REQUEST FOR PROPOSALS
TITLE:
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
V: September 8, 2008
RFP No. 1220-30-06-08
i
REQUEST FOR PROPOSALS
TABLE OF CONTENTS
1.
INTRODUCTION ........................................................................................................................ 01
1.1
Purpose ............................................................................................................................. 01
1.2
Definitions .......................................................................................................................... 01
2.
INSTRUCTIONS TO PROPONENTS ........................................................................................ 01
2.1
Closing Time and Address for Proposal Delivery .............................................................. 01
2.2
Information Meeting ........................................................................................................... 02
2.3
Number of Copies .............................................................................................................. 02
2.4
Late Proposals ................................................................................................................... 02
2.5
Amendments to Proposals ................................................................................................ 02
2.6
Inquiries ............................................................................................................................. 02
2.7
Addenda ............................................................................................................................ 03
2.8
Examination of Contract Documents and Site ................................................................... 03
2.9
Opening of Proposals ........................................................................................................ 03
2.10
Status Inquiries .................................................................................................................. 03
3.
PROPOSAL SUBMISSION FORM AND CONTENTS .............................................................. 03
3.1
Package ............................................................................................................................. 03
3.2
Form of Proposal ............................................................................................................... 03
3.3
Signature ........................................................................................................................... 04
4.
EVALUATION AND SELECTION .............................................................................................. 04
4.1
Evaluation Team ................................................................................................................ 04
4.2
Evaluation Criteria.............................................................................................................. 04
4.3
Discrepancies in Proponent’s Financial Proposal.............................................................. 05
4.4
Litigation............................................................................................................................. 05
4.5
Additional Information ........................................................................................................ 05
4.6
Interviews ........................................................................................................................... 05
4.7
Negotiation of Agreement and Award ................................................................................ 05
5.
GENERAL CONDITIONS .......................................................................................................... 06
5.1
No City Obligation .............................................................................................................. 06
5.2
Proponent’s Expenses ....................................................................................................... 06
5.3
No Contract........................................................................................................................ 06
5.4
Conflict of Interest .............................................................................................................. 06
5.5
Solicitation of Council Members and City Staff .................................................................. 06
5.6
Confidentiality .................................................................................................................... 06
SCHEDULE A – SCOPE OF SERVICES ............................................................................................. 07
Schedule - A-1 – Facilities ..................................................................................................................... 18
Schedule - A-2 – Facility Patronage (Visitor Attendance) ..................................................................... 26
Schedule - A-3 – Sales Statistics .......................................................................................................... 28
SCHEDULE B – DRAFT FORM OF AGREEMENT ............................................................................. 32
SCHEDULE C – FORM OF PROPOSAL ............................................................................................. 48
Schedule C-1 - Statement of Departures .............................................................................................. 49
Schedule C-2 - Proponent’s Experience, Reputation and Resources .................................................. 50
Schedule C-3 - Proponent’s Technical Proposal (Services) ................................................................. 51
Schedule C-4 - Proponent’s Financial Proposal.................................................................................... 53
RFO No. 1220-30-06-08
ii
REQUEST FOR PROPOSALS
1.
INTRODUCTION
1.1
Purpose
The purpose of this Request For Proposals [the “RFP”] is to select a service provider (or
service providers) for the supply of the goods (if any) and services described in Schedule
“A” (the “Goods and Services”).
1.2
Definitions
In this RFP the following definitions shall apply:
“City” means the City of Surrey;
“City Representative” has the meaning set out in section 2.6;
“City Website” means www.surrey.ca;
“Closing Time” has the meaning set out in section 2.1;
“Contract” means a formal written contract between the City and a Preferred Proponent
to undertake the Services, the preferred form of which is attached as Schedule B;
“Evaluation Team” means the team appointed by the City;
"Goods" means the equipment or materials (if any) as described generally in Schedule A;
and
"G.S.T." means any Goods and Services Tax payable in connection with the goods and
services pursuant to the Excise Tax Act of Canada and shall also include any sales,
value added or like taxes as well as any capital tax adopted by any lawful authority in
addition to or in substitution for the Goods and Services Tax;
“Preferred Proponent(s)” means the Proponent(s) selected by the Evaluation Team to
enter into negotiations for an Agreement;
“Proponent” means an entity that submits a Proposal;
“Proposal” means a Proposal submitted in response to this RFP;
“RFP” means this Request For Proposals;
“Services” means the services as described generally in Schedule “A”, including anything
and everything required to be done for the fulfilment and completion of this agreement;
and,
“Statement of Departures” means Schedule “C-1” to the Form of Proposal attached as
Schedule “C”.
2.
INSTRUCTIONS TO PROPONENTS
2.1
Closing Time and Address For Proposal Delivery
Proposals must be received by the office of:
RFP No. 1220-30-06-08
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Violet McGregor, CMA, C.P.P.
Manager, Purchasing & Payments
Address:
6645 – 148th Street
Surrey, BC V3S 3C7
on or before the following date and time (the “Closing Time”):
Time: 3:00, pm local time
Date: Tuesday, October 14th, 2008
Submissions by fax [or email] will not be accepted.
2.2
Information Meeting
An information meeting may be hosted by the City Representative to discuss the City’s
requirements under this RFP (the “Information Meeting”). While attendance is at the
discretion of Proponents, Proponents who do not attend will be deemed to have
attended the Information Meeting and to have received all of the information given at the
Information Meeting. At the time of issuance of this RFP a meeting has not been
scheduled.
2.3
Number of Copies
Proponents should submit the original plus three (3) copies (four in total) of their
Proposals.
2.4
Late Proposals
Proposals received after the Closing Time will not be accepted or considered. Delays
caused by any delivery, courier or mail service(s) will not be grounds for an extension of
the Closing Time.
2.5
Amendments to Proposals
Proposals may be revised by written amendment, delivered to the location set out
above, at any time before the Closing Time but not after. An amendment must be signed
by an authorized signatory of the Proponent in the same manner as provided by section
3.3. Fax amendments are permitted, but such fax may show only the change to the
proposal price(s) and in no event disclose the actual proposal price(s). A Proponent bears
all risk that the City’s fax equipment functions properly so as to facilitate timely delivery of
any fax amendment.
2.6
Inquiries
All inquiries related to this RFP should be directed in writing to the person named below
(the “City Representative”). Information obtained from any person or source other than
the City Representative may not be relied upon.
Violet McGregor, CMA, C.P.P.
Manager, Purchasing & Payments
at Address:
6645 – 148 Street
Surrey, BC V3S 3C7
Fax:
Phone:
Email:
604-599-0956
604-590-7274
purchasing@surrey.ca
RFP No. 1220-30-06-08
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Inquiries should be made no later than 7 days before Closing Time. The City reserves
the right not to respond to inquiries made within 7 days of the Closing Time. Inquiries
and responses will be recorded and may be distributed to all Proponents at the
discretion of the City.
Proponents finding discrepancies or omissions in the Contract or RFP, or having doubts
as to the meaning or intent of any provision, should immediately notify the City
Representative. If the City determines that an amendment is required to this RFP, the
City Representative will issue an addendum in accordance with section 2.7. No oral
conversation will affect or modify the terms of this RFP or may be relied upon by any
Proponent.
2.7
Addenda
If the City determines that an amendment is required to this RFP, the City
Representative will post a written addendum on the City Website that will form part of
this RFP. No amendment of any kind to the RFP is effective unless it is posted in a
formal written addendum on the City Website. Upon submitting a Proposal,
Proponents will be deemed to have received notice of all addenda that are posted on
the City Website.
2.8
Examination of Contract Documents and Site
Proponents will be deemed to have carefully examined the RFP, including all attached
Schedules, the Contract and the Site (as applicable) prior to preparing and submitting a
Proposal with respect to any and all facts, which may influence a Proposal.
2.9
Opening of Proposals
The City intends to open Proposals in private but reserves the right to open Proposals in
public at its sole discretion.
2.10
Status Inquiries
All inquiries related to the status of this RFP, including whether or not a Contract has
been awarded, should be directed to the City Website and not to the City
Representative.
3.
PROPOSAL SUBMISSION FORM AND CONTENTS
3.1
Package
Proposals should be in a sealed package, marked on the outside with the Proponent's
name, title of the Project and reference number.
3.2
Form of Proposal
Proponents should complete the form of Proposal attached as Schedule C, including
Schedules C-1 to C-4. Proponents are encouraged to respond to the items listed in
Schedules C-1 to C-4 in the order listed. Proponents are encouraged to use the forms
provided and attach additional pages as necessary.
RFP No. 1220-30-06-08
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3.3
Signature
The legal name of the person or firm submitting the Proposal should be inserted in
Schedule C. The Proposal should be signed by a person authorized to sign on behalf of
the Proponent.
(a)
(b)
(c)
If the Proponent is a corporation then the full name of the corporation should be
included, together with the names of authorized signatories. The Proposal
should be executed by all of the authorized signatories or by one or more of
them provided that a copy of the corporate resolution authorizing those persons
to execute the Proposal on behalf of the corporation is submitted;
If the Proponent is a partnership or joint venture then the name of the
partnership or joint venture and the name of each partner or joint venturer should
be included, and each partner or joint venturer should sign personally (or, if one
or more person(s) have signing authority for the partnership or joint venture, the
partnership or joint venture should provide evidence to the satisfaction of the City
that the person(s) signing have signing authority for the partnership or joint
venture). If a partner or joint venturer is a corporation then such corporation
should sign as indicated in subsection (a) above; or
If the Proponent is an individual, including a sole proprietorship, the name of the
individual should be included.
4.
EVALUATION AND SELECTION
4.1
Evaluation Team
The Evaluation Team will undertake the evaluation of Proposals on behalf of the City.
The Evaluation Team may consult with others including City staff members, third party
Contractors and references, as the Evaluation Team may in its discretion decide is
required. The Evaluation Team will give a written recommendation for the selection of a
Preferred Proponent or Preferred Proponents to the City.
4.2
Evaluation Criteria
The Evaluation Team will compare and evaluate all Proposals to determine the
Proponent's strength and ability to provide the Services in order to determine the
Proposal which is most advantageous to the City, using the following criteria:
(a)
(b)
(c)
Technical
The Evaluation Team will consider the Proponents responses to all items in
Schedule C-2 and Schedule C-3, including supplemental materials.
Financial
The Evaluation Team will consider the Proponents responses to all items in
Schedule C-4.
Statement of Departures
The Evaluation Team will consider the Proponent's response to Schedule C-1.
The Evaluation Team will not be limited to the criteria referred to above, and the
Evaluation Team may consider other criteria that the team identifies as relevant during
the evaluation process. The Evaluation Team may apply the evaluation criteria on a
comparative basis, evaluating the Proposals by comparing one Proponent's Proposal to
another Proponent's Proposal. All criteria considered will be applied evenly and fairly to
all Proposals.
RFP No. 1220-30-06-08
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4.3
Discrepancies in Proponent's Financial Proposal
If there are any obvious discrepancies, errors or omissions in Schedule C-4 of a
Proposal (Proponent's Financial Proposal), then the City shall be entitled to make
obvious corrections, but only if, and to the extent, the corrections are apparent from the
Proposal as submitted, and in particular:
(a)
(b)
(c)
4.4
if there is a discrepancy between a unit price and the extended total, then the
unit prices shall be deemed to be correct, and corresponding corrections will be
made to the extended totals;
if a unit price has been given but the corresponding extended total has been
omitted, then the extended total will be calculated from the unit price and the
estimated quantity;
if an extended total has been given but the corresponding unit price has been
omitted, then the unit price will be calculated from the extended total and the
estimated quantity.
Litigation
In addition to any other provision of this RFP, the City may, in its absolute discretion,
reject a Proposal if the Proponent, or any officer or director of the Proponent submitting
the Proposal, is or has been engaged directly or indirectly in a legal action against the
City, its elected or appointed officers, representatives or employees in relation to any
matter.
In determining whether or not to reject a Proposal under this section, the City will
consider whether the litigation is likely to affect the Proponent’s ability to work with the
City, its Contractors and representatives and whether the City’s experience with the
Proponent indicates that there is a risk the City will incur increased staff and legal costs
in the administration of the Agreement if it is awarded to the Proponent.
4.5
Additional Information
The Evaluation Team may, at its discretion, request clarifications or additional
information from a Proponent with respect to any Proposal, and the Evaluation Team
may make such requests to only selected Proponents. The Evaluation Team may
consider such clarifications or additional information in evaluating a Proposal.
4.6
Interviews
The Evaluation Team may, at its discretion, invite some or all of the Proponents to
appear before the Evaluation Team to provide clarifications of their Proposals. In such
event, the Evaluation Team will be entitled to consider the answers received in
evaluating Proposals.
4.7
Negotiation of Agreement and Award
If the City selects a Preferred Proponent or Preferred Proponents, then it may:
(a)
(b)
(c)
enter into a Contract with the Preferred Proponent(s); or
enter into discussions with the Preferred Proponent(s) to clarify any outstanding
