REQUEST FOR PROPOSAL

ISSUED BY

PRAIRIE SPIRIT SCHOOL DIVISION NO. 206

FOR

OPERATION OF WARMAN HIGH

CAFETERIA Reference Number: #206-2016-08

Tenders to be submitted to:

Yvonne Yourkowski

Purchasing Manager

Prairie Spirit School Division No. 206

Box 809

121 Klassen St E

Warman SK S0K 4S0

Issue Date:

October 14th, 2016

Tender Due Date and Time:

12:00 p.m. (Noon) CST

November 1st, 2016

RFP: 206-2016-08

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REQUEST FOR PROPOSAL FOR

OPERATION OF THE WARMAN HIGH CAFETERIA

INTRODUCTION

The Prairie Spirit School Division No. 206 invites proposals for the operation of the school

cafeteria in the Warman High School (WHS).

WHS is a Grade 8 - 12 school with an enrolment of approximately 780 students and 65 staff

members. However, the exact number of students and staff that utilize this cafeteria cannot be

provided.

1. ISSUING OFFICE

Proposals marked "Operation of Warman High Cafeteria 206-2016-08" will be received by PSSD,

Issuing Office, up till 12 noon Tuesday, November 1, 2016 at this delivery location:

Purchasing Manager TEL: 306-683-2874

Prairie Spirit School Division No. 206 FAX: 306-244-1409

Box 809, 121 Klassen Street East EMAIL: Yvonne.yourkowski@spiritsd.ca

Warman, SK S0K 4S0

Attention: Yvonne Yourkowski

2. THE BOARD’S AUTHORIZED REPRESENTATIVE

The only persons who are, or shall be authorized to speak or act for the Board with respect to this

RFP is those whose positions or names have been specifically designated in the issuing Office

section. Throughout this RFP process, Contractors may not contact either the Board or end users

unless directed by persons designated in Issuing Office.

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3. PROPOSAL

The RFP including all attached or referenced documents and subsequent addenda are for the sole

purpose of preparing a Proposal response.

Submission responses to the RFP will only be accepted in hardcopy or electronic (email) form.

Any submissions received after the deadline, as stated above, will not be opened and will be

considered unacceptable.

Electronic submissions will be accepted providing all applicable electronic information is

included as listed in the Guidelines below. The time stamp for responses that are submitted

electronically will be that of the PSSD mail server. Only complete responses will be accepted

and reviewed, Proposals with missing information or unsigned documents will be deemed

incomplete and not accepted for consideration. The Contractor assumes all responsibility with

having responses to be submitted prior to the RFP’s submission deadline. Email confirmation of

received Proposal packages will be provided. Please email to the Issuing Office (see Section 1–

Issuing Office).

Contractor’s costs to develop the Proposal, the costs for investigative work performed prior to the

execution of any contract, and the costs for any presentations, are entirely the obligation of the

Contractor and shall not be charged in any part to the Board.

The Contractor’s Proposal and all supporting information become the property of the Board. All

such documentation may be reproduced by the Board, provided that such reproduction is made

solely for review by evaluators including any third party evaluation, internal use or for any purpose

required by law.

All Proposals shall be open and irrevocable for forty-five (45) days from the quotation closing date

and time.

Should a dispute arise from terms and conditions of the quotation regarding meaning, intent or

ambiguity, the decision of PSSD will be final.

For further information or clarification regarding specifications, the Contractors may contact Yvonne

Yourkowski at 306-683-2874 or Yvonne.yourkowski@spiritsd.ca.

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4. GUIDELINES FOR PROPOSAL

Mandatory Proposal Requirements:

i. A company profile including number of years in business, history, number of employees,

experience, qualifications and other relevant information.

ii. At least three references where similar material and services have been provided. This

should include a contact name and phone number.

iii. Proposed menu plan and pricing. – Please include a narrative describing how the menu

items selected will meet the food service needs of the students and teachers. The proposal

must provide a menu that includes options for a variety of healthy food choices for

healthy eating.

iv. Company’s philosophy. – Include a statement section outlining the company’s quality

assurance philosophy and program. Detailing how your company will respond to service

related problems and quality problems. Your company’s philosophy on customer service

and the delivery of customer service.

This will not be a public opening. The Division reserves the right to reject any or all tenders.

5. EVALUATION CRITERIA

The evaluation team will review all submitted material and rank the proposals based on the

following criteria.

Experience 30 points

Healthy Choices and variety in the sample menu 30 points

Company Philosophy 10 points

References/Interview 30 points

As part of the evaluation WHS may invite some or all contractors for an interview.

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6. NEGOTIATIONS/BEST AND FINAL OFFER PROVISION AND IDENTIFICATION

OF PREFERRED CONTRACTOR

Based on the scoring of the above noted stages the Division may in its sole discretion:

i. At any time prior to the expiration of the Proposal Validity Period, identify the

highest ranked Contractor as the Preferred Contractor and accept the Contractor’s

Proposal as submitted: or

ii. Request a best and final offer from the Negotiations Contractors, before or after

conduction negotiations, on terms to be determined by PSSD, or request a best

and final offer from the Preferred Contractor.

7. SCOPE OF WORK

7.1 Overview

The successful bidder shall be responsible for the operation of the cafeteria at WHS. Currently

the cafeteria is not in operation. The contractor would be responsible to provide any additional

equipment required for the operation once approved by PSSD.

Currently WHS is a Grade 8 - 12 school with an enrolment of approximately 780 students and 65

staff members. For the 2017/2018 school year WHS will be a Grade 9-12 with approximately

630 students.

