 1.6 Clarification All inquiries regarding this RFP are to be directed to the individual identified below. Inquiries must be received in writing or no later than Thursday, August 16, All inquiries received and the responses provided will be sent by the Municipality to all proponent by way of written addendum(s), no later than Thursday, August 23, 2018, without naming the source of the inquiry. Attention: Patricia Remillard Project Manager Kemptville Campus Education and Community Hub 2-40 Campus Drive, Parish Hall - 3 rd Floor Kemptville, ON K0G 1J0 Tel: Ext premillard@northgrenville.on.ca 2.0 TERMS OF PAYMENT 2.1 Lease and Rental Terms The successful proponent shall remit monthly lease and rental payments as per agreed upon terms. Annual rent will be calculated based on $14 per square foot and then divided by 12 to come up with a monthly rental amount. Other rentals associated with the use of catering supplies outside of the cafeteria (dishes, glassware, cutlery, tables, chairs, etc.) will rented according to a flat rate which is to be determined. 2.2 Proposal Validity Proposals shall remain valid and open for acceptance by the Municipality for a period of fourteen days (14) calendar days following the deadline for receipt of proposals. 2.3 Follow-On Contracts The Municipality also reserves the right to request competitive proposals at the end of the lease term if deemed to be in the best interests of the Municipality of North Grenville. 3.0 TERMS OF REFERENCE 3.1 Background Campus Cafeteria and Catering Facilities The Kemptville Campus Education and Community Hub has a fully equipped cafeteria located on the ground floor of the Cafeteria/Alumni Hall building which has had significant upgrades in recent years. The leasable space includes separate dining, servery and food prep areas (see attached floor plan). Leasable space cost is $14 per square foot and the total square footage available for lease is 7,684 f 2. Page 5

7 The dining area includes an entranceway and washrooms, one eating / lounge area, and a second eating area with a maximum capacity of 110 people. The main dining area is furnished with tables and chairs (bistro or cafeteria style) and the dining / lounge area is furnished with groupings of tables, sofas, lounge chairs and one large dining table with chairs. The servery includes hot, cold, pizza and beverage stations, in addition to a selfserve pantry. The servery is stocked with dishes, glassware and cutlery. These are available for an additional rental fee with the vendor responsible for loss, breakage, and theft. The food prep area includes separate food prep, baking, cooking and dish washing areas, with all necessary equipment, as is and where is. These are available for use at no additional fee, however the vendor is responsible for repairs, maintenance and replacement. It bears noting that there are three additional locations on campus that facilitate food service and catering: a) Bell Hall is currently a residence and is in the planning phase for conversion to a Health and Wellness Hub with offices, meeting rooms and accommodations. The building has a small cafeteria that could potentially be used for some meal, snack and beverage service. b) The W. B. George Centre is a sports facility with a double gym, two conference and break-out rooms. The double gym is used for large meeting events and banquets. The building has a fully equipped kitchen and catering supplies to support on-site catering. c) Parish Hall is the main training centre and is used for short-term rentals for meetings, conferences and training which often require catering services. These facilitates are available and on a daily rental rate. 3.2 Objectives Campus Cafeteria Services 1. The expectation is that the proponent, as an independent contractor, would lease the space and utilize the facility to provide Cafeteria and Catering Event Services for campus partners and tenants, campus events and off-campus functions. 2. All existing and subsequent catering agreements that the caterer has currently and will undertake in the future, will be separate contracts between the caterer and the third-party entities. As an example, each of the two school boards located on-site, if intending to provide meal service for children, will enter into contractual agreements directly with the caterer. Food service for the school boards must comply with Ministry of Education Guidelines. Page 6