issues and attempt to finalize the terms of the Contract(s), including financial
terms. If discussions are successful, the City and the Preferred Proponent(s) will
finalize the Contract(s); or
if at any time the City reasonably forms the opinion that a mutually acceptable
agreement is not likely to be reached within a reasonable time, give the
Preferred Proponent(s) written notice to terminate discussions, in which event
RFP No. 1220-30-06-08
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the City may then either open discussions with another Proponent or terminate
this RFP and retain or obtain the Services in some other manner.
5.
GENERAL CONDITIONS
5.1
No City Obligation
This RFP is not a tender and does not commit the City in any way to select a Preferred
Proponent, or to proceed to negotiations for an Agreement, or to award any Agreement,
and the City reserves the complete right to at any time reject all Proposals, and to
terminate this RFP process.
5.2
Proponent’s Expenses
Proponents are solely responsible for their own expenses in preparing, and submitting
Proposals, and for any meetings, negotiations or discussions with the City or its
representatives and Contractors, relating to or arising from this RFP. The City and its
representatives, agents, Contractors and advisors will not be liable to any Proponent for
any claims, whether for costs, expenses, losses or damages, or loss of anticipated
profits, or for any other matter whatsoever, incurred by the Proponent in preparing and
submitting a Proposal, or participating in negotiations for an Agreement, or other activity
related to or arising out of this RFP.
5.3
No Contract
By submitting a Proposal and participating in the process as outlined in this RFP,
Proponents expressly agree that no contract of any kind is formed under, or arises from,
this RFP, prior to the signing of a formal written Contract.
5.4
Conflict of Interest
A Proponent shall disclose in its Proposal any actual or potential conflicts of interest and
existing business relationships it may have with the City, its elected or appointed officials
or employees. The City may rely on such disclosure.
5.5
Solicitation of Council Members and City Staff
Proponents and their agents will not contact any member of the City Council or City staff
with respect to this RFP, other than the City Representative named in section 2.6, at any
time prior to the award of a contract or the termination of this RFP.
5.6
Confidentiality
All submissions become the property of the City and will not be returned to the
Proponent. The City will hold all submissions in confidence unless otherwise required
by law. Proponents should be aware the City is a “public body” defined by and subject
to the Freedom of Information and Protection of Privacy Act of British Columbia.
RFP No. 1220-30-06-08
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SCHEDULE A
SCOPE OF SERVICES
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
RFP No. 1220-30-06-08
7
SCHEDULE A
SCOPE OF SERVICES
1.
OBJECTIVES
In the interest of ensuring a positive experience for all of our facility patrons including
employees, the City wishes to implement a snack food and beverage vending services
program for its City facilities that provides:
(a)
choices that will more closely align over time, with the recommendations of the
“Nutritional Guidelines for Vending Machines in B.C. Public Buildings” as
prepared by the Ministry of Labour and Citizens’ Services and the Ministry of
Health, dated May, 2007, as revised;
(b)
a range of choices of healthier snack food vending items and a focus on serving
the needs of a variety of visitors [widely and predominantly available];
(c)
a product offering that includes milk as well as contemporary and nutritious items
which are client focused;
(d)
strategic placement of machines to minimize any negative impact on sales;
(e)
competitive pricing that is affordable and competitive to market pricing;
(f)
strategic pricing to encourage sales of healthy choices;
(g)
a pleasing product presentation that displays healthiest options at eye-level; and,
(h)
advertising display signage on vending machines which reflects healthier
choices, including connecting sports and academic excellence with healthy
eating.
The City’s goal is to provide its patrons and employees throughout all venues a variety
of “Choose Most” and “Choose Sometimes” snack food products that are creative, value
for money and of the highest possible quality. Snack food vending machines will have
at least 50% of “Choose Most” and “Choose Sometimes” items and 50% “Choose Least”
and “Not Recommended” items. Vending machines will offer no more than 15% of items
from the “Not Recommended” category. The City will pilot two locations that will offer
75% of items from the “Choose Most” and “Choose Sometimes” categories and 25%
“Choose Least” and “Not Recommended” items. In these facilities, “Not Recommended”
items will be limited to 10%. It is the City’s goal to transition all facilities in the next three
years to 75% of items from the “Choose Most” and “Choose Sometimes” categories and
25% “Choose Least” and “Not Recommended” items with “Not Recommended” items
limited to 10%.
It is extremely important for the Contractor to work collaboratively with the City’s snack
food and beverage vending team and with its facility manager’s during all phases of the
work. Cooperative planning is the key to the success of any snack food-vending
program. It is expected that the Contractor will interact with many of the City facilities
functions.
2.
PRINCIPLES
The Principles by which the City’s snack food and beverage vending program will
function and operate on are:
(a)
(b)
(c)
Efficiency in Service – the Contractor will deliver personalized and consistent
service in an efficient and friendly manner;
Timely Services – the Contractor will provide services that meets and exceeds
the City’s expectations [quality goods, products, services and programs that
provide value for money];
Innovation – the Contractor is to provide services that interact with the facility
programs [e.g. fitness activity promotions];
RFP No. 1220-30-06-08
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Sustainability – the Contractor is to strive to meet industry established
benchmarks on reduction of waste including recycling, and packaging;
(e)
Variety and Quality – the Contractor is to provide a mix of snack food products,
all of which conform to Nutritional Guidelines for vending machines in B.C. Public
Buildings;
(f)
Consistency – Consistency of product quality and service throughout all facility
locations, including ensuring that the labeling system correctly identifies health
choices at all times; and,
(g)
Safety and Sanitation – the Contractor is to ensure that all food and beverages,
food handling practices sourced and dispensed including equipment
maintenance comply absolutely with food safety standards.
The Contractor will work closely with the City’s snack food and beverage vending team
to develop a snack food-vending program that exceeds the City’s expectations.
(d)
To this end, the City retains the right to determine the nature of, and to make
adjustments to, the snack food and beverage vending operation including product lines
and retail pricing strategies. The City envisions that changing employee and client
choices will not necessarily result in major reductions to snack food vending.
3.
SCOPE OF SERVICES (REQUIREMENTS)
Although the baseline information provided by the City in this section is important for the
Proponent to take into account, the RFP emphasizes that the City is seeking “creative
changes from the current operations” not business as usual.
The general elements across all City facilities that the Contractor will be required are:
(a)
Coordinate and prepare, a preliminary snack food and beverage vending
program that represents the unique needs of the City [fitness and wellness] for
presentation to the City’s snack food and beverage vending team and its
stakeholders;
(b)
Identify all key stakeholder facilities;
(c)
Develop strategic snack food and beverage vending operational plans, policies
and procedures providing a strategic volume driven sales approach for each
facility;
(d)
Initiate field work including delivery, electrical and plumbing investigations;
(e)
Develop a master installation schedule;
(e)
Maintain written and photographic records of installation;
(f)
Establish the methods, procedures and lines of communication required to
control the project, including responsibility for all planning [goods, services and
equipment] and quality assurance;
(g)
Develop administration procedures for the project;
(h)
Deliver continuous and scheduled facility services in a cooperative, courteous,
efficient and professional manner;
(i)
Institute an auditing system that encompasses all sales;
(j)
Provide liaison and coordination with City facilities;
(k)
Deliver the snack food-vending program that is of the highest quality (deliver
clean and sanitary equipment and services to all vended facilities, and ensure
adherence to all Food Safe handing requirements);
(l)
Meet with the City’s snack food and beverage vending team and it’s
stakeholders, at the direction of the City’s snack food and beverage vending
team, to review and update the functional program for each facility, including
compliance with reporting requirements; and,
(m)
Contractor shall at all times keep the City free and clear from all liens asserted
by any person, firm or corporation for any reason whatsoever, arising from the
furnishing of services, (whether for services, work, or labour performed, or
RFP No. 1220-30-06-08
9
materials and equipment furnished) by the Contractor pursuant to the terms of
the agreement.
4.
SUPPLIER STRATEGIC SALES APPROACH (ALL CHANNELS)
(a)
5.
Category Brand Management. A full complement of brands, packaging and
pricing will be maintained and optimized. This will accommodate all visitors, staff
and community groups in finding their products of preference;
(b)
Consumer Appeal. The vending machine provider will provide their valuable
expertise in enhancing “consumer appeal” through the design of custom fascias
for vendors and executing volume driven consumer related promotions; and,
(c)
Increased Margins. Up sizing” (where available/practicable), the packaging due
to marketplace shifts will show immediate growth in volume to be realized at all
City locations.
VENDING REVIEW (CITY WIDE)
City locations are currently being serviced on a month-to-month basis. The City will
terminate this arrangement once an award is made.
The current vendor (if
unsuccessful) will be given sixty (60) days notice to remove equipment.
The Contractor will manage all snack food and beverage vending machines throughout
the City’s owned and controlled facilities identified in Schedule A-1.
Schedule A-2 provides facility patronage (visitor attendance) figures for years 2006 to
2007, inclusive.
Schedule A-3 provides year 2003 to year 2007 product category sales per facility.
6.
SCOPE OF SERVICES [the “Opportunity”]
The City is offering a long term relationship opportunity with an option to renew, to
provide, install, operate and service automatic coin operated vending equipment and
related equipment and materials for the provision and dispensing of quality hot/cold
food, food products, frozen dairy products, confectionery products and non-alcoholic
hot/cold refreshments (excluding carbonated, non-carbonated, juice, packaged
water, isotonic and alternate beverages) and miscellaneous dry goods products.
The agreement includes all existing and future City operated and controlled facilities.
Non-profitable machines must be left in place for convenience. Removal of nonprofitable machines will only be allowed after the City gives prior written approval.
7.
FULL SERVICE VENDING
(a)
Machines. The Contractor agrees to provide a full range of hot and cold floor
standing snack food, and confectionary vending machines including hot and cold
beverages (see section 7(g) for excluded products). Vending machines shall
provide style and flexibility to the vending service. Vending machines are to
have large windows and double illumination to ensure excellent product visibility
and a low graphics panel that contributes further to the aesthetics of this
machine. Security features as standard include; anti-vandal keypad, reinforced
anti-pry door surround and three point door locking.
Hot beverage vending machines:
(a)
(b)
(c)
RFP No. 1220-30-06-08
Instant (hot only, hot & cold, hot and cold carbonated models);
Single fresh brew (hot only, hot and cold, hot and cold carbonated
models);
Bean to cup (hot only, hot and cold, hot and cold carbonated models);
and,
10
(d)
Bean to cup and fresh brew (hot only, hot and cold, hot and cold
carbonated models).
It provides a wide menu choice including authentic continental bean to cup
coffees, regular and decaf instant coffee options, freshbrew tea, chocolate and
soup, and up to two chilled still or sparkling flavoured drinks. Adjustable
strength, whitener and sugar levels, coupled with the option for consumers to
use their own cup or mug, ensure this machine produces drinks to suit every
preference. A UV, Brita filter kit, and hot water hose for simpler routine cleaning
are to be installed. This machine also uses a system specifically designed to
enable graphics to be changed when needed. This maximizes the visual appeal
and impulse sales of the machine throughout its operating life.
An Espresso Café machine is in a unique position in the beverage vending
market. Machine has separate dispense areas for its high quality hot drinks
(such as continental style 'bean to cup' coffees), and chilled, UV filtered water. It
also provides a number of exceptional features; including a syrup kit for
flavoured coffee, chocolate sprinkler for cappuccino and chocolate drinks, and
the option for flavoured water. Compatible with a range of cash and cashless
payment options this machine is suitable for a variety of high volume sites.
As a minimum the following general equipment requirements, materials, labour,
products & services covering the designated locations as listed in Schedule A-1
for all present and future City controlled locations as may from time to time be
added to these schedules at no cost (on loan) including but not limited to
delivery, installation, setup, testing, adjustments, and secured locking systems.
The City will not be responsible for the value of wear and tear and depreciation
of all equipment.
Vend equipment is to be:
(i)
(ii)
(iii)
(iv)
RFP No. 1220-30-06-08
modern, of the latest mechanical/electronic technology and be in new or
near new condition;
uniform in size (where practicable) with a coordinated appearance
(illuminated vending fronts) and banked (groupings of 3 or more);
quiet and non-disruptive to the activities occurring in City facilities, and
shall be aesthetically acceptable to the City;
ENERGY STAR compliant and meets the ENERGY STAR specifications
for energy efficiency.
Low Power Mode: In addition to meeting the 24-hour energy consumption
requirements listed above, qualifying models shall come equipped with
hard wired controls and/or software capable of automatically placing the
machine into a low power mode during periods of extended inactivity
while still connected to its power source to facilitate the saving of
additional energy, where appropriate. The machine shall be capable of
operating in each of the low power mode described below:
(a)
Lighting low power state – lights off for an extended period of
time; and,
(b)
Whole machine low power state – the lights are off and the
refrigeration operates in its low power state.
Refrigeration low power state – the average beverage temperature is
allowed to rise above 40°F for an extended period of time is not
acceptable.
In addition, the machine shall be capable of automatically returning itself
back to its normal operating conditions at the conclusion of the inactivity
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period. The low power mode-related controls/software shall be capable
of on-site adjustments by the vending operator or machine owner.
N.B.
Machines that dispense vending temperature sensitive
product, such as milk, must not have the refrigeration low power
state enabled due to the risk of product spoilage.
In addition, the utilization of passive infrared sensors (PIR) are
acceptable provided they are mounted on each machine or ganged and;
(c) automatically repower the vending machine at timed intervals to
ensure vended product stays cold (1 to 3 hours max.);
(d) PIR is not to power down while the compressor is running; and
(e) When vending machine is powered up, the cooling cycle is to run
until completion before powering down.
Non-cooled product machines can be controlled by PIR’s to reduce
energy costs
When vending machine is in low power state visitors must not think that
the machine is not functioning.
(v)
of adequate size and capacity to maintain full and uninterrupted service
at all times. The machines will vend either recyclable plastic bottles or
recyclable cans, glass containers are not acceptable;
(vi)
equipped to accept legal tender, be equipped with paper bill validators
and payment mechanisms which will accept combinations of new coin
loonies and toonies, nickels, dimes and quarters. In addition, each
machine must have bill change capabilities;
(vii)
equipped with non-resettable counters, which indicate unit sales. If
multiple products are dispensed from the same machine, a separate
dispensing counter is required for each separate commission rate
dispensed. Upon initial installation of the machines. The Contractor shall
submit starting machine counter numbers to the City for each vending
machine; and,
(viii) ensure that the labeling system correctly identifies health choices at all
