auckland zoo - rfp coffee final

Request for proposal For Exclusive Brand Presence for Coffee at Auckland Zoo

This RFP is being issued for:

Regional Facilities Auckland Limited

Identifying number: ACPN 18808

Date of Issue Wednesday 3rd June 2015

Date that Response Box opens:

Tuesday 23rd

June 2015

Date and time that Response Box closes:

Thursday 25th June 2015 at 2pm

RFPs must be delivered to: Response Box,

Brand Presence for Coffee at Auckland Zoo

Reception,

Auckland Zoo

Motions Road

Auckland 1022

RFPs information contact: Jo Gray

Tel: 02780 722 68

E-mail: [email protected]

of 22 Auckland Council and CCOs - Request for Proposal, Version 5, May 2014

Contents

Section A Background and Proposal Process .......................................................................................... 3

Section B Schedule to RFP Conditions .................................................................................................... 5

Section C RFP Conditions ........................................................................................................................ 7

Section D Proposal Analysis ................................................................................................................... 11

Section E Scope of Goods and/or services Specification ...................................................................... 15

Section F Terms of Contract .................................................................................................................. 16

Appendix 1 Proposal Acknowledgement Form ......................................................................................... 17

Appendix 2 Proposal Form ........................................................................................................................ 18

Appendix 3 Statement of Departures ........................................................................................................ 19

Appendix 4 Conflict of Interest Declaration ............................................................................................... 21


Section A Background and Proposal Process

1. Introduction and background

Auckland Zoo is home to New Zealands largest collection of animals with 117 different species and more than 700 animals. We are currently recognised as one of the most progressive zoos in the world and are delighted to have won national and international environmental-related awards.

Compass Group New Zealand Ltd currently hold the agreement to provide retail catering services for Auckland Zoo. Products will be sold via the catering supplier and any supply agreement will be negotiated directly with the catering supplier.

By partnering with Auckland Zoo you are potentially helping to assist us to develop support for much needed research, breeding and the many conservation projects we are involved with both nationally and internationally You will also assist us to add to the overall visitor experience aimed to inspire our community and galvanise action for wildlife. Auckland Zoo attracts more than 700,000 visitors a year and enjoys a consistently high level of broad media exposure via websites including social networking, television and radio.

This request for proposal (RFP) is issued for Regional Facilities Auckland (RFA). Through this RFP, RFA invites proposals for the provision of exclusive brand presence for Coffee. The aim of RFA in this process is to obtain sufficiently detailed information from potential suppliers of the coffee about their respective organisations and their ability to provide the coffee (having regard to several factors including the quality of the coffee products, the supplier's ability to deliver on a timely basis, and price as well as potential benefits to Auckland Zoo), to enable RFA to select and appoint a party (or parties) to provide the coffee to Auckland Zoo.

In awarding the contract to a supplier, RFA intends to achieve:

(a) Value for Auckland citizens, ratepayers and customers;

(b) Optimum value consistent with its strategic objectives; and

(c) Alignment with Auckland Zoos conservation values

2. Scope of contract

The scope of this procurement includes:

Fresh and ground coffee beans

Cold brew coffee products

All four outlets at the Zoo will be included in this procurement

Darwins

Weta

The Lookout

The Watering Hole

The scope of this procurement does not include:

All other non-alcoholic beverages

Alcoholic beverages

Frozen beverages


3. Proposal programme

The following is an indicative proposal programme. RFA may modify the steps and/or dates at any time in its sole discretion. Participants will be notified of changes.

RFP issued Wednesday 3rd

June 2015

Last date for questions Thursday 18th June 2015

RFP closing date Thursday 25th June 2015 at

2pm

Evaluation period commences Thursday 25th June 2015

Clarification and confirmation of proposals 26 June 1 July 2015

Presentations by shortlist participants to evaluation team (if required As Required

Evaluation period ends Thursday10th July 2015

Negotiations with preferred participant(s) (if any) W/C 13th July 2015

Contract commencement (if any) Friday 31st July 2015

4. Proposal selection process and attributes

4.1. Proposal evaluation will use the weighted attributes methodology. The evaluation process is described in Section B (Schedule to RFP Conditions) and will evaluate your responses to the information requested in Section D (Proposal Analysis).