8 (See guidelines - Priority access to the dining areas for the use of the schools and on-site organizations is required during the school year and during school / business hours of operation. 3. Once the not-for-profit is established, all campus partners and tenants (meetings, workshops, conferences, day camps, etc.) will be encouraged to use the catering services of the successful proponent as they will be the preferred supplier and promoted as such. This is contingent upon the proponent s ability to consistently meet the service quality requirements and ability to provide the required service. 3.3 Scope of Work The following provides details of what specifically is required by the proponent: Qualifications and Experience of Company: Company name Company description Related projects Qualifications and Relevant Experience of Project Team: Company history Company business plan summary and statement of how the proponent is capable of carrying the lease and additional costs Staffing management and staffing structure and number of employees Objectives: Proponent to describe their plan for utilizing the cafeteria and other campus facilities for catering and events Proponent to outline the lease term, number of years and occupancy start date Approach and Methodology: The proponent will: promote services to the campus and greater community, and maintain service quality and standards support the cafeteria and catering needs of on-site partners and tenants provide services in English and French compensate the campus in situations where campus furnishings, equipment, and catering supplies are utilized for off-site events confirm that cafeteria and catering staff have the requisite security clearance for working in school environments pursue value-added activities that align with the campus mandate (serve food grown on-site as an example) explore opportunities to develop outdoor dining areas be amenable to employment and training opportunities for students and adults in programs at the campus seek to use local food when available and practical have healthy food focus commit to operate with environmental sensitivity and a low carbon footprint Page 7

9 Proposed Work Plan and Schedule It is expected that the proponent will work with Campus Facility Management to grow the cafeteria and catering event business on-site and fully utilize the cafeteria and all available rental facilities on-site (W.G. George, Bell, and Parish Hall) for events and functions. The proponent is to provide a schedule that meets the expectations set out in the Approach and Methodology section. 3.4 Assumptions It is important that the plan acknowledges the assumption that financial risk to the Municipality and not-for-profit must be minimized. 3.5 Communication and Reporting The proponent shall regularly communicate and coordinate with Facility Management regarding activities that impact facilities (i.e. and not limited to traffic, parking, additional facility rentals, hours of operation - evenings and weekends, etc.). 3.6 Background Documents Provided 1. Cafeteria Floor Plan 2. Ministry of Education Guidelines Summary of Key Dates for Proposal Distribution of RFP Thursday, August 9, 2018 Submission of proposal Thursday, August 30, 2018 Vendor clarification question submission Thursday, August 16, 2018 Clarification answer distribution Thursday, August 23, 2018 Anticipated award of assignment Thursday, September 13, EVALUATION CRITERIA The successful proponent will possess the requisite ability to fulfill the expectations addressed in the scope of work and will be required to work directly with Campus and Municipal staff, students, agencies, stakeholders and the public in a professional manner. To achieve this, the Municipality is interested in a proponent, which in addition to the cafeteria and catering qualifications, exhibits such skills as timeliness, diplomacy, tact, strong communication ability (both written and verbal) and an understanding of the Municipal, education and community hub culture. The proponent team member(s) must demonstrate: Inclusion Collaboration Diversity 4.1 Basis of Selection Page 8

10 The Municipality intends to recommend the appointment of the proponent on the basis of best overall value, based upon a review of the technical and fee proposal, and the proponent interview. The agreement with the proponent is subject to approval by the Municipality in accordance with the provisions of the Procurement By-Law. 4.2 Selection Criteria A total of 100 points will be allocated to each proposal, as follows: Category Available Points Technical: Qualifications and Experience of Company 10 Qualifications and Relevant Experience of Project 20 Team Understanding of Objectives 10 Quality of Approach and Methodology 30 Proposed Work Plan and Schedule 20 Sub-total 90 Financial: Lease and Rental Fees 10 Total 100 Financial points will only be awarded to submissions that have achieved a minimum score of 60 out of 90 points on the technical evaluation criteria. Proposals that do not meet this minimum score will be deemed non-compliant and will be given no further consideration. Technical proposals scoring 60 points or higher will be evaluated financially, on the following basis: The lowest cost submitted will be awarded 20 points, and the other cost proposals will be awarded points based upon the ratio of the cost submitted to the highest cost submitted, i.e.: Points = 20 x Pr oposal cost Lowest ( 1 Highest Lowest Up to three (3) of the highest rated proposals may be invited by the Municipality to attend an interview to present and discuss their proposal. Interview details and evaluation criteria will be provided at the time of notification of request to attend an interview. Page 9