times.
(ix)
all vending machines must have adjustable anti-tilt brackets installed as
a preventative course of action.
All machines shall show the Contractor’s name, a local service telephone
number for reporting of machine malfunctions, the person or office within the
Contractor’s organization responsible for refunds, and regular days of the week
for re-stocking of the machines. In addition, for identification purposes, each
machine shall have an I.D. number(s) that are visible and easily located.
The machines will be operated by the Contractor in such a way as to fully comply
with all federal, provincial and municipal laws, as well as City policies.
Should any federal, provincial or city by-laws, regulations or policy change during
the life of the agreement, the Contractor will be expected to comply with these
changes.
All equipment must operate on AC-110-120 volts and be U/L listed and CSA
approved.
At least once during each contract year during the term, the Contractor and the
City will jointly conduct an equipment review/audit for the sole purpose of
determining equipment upgrades and/or opportunities.
RFP No. 1220-30-06-08
12
The Contractor will be solely responsible for all expenses (direct and indirect)
including initial front end costs, recurring annual costs, incremental costs,
installation costs, and all costs associated with equipment upgrades, relocations, removals and expansions and any subsequent negotiations.
(b)
Locations. Site viability is at the discretion of the City. The City will work with the
Contractor to designate optimum placement of machines. Machines shall be
located within or about the specified building at the direction of the supervisor in
charge of the facility.
The City makes no representation regarding availability of any location or of the
number of machines that may be placed at any location, and may occasionally
direct that machines be removed from selected locations. The City will retain the
sole right to add or delete vending equipment as the need arises as determined
by the City.
The City reserves the right at any time to require the Contractor to remove,
relocate, or place additional vending machines and related equipment at existing
and/or new locations to meet new or unanticipated requirements that might
become known during the term of the agreement.
Should the Contractor wish to relocate, exchange, or remove vending machines,
a request must be submitted in writing to the City.
(c)
Utilities. Suitable water service, electricity, drainage, lighting, and heating of
designated premises will be provided, but without liability on the City's part
arising from temporary interruption thereof on account of breakdown, power
failure or like causes.
In the event any utility service must be interrupted for repair or modification, the
City will provide the Contractor with as much advance notice as possible. In the
event of any such interruption or any disruption of utility services, the City shall
take reasonable steps to restore them promptly but shall not be responsible for
any loss or delay sustained by the Contractor resulting from such interruptions
from any cause.
(d)
(e)
(f)
Additions/Deletions of Equipment/Accessories. Equipment introduced by the
Contractor after the agreement is executed and which is intended to replace any
equipment then on the premises of the City facilities is subject to the same
commission percentages, rebates and other terms set out in this agreement.
Delivery and installation of replacement equipment shall be at no cost to the City
Equipment Damage. The Contractor will assume all risk and responsibility for
any loss, destruction, or damage occurring to the snack food and beverage
vending machines or other vending equipment. In the event of any loss due to
theft, fire, accident disruption of utility services, vandalism, spoilage or other
similar causes from said machines, the loss shall be borne solely by the
Contractor. Machines provided shall be equipped with anti-theft technology.
Full Service and Maintenance of Machines. The Contractor agrees, to provide,
all maintenance (scheduled/non-scheduled) and remedial service for all
Contractor supplied equipment used to dispense snack food and beverages of
the Contractor at no cost to the City for parts, labour, tools, equipment/truck(s),
mileage, etc. All scheduled service and maintenance is to be provided in
accordance with the manufacturer’s recommendations and guidelines.
The Contractor will respond to all equipment service calls with a maximum
response time of six (6) hours from the placement of the first telephone request
for service made by the City. The Contractor is required to call the City’s facility
RFP No. 1220-30-06-08
13
manager within 60 minutes of receiving the initial service call to establish an
estimated time of arrival (ETA) of the technician. This response time average
will be maintained between the regular service hours of 8:30 and 17:00, Monday
through Friday, 52 weeks of the year (except for national and provincial
holidays).
The Contractor shall be responsible for the physical inventory, inventory control,
and filling of machines. The Contractor is to make every effort to restock
machines at times that will not conflict with peak usage times. Product delivery
shall be made on a mutually agreed upon schedule at each location. No
inventories will be maintained at any City facility. The Contractor shall take it
upon itself to be alerted as to special events that may require frequent
reservicing of machines.
The Contractor shall have the ability to receive service calls and provide service
support after hours and on weekends.
If, within 24 hours of the initial service call, the Contractor is not able to repair
any item of equipment that is not functioning properly, the Contractor will put in
place a suitable temporary replacement without any additional cost to the City
within a commercially reasonable period of time thereafter and a permanent
replacement which shall be a new model of like or superior specifications,
without any additional cost to the City, within 10 business days.
The replacement or upgrade of equipment that continuously malfunctions or
exhibits excessive downtime may be made upon mutual agreement.
Trained, qualified personnel identified by a clearly marked and openly displayed
company insignia and/or uniform will perform all service. In addition, all such
persons shall carry company issued photo identification and shall present such
documents to anyone on request.
The Contractor shall keep the machines in a clean and sanitary condition. This
requirement includes interiors, exteriors, tops, and the areas under the
machines. The exterior construction of the vending machine shall be such as to
facilitate cleaning and to minimize the entrance of insects and rodents, and the
exterior of the machine shall be kept clean. Service connections shall be such as
to protect against unintentional or accidental interruption of service to the
machine.
All interior surface and component parts of the vending machine shall be so
designed and constructed as to permit easy cleaning, and shall be kept clean.
All product contact surfaces of the machine shall be of smooth, nontoxic,
corrosion resistant, and relatively nonabsorbent material, and shall be capable of
withstanding repeated cleaning and sanitizing treatment by normal procedures.
Such surfaces shall be protected against contamination.
(g)
Products to be Dispensed. The City desires a wide variety of snack food
vending choices that will more closely align over time, with the
recommendations of the “Nutritional Guidelines for Vending Machines in B.C.
Public Buildings” as prepared by the Ministry of Labour and Citizens’ Services
and the Ministry of Health, dated May, 2007, as revised.
Increased choices of healthier snack food vending items and a focus on serving
the needs of a variety of visitors.
Product offering that includes milk as well as contemporary and nutritious items,
which are client, focused.
RFP No. 1220-30-06-08
14
Products that constitute a large market share of national sales are to be used in
the vending operation. During the term of the contract, products vended may be
changed with mutual agreement of the Contractor and the City.
Specifically excluded from this RFP are Cold Drink Beverages.
For the purpose of this section 7(g), “Cold Drink Beverages” is defined as all
major branded non-alcoholic carbonated and non-carbonated beverages natural
or artificially-flavoured non-alcoholic beverages, whether consumed
independently or used as a mixer or otherwise, including but not limited to, nonalcoholic beverages with nutritive or non-nutritive sweeteners; natural or
artificially flavoured non-alcoholic fruit and/or vegetable juices (sweetened or
unsweetened); fruit and/or vegetable juice containing drinks; fruit and/or
vegetable punches and ades; hypertonic, hypotonic and isotonic energy and fluid
replacement drinks (sometimes referred to as "sports drinks"); frozen carbonated
beverages; packaged flavoured and/or unflavoured, sweetened or unsweetened,
carbonated and non- carbonated waters, ice teas; and all cold drink or beverage
bases, whether in the form of syrups, powders, crystals, concentrates or
otherwise, from which such drinks and beverages. “Cold Drink Beverage” does
not include milk, flavoured milk, branded or unbranded fresh brewed coffee or
tea, unbranded fresh squeezed juices, unbranded drinks such as smoothies,
punches, shakes, nutritional supplement drinks and other similar beverages.
Snacks, health food snacks and hot drink beverages that will be dispensed shall
be determined by what is proven to result in the highest sales at a particular
location based on actual and projected customer demand, while adhering to
specific percentages of healthy items as indicated above. Once the City has
approved the initial product line offered, the Contractor will be allowed to add or
delete products with prior written approval from the City. The City reserves the
right to request that a product be replaced at any time.
Healthy choice products are to be from the “Choose Most” and “Choose
Sometimes” categories.
The “Choose Most” and “Choose Sometimes” categories must be identified with
the approved Ministry check mark system as described in the Guidelines for
Food and Beverage Sales in BC Schools dated September, 2007. The
checkmark system must be used to promote healthier choices on the machines
i.e., double check mark for “Choose Most” and single check mark for “Choose
Sometimes”. Each machine must display a legend describing what the symbols
represent.
Ministry of Education and the Ministry of Health Check Mark System Labels
(as contained in the “Guidelines for Food and Beverage Sales in BC Schools”
prepared September 2007)
The Checkmark System
In an effort to assist students in making informed choices about nutrition, the
report recommends schools and school districts implement a checkmark system
at the point of sale, such as on the front of vending machines’ slots or on food
menu boards.
Checkmarks are universal symbols of excellence. In the…food context,
checkmarks may be interpreted by students as identifying choices for their
learning and health.
For example:
”Choose Most” foods may be symbolized by two checkmarks.
RFP No. 1220-30-06-08
15
”Choose Sometimes” foods by one checkmark.
The checkmarks can be used to draw a [patron’s] attention to healthier choices.
If these symbols are used, it is important that they are used correctly. “Choose
Least” and “Not Recommended” items sold in the school setting…should not be
identified with any checkmark
1
Choose Most
Such as whole grain breads and fresh vegetables, which tend
to be the highest in nutrients, the lowest in unhealthy
components, and the least processed.
2
Choose Sometimes
Such as fruit canned in light syrup, which represents choices
that are moderately salted, sweetened or processed.
3
Choose Least
Such as fries which tend to be low in key nutrients such as iron
and calcium and highly salted, sweetened or processed.
4
Not Recommended
Such as candies where sugar is the first ingredient, tend to be
highly processed, or have a very high amounts of sweeteners,
salt, fat, trans fat or calories relative to their nutritional value.
The City’s goal is to maximize access to “Choose Most” and “Choose
Sometimes” options, minimize access to “Choose Least” and “Not
Recommended” items. The Contractor and the City shall work together to
determine a time schedule for introduction of “Choose Most” and “Choose
Sometimes” options.
All foods (including potentially hazardous food or drinks, e.g custard-fill and
cream-filled pastries, milk and milk products, etc), beverages and ingredients
offered for sale through vending machines must comply with all federal,
provincial and city regulations governing the procurement, preparation, storage,
transport, handling and serving of all items for consumption. In addition, the
Contractor will keep in effect all necessary licenses and permits required by law
and agrees to post such permits in a prominent place as may be required by law.
All foods, beverages and ingredients offered for sale through vending machines
shall be wholesome and free from spoilage, contamination and adulteration.
Potentially hazardous foods shall be removed from the vending machine and
discarded.
Milk and fluid milk products offered for sale through vending machines shall be
dispensed only in individual, original containers in which such product was
placed at the milk plant; provided, in the case of vending machines that use fluid
milk products as an ingredient in hot liquid foods or beverages, such milk product
may be transferred at the machine location provided it is done so in a clean and
sanitary manner.
(h)
Product Sizes. The specific products and the size of the products that will be
sold from a specific machine will be determined by the Contractor based on the
appropriateness of the product, location of the machine and sales projections.
(i)
Graphics. Attractive high visibility graphics showing the offering of healthy
alternatives. Graphics may not vary to those shown. The City may reject
machine signage or logo if deemed objectionable or a distraction to the activities
occurring in the vicinity.
RFP No. 1220-30-06-08
16
8.
PRICING
(a)
Negotiation. Unit selling pricing of products shall be mutually agreed upon
during the negotiation of the final terms and conditions of the Agreement.
Pricing will remain firm until December 31st, 2010. Any adjustments following
this date in unit prices will be negotiated between the City and the Contractor.
Local market conditions, City commissions, Contractor’s product costs, and
gross profit margins will be utilized to establish the exact amounts of any price
adjustment(s).
(b)
Price Structure. The Contractor will provide unit prices for the items/services
listed. The prices at which the Contractor shall offer such items for sale shall
be fair and competitive with the prices at which similar items are sold in the
vicinity of the City facility. The vending prices at all facilities covered by the
agreement shall not exceed normal retail pricing. The Contractor is to:
(i)
(ii)
(iii)
9.
offer competitive pricing affordable to facility patrons and employees;
offer strategic pricing to encourage sales of healthy choices, choose most
and choose sometimes items are to be priced lower than choose least
items; and,
integrate retail selling prices with City operated concessions.
ADVERTISING
It is the City’s goal to maximize the revenue potential associated with the vending
service agreement without commercially compromising its goals of service to the
community and responsiveness to the public’s needs and values. Any signage, logo,
promotions product, or anything that the City may construe as advertising must be
approved by the City’s snack food and beverage vending team before distribution or
placement on vending machines, on City property.
10.
REFUNDS
The Contractor shall supply a float of $25-$30 for each facility to reimburse consumers if
a piece of the Contractor’s vend equipment malfunctions and does not vend a snack
food or beverage when the appropriate amount of coinage is properly inserted into the
machine. The Contractor shall also provide refund slips [quick and easy to complete] to
each facility to be completed by consumers claiming a refund. The Contractor’s regular
delivery driver will replenish the float as needed.
11.
TERM
The Contractor will provide the Goods and Services set out in Schedule A for a period of
five (5) years.
The parties may extend the Term by mutual agreement. If the Term is extended, the
provisions of this agreement will remain in force except where amended in writing by the
parties.
RFP No. 1220-30-06-08
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SCHEDULE A-1
FACILITIES
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
RFP No. 1220-30-06-08
18
SCHEDULE A-1
FACILITIES
Currently, the majority of the City of Surrey’s facilities are operating fifty-two (52) weeks per
year, seven days per week.
COMMUNITY AND LEISURE SERVICES DIVISION
CLOVERDALE ARENA
6090 – 176th Street
The Cloverdale Arena is located in the historic town of Cloverdale. It is northwest of Fraser
Downs Raceway and south of the new Millennium Amphitheatre. This facility is located on
176th Street, with easy access from the Canada/US border to the South and the Trans Canada
Hwy to the North.
Features:
15,000 sq. ft of exhibit space
Bench seating for 250
Score board with flexible scoring and timing capabilities
1 meeting room
4 multi-use dressing rooms
Wheel chair accessible on ground level
Food services available
31' high ceiling
Parking stalls for 155
CLOVERDALE RECREATION CENTRE
6220 – 184th Street