4.2. Without limiting RFAs rights set out in clause 11 of the RFP Conditions, the RFA intends that its nominated evaluation team will evaluate each proposal against the attributes set out in Section D1 (Detailed Statement of Attributes).

5. Form of proposal

5.1. RFA requires proposals to be submitted in accordance with the information set out in Section D (Proposal Analysis) and requirements of Section E (Scope of Goods and/or services Specification) and it is recommended that proposals address the attributes/information in the order set out in Section D.

5.2. In addition, participants are encouraged to provide suggestions on how they might work with RFA to minimise costs and/or increase efficiency.

5.3. Please refer to Section B (Schedule to RFP Conditions) for a list of documents to be completed and submitted by the participant with the proposal.

6. Participant acknowledgement

6.1 Participants who intend to participate in the RFP process are encouraged to acknowledge receipt of this RFP by signing and returning Appendix 1 (RFP Acknowledgement Form).

7. Notices to Participants

7.1 All responses to questions and/or requests for clarification or information, other than those that relate to a participants response, will be advised via a Notice to Participants. All Notices to Participants will be issued via GETS or direct email.


Section B Schedule to RFP Conditions

Clause number references refer to Section C (RFP Conditions)

2.4

RFP information contact person

Name: Jo Gray

Mobile: 02780 722 68

Email: [email protected]

2.3 and 4.1

Last date for questions and requests for explanatory notices

Thursday 18th June 2015

5.1

Response Box opens

Tuesday 23rd

June 2015

5.1

Response Box closes

Thursday 25th June 2015 at 2pm

5.2

Address of Response Box

Response Box,

Reception,

Auckland Zoo

Motions Road

Auckland 1022

Note: Proposals must be delivered. Posted, faxed or emailed proposals

will not be accepted.

5.2 Information to be submitted with the proposal

Envelope marked Proposal for Exclusive Brand Presence for Coffee at Auckland Zoo

Include te following

1. 3hardcopies and 1 electronic copy of the full response, on CD or USB key

2. 3. Appendix 2 (Proposal Form).Participants detailed proposal which

includes all of the information set out in Section D (Proposal Analysis) and all the requirements of Section E (Scope of Goods and/or services Specification).

4. Appendix 4 (Statement of Departures).

5. Appendix 5 (Conflict of Interest Declaration).

The above envelope is to be deposited in the Response Box and marked with the following information:

1. Proposal for Exclusive Brand Presence for Coffee at Auckland Zoo

2. Organisation name

3. Name of organisations contact person

4. Telephone number for contact person

5. Organisation address

6. Date proposal submitted

7.1

Validity Period for proposals

Three calendar months.

11.1 Proposal Evaluation Method

Subject to Section C (RFP Conditions):


Proposals will generally be evaluated using the weighted attributes

methodology

Where the weighted attribute method applies, weightings will be applied as

follows:

NON-PRICE ATTRIBUTES

Product and supply 20%

Sales support and aligned values 40%

OTHER FINANCIAL BENEFITS AND PRICE ATTRIBUTES

Cash and in-kind benefits to Auckland Zoo 40%

TOTAL 100%

13.1

Confidentiality

The RFP Documents (as defined in Section C) are/are not (delete one)

confidential.


Section C RFP Conditions

1. Interpretation

1.1 In this Section C:

a) Contact Person means the RFP information contact person stated in the Schedule to RFP Conditions.

b) RFP Documents means this RFP and any and all documents and written information issued in relation to this RFP.

c) Schedule to RFP Conditions means the schedule of information set out in Section B.

d) RFP Conditions means these conditions as set out in Section C.

e) Goods and/or services mean those goods or services identified in Section E (Scope of Goods and/or services).

f) The term including does not imply any limitation.

g) Any rights reserved to RFA may be exercised at the sole discretion of RFA

2. Issue of RFP Documents

2.1 The issue of the RFP Documents is not an offer to enter into a contract.

2.2 The RFP Documents have been provided to assist participants in preparing proposals. RFA does not represent or warrant the completeness or accuracy of the RFP Documents. Participants rely on any information provided in relation to this RFP at their own risk and are responsible for the interpretation of that information. RFP documents remain the property of RFA.