The successful contractor must be able to begin operation of the cafeteria on approximately

November 15, 2016 or otherwise agreed upon date.

7.2 Hours of Operation

The proposed hours are 8:00 a.m. to 1:00 p.m. daily with optional 3:00 to 4:00 p.m. daily.

Discussions regarding additional opportunities of service with any bidder are possible. Examples

are weekend tournaments.

7.3 Days of Operation

The cafeteria shall be in operation on school days only (August until June) which is

approximately 195 days. See Appendix A.

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7.4 Term

The term of this contract shall be effective November 2016 to June 31, 2017 with an option to

extend the contract for 2 additional years.

7.5 Menu Requirements

Menu selections shall consist of healthy and nutritious options. The Contractors menu shall

reference and conform to the “Saskatchewan School Boards Nutrition Guidelines for Schools

Report” which is in Appendix C.

All pricing and menu options are subject to review and approval by the school administration for

any function within the school.

7.6 Staff/Personnel

The successful contractor must guarantee that all workers are cleared to work around children

and have had a satisfactory criminal check. The contractor shall not allow any persons onto the

premises other than the ones necessary for the operation of the cafeteria.

Contractor shall ensure all personnel working in the school shall conduct themselves in a manner

appropriate to a school setting.

All staff in the concession shall be cleanly and neatly clad and be orderly and polite in speech

and conduct. They must be a minimum of 16 years of age with their terms of employment

complying with all labour regulations prevailing in Saskatchewan.

7.7 Sanitation/Cleanliness

WHS provides no caretaking to the cafeteria area. The contractor shall be responsible to keep the

kitchen and equipment sanitized and cleaned to appropriate Food Services Standards. As well,

the successful contractor shall be responsible to maintain the inside of the concession according

to Public Health Public Eating Establishment Regulations and the Board of Fire Insurance

Underwriters.

7.8 Payment

A $1,000 damage deposit will be required before operating.

WHS charges $50 per day the contractor is operating. Postdated cheques are required when the

contract is signed. See Appendix A for the operating dates. If, as agreed upon between WHS and

the contractor, the cafeteria operates any additional days the payment for these can be discussed.

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8. Indemnity

i. The Contractor shall at all times indemnify and save harmless the Board and its successors

and assigns from and against any and all losses, liabilities, damages, costs and expenses of

any kind whatsoever which at any time or from time to time may be paid, incurred or

asserted against the Board, as a direct or indirect result of the performance of the

obligations of the Contractor pursuant to this Agreement.

ii. It is understood and agreed that the Board is not responsible for any injuries or damages

suffered by the Contractor, the Contractor’s employees, agents, or invitees, or any loss or

damage to the property of the Contractor, and the Contractor shall hold harmless the Board

from any such loss or damage however caused.

iii. This Section shall survive the termination of this Agreement.

9. Insurance

The Contractor shall provide and maintain, either by way of a separate policy or by an endorsement

to his existing policy, Comprehensive General Liability Insurance acceptable to the Owner and

subject to limits of not less than Five Million Dollars ($5,000,000) inclusive per occurrence for bodily

injury, death, and damage to property including loss of use thereof.

The Contractor shall provide and maintain crime insurance.

10. Equipment and Associated Costs

All safety codes must be adhered to. Appendix B lists the current equipment supplied by WHS.

If any supplied equipment is broken due to misuse or mistreatment by the contractor then that

equipment must, at the cost of the contractor, be replaced or repaired. Any regular maintenance

will be covered by WHS. Complete replacement of faulty equipment will be considered on a per

item basis.

WHS shall provide the electricity, gas, and water supply and assume the costs for such utility

services.

The successful contractor shall be responsible for removing all personal equipment and leaving

the premises clean and presentable upon completion of the contract unless specific arrangements

have been made with WHS prior to contract termination.

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11. Termination

In the event that the successful contractor supplies good/service that are

defective, or if the contractor fails to supply goods/services as specified in the

contract, PSSD may, by written notice, immediately terminate the contract.

Either party may terminate this contract by providing the other party with 2 months.

notice in writing.

PSSD reserves the right to cancel this contract immediately with written notice if, in the opinion

of the Board, the successful Contractor is in breach of this contract. In the event of such

termination, the Board’s sole liability shall be for the payment for services provided prior to the

effective date of termination only.

The Board reserves the right to suspend or terminate the contract immediately in the event of the

following:

i. There are allegations of abuse or mistreatment of students and staff. Or after an

investigation it has been found that inappropriate relational activities have

occurred.

ii. If the contractor, in the provision of the services under this contract, does not

provide the services to the required standard.

iii. If the services required to be provided by qualified individuals are provided by

individuals who are not qualified.

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APPENDIX A

Cafeteria Operating Days ($50/day)

September - 20 ($1000) October - 19 ($950) November - 20 ($1000) December - 15 ($750) January - 16 ($800) - 4 days of exams February - 15 ($750) March - 22 ($1100) April - 14 ($700) May - 21 ($1050) June - 15 ($750) - 4 days of exams

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APPENDIX B

Equipment Currently in WHS Cafeteria

1. Large stainless steel sink

2. Dishwasher

3. 2 hand sinks

4. Food processor

5. 2 large soup warmers

6. 3 double door stainless steel fridges

7. Deep freeze

8. 2 ovens

9. 2 grills

10. 4 gas burners

11. A large and small commercial toaster

12. Double deep fryer

13. Hot chocolate machine

14. 2 large double glass door drink fridges

15. 4 warming trays in prep area

16. Double desert display

17. Microwave

18. Cash register

19. Private bathroom

20. Storage closet

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APPENDIX C