Recreation Programs
Hall Rentals
CLOVERDALE SENIORS’ CENTRE
6022 – 176th Street


Various recreational activities & classes, special events and dances
Social Activities
The Cloverdale Seniors' Centre is a one level, fully accessible facility. The Centre has multipurpose rooms, computer lab, drop in lounge, auditorium and kitchen. The Centre operates 12
months of the year from 9:00am-4:00pm, Monday through Friday and provides numerous
activities for the 55+ individual seeking recreation and fellowship.
CLOVERDALE YOUTH CENTRE
6228 – 184th Street



Various drop-in special events and programs
Special Events
Sand Volleyball court and sports box
Cloverdale Youth Services has a drop-in schedule, a number of events such as preteen
dances, new late night programming, birthday party opportunities and is overseen by a Youth
Committee.
RFP No. 1220-30-06-08
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FLEETWOOD COMMUNITY RECREATION CENTRE [INCLUDING YOUTH LOUNGE]
15996 – 84th Avenue




Various recreational & social activities/classes
Hall Rentals
Special Events
Fitness Centre
FRASER HEIGHTS RECREATION CENTRE (INCLUDING YOUTH CENTRE)
10588 – 160th Street



Children & Youth programs, birthday parties, and daycamps
Adults and Seniors programs
Sport and Fitness, fitness gyms, leagues
Located at the entrance to the Fraser Heights neighbourhood, the centre offers a wide variety
of recreational programs, activities and events for all ages, cultures and fitness levels. Situated
next to the Youth Park, outdoor basketball court and sports field. The centre is a natural dropin location for all community members.
GUILDFORD COMMUNITY
(PLANET YOUTH)
15105 – 105th Avenue



RECREATION
CENTRE
(INCLUDING
YOUTH LOUNGE
3 Tournament Gymnasiums
Weight room, Fitness and Track
Seniors, Youth and Pre-school Rooms
The youth lounge was designed by the "Planet Youth" Committee and features a state of the art
sound system, TV's, 1 pool table, 1 air hockey table, table soccer, and ping-pong, X box and
board games.
NEWTON ARENA
7120 – 136B Street




Ice Hockey, Figure Skating, Public Skating & Lessons
Special Events
Hall Rentals
Concession Services
The Newton Arena was built in 1973 and is conveniently located across from the Newton Wave
Pool and adjacent to the Community Centre. It is centrally located in Surrey with a number of
Hotels within minutes away.
Features:
17,000 sq.ft of exhibit space
Bench seating for 150
Score board with flexible scoring and timing capabilities
1 Meeting room
2 Multipurpose rooms
4 Multi-use dressing rooms
Wheel chair accessible on ground level
Skate Shop
RFP No. 1220-30-06-08
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NEWTON COMMUNITY RECREATION CENTRE
7120 – 136B Street