2.3 The Contact Person may be contacted with any questions in relation to this RFP. All questions must be received by the last date for questions set out in the Schedule to RFP Conditions.

2.4 If requested in Section A, participants must acknowledge receipt of the RFP Documents by completing Appendix 1 (Proposal Acknowledgement Form) and returning it to the Contact Person.

3. Participants to inform themselves

3.1 Each participant is deemed to have examined the RFP Documents and to have satisfied itself as far as is practical for an experienced supplier as to the correctness and sufficiency of:

a) its proposal to cover the Goods/ Services; and

b) the prices/rates/sum stated in its proposal.

3.2 The rates/prices submitted in each participants proposal will, except where otherwise provided, allow for all of the participant's obligations under the terms of contract as set out at Section F (Terms of Contract). The participant will undertake any investigations, measurements and analysis as it may consider necessary before submitting a proposal.

3.3 The Contact Person is the only person authorised to receive queries, requests for information or other communications by participants or related parties regarding this RFP. RFA will not be bound by any statement, written or verbal, made by any person including the Contact Person unless that statement is subsequently incorporated into a formal written contract for the provision of the Goods and/or services between RFA and the participant.

4. Ambiguities in the RFP Documents

4.1 Participants may request an explanatory notice where the RFP Documents are ambiguous or unclear. All requests for explanatory notices must be received by the last date for questions set out in the Schedule to RFP Conditions.

4.2 In the absence of an explanatory notice, proposals may be submitted subject to any reasonable interpretation of any ambiguity or uncertainty in the RFP Documents, provided that the interpretation is expressly stated in the proposal.


5. Submission of proposals

5.1 The Response Box will open and close at the time and place stated in the Schedule to RFP Conditions. The Council Organisation reserves the right to extend the period allowed for the submission of proposals.

5.2 Each proposal must be:

a) packaged, identified and addressed as set out in the Schedule to RFP Conditions.

b) deposited to the correct Response Box before the closing time. However, RFA reserves the right to accept late proposals. Any late proposal in respect of which RFA chooses not to exercise its discretion will be returned unopened.

c) physically delivered. Proposals submitted by post, facsimile or email or any other means other than personal delivery will not be accepted.

d) in the form and include the information required by the RFP Documents.

e) signed by or on behalf of the participant.

5.3 The cost of preparing and submitting a proposal, and the cost to the participant of any subsequent negotiations, meetings or discussions, will be borne by the participant.

5.4 If a proposal contains an error and RFA becomes aware of that error, then RFA will draw the error to the attention of the relevant participant(s) and reserves the right to either:

a) Invite the participant to confirm that its proposal remains open for acceptance at the rates, prices or sum set out in the proposal, notwithstanding the error; or

b) Permit the participant to correct the error (including by alteration of the rates/prices or sum set out in the proposal).

5.5 If RFA invites the participant to provide the confirmation set out in clause 5.5(a) above and the participant does not provide such confirmation within the timeframe set by RFA, the relevant proposal will be deemed withdrawn by the participant.

5.6 The participant will include rates and/or prices or a sum for all the Goods and/or services. The rates/prices/sum must be provided in the format set out in the pricing schedule set out in this RFP (or, where no pricing schedule is included, in the format deemed appropriate by the participant).

5.7 Goods and/or services against which no rate or price is specifically submitted by the participant and are required to be provided as part of the Goods and/or services will be deemed covered by other rates and prices submitted by the participant. If there is any ambiguity or uncertainty over what the rates and/or prices submitted cover, the Council Organisation will be entitled to interpret them.

5.8 Without limiting its rights under clause 5.8, RFA reserves the right to request any participant to clarify and/or amend its proposal and/or negotiate with participants.

