Request for Proposal
RFP for Food Services at Mabou Campus Location
Colaisde na Gàidhlig | The Gaelic College is accepting proposals from experienced and qualified operators to provide food services at its satellite campus location in Mabou, Inverness County.
The successful applicant will be contracted to operate the kitchen/dining room for three (3) years with the possibility of an extension for three years. Extensions will be at the sole discretion of the Colaisde na Gàidhlig | the Gaelic College.
Any visits to see the kitchen and dining room must be by appointment only. Please contact CEO Rodney MacDonald at email@example.com or 902-295-3411.
Interested parties shall submit their proposals by e-mail to firstname.lastname@example.org by Friday, March 8, 2019. (12pm)
This is a request for proposal and not a bid process. Therefore, the College has the discretion to evaluate the qualitative as well as financial aspects of each proposal and make its selection based on what it considers to be in the best interest of Colaisde na Gàidhlig | the Gaelic College as a whole. The College reserves the right to accept other than the most financially advantageous proposal. The College reserves the right to accept or reject any and all proposals and to waive any informality in proposals. The College will require oral presentation of one or more Contractors for the purpose of discussion and negotiation.
The Vendor will be responsible for obtaining all required licenses and permits from the Provincial Department of Environment – Environmental Health for the operation of food services at the Mabou Campus kitchen.
Successful applicant will require, “Proof of Insurance” from an established Insurer satisfactory to the Gaelic College.
Colaisde na Gàidhlig | the Gaelic College will appoint an evaluation team consisting of members of its staff to evaluate proposals and a contract will be awarded to the contractor that meets the best interests of College.
The selection process may involve reference checks and on-site visits to the contractor’s place of business.
The criteria and weights as shown below shall be utilized in the evaluation of the written proposals and oral presentations.
|Qualifications and Experience||35|
|Marketing and Promotions Plan||10|
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Scope of Work
- The object of this RFP is to acquire a contract to provide to students, staff, faculty and guests of Colaisde na Gàidhlig | the Gaelic College (Mabou Campus), a continuing food service operation wherein the quality, quantity and type of food, the manner of service and the economy of price to the consumer are the primary considerations and must be satisfactory and subject to the supervision and control of the College.
- The relationship of the contractor to the College shall be that of an independent contractor. The College shall have no direct supervision of employees of the Contractor and any communication of employee matters shall be through the designated representatives of the contractor and the College.
- The contractor will operate upon its own credit and maintain a good credit rating.
- The contractor will purchase, prepare and serve food and food products at the Mabou Campus and provide nutritionally balanced meals for the College’s students, faculty, staff and guests on such hourly schedules as may be agreed upon.
- The contractor is required to ensure that all services and materials necessary to clean and keep clean all portions of the kitchen/dining facility are provided. The supplies and materials shall be of a quality to conform to applicable specifications. It is understood that the highest possible standards of cleanliness are to be maintained. The contractor shall exercise the same degree of care, skill, and diligence in the performance of the works as is ordinarily provided by a comparable professional under similar circumstances.
- The contractor shall ensure an adequate number of properly trained personnel together with sufficient and competent supervision in order to provide satisfactory food service at all times.
- The contractor shall have and maintain valid and appropriate permits and licenses, meet all codes, pay promptly all charges and fees and give all notices necessary and incidental to the due and lawful operation at the client.
- Smoking is prohibited in all Colaisde na Gàidhlig | the Gaelic College buildings and within 25 feet of the buildings.
- The contractor shall be responsible for all keys issued to all individuals. The contractor shall be responsible for the replacement cost of any lost keys. Should re-keying of a building or entire campus is required, the contractor shall be responsible for all costs resulting from the contractor or contractor’s employee’s negligence. All doors shall be closed, and locked.
- Employees of the contractor shall report to the administration office of the College onsite anything out of the ordinary, such as doors unlocked, stopped toilets or drains, broken fixtures and lights out of order, etc.
- The plan should include, but not be limited to: Menu/Hours of operation/Prices and Portions/Staffing/Marketing Plan/Strategy
- Propose a rental fee that will be paid to the College on a monthly basis.
- If the contractor plans to use a subcontractor to fulfill any portion of the responsibilities outlined in the request for proposal, please identify them along with their qualifications. Describe in detail the exact role the subcontractor is to play within this agreement. The College reserves the sole right to approve or reject any or all proposed subcontractors.
Equipment: Inventory, Procurement, and Repairs
- Prior to the start of the agreement, the College and the contractor will jointly inspect the inventory of equipment. The resultant inventory shall serve as the base for the contract terms and conditions. The College as required shall provide additional new items and/or increased inventory levels of expendable and certain non- expendable equipment.
- With respect to the equipment provided by the College, the College makes no implied or express warranties, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. Unless otherwise specifically agreed, all College equipment offered for contractor’s use would be supplied in “AS IS” condition.
