SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
INSTALLATION AND OPERATION OF
SNACK FOOD VENDING MACHINES
RFP Reference No.:
1220-030-2014-006
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative: Richard D. Oppelt, Purchasing Manager
Address:
Surrey City Hall
Finance & Technology Department – Purchasing Section
Reception Counter, 5th Floor West
13450 – 104 Avenue, Surrey, B.C. Canada V3T 1V8
Email for PDF Files: purchasing@surrey.ca
Dear Sir:
1.0
I/We, the undersigned duly authorized representative of the Proponent, having received
and carefully reviewed all of the Proposal documents, including the RFP and any issued
addenda posted on the City Website and BC Bid Website, and having full knowledge of
the Goods and Services required, and having fully informed ourselves as to the intent,
difficulties, facilities and local conditions attendant to performing the Goods and
Services, submit this Proposal in response to the RFP.
2.0
I/We confirm having full knowledge that the City reserves the right to divide up the
Goods and Services by type of work, or other basis as the City may decide, and to select
one or more Preferred Proponents to enter into discussions with the City for one or more
agreements to perform a portion or portions of the Goods and Services.
3.0
I/We confirm that the following schedules are attached to and form a part of this
Proposal:
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Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services);
Schedule C-4 – Proponent's Technical Proposal (Time Schedule); and
Schedule C-5 – Proponent’s Financial Proposal.
4.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
5.0
I/We confirm that, if I/we am/are awarded the Agreement, I/we will at all times be the
“prime contractor” as provided by the Worker's Compensation Act (British Columbia) with
respect to the Services. I/we further confirm that if I/we become aware that another
contractor at the place(s) of the Services has been designated as the “prime contractor”,
I/we will notify the City immediately, and I/we will indemnify and hold the City harmless
against any claims, demands, losses, damages, costs, liabilities or expenses suffered by
the City in connection with any failure to so notify the City.
This Proposal is submitted by this [day] day of [month], [year].
I/We have the authority to bind the Proponent.
________________________________________
(Legal Name of Proponent)
_________________________________________ ________________________________________
(Signature of Authorized Signatory)
(Signature of Authorized Signatory)
_________________________________________ ________________________________________
(Print Name and Position of Authorized Signatory)
(Print Name and Position of Authorized Signatory)
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SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If
requested by the City, I/we would be prepared to enter into that Contract, amended by
the following departures (list, if any):
Section
Requested Departure(s) / Alternative(s)
______________________________________________________________________
______________________________________________________________________
2.
The City of Surrey requires that the successful Proponent have the following in place
before commencing the Services:
a)
b)
c)
d)
e)
f)
Workers’ Compensation Board coverage in good standing and further, if an
“Owner Operator” is involved, personal operator protection (P.O.P.) will be
provided,
Workers' Compensation Registration Number ___________________________;
Prime Contractor qualified coordinator is Name: ________________ and Contact
Number: _________________________;
Insurance coverage for the amounts required in the proposed Contract as a
minimum, naming the City as additional insured and generally in compliance with
the City’s sample insurance certificate form available on the City's Website at
www.surrey.ca see Standard Certificate of Insurance.
City of Surrey business license;
If the Proponent's Goods and Services are subject to GST, the Proponent's GST
Number is_____________________________________; and
If the Proponent is a company, the company name indicated above is registered
with the Registrar of Companies in the Province of British Columbia, Canada,
Incorporation Number ___________________________________.
As of the date of this Proposal, we advise that we have the ability to meet all of the
above requirements except as follows (list, if any):
Section
Requested Departure(s) / Alternative(s)
______________________________________________________________________
3.
I/We offer the following alternates to improve the Services described in the RFP (list, if
any):
Section
Requested Departure(s) / Alternative(s)
______________________________________________________________________
______________________________________________________________________
4.
The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3
of this Schedule C-1 will not form part of the Contract unless and until the City agrees to
them in writing by initialling or otherwise specifically consenting in writing to be bound by
any of them.
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SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or
attach additional pages, if necessary):
(i)
Location of primary business, branch locations, background, stability, structure of
the Proponent and number of years the business has been operational;
(ii)
Describe your relevant experience and qualifications in delivering Services
similar to those required by the RFP including approximate total volume of snack
food vending machine services performed for the past five years;
(iii)
State your ability to provide the Services. Describe your experience in providing
healthy food products, including introduction, education and promotion strategies;
(iv)
Describe your equipment servicing resources, capability and capacity, as
relevant;
(v)
Provide three references of recent successful performance where the
requirements were similar to the City’s requirements as set out in this RFP. The
City reserves the right to request site visits and demonstrations of existing
Proponent operations. Proponent is required to include for each reference the
following itemized information. The City's preference is to have a minimum of
three references.
(a)
(b)
(c)
(vi)
name of client organization
reference contact information
(i)
name
(ii)
phone number
(iii)
email address
how long has the organization been a client of the Proponent?