5.9 The participant warrants that:

a) all information it submits is complete and accurate in all material respects and is not misleading whether by omission or otherwise;

b) none of the information it submits breaches any third partys rights, including intellectual property rights, and the use of the information in relation to this RFP will not breach such rights;

c) it has not withheld any information potentially relevant to RFAs consideration of its proposal, including any actual or potential controversies, disputes or claims involving the participant; and

d) the foregoing warranties will remain true and correct during the period of any negotiations between the participant and RFA.

6. Acceptance of proposal

6.1 The lowest priced, highest scoring or any proposal will not necessarily be accepted. RFA reserves the right to:

a) accept none or any of the proposals;

b) waive any non-conformities or other irregularities or informalities in the RFP process;

c) amend the RFP process or any associated documents;

d) suspend, withdraw or cancel, in whole or in part, the RFP process or withdraw the contract at any time;

e) enter into negotiations with one or more of the participants; and/or

f) request additional proposals,

without incurring any liability to any participant.


7. Validity period and outcome

7.1 All proposals submitted will remain open as an offer capable of acceptance by RFA for the validity period stated in the Schedule to RFP Conditions.

7.2 RFA reserves the right to extend the validity period and, if it does so, will notify all participants of the new validity period and give them the opportunity to withdraw from this RFP process.

7.3 Participants will be notified of the outcome of this RFP process.

8. Alternative, tagged and other non-conforming proposals

8.1 RFA would prefer to receive proposals that comply with the RFP Documents but reserves the right to consider proposals submitted with departures, tags, qualifications, conditions or endorsements (Non-conformities). All Non-conformities must be set out in a statement of departures included with the relevant proposal.

8.2 RFA reserves the right to:

a) evaluate, consider or reject any alternative proposal and/or proposal with Non-conformities (whether or not the proposal has been submitted with an express statement of the Non-conformity or that statement has been included in a statement of departures);

b) assign a price to a Non-conformity; and/or

c) request any participant to withdraw any Non-conformity either with or without an adjustment to the rates/prices/sum set out in the proposal.

8.3 RFA reserves the right to require participants to submit additional information to facilitate the evaluation of its proposal.

9. Due diligence

9.1 As part of the RFP process, RFA, and its advisors may carry out due diligence investigations of any participants that submit proposals.

9.2 Each participant agrees to fully co-operate with any due diligence activities (including providing all information which may be requested).

10. No obligations

10.1 No legal or other obligations will arise in relation to the conduct or outcome of this RFP process. For the avoidance of doubt, no process contract will apply to this RFP.

10.2 No legal or other obligations will arise in relation to provision of the Goods and/or services unless and until a formal written agreement for the provision of those Goods and/or services is signed by RFA and the relevant participant.

10.3 RFA and its agents or advisors will not be liable in contract, tort or in any other way for any direct or indirect damage, loss or cost incurred by any participant or other person in respect of the RFP process, its conduct or outcome.

11. Method of evaluation

11.1 The intended method of proposal evaluation and weightings (where applicable) is set out in the Schedule to RFP Conditions. However, RFA reserves the right to depart from this methodology and weightings.

12. Ethics

12.1 Participants must complete and submit the Conflict of Interest Declaration set out in the RFP Documents.

12.2 RFA reserves the right to exclude any participant from this RFP process if RFA becomes aware that the participant has:

a) any undeclared conflict of interest;

b) made any attempt to influence the outcome of the RFP process by canvassing, lobbying or otherwise seeking the support of any officers, consultants, advisors or elected representatives of RFA (whether before or after the issue of this RFP);

c) engaged in any practice that gives or is intended to give one or more participants an improper


advantage over any other participant; and/or

d) engaged in any practice that is illegal or which RFA considers to be unfair or unethical (including collusion and secret commission arrangements).

13. Confidentiality

13.1 If indicated as such in the Schedule to RFP Conditions, the RFP Documents are confidential. Participants must not release or disclose any RFP Document or any information in an RFP Document to any other person (other than their employees or advisors) without the express prior written consent of RFA.

13.2 Participants must not make any public statement regarding this RFP process without the express prior written consent of RFA.

13.3 RFA may, if it considers it appropriate, require a participant to sign a confidentiality deed before releasing any confidential or commercially sensitive information to the participant. The participant agrees to sign the confidentiality deed, if requested.