- The contractor may provide, at its own cost and expense, any other equipment not provided by the College, which the contractor deems necessary. Said equipment and installation shall require prior approval of the College.
- The contractor will be responsible for the proper use and care for the equipment and facilities it is assigned and/or uses in the performance of its daily duties as specified by the equipment manufacturers. The contractor will be responsible for performing first level (operator) preventive maintenance on all equipment, fixtures, furnishings, and building components.
- Food and Other Supplies
- The contractor will be responsible for all costs (as a part of doing business) for required food, paper, office, janitorial, and chemical supplies for the operation of the kitchen facilities.
The contractor shall maintain rigid procurement procedures throughout the entire process of purchasing, receiving, storing, and inventorying of all foods and direct supplies.
- Colaisde na Gàidhlig | the Gaelic College reserves the right to periodically inspect the tontractor’s inventory of food, procedures and supplies or review invoices to ensure that purchase standards are maintained.
- The contractor will be responsible for providing (at its expense) and maintaining an inventory of paper service adequate to meet emergency needs should the dishwashing facilities become inoperative and paper or other disposable service is required.
- The contractor will be responsible for providing and paying for propane used for food service operations. As part of the rental agreement, heat, water, and electrical will be provided by Colaisde na Gàidhlig | the Gaelic College.
- The College does not guarantee an uninterrupted supply of utilities. However, the College will take reasonable efforts to effect restorations of the service following an interruption. The College will not be liable for any damages or losses attendant thereto, including without limitation, product loss that may result from the interruption or failure of any such utility services, nor any loss of use or lost profit.
- The contractor will assume responsibility for maximum utility/energy conservation. The contractor will adopt and enforce a policy of turning off or down lights, fans, water, ovens, steam equipment, and other energy consuming items when the dining service facilities are not in use or when business volume dictates a reduction in the use of utilities.
- The contractor will use the College telephone system and will pay all monthly long-distance phone charges from the kitchen.
- Sanitation and Safety
- The contractor will provide daily housekeeping to the dining area as well as, routine daily sweeping, mopping and buffing floors and furniture.
- The contractor will ensure that all employees are trained in the highest standards of sanitation and safety and supervised in a policy that will result in clean and orderly facility at all times.
- The contractor will not allow employees to work with known illnesses (which are transmitted through the air or via the food products, equipment, or other mediums), open sores, or other symptoms. Any contagious disease such as hepatitis must be reported immediately to the College.
- The contractor will comply with both present and future recycling programs as adopted by the College.
- The contractor will immediately report fires, unsafe conditions, thefts, and security hazards to the College. The contractor will immediately fix and report to the College any conditions cited in any citations by local, provincial, or federal agencies or those identified by the College’s food service contract administrator for unsafe conditions to the College.
- The College reserves the right to periodically conduct an unannounced inspection with or without the contractor. Inspectors for all federal, provincial and local authorities will have complete cooperation from the contractor. When federal, provincial and local authorities arrive for inspection, the College will be notified and, whenever practical, will be present for the inspection. The contractor will transmit a copy of the inspection report to the College within 72 hours of receipt. Within five (5) working days, the contractor will provide the College with a written report of corrective action. In the event that corrective action is a joint responsibility, the contractor will notify the College of its responsibility in the matter and will work with the College in the implementation of such action.
- The College will furnish and maintain fire extinguisher equipment and supplies. The contractor will notify the College immediately after any fire extinguisher use or discharge.
- The Contractor shall be responsible for transporting all waste from its assigned areas to the appropriate receptacles. The College will provide for the removal of trash and garbage from campus. The contractor will cooperate with the College in minimizing disposal costs.
- The contractor will be responsible for, and able to account for the location of, any keys or locking devices provided to the contractor at the onset of the contract.
- The contractor will be responsible for the cost of replacement of lost keys.
- If the College determines that keys lost by the contractor or its employees could compromise campus security, the contractor will be responsible for paying all costs associated with re-keying designated locations.
- The contractor will be responsible for immediately reporting to campus administration any break-ins or unauthorized entries into the food service areas and all property losses associated therewith. The contractor will be responsible for reporting to the College all accidents involving its staff or customers and all disputes or behavioural incidents involving staff, students or patrons that occur in or around the premises. The College will not be responsible for the criminal acts of third parties.
- The College will reasonably cooperate with the contractor in promoting and merchandising services and products to attract more customers.
- Payment: Payment will be made on a monthly basis. These payments will be made within 30 days of receipt of an approved invoice.
- Contract Period: The contract is for the period (no later) than May 1, 2019 until May 1, 2022. At the discretion of the College the contract may be extended for an additional three (3) year period.