Provide information on the background and experience of all key personnel
proposed to undertake the Services (use the spaces provided and/or attach
additional pages, if necessary):
Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
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Dates:
Project Name:
Responsibility:
Dates:
Project Name:
Responsibility:
Sub-Contractors
(vii)
Proponents should provide the following information on the background and
experience of all sub-contractors proposed to undertake a portion of the Goods
and Services (use the spaces provided and/or attach additional pages, if
necessary):
DESCRIPTION OF
SERVICES
SUBCONTRACTORS
NAME
YEARS OF
WORKING WITH
PROPONENT
Installation and Operation of Snack Food Vending Machines, RFP No. 1220-030-2014 -006
TELEPHONE
NUMBER AND
EMAIL
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SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following that illustrates how the Proponent will complete the
scope of Services, manage the Services, and accomplish required objectives within the City’s
schedule as specified in this RFP (use the spaces provided and/or attach additional pages, if
necessary):
1.
Business Plan
(i) Provide a description of your proposed business plan;
(ii) Address how Goods and Services could be provided after City’s normal business
hours.
2.
Equipment
(i) Provide a list of vending machines that you are proposing. Include as a minimum,
the following information:
a. number and type of machine; and
b. specifications of each type of machine, including dimensions
(include pictures or illustrations);
(ii) Provide detailed specifications information for each model and make of equipment,
including brochures indicating:
a.
b.
c.
d.
3.
power supply requirements
plumbing requirements
overall dimensions
capacity of equipment
Products, Including Healthy Options
Vending Machines should dispense nationally known products and local preferences. Include
information relating to your proposal, healthy snack food options.
(i) Provide a proposed list of products to be vended (food and beverage – projected product
mix) that meet the Healthy Guidelines. Include as a minimum the following information:
a. Product category/description;
b. Product size; and
c. Retail price.
(ii) Describe your proposed method of analyzing sales and product load/movement per
machine and summary report generation include a plan for communication, and
performance review;
(iii) Describe your marketing and promotion strategies for healthy food and for increasing
sales;
(iv) Describe your health education strategy for increasing patron knowledge about healthy
food and how to make an informed choice using the check mark labeling system; and
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4.
Implementation/Transition Plan
(i) Provide a description of your proposed implementation/transition plan. Provide a
detailed start-up including proposed time frames and resources. The start-up plan
must ensure smooth transition with minimal disruption to City’s operations;
(ii) Provide a comprehensive operational plan that illustrates how the Proponent intends
to ensure the success of an agreement. Proponent shall include, procedures and
plans for daily operational issues such as equipment servicing, re-stocking,
maintenance response time, refund policy and other related issues;
(iii) Proposal should also include proposed procedures and reports to be used in
monitoring the performance of the vending machine operation on an ongoing basis.
Address the following topics, but Proponents are free to suggest additional
measures:
a.
Recording, verifying and reporting revenue;
b.
Sales activity and projections;
c.
Marketing/promoting activity; and
(iv) Describe how you would coordinate the removal of existing vending equipment with
the incumbent provider and installation of your proposed new vending equipment;
5.
Customer Service
(i) Provide a narrative of your customer service philosophy and how this would
complement the City’s objective with respect to service and performance;
(ii) Health and Wellness Plan: Describe your proposal for improvements to nutrition
and health and wellness programs;
(iii) Describe how you will address/respond to customer requests and complaints. How
is customer feedback is monitored; and
(iv) On-call service: Describe how you are going to provide on-call services as described
in Schedule A – section 9.1.
6.
Service Requirements
(iii) Describe how you will provide Full Service of machines as described in Schedule A
– section 9.2;
(iv) Describe in detail the install process of equipment and what is required; include
information on what the City’s responsibilities may be;
(v) Describe in detail your maintenance plan as it relates to the proposed equipment.
Include your service response guarantee for machine breakdown;
(vi) Provide details of your proposed quality assurance program regarding equipment
performance and overall condition. Include a sample audit report; and
(vii) In reference to coffee brews, how often are brew check audits performed.
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SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (TIME SCHEDULE)
Proponents should provide an estimated schedule, with major item descriptions and timelines
indicating a commitment to perform the Contract within the time specified (use the spaces
provided and/or attach additional pages, if necessary).
MILESTONE DATES __________________________________
ACTIVITY
1
2
3
4
SCHEDULE (in weeks)
5
6
7
8
9
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SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL
Proponents shall complete and submit Table 1 in similar format below. The Proposal must
provide the Proponent’s revenue forecast for the term of the Contract based on the initial
number of vending machines over the term of the Contract. Any additional machines added to
the Contract during the term of the Contract will result in an adjustment to the Annual
Guaranteed Minimum as agreed to in writing between the parties. (use the spaces provided
and/or attach additional pages, if necessary).
The Proponent is to submit a detailed explanation of their proposed revenue sharing
arrangement with the City. Examples include monthly revenue payments to the City calculated
as a percentage of gross receipts for the month.
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SCHEDULE C-5, FINANCIAL PROPOSAL
INSTALLATION AND OPERATION OF SNACK FOOD VENDING MACHINES – RFP #1220-030-2014-006
TABLE 1
Projected
Product
Category/Description
Package
Size
Vending Machine Price ($/Unit)
Annual
Sales
(List Product and
Volume
Brand Names)
(Units)
Year 1
Year 2
Year 3
Year 4
Year 5
Total
Rate of
City Annual
City
Additional
Estimated
Commission
Commission
Minimum
Incentive
Annual
(%)
Guaranteed
Offered
Sales ($)
Annual
Commission
Sell Most
Sell Sometimes
Do Not Sell
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