Various recreational & social activities/classes
Hall Rentals
Special Events
Newton Community and Leisure Services has a variety of programs and services for people of
all ages and abilities.
NEWTON SENIORS’ CENTRE
13775 – 70th Avenue


Various recreational & social activities/classes, special events and dances
Special Events
Newton Seniors' Centre is dedicated to the theory that "Good health doesn't cost it pays" and
as such is encouraging and providing healthy activities geared towards the older adults within
our community
The Newton Seniors' Centre is a recreational facility with great programs, activities, clubs and
social opportunities for Seniors' 55+ years.
We offer fitness and dance programs such as Yoga Stretch, Osteofit 4 Life, Arthritis Joint
Works, Fitness Lite 55+, Tai Chi, Self Defense, Feldenkrais, Hawaiian Dancing and Line
Dancing. We also provide programs for the budding artists such as Watercolours, Acrylics,
Decorative Painting, and various crafts. Bus trips, special interest programs such as Writing
Your Own Memoirs, Health and Wellness Talks, and other events are always being scheduled,
so check the latest newsletter for details.
NEWTON WAVE POOL
13730 – 72nd Avenue





Wave action leisure pool
Swimming Lessons, Public Swim, Fitness Centre
Special Events
Rentals
Steam room, whirlpool, 2 waterslides
The Newton Wave Pool offers a wealth of fun and excitement for swimmers of all ages!
Our public swims are crammed full of great fun, wild activities, and prizes for the
youngsters:
Pirates' Water Fortress equipped with blasters, hoses, slides and more!
New enclosed 63 metre long water slide
New open 67 metre long water slide
Water fortress with cannons, jets, slides & more
Huge hot tub
Deck games; giant checkers, chess, & snakes & ladders, table tennis
Games and prizes every day!
The Biggest Waves in the West!
Our Learn-to-Swim Program offers a class for everyone!
convenient times make for a great learning experience!
Experienced instructors and
Adults can soak in the Hot Tub, relax in the Steam Room, or work out in our fully equipped
fitness facility. Join in an Aquacize class to limber up or try out our Adult Swim Lessons to
improve your strokes.
RFP No. 1220-30-06-08
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NEWTON YOUTH CENTRE
13355 – 68th Avenue


Various drop in special events and programs
Special Events
Check out Newton’s New and Improved Youth Drop-In Centre! Our trained youth workers
provide a safe and fun environment for youth ages 12 to 18. We do everything from sports,
crafts, and games in our new coffee lounge setting. Bring your friends down to play pool,
foosball, and x-box or watch a movie on our big screen TV. We also have a computer room if
you need to do some research, do some homework or if you want to surf the net at our internet
café. We also offer the popular Dance, Dance Revolution game, a lit outdoor sports box and a
variety of sports equipment.
NORTH SURREY RECREATION CENTRE
10275– 135th Street









Includes 2 sheet ice arena
37 meter pool with saunas, whirlpool, children’s pool and fitness centre
Special Events Rentals
Concession Services
Ice Hockey, Public Skating & Lessons, Figure Skating
In Summer - Lacrosse, In-Line Skating, Ball Hockey
Swimming Lessons, Public Swim, Courses
Fitness Centre
Tournaments & Meets
SOUTH SURREY ARENA
2199 – 148th Street





Ice Hockey, Public Skating & Lessons, Figure Skating
Championships, Special Events & Fund-raiser
Concession Services
Ice Hockey Schools
Home of South Surrey Eagles - Junior “A” League Hockey Team
The South Surrey Arena opened in November 1991 and is home of the BCHL South Surrey
Eagles. This facility is one of two Olympic size rinks in the Lower Mainland. Located in the
middle of the South Surrey Athletic Park, it is surrounded by forests and athletic fields.
Features:
20,000 sq.ft. of exhibit space
Fixed seating for 1242
Score board with flexible scoring and timing capabilities
1 Multipurpose room
4 Multi-use dressing rooms
Wheel chair accessible on ground level and 2nd floor
Skate Shop
42' high ceiling
Parking stalls for 296
SOUTH SURREY INDOOR POOL
14655 – 17th Avenue




37 metre, six lane pool with a dive tank, children’s pool, whirlpool and saunas
Swimming Lessons, Public Swimming & Courses
Fitness Centre
Special Events
RFP No. 1220-30-06-08
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SOUTH SURREY RECREATION CENTRE (INCLUDING YOUTH LOUNGE)
14601 – 20th Avenue



Sand volleyball court and skate park
Various drop-in special events and programs
Special Events
South Surrey Youth Lounge is located next to the South Surrey Skate Park, our youth lounge
features a pool table, foosball, ping pong, a state of the art sound system, TV, Xbox and much
more.
The lounge opens up onto Gym 3 which is available for use by pre-teens and teens with a
Youth Services Membership Card during our drop-in hours.
SUNRISE PAVILION (SENIORS’ CENTRE)
10341 – 135th Street



Various social & recreational activities/classes, special events and dances
Special Events
Mini Snack Bar
As the Mayor of Surrey in 1972, Bill Vander Zalm officially opened the Sunrise "Pavilion
proper", designed by architects to resemble a Chinese bamboo hat. In the 30+ years since
then, Sunrise Pavilion has enhanced the lives of many Surrey citizens in their later years.
Featured below are details and links to the many aspects and opportunities at Sunrise
Pavilion.
Sunrise Pavilion affords a number of rental opportunities complemented by rustic, yet bright
and modern facility designs.
SURREY SPORT AND LEISURE COMPLEX
16555 Fraser Highway




Children & Youth programs, birthday parties, and daycamps
Adults and Seniors programs
Sport and Fitness, weight rooms, fitness gyms, leagues
Pools and Arenas,
The Surrey Sport & Leisure Complex offers a wide range of activities, including swimming,
skating, fitness, events, and social opportunities for all ages and abilities.
25' high ceiling
Parking stalls for 122
WHALLEY COMMUNITY RECREATION SERVICES
10275 – 135th Street



Special Events
Recreational Programs and Social Activities
Youth Programs and Social Activities
Our facilities include North Surrey Pool and Fitness Facilities, North Surrey Arena, Sunrise
Pavilion Seniors' Centre and Tom Binnie Park Community Centre.
RFP No. 1220-30-06-08
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ARTS DIVISION
SURREY ARTS CENTRE
13750 – 88th Avenue






Art Exhibitions, Art Classes, Tours, Theatre Events, Pottery Studio
Rentals, Special Events, Art Library, School Tours
Lounge/Concession Services
Home of City of Surrey Permanent Art Collection
Three Gallery Exhibition Space
402 seat theater
SURREY MUSEUM
17710 - 56A Avenue

Various Exhibitions, School Tours, City and Community Special Events

Home to a large part of Surrey Archives - Repository for Surrey artifacts, historic log
cabin attached to site
SURREY ARCHIVES
17671 - 56 Avenue
The City’s archival collections are located in the rehabilitated 1912 Municipal Hall. This re-use
of Surrey’s premier heritage building allows expanded storage for collections and improved
reference facilities. Research historians, students of all ages and curious browsers interested
in local history will find something to captivate their attention and to answer questions about
Surrey’s past.
HISTORIC STEWART FARM
13723 Crescent Road
Situated in the Elgin Heritage Park on the banks of the Nicomekl River, the Historic Stewart
Farm was settled in the 1880’s and operated for six decades as a thriving hay farm. The
farmhouse has been restored and furnished to depict life at the turn of the Century. Visitors are
invited to step back in time to the days of horse drawn farm tools, hand-churned butter and
wood-stove cooking. Located adjacent to the Historic Stewart Farm is the Hooser Weaving
Centre. This unique facility celebrates the heritage crafts of spinning, weaving and dyeing.
BEAR CREEK PARK
13750 – 88th Avenue