13.4 RFA reserves the right to exclude any participant from this RFP process if the Council Organisation becomes aware that the participant has breached any of the obligations set out in this clause 13.

13.5 RFA are subject to the Local Government Official Information and Meetings Act 1987. Information provided by participants may be required to be disclosed under that act.

14. Preferred participant

14.1 If a participant is selected as 'a preferred participant' then such selection does not constitute an acceptance by RFA of the participant's proposal, or imply or create any obligations on RFA to award the contract to that participant.

14.2 RFA may at any time, without being liable to the preferred participant, cease discussions or negotiations with any preferred participant and not award a contract to that party.


Section D Proposal Analysis

1. Detailed information to be included in RFP

To evaluate whether each Participant has the capability and capacity to perform the services required for the project, each respondent will need to answer all questions in Section D below in full and in order. Each question must be answered independently.

Respondents are asked to provide information to questions relevant to the scale and scope of services necessary for the requirements of the project based on the information contained within the Scope of Services.


A. Non-pricing attributes Product and supply (weighting 20%)

Question Number

Question

A.1

Describe your product range to suit our range of visitors and patrons

A.2

Describe how you will ensure product availability to meet demand during peak times

Please tell us if Auckland Zoo will have priority of supply?

A.3

What is your ordering policy/procedure?

A.4

What is your delivery policy/procedure?

A.5

What is your returns policy/procedure?

A.6

Describe how your organisation would manage price increases.

A.6

Products at the Zoo will be sold via the catering services suppliers. Please provide a wholesale price list showing the maximum prices at which coffee products will be supplied to the catering services supplier at Auckland Zoo, together with your usual price points for those products. Please provide this in excel format.

A.7

Please detail your current Barista training practises and steps taken to ensure consistent quality of product.

A.8

Please provide any independent recognition or awards relevant to the product range.


B. Aligned values and sales support (weighting 40%)

Question Number

Question

B.1

Please describe your approach to corporate and social responsibility and how it aligns with Auckland Zoos values.

As a conservation organisation we advocate for various environmental causes and sustainable practises. One such high profile cause is the elimination of consumption of palm oil and other practises that contribute to the destruction of habitat for wildlife.

Please refer to our website www.aucklandzoo.co.nz for more information.

B.2

How is your organisation working towards becoming a more sustainable organization?

B.3

Where is your product sourced from, describe its journey from collection to cup.

Please consider any environmental impacts of coffee production and steps you have taken to address these. Specify any independent accreditation or validation e.g. fairtrade, the rainforest alliance.

B.4

Provide examples of creative solutions or initiatives to grow coffee sales within Auckland Zoo.

B.6

Describe what other opportunities have you identified that could increase Auckland Zoos brand profile and drive visitation.

B.7

Are there any other value added ideas which you would like us to know about?


C. Financial benefits (Weighting 40%)

Question Number

Question

C.1

What financial benefits are you able to offer to Auckland Zoo? You may wish to consider benefits such as

Rebates

Sponsorship

Sales support

Promotional support

Product

C.2

Do you have any other cash or in-kind benefits that you feel would be relevant to this proposal?


Section E Scope of Goods and/or services Specification

The scope of this procurement includes:

Fresh and ground coffee beans

Cold brew coffee products

Supply to all four outlets at the Zoo will be included in this procurement

Darwins

Weta

The Lookout

The Watering Hole

The scope of this procurement does not include:

All other non-alcoholic beverages

Alcoholic beverages

Frozen beverages


Section F Terms of Contract

See attached the proposed contract for these services


Appendix 1 Proposal Acknowledgement Form

This appendix is optional. If you do not wish to use it, delete the entire page and re-number the other appendices

RFP for For Exclusive Brand Presence of Coffee at Auckland Zoo

Identifying number ACPN_18808

Participants acknowledgment

1. We acknowledge receipt of the RFP Documents dated Wednesday 3rd June 2015

2. Please tick the applicable statement below:

OR

3. We nominate the following person to communicate on our behalf in relation to the RFP process and our RFP:

Name of participant

Contact details

Address:

Phone Number:

Email

Signed by authorised signatory of the participant

Name and title of authorised signatory

Date

Please email a scanned copy to [email protected] by Tuesday 16th

June 2015


Appendix 2 Proposal Form

Note: This form must accompany each proposal submitted



Participants acknowledgment

1. The participant named below acknowledges and agrees that:

a) It has examined the RFP Documents (as defined in Section C) and is submitting its proposal for the supply of the Goods and/or services (also as defined in Section C).

b) It has received and examined the following notices issued in relation to the RFP: (please circle the Notices

you have received)

Notice to Participants #: 1 2 3 4 5 6 7 8 9 10

c) That all information provided is complete and accurate and it has not withheld any information potentially relevant to RFAs consideration of its proposal (Ref Section C 5.10).

d) The prices/rates submitted in the proposal include full allowance for all such notices. e) RFA is not bound to accept the lowest priced, highest scoring or any proposal received.

f) The terms and conditions set out in Section C apply to this RFP.

g) The terms of contract at Section F will be the terms of contract used if a contract(s) is awarded to the

participant and RFA reserves the right to change the terms of contract at its sole discretion.

2. We attach the information to be submitted with this proposal.

Name of participant

Contact details:

Address:

Telephone No.

Email:



Date


Appendix 3 Statement of Departures

Note: This form must accompany each proposal submitted (refer clause 8 of the RFP Conditions



Please tick the applicable statement below:

There are no departures from the requirements of the RFP Documents.

or

There are departures from the requirements of the RFP Documents.

There are changes proposed to RFAs standard terms and conditions of contract.

Our proposal is based on certain assumptions.

Please list below all departures from the standard requirements of the RFP and list all assumptions on which your response is based.

Please also list any changes you request to Councils standard terms and conditions of contract. No further changes to contract terms will be entertained.

Departures from the requirements of the RFP documents are described in the attached table.

Description of the departure RFP Document reference

Proposal reference


The assumptions on which our proposal is based are described in the attached table.

Assumptions Proposal reference

The proposed changes to RFAs standard terms and conditions are described in the attached table.

Name of participant



Date

Draft

Contract

Reference

Change proposed


Appendix 4 Conflict of Interest Declaration

Note: This form must accompany each proposal submitted (refer clause 12.1 of the RFP Conditions)



CONFLICT OF INTEREST

DEFINITION:

A conflict of interest is a situation in which a participant could gain (or be seen to gain) an unfair advantage through an association with an individual or organisation. Associations include financial, personal, professional, family-related or community-related relationships.

An actual conflict of interest is where there already is a conflict. A potential conflict of interest is where the conflict is about to happen or could happen. A perceived conflict of interest is where other people might reasonably think there is a conflict.

QUESTIONNAIRE:

Note: each organization involved in a joint bid must submit a separate questionnaire and declaration.

QUESTION

RESPONSE

Select one answer for each question. Select potentially if others could perceive that a conflict exists

1.

Does any person in your organization have a close friend or relative who is (or could be) involved in any evaluation or decision-making relating to this procurement process?

[yes] / [no] / [potentially]

2.

Has any person in your organization recently offered any special discounts, gifts, trips, hospitality, rewards or favours to any person involved in any evaluation or decision-making relating to this procurement process?

(e.g. free travel, free samples for personal use)


3.

Does any person involved in any evaluation or decision-making relating to this procurement process have a financial interest in your organization?

(e.g. the person is an employee of, or a shareholder in, your organization)


4.

Are you aware of anything that might give the appearance that any person involved in the evaluation stage or decision-making stage of this procurement process is biased towards or against your organization?

(e.g. the person has used your organizations corporate box)



5.

Is there anything else that we should know?

[yes] / [no]

If you answered yes or potentially to any of the questions above, please set out the details of the situation below.

Declaration: I declare that the information provided in this document is true, complete and accurate to the best of my knowledge and on behalf of the participant identified below, agree to notify RFA as soon as possible of any conflicts of interest that arise (or could arise) in the future.

Name of participant



Date

auckland zoo - rfp coffee final

Documents

background auckland

auckland council

auckland zoo reception

proposal process

proposal form

section d proposal analysis

contents section

proposal acknowledgement