11 4.3 Qualifications and Experience of Company Provide a brief company profile and recent relevant experience. Provide three (3) related projects and client references for each project. 4.4 Qualifications and Recent Relevant Experience of Project Team Provide the qualifications, recent relevant experience and responsibility of each member of the proponent team, clearly stating the employment history of the manager(s) and key team members, years with current firm and work location. Resumes should be included in an appendix. 4.5 Understanding of Objectives Describe your understanding of the assignment, including overall scope and objectives, noting any particular issues that may require specific attention, in addition to incremental opportunities that may not have been identified. 4.6 Quality Approach and Methodology Describe the approach and methodology to be followed in order to achieve the stated objectives. 4.7 Proposed Work Plan and Schedule Provide a work plan and schedule to illustrate a complete understanding as to how and by whom the work is to be carried out. 4.8 Lease and Rental Fees The proponent is to provide details and confirmation of the following: 1. Monthly square foot lease cost of cafeteria 2. Proposed flat rate rental for catering supplies 5.0 SPECIAL TERMS AND CONDITIONS Submission of a proposal constitutes acknowledgement the proponent has read and agrees to be bound by all the terms and conditions of the RFP. The Municipality will not make any payments for the preparation of the response to the RFP. All costs incurred by a proponent will be borne by the proponent. This is not an offer. The Municipality does not bind itself to accept the lowest price proposal or any proposal submitted. The Municipality has the right to cancel the RFP at any time and to re-issue it for any reason whatsoever, without incurring any liability and no proponent will have any claim against the Municipality as a result of the cancellation or re-issuing of the RFP. Page 10

12 The proponent acknowledges that the Municipality shall have the right to reject any, or all, proposals for any reason, or to accept any proposal which the Municipality in its sole unfettered discretion deems most advantageous to itself. The lowest, or any, proposal will not necessarily be accepted and the Municipality shall have the unfettered right to: (i) Accept a non-compliant proposal; (ii) (iii) Accept a proposal which is not the lowest proposal; and Reject a proposal that is the lowest proposal even if it is the only proposal received. The Municipality reserves the right to consider, during the evaluation of proposals: (i) information provided in the proposal document itself; (ii) information provided in response to enquiries of industry references set out in the proposal; (iii) information received in response to enquiries made by the Municipality of third parties apart from those disclosed in the proposal in relation to the reputation, reliability, experience and capabilities of the proponent; (iv) the manner in which the proponent provides services to others; (v) the experience and qualification of the proponent s senior management, and project management; (vi) the compliance of the proponent with the Municipality s requirements and specifications; and (vii) innovative approaches proposed by the Consultant in the proposal. The proponent acknowledges that the Municipality may rely upon the criteria which the Municipality deems relevant, even though such criteria may not have been disclosed to the proponent. By submitting a proposal, the proponent acknowledges the Municipality s rights under this section and absolutely waives any right, or cause of action against the Municipality, by reason of the Municipality s failure to accept the proposal submitted by the proponent, whether such right or cause of action arises in contract, negligence, or otherwise. If a contract is to be awarded as a result of the RFP, it will be awarded to the proponent whose proposal, in the Municipality s opinion, provided the best potential value to the Municipality and is capable in all respects to fully perform the contract requirements and the integrity to assure performance of the contract obligations based on the objective assessment outlined above. If the Municipality decides to award a contract based on a submission received in response to this RFP, the successful proponent will be notified of the intent to award in writing, and the subsequent execution of a written agreement shall constitute the making of a contract. Proponents will not acquire any legal or equitable rights or privileges whatsoever until the contract is signed by both parties. In the event of any inconsistency between the RFP and the contract, the contract shall govern. The Municipality reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria. Unsuccessful proponents will be Page 11

13 provided with a verbal debriefing on the evaluation of their submission after the selection process has been completed, if so requested. Proponents may not amend or withdraw their proposals after the closing date and time. Proposals will be evaluated as soon as practicable after the closing time. The proposals and accompanying documentation submitted by the proponent are the property of the Municipality and will not be returned. Proponents are advised that all communications with the Municipality related to this RFP during the bidding process must be directly and only with the individual nominated in section 1.6. Page 12

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