- Safety: The contractor undertakes to take all-necessary measures to comply with his responsibilities under the Occupational Health and Safety Act and Regulations and the costs of such measures are included in the price. The contractor undertakes to work in a safe manner, using suitably trained and experienced persons and to fully comply with all relevant safety standards. The contractor will be deemed to have allowed in his bulk sum price for all costs including barriers, signs, safety tools and equipment and any other items or labour relating to the protection of the works, the public and all persons engaged in the performance of the works. Failure to comply with adequate safety practices will be deemed just cause for Colaisde na Gàidhlig / The Gaelic College’s immediate termination of the contract at the cost of the contractor.
- Defective or Damaged Works: The contractor shall protect the College’s property and shall be liable to Colaisde na Gàidhlig | the Gaelic College for any loss of, or damage to, the property to the extent such loss or damage arises or results from, directly or indirectly, the contractors performance of its obligations under the contract or by reason of any matter or thing done, permitted or omitted to be done by the contractor, the employees, servants or agents whether occasioned by negligence or otherwise. This liability shall survive the termination of the contract. Colaisde na Gàidhlig | the Gaelic College may direct the contractor to rectify and make good any defect or fault which is not in compliance with the contract documents within 24 hours of such direction. Colaisde na Gàidhlig | the Gaelic College may, if the contractor fails to comply with any direction given by Colaisde na Gàidhlig/ The Gaelic College in accordance with the contract documents, employ such methods as it deems advisable to do that which the contractor has failed to do, or the College may, at its sole discretion, cancel this contract as of the date of its direction.
- Insurance: The contractor shall purchase at its own expense and keep in force at all times with an insurance company authorized by law to carry on business in all provinces and territories in Canada, the following required coverage as listed: Commercial General Liability Insurance
- The Gaelic College shall be named as additional insured and a certificate will be required as proof of the aforementioned insurance policy. In order to meet this requirement, the following wording should appear on any Certificate of Insurance provided: “The Board of Governors of The Gaelic College” is an additional insured for any liability incurred by the College arising from the activities of the contractor and/or Subcontractor performing work on behalf of the contractor.”
- The successful vendor(s) are responsible to ensure appropriate Worker’s Compensation Insurance, in the Province of Nova Scotia, covers their employees. Vendors are required to be registered with and in good standing with the Workers Compensation Board of Nova Scotia and be in good standing with Worker’s Compensation or equivalent of their resident province or state. A current valid “Clearance Certificate” issued by Workers Compensation Board of Nova Scotia must be supplied to the College.
- Indemnification: The contractor undertakes to indemnify, defend and hold harmless Colaisde na Gàidhlig | the Gaelic College and its agents and employees from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings by third parties that arise out of, or are attributable to, their performance of the contract. This indemnity shall survive termination of the request for proposals.
- Employees: This is a Request for Proposals for service, and the contractor shall be engaged under the contract as an independent contractor solely for the purpose of providing services. Neither the contractor nor any of the employees and personnel of the contractor shall be engaged under the contract as an employee, servant, or agent of Colaisde na Gàidhlig | the Gaelic College. The contractor shall be solely responsible for any and all payments and deductions, including but not limited to Canada or Quebec Pension Plan, Unemployment Insurance, Worker’s Compensation, and Income Tax.
- Compliance: The contractor will comply with all applicable regulatory requirements including federal, provincial, and municipal laws, bylaws, rules, regulations, orders, codes, criteria and standards. The contractor shall ensure that all its employees, personnel, agents and Invitees, while on Colaisde na Gàidhlig | the Gaelic College premises, comply with all applicable safety laws rules and regulations, including Colaisde na Gàidhlig | the Gaelic College regulations, policies and directives.
- Subcontractors: Colaisde na Gàidhlig | the Gaelic College reserves the right to accept the use of a subcontractor or to reject the selection of a particular subcontractor and to inspect all facilities of any subcontractor to perform properly under this contract. If a subcontractor fails to perform or make progress, as required by this contract, and it is necessary to replace the subcontractor to complete the work in a timely fashion, the contractor shall promptly do so, subject to acceptance of the new subcontractor by Colaisde na Gàidhlig | the Gaelic College.
- Administration: The CEO or designate of such of Colaisde na Gàidhlig | the Gaelic College shall be responsible for the administration of the contract.
- Termination: Colaisde na Gàidhlig | the Gaelic College may, in its sole discretion, remove any or all aspects of the work from the contractor’s responsibility, and may employ such means as it sees fit to have the work completed in the case that the contractor:
- has not remedied any delay in the commencement, or any default in the diligent performance of the work to the satisfaction of Colaisde na Gàidhlig | the Gaelic College;
- has abandoned the work;
- has not received prior approval from Colaisde na Gàidhlig | the Gaelic College for any delay in the performance of the work;
- has made an assignment of any of the work required to be done under this contract without prior approval and consent from CBU;
- has otherwise failed to observe or perform any of the provisions included in the RFP Documents.
- Colaisde na Gàidhlig | the Gaelic College may terminate the contract at any time in whole or in part by providing at least thirty days written notice to the contractor except as specifically referenced in SAFETY and DEFECTIVE OR DAMAGED WORK sections.