Various activities and outdoor attractions
Sports Field
Running Track
Picnic Area
Outdoor swimming pool, water play ground
Miniature train
RFP No. 1220-30-06-08
24
COMMUNITY HALLS
Each of the City’s Community Halls offer rental facilities, various recreational programs and
venues for special events. The following is a list of Community Halls included in this City of
Surrey snack food initiative:
ELGIN SCHOOL (ELGIN CENTRE)
3530 144 Street
Built in 1921 as the first school for the community of Elgin to replace the condemned Mud Bay
School. Vernacular style wood frame with ribbon windows.
DESIGNATION BY-LAW: Protected by Designation By-law, 1980, No. 6442.
OTHER: Listed on the Canadian Register of Historic Places.
ELGIN HALL
14250 Crescent Road
One of the oldest community halls in Surrey, built in 1923 in the plain homestead tradition by
the Elgin Community Association with land donated by pioneer Dan Johnston.
MERIDIAN CENTRE (MERIDIAN BY THE SEA PARK)
2040 - 150 Street
Park Amenities: Playground, Tennis Courts (2), and Walking Paths
SUNNYSIDE COMMUNITY HALL (BAKERVIEW PARK)
1845 - 154 Street
Park Amenities: Playground, Picnic Areas, Soccer Field, Baseball Diamonds (2), and Walking
Paths
OTHER CITY BUILDINGS
CITY HALL
14245 – 56th Avenue
Surrey’s City Hall houses a number of the City’s key departments, including the Mayor’s office,
City Manager’s office, Engineering Department, Planning and Development Department,
Finance, & Technology Department and Human Resources Department. Approximately 600
full time and part time staff are employed at this facility.
SURREY PUBLIC WORKS YARD (CENTRAL)
6645 – 148th Street
Surrey’s Public Works Yard houses the City’s Purchasing Section, Engineering Operations
Dept., Facilities Management Division, Parks Operations Division - Central. Approximately 150
full time and part time staff are employed at this facility.
HEMLOCK PUBLIC WORKS YARD
9353 – 160th Street
NO VENDING SERVICES WANTED FOR THIS SITE.
RFP No. 1220-30-06-08
25
SCHEDULE A-2
FACILITY PATRONAGE (VISITOR ATTENDANCE)
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
RFP No. 1220-30-06-08
26
SCHEDULE A-2
FACILITY PATRONAGE (Visitor Attendance)
COMMUNITY AND LEISURE SERVICES DIVISION
2006
Cloverdale Arena
11218.5
Cloverdale Recreation Centre
61116
Cloverdale Seniors’ Centre
30205.5
Cloverdale Youth Centre
1359
Fleetwood Community Recreation Centre
139282.5
Fleetwood Youth Lounge
UNAVAILABLE
Fraser Heights Recreation Centre
43438.5
Guildford Community Recreation Centre
368182.5
Guildford Youth Lounge (Planet Youth)
UNAVAILABLE
Newton Arena
20332.5
Newton Community Recreation Centre
23628
Newton Seniors’ Centre
140487
Newton Wave Pool
349068
Newton Youth Centre
1216.5
North Surrey Recreation Centre (NSRC) Arena
312372
North Surrey Recreation Centre (NSRC) Pool
Incl. in Arena numbers
South Surrey Arena
34176
South Surrey Indoor Pool
415060.5
South Surrey Recreation Centre
112174.5
Sunrise Pavilion (Seniors’ Centre)
66523.5
South Surrey Youth Centre
UNAVAILABLE
Surrey Sports and Leisure Complex (Aquatics)
666565.5
Surrey Sports and Leisure Complex (Arena)
100800
Whalley Community Recreation Office (located at NSRC) UNAVAILABLE
Tom Binnie Park – Whalley Youth Centre
3046.5
2007
11044.5
64489.5
33099
2878.5
150714
57825
397879.5
20679
25416
125148
365841
847.5
315076.5
32032.5
473286
143769
73927.5
645865.5
101166
6354
ARTS DIVISION
Surrey Arts Centre
Surrey Museum
Surrey Archives
Historic Stewart Farm House
13336.5
6438
51
13302
4119
172.5
6477
5752.5
6087
3720
5065.5
4491
4686
4636.5
COMMUNITY HALLS
Elgin Hall (South Surrey)
Elgin Centre (South Surrey)
Meridian Centre (South Surrey)
Sunnyside Hall (South Surrey)
Outdoor Pools (9)
Bear Creek
Hjorth Road
Greenaway
Sunnyside
Holly Pool
Kennedy Pool
Kwantlen Pool
Unwin Pool
Port Kells Pool
TOTAL ANNUAL PATRONAGE
RFP No. 1220-30-06-08
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
UNAVAILABLE
2945124
3086816
27
SCHEDULE A-3
SALES STATISTICS
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
RFP No. 1220-30-06-08
28
SCHEDULE A-3
SALES STATISTICS
Facility
Total Category Sales For
Years 2003 to 2007
Machine
Average Annual Sales
North Surrey Pool
Candy
$
24,279.09
$
4,855.82
Chips/Cookies
$
16,242.58
$
3,248.52
$
40,521.67
$
8,104.33
South Surrey Pool
Coffee
$
8,510.86
$
1,702.17
Candy
$
57,626.22
$
11,525.24
Chips/Cookies
$
38,171.23
$
7,634.25
Ice Cream
$
3,393.10
$
678.62
Mars
$
1,645.40
$
329.08
$ 109,346.81
$
21,869.36
Coffee
$
6,561.31
$
1,312.26
Candy
$
59,996.39
$
11,999.28
Chips/Cookies
$
40,666.77
$
8,133.35
Ice Cream
$
25,519.62
$
5,103.92
Mars
$
4,359.76
$
871.95
$ 137,103.85
$
27,420.77
Mars
$
827.43
$
165.49
Candy - 1
$
14,135.72
$
2,827.14
Candy - 2
$
22,589.28
$
4,517.86
Chips/Cookies - 1
$
9,929.11
$
1,985.82
Chips/Cookies - 2
$
16,076.75
$
3,215.35
Mars - 1
$
4,513.33
$
902.67
Mars - 2
$
5,536.48
$
1,107.30
$
72,780.67
$
14,556.13
Candy
$
14,220.09
$
2,844.02
Chips/Cookies
$
9,510.64
$
1,902.13
$
23,730.73
$
4,746.15
Candy
$
6,027.61
$
1,205.52
Chips/Cookies
$
4,042.84
$
808.57
$
10,070.45
$
2,014.09
Coffee
$
17,159.48
$
3,431.90
Candy
$
42,685.50
$
8,537.10
Chips/Cookies
$
28,019.65
$
5,603.93
Mars
$
11,283.78
$
2,256.76
$
99,148.41
$
19,829.68
Newton Wave Pool
Whalley Rec Center
Guildford Rec Center
Fleetwood Rec Center
South Surrey Community Rec. Office
North Surrey Arena
RFP No. 1220-30-06-08
29
Fleetwood Arena
Coffee
$
12,240.18
$
2,448.04
Candy
$
28,433.23
$
5,686.65
Chips/Cookies
$
20,411.72
$
4,082.34
Mars
$
19,876.84
$
3,975.37
Ice Cream [2007]
$
1,613.14
$
322.63
$
82,575.11
$
16,515.02
Coffee
$
5,863.46
$
1,172.69
Candy
$
14,003.01
$
2,800.60
Chips/Cookies
$
9,349.83
$
1,869.97
Mars
$
4,569.51
$
913.90
$
33,785.81
$
6,757.16
Coffee
$
10,280.41
$
2,056.08
Candy
$
23,789.83
$
4,757.97
Chips/Cookies
$
15,947.64
$
3,189.53
Mars
$
6,071.43
$
1,214.29
$
56,089.31
$
11,217.86
Coffee
$
9,668.49
$
1,933.70
Candy
$
15,208.15
$
3,041.63
Chips/Cookies
$
17,272.35
$
3,454.47
$
42,148.99
$
8,429.80
Coffee
$
8,181.92
$
1,636.38
Candy
$
15,293.01
$
3,058.60
Chips/Cookies
$
10,251.70
$
2,050.34
Mars
$
2,403.60
$
480.72
$
36,130.23
$
7,226.05
Cloverdale Arena
South Surrey Arena
Newton Arena
Semiahmoo Public Library Building
Candy
Chips/Cookies
City Hall
City Works Yard
Candy
$
-
$
-
Chips/Cookies
$
4,328.68
$
865.74
$
4,328.68
$
865.74
Candy - 1
$
41,363.29
$
8,272.66
Chips/Cookies - 1
$
27,575.57
$
5,515.11
Candy - 2
$
42,573.04
$
8,514.61
Chips/Cookies - 2
$
28,382.02
$
5,676.40
$ 139,893.92
$
27,978.78
Candy - 1
$
1,895.28
$
1,895.28
Chips/Cookies - 1
$
1,447.19
$
1,447.19
Candy - 2
$
1,231.22
$
1,231.22
Chips/Cookies - 2
$
820.81
$
820.81
$
5,394.50
$
5,394.50
Leisure Aquatics (1999) Inc
Leisure Aquatics (1999) Inc. [Pool2007]
RFP No. 1220-30-06-08
30
DISCLAIMER: While every attempt is made to provide accurate information and to
correct any errors brought to our attention, no representation or guarantee can be
made as to the correctness or suitability of the information as presented herein.
RFP No. 1220-30-06-08
31
SCHEDULE B - DRAFT
SAMPLE AGREEMENT
BETWEEN
CITY OF SURREY
AND
[CONTRACTOR]
FOR
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
RFP No. 1220-30-06-08
32
SAMPLE AGREEMENT
TABLE OF CONTENTS
1.
INTERPRETATION ................................................................................................................... 36
1.1 Definitions .............................................................................................................................. 36
1.2 Appendices ............................................................................................................................ 36
2.
SERVICES ................................................................................................................................. 36
2.1 Services ................................................................................................................................. 36
2.2 Amendment of Services ......................................................................................................... 36
2.3 Additional Services ................................................................................................................. 36
2.4 Standard of Care .................................................................................................................... 37
2.5 Time ....................................................................................................................................... 37
3.
PERSONNEL............................................................................................................................. 37
3.1 Qualified Personnel ................................................................................................................ 37
3.2 Listed Personnel and Sub-Contractors .................................................................................. 37
3.3 Replacement of Personnel or Sub-Contractors ..................................................................... 37
3.4 Sub-Contractors and Assignment .......................................................................................... 37
3.5 Agreements with Sub-Contractors ......................................................................................... 37
4.
LIMITED AUTHORITY .............................................................................................................. 38
4.1 Agent of City........................................................................................................................... 38
4.2 Independent Contractor ......................................................................................................... 38
5.
FINANCIAL SUMMARY ............................................................................................................ 38
5.1 Commission Payment ............................................................................................................ 38
5.2 Payment Procedures.............................................................................................................. 38
5.3 Commissions ......................................................................................................................... 39
5.4 Records .................................................................................................................................. 39
6.
CITY RESPONSIBILITIES ........................................................................................................ 40
6.1 City Information ...................................................................................................................... 40
6.2 City Decisions ........................................................................................................................ 40
6.3 Notice of Defect ..................................................................................................................... 40
7.
INSURANCE AND DAMAGES ................................................................................................. 40
7.1 Indemnity................................................................................................................................ 40
7.2 Survival of Indemnity .............................................................................................................. 40
7.3 Contractor’s Insurance Polices .............................................................................................. 41
7.4 Insurance Requirements ........................................................................................................ 41
7.5 Waiver of Subrogation ........................................................................................................... 41
7.6 Additional Insurance............................................................................................................... 41
8.
TERMINATION .......................................................................................................................... 42
8.1 By the City .............................................................................................................................. 42
8.2 Termination for Cause ........................................................................................................... 42
8.3 Curing Defaults ...................................................................................................................... 42
9.
APPLICABLE LAWS, BUILDING CODES AND BY-LAWS ..................................................... 43
9.1
Applicable Laws................................................................................................................... 43
9.2
Codes and By-Laws ............................................................................................................ 43
9.3
Interpretation of Codes ........................................................................................................ 43
RFP No. 1220-30-06-08
33
10.
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION................................................. 43
10.1 No Disclosure....................................................................................................................... 43
10.2 Freedom of Information and Protection of Privacy Act ........................................................ 43
10.3 Return of Property................................................................................................................ 43
11.
USE OF WORK PRODUCT ...................................................................................................... 43
12.
WORKERS’ COMPENSATION BOARD AND OCCUPATIONAL HEALTH AND SAFETY .... 43
13.
BUSINESS LICENSE ................................................................................................................ 44
14.
DISPUTE RESOLUTION ........................................................................................................... 44
14.1 Dispute Resolution Procedures ........................................................................................... 44
15.
JURISDICTION ......................................................................................................................... 45
16.
CONTRACTOR PERFORMANCE REVIEW ............................................................................. 45
17.
BUSINESS REVIEW & PLANNING .......................................................................................... 45
18.
VENDING MACHINE BY-LAW ................................................................................................. 45
19.
GENERAL ................................................................................................................................. 45
19.1 Entire Agreement ................................................................................................................. 45
19.2 Amendment ......................................................................................................................... 45
19.3 Survival of Obligations ......................................................................................................... 46
19.4 Cumulative Remedies .......................................................................................................... 46
19.5 Notices ................................................................................................................................. 46
19.6 Unenforceability ................................................................................................................... 46
19.7 Headings .............................................................................................................................. 46
19.8 Singular, Plural and Gender ................................................................................................. 46
19.9 Waiver .................................................................................................................................. 46
APPENDIX 1 – SCOPE OF SERVICES ...................................................................................................
APPENDIX 2 – FINANCIAL PROPOSAL .................................................................................................
APPENDIX 3 – TIME SCHEDULE............................................................................................................
APPENDIX 4 – PERSONNEL AND SUB-CONTRACTORS ....................................................................
APPENDIX 5 – VEND EQUIPMENT LOCATIONS AND CONFIGURATIONS ........................................
APPENDIX 6 – FORM OF REPORTS ......................................................................................................
RFP No. 1220-30-06-08
34
SNACK FOOD VENDING – HEALTHIER CHOICES
REF. #1220-30-06-08
SAMPLE AGREEMENT
THIS AGREEMENT dated for reference the _______ day of ______________________, 2008.
BETWEEN:
CITY OF SURREY
14245 –56th Avenue
Surrey, British Columbia V3X 3A2
(the “City”)
OF THE FIRST PART
AND:
(the “Contractor”)
OF THE SECOND PART
WHEREAS
A.
The City requires the provision of a snack food vending supply arrangement (goods,
equipment and services) and has received proposals in response to its Request For
Proposal (RFP), and after evaluating the proposals, the City selected the Contractor as
the exclusive supplier of snack food and beverage vending services, and as
contemplated by the Request For Proposal entered into negotiations to clarify
outstanding issues and to refine the proposed arrangement between them.
B.
The City and Contractor have agreed to a snack food and beverage vending services
arrangement at those premises listed in Appendix 5 attached and any other future
premises operating under the control of the City.
C.
The City has agreed to accept such snack food and beverage vend products and all
vending equipment as more particularly described in Appendix 5 attached (“Locations”
and “Configurations”).
D.
The City and Contractor now wish to enter into this Agreement to set forth the rights and
obligations of each of them with respect to the exclusive supply snack food including full
service vending maintenance and equipment repairs and service.
THEREFORE, in consideration of the payment of $1.00 and other good and valuable
consideration paid by each of the parties to each other (the receipt and sufficiency of which
hereby acknowledged), the City and the Contractor agree as follows:
RFP No. 1220-30-06-08
35
1.
INTERPRETATIONS
1.1
Definitions
In this Agreement the following definitions apply:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
1.2
“Agreement” means this agreement and all schedules and appendices attached
hereto;
“City” means the City of Surrey;
“Contractor” means a contractor who is providing the Goods and Services under
this Agreement;
“Commission” means the commission rates set out in Appendix 2 for the
provision of the Goods and Services, unless otherwise agreed by the parties in
writing;
“Department Representative” means the General Manager, Parks Recreation &
Culture Department, who will represent all City Departments for the purposes of
this Agreement, or, such other person who may subsequently be appointed in
writing by the Department Representative and notified to the Contractor;
“Dispute” has the meaning set out in section 14.1;
“Indemnitees” has the meaning set out in section 7.1;
“Goods” means the equipment or materials (if any) as described generally in
Schedule A;
“RFP” means Request For Proposals
“Services” has the meaning set out in section 2.1;
"Term" has the meaning set out in Appendix 1; and,
“Time Schedule” has the meaning set out in section 2.5;
Appendices
The following attached Appendices are a part of this Agreement:
(a)
(b)
(c)
(d)
(e)
(f)
Appendix 1 – Scope of Services;
Appendix 2 – Financial Proposal;
Appendix 3 – Time Schedule;
Appendix 4 – Personnel and Sub-Contractors;
Appendix 5 – Vend Equipment Locations and Configurations; and,
Appendix 6 – Form of Reports.
2.
SERVICES
2.1
Services
The City hereby retains the Contractor to provide refreshment and other vending services as
described generally in Appendix 1, including anything and everything required to be done for
the fulfillment and completion of this Agreement (the “Services”).
2.2
Amendment of Services
The City may from time to time, by written notice to the Contractor, make changes in the
specifications of the Goods scope of the Services.
2.3
Additional Services
The Contractor will, if required in writing by the City, provide additional goods or services. The
terms of this Agreement will apply to any additional goods or services, and the rate(s) of
commission for additional goods or services, and the time for the Contractor’s performance, will
generally correspond to the rate(s) of commission and time of performance as described in
RFP No. 1220-30-06-08
36
Appendices 2 and 3. The Contractor will not provide any additional goods or services in excess
of the specifications of Goods or scope of Services requested in writing by the City.
2.4
Standard of Care
The Contractor will perform the Services with that degree of care, skill and diligence normally
provided by a qualified and experienced practitioner performing services similar to the Services,
and on the understanding that the City is relying on the Contractor’s experience and expertise.
The Contractor represents that it has the expertise, qualifications, resources and relevant
experience to provide the Services.
2.5
Time
The Contractor acknowledges that time is of the essence with respect to the provision of the
Services and accordingly the Contractor will provide the Services within the performance or
completion dates or time periods (the "Time Schedule") as set out in Appendix 3, or as
otherwise agreed to in writing by the City and the Contractor. If at any time the Contractor
discovers that the Time Schedule cannot be met it will immediately advise the City in writing
and provide a revised Time Schedule.
3.
PERSONNEL
3.1
Qualified Personnel
The Contractor will provide only professional personnel who have the qualifications, experience
and capabilities to perform the Services.
3.2
Listed Personnel and Sub-Contractors
The Contractor will perform the Services using the personnel and sub-contractors as may be
listed in Appendix 4, and the Contractor will not remove any such listed personnel or subcontractors from the Services without the prior written approval of the City.
3.3
Replacement of Personnel or Sub-Contractors
If the City reasonably objects to the performance, qualifications, experience or suitability of any
of the Contractor's personnel or sub-contractors then the Contractor will, on written request
from the City, replace such personnel or sub-contractors.
3.4
Sub-Contractors and Assignment
Except as provided for in section 3.2, the Contractor will not engage any personnel or
sub-contractors, or sub-contract or assign its obligations under this Agreement, in whole or in
part, without the prior written approval of the City.
3.5
Agreements with Sub-Contractors
The Contractor will preserve and protect the rights of the City with respect to any Services
performed under sub-contract and incorporate the terms and conditions of this Agreement into
all sub-contracts as necessary to preserve the rights of the City under this Agreement. The
Contractor will be as fully responsible to the City for acts and omissions of sub-contractors and
of persons directly or indirectly employed by them as for acts and omissions of persons directly
employed by the Contractor.
RFP No. 1220-30-06-08
37
4.
LIMITED AUTHORITY
4.1
Agent of City
The Contractor is not and this Agreement does not render the Contractor an agent or employee
of the City, and without limiting the above, the Contractor does not have authority to enter into
any contract or reach any agreement on behalf of the City, except for the limited purposes as
may be expressly set out in this Agreement, or as necessary in order to perform the Services.
The Contractor will make such lack of authority clear to all persons with whom the Contractor
deals in the course of providing the Services.
4.2
Independent Contractor
The Contractor is an independent contractor. This Agreement does not create the relationship
of employer and employee, a partnership, or a joint venture. The City will not control or direct
the details, means or process by which the Contractor performs the Services. The Contractor
will determine the number of days and hours of work required to properly and completely
perform the Services. The Contractor is primarily responsible for performance of the Services
and may not delegate or assign any Services to any other person except as provided for in
section 3.4. The Contractor will be solely liable for the wages, fringe benefits, work schedules
and work conditions of any partners, employees or sub-contractors.
5.
FINANCIAL SUMMARY
5.1
Commission Payment
During the term of this Agreement, the Contractor will pay a commission (the “Commissions”) to
the City equal to a percentage of all gross revenues (less applicable sales tax and deposits, if
any) collected by the Contractor from the sale of snack food and beverages vended from the
Contractor’s machines at various City buildings, as set out in Appendix 5. Commissions to the
City are to be paid directly to the City by the Contractor in the form of a cheque.
5.2
Payment Procedures
The Contractor shall calculate and remit Commissions earned on or before the fifteenth (15 th)
day following the month just ended. In support of each commission cheque issued, the
Contractor is required to attach a monthly revenue and commission report covering the
following information:
For each location:
Gross dollar sales and commissions. Indicate separate calculations for each commission
type.
Net sales and commissions. Indicate separate calculations for each commission type.
For each machine:
Counter readings – indicating beginning and ending counter readings.
Explanation of counter discrepancies resulting from malfunctions or repairs to the machines.
Unit sales for each type of product sold in each machine.
The monthly commission is subject to 5% G.S.T.
RFP No. 1220-30-06-08
38
All payments due to the City will be presented to:
City of Surrey
Finance and Technology Department
Financial Services Division
Financial P.R.&C Services
14245 – 56th Avenue
Surrey, BC V3X 3A2
An additional ten (10%) percent per month late fee will be applied to any late payments not
received by the fifteenth (15th) day of each succeeding calendar month.
Monthly payments can be made as one lump sum covering all locations; however, lump sum
payments must be accompanied by a statement showing the following:
5.3
Commissions
The City makes no guarantee as to the amount of product that will be sold within a fiscal year.
Under no circumstances will the City be required to sell a minimum amount of product in order
to receive the commissions or other financial and/or non-financial benefits agreed upon.
(a)
5.4
Lost Sales
The Contractor is responsible for and is taking all risk with respect to any
reduction of Gross Sales due to theft, fire, accident, vandalism, temporary loss
of power, temporary or permanent site closures, changes to site or facility
construction plans, other acts beyond the City’s control, actions within the City’s
control that are taken in the best interests of the public and/or any other taken
in the reasonable exercise of the City’s discretion. Unless otherwise expressly
agreed to in writing by the City, no reduction in Gross Sales attributable to such
factors shall constitute a basis for reducing or renegotiating any annual
commission guarantees, or any other payments to the City.
Records
(a)
(b)
Operator’s Records
For the purpose of ascertaining the amount payable as percentage of
commission payable, the Contractor agrees to maintain, at its expense, accurate
and true records of all sales and revenue collected from the vend equipment and
such records shall be available to the City for inspection for a period of not less
than three (3) years following the end of each operating year. The City’s
representative shall have the right to authorize City employees to examine these
records aforesaid on reasonable notice during regular business hours. The City
agrees to keep confidential all information obtained under this Agreement.
Quarterly Report
The Contractor shall deliver to and review with the City a quarterly report
detailing all
 sales and purchase per facility per reporting period,
 a description of the item sold,
 unit of issue,
 unit price; and,
 quantity sold for the current quarter and year-to-date.
Submission of the quarterly report is to be no later than one month following the three-month
reporting period.
The quarterly reports shall be provided in either electronic format or computer generated
spreadsheets.
RFP No. 1220-30-06-08
39
The Contractor is to interpret and summarize the data contained in the revenue statement and
provide recommendations for improvement, where applicable.
(c)
Annual Report
The Contractor is to provide to the City an audited annual operating statement
showing all revenues related to the snack food vending operation under this
Agreement.
The annual operating statement shall be externally and
independently audited. Such statement will be submitted to the City, no later
than sixty (60) days following the Contractor’s fiscal year end. If such audit shall
disclose a liability for commission payable the Contractor shall promptly pay the
City.
6.
CITY RESPONSIBILITIES
6.1
City Information
The City will, in co-operation with the Contractor, make efforts to make available to the
Contractor information, surveys, and reports which the City has in its files and records that
relate to the Services. The Contractor will review any such material upon which the Contractor
intends to rely and take reasonable steps to determine if that information is complete or
accurate. The Contractor will assume all risks that the information is complete and accurate
and the Contractor will advise the City in writing if in the Contractor’s judgment the information
is deficient or unreliable and undertake such new surveys and investigations as are necessary.
6.2
City Decisions
The City will in a timely manner make all decisions required under this Agreement, examine
documents submitted by the Contractor and respond to all requests for approval made by the
Contractor pursuant to this Agreement.
6.3
Notice of Defect
If the City observes or otherwise becomes aware of any fault or defect in the Services, it may
notify the Contractor, but nothing in this Agreement will be interpreted as giving the City the
obligation to inspect or review the Contractor’s performance of the Services.
7.
INSURANCE AND DAMAGES
7.1
Indemnity
The Contractor will indemnify and save harmless the City and all of its elected and appointed
officials, officers, employees, servants, representatives and agents (collectively the
“Indemnitees”), from and against all claims, demands, causes of action, suits, losses,
damages and costs, liabilities, expenses and judgments (including all actual legal costs) for
damage to or destruction or loss of property, including loss of use, and injury to or death of any
person or persons which any of the Indemnitees incur, suffer or are put to arising out of or in
connection with any failure, breach or non-performance by the Contractor of any obligation of
this Agreement, or any wrongful or negligent act or omission of the Contractor or any employee
or agent of the Contractor.
7.2
Survival of Indemnity
The indemnities described in section 7.1 and 12.3 will survive the termination or completion of
this Agreement and, notwithstanding such termination or completion, will continue in full force
and effect for the benefit of the Indemnitees.
RFP No. 1220-30-06-08
40
7.3
Contractor's Insurance Policies
The Contractor will, without limiting its obligations or liabilities and at its own expense, provide
and maintain throughout this Agreement the following insurance in forms and amounts
acceptable to the City from insurers licensed to conduct business in Canada:
7.4
(a)
commercial general liability insurance on an occurrence basis, in an amount not
less than Five million ($5,000,000) dollars inclusive per occurrence against
death, bodily injury and property damage arising directly or indirectly out of the
provision of the Services by the Contractors, its employees, agents, and subContractors. The insurance policy will be endorsed to add the City as additional
insured and will include cross liability and severability of interests such that the
coverage shall apply in the same manner and to the same extent as though a
separate policy had been issued to each insured. The insurance will include, but
not be limited to: blanket contractual, employees as additional insureds, nonowned automobile, owners and contractors protective liability, contingent
employers liability, personal injury, and where such further risk exists, advertising
liability; and,
(b)
automobile liability insurance on all vehicles owned, operated or licensed in the
name of the Contractor in an amount not less than Three million ($3,000,000)
dollars per occurrence for bodily injury, death and damage to property.
Insurance Requirements
The Contractor will provide the City with evidence of the required insurance prior to the
commencement of this Agreement. Such evidence will be in the form of a completed certificate
of insurance acceptable to the City. The Contractor will, on request from the City, provide
certified copies of all of the Contractor’s insurance policies providing coverage relating to the
Services, including without limitation any professional liability insurance policies. All required
insurance will be endorsed to provide the City with thirty (30) days advance written notice of
cancellation or material change. The Contractor will require and ensure that each subContractor maintain insurance comparable to that required above. The Contractor will be
responsible for deductible amounts under the insurance policies. All of the Contractor's
insurance policies will be primary and not require the sharing of any loss by the City or any
insurer of the City.
7.5
Waiver of Subrogation
The Contractor hereby waives all rights of recourse against the City for loss or damage to the
Contractor's property.
7.6
Additional Insurance
Subject to any specific agreements the City and the Contractor may have reached with respect
to insurance, as may be set out in other provisions of this Agreement, the Contractor will, as
part of the Services, cooperate with the City to obtain additional insurance covering the
Services if the City in its discretion determines that additional insurance is required. The City
may pay the cost of the premiums for any additional insurance.
The Contractor acknowledges that any requirements of the City as to the amount of coverage
under any policy of insurance will not constitute a representation by the City that the amount
required is adequate and the Contractor acknowledges and agrees that the Contractor is solely
responsible for obtaining and maintaining policies of insurance in adequate amounts. The
insurance policy coverage limits shall not be construed as relieving the Contractor from
responsibility for any amounts which may exceed these limits, for which the Contractor may be
legally liable.
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8.
TERMINATION
8.1
By the City
The City may at any time and for any reason by written notice to the Contractor terminate this
Agreement before the completion of all the Services, such notice to be determined by the City
at its sole discretion. Upon receipt of such notice, the Contractor will perform no further
Services other than the work which is reasonably required to terminate the Services and return
the City’s property to the City. Despite any other provision of this Agreement, if the City
terminates this Agreement before the completion of all the Services, the City will pay to the
Contractor all amounts owing under this Agreement for Services provided by the Contractor up
to and including the date of termination, plus reasonable termination costs in the amount as
determined by the City in its sole discretion. Upon payment of such amounts no other or
additional payment will be owed by the City to the Contractor, and, for certainty, no amount will
be owing on account of lost profits relating to the portion of the Services not performed or other
profit opportunities.
8.2
Termination for Cause
The City may terminate this Agreement for cause as follows:
(a)
(b)
If the Contractor is adjudged bankrupt, or makes a general assignment for the
benefit of creditors because of its insolvency, or if a receiver is appointed
because of its insolvency, the City may, without prejudice to any other right or
remedy the City may have, terminate this Agreement by giving the Contractor or
receiver or trustee in bankruptcy written notice; or
If the Contractor is in breach of any term or condition of this Agreement, and
such breach is not remedied to the reasonable satisfaction of the City within 5
days after delivery of written notice from the City to the Contractor, then the City
may, without prejudice to any other right or remedy the City may have, terminate
this Agreement by giving the Contractor further written notice.
If the City terminates this Agreement as provided by this Section, then the City may:
(c)
(d)
(e)
(f)
8.3
enter into contracts, as it in its sole discretion sees fit, with other persons to
complete the Services;
withhold payment of any amount owing to the Contractor under this Agreement
for the performance of the Services;
set-off the total cost of completing the Services incurred by the City against any
amounts owing to the Contractor under this Agreement, and at the completion of
the Services pay to the Contractor any balance remaining; and
if the total cost to complete the Services exceeds the amount owing to the
Contractor, charge the Contractor the balance, which amount the Contractor will
forthwith pay.
Curing Defaults
If the Contractor is in default of any of its obligations under this Agreement, then the City may
without terminating this Agreement, upon 5 days written notice to the Contractor, remedy the
default and set-off all costs and expenses of such remedy against any amounts owing to the
Contractor. Nothing in this Agreement will be interpreted or construed to mean that the City has
any duty or obligation to remedy any default of the Contractor.
RFP No. 1220-30-06-08
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9.
APPLICABLE LAWS, BUILDING CODES AND BY-LAWS
9.1
Applicable Laws
This Agreement will be governed by and construed in accordance with the laws of the Province
of British Columbia. The City and the Contractor accept the jurisdiction of the courts of British
Columbia and agree that any action under this Agreement be brought in such courts.
9.2
Codes and By-Laws
The Contractor will provide the Services in full compliance with all applicable laws, building
codes and regulations.
9.3
Interpretation of Codes
The Contractor will, as a qualified and experienced professional, interpret applicable codes,
laws and regulations applicable to the performance of the Services. If an authority having
jurisdiction imposes an interpretation which the Contractor could not reasonably have verified or
foreseen prior to entering into this Agreement, then the City will pay the additional costs, if any,
of making alterations so as to conform to the required interpretation.
10.
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION
10.1
No Disclosure
Except as provided for by law or otherwise by this Agreement, the Contractor will keep strictly
confidential any information supplied to, obtained by, or which comes to the knowledge of the
Contractor as a result of the performance of the Services and this Agreement, and will not,
without the prior express written consent of the City, publish, release, disclose or permit to be
disclosed any such information to any person or corporation, either before, during or after
termination of this Agreement, except as reasonably required to complete the Services.
10.2
Freedom of Information and Protection of Privacy Act
The Contractor acknowledges that the City is subject to the Freedom of Information and
Protection of Privacy Act of British Columbia and agrees to any disclosure of information by the
City required by law.
10.3
Return of Property
The Contractor agrees to return to the City all of the City’s property at the completion of this
Agreement, including any and all copies or originals of reports provided by the City.
11.
USE OF WORK PRODUCT
The Contractor hereby sells, assigns and transfers to the City the right, title and interest
required for the City to use and receive the benefit of all the reports, drawings, plans, designs,
models, specifications, computer software, concepts, products, designs or processes or other
such work product produced by or resulting from the Services rendered by the Contractor.
12.
WORKERS' COMPENSATION BOARD AND OCCUPATIONAL HEALTH AND
SAFETY
12.1.
The Contractor will, at its own expense, procure and carry full Workers' Compensation
Board coverage for itself and all workers, employees, servants and others engaged in
the supply of the Services. The City has the unfettered right to set off the amount of the
unpaid premiums and assessments for the Workers' Compensation Board coverage
against any monies owing by the City to the Contractor. The City will have the right to
RFP No. 1220-30-06-08
43
withhold payment under this Agreement until the Workers’ Compensation Board
premiums, assessments or penalties in respect of the Services have been paid in full.
12.2
The Contractor will provide the City with the Contractor's Workers’ Compensation Board
registration number and a letter from the Workers’ Compensation Board confirming that
the Contractor is registered in good standing with the Workers’ Compensation Board.
12.3
Without limiting the generality of any other indemnities granted by the Contractor in this
Agreement, the Contractor will indemnify and save harmless the Indemnitees from and
against all claims, demands, causes of action, suits, losses, damages, costs, liabilities,
expenses, judgments, penalties and proceedings (including all actual legal costs) which
any of the Indemnitees incur, suffer or are put to arising out of or in any way related to
unpaid Workers' Compensation Board assessments owing from any person or
corporation engaged in the performance of this Agreement or arising out of or in any
way related to the failure to observe safety rules, regulations and practices of the
Workers' Compensation Board, including penalties levied by the Workers'
Compensation Board.
12.4
The Contractor will ensure compliance with and conform to all health and safety laws,
by-laws or regulations of the Province of British Columbia, including without limitation
the Workers Compensation Act and Regulations pursuant thereto. The Contractor
agrees that it is the “Prime Contractor” for the Services as defined in the Workers
Compensation Act.
12.5
The City may, on twenty-four (24) hours written notice to the Contractor, install devices
or rectify any conditions creating an immediate hazard existing that would be likely to
result in injury to any person. However, in no case will the City be responsible for
ascertaining or discovering, through inspections or review of the operations of the
Contractor or otherwise, any deficiency or immediate hazard.
12.6
The Contractor understands and undertakes to comply with all the Workers’
Compensation Board Occupational Health and Safety Regulations for hazardous
materials and substances, and in particular with the "Workplace Hazardous Materials
Information Systems (WHMIS)" Regulations. All "Material Safety Data Sheets (MSDS)"
will be shipped along with the Goods and any future MSDS updates will be forwarded.
13.
BUSINESS LICENSE
The Contractor will obtain and maintain throughout the term of this Agreement a valid City of
Surrey business license.
14.
DISPUTE RESOLUTION
14.1
Dispute Resolution Procedures
The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising out
of this Agreement or related to this Agreement (“Dispute”) using the dispute resolution
procedures set out in this section 14.
(a)
(b)
Negotiation. The parties will make reasonable efforts to resolve any Dispute by
amicable negotiations and will provide frank, candid and timely disclosure of all
relevant facts, information and documents to facilitate negotiations.
Mediation. If all or any portion of a Dispute cannot be resolved by good faith
negotiations within 30 days, either party may by notice to the other party refer the
matter to mediation. Within 7 days of delivery of the notice, the parties will
mutually appoint a mediator. If the parties fail to agree on the appointment of the
mediator, then either party may apply to the British Columbia International
Commercial Arbitration Centre for appointment of a mediator. The parties will
RFP No. 1220-30-06-08
44
(c)
15.
continue to negotiate in good faith to resolve the Dispute with the assistance of
the mediator. The place of mediation will be Surrey, British Columbia. Each
party will equally bear the costs of the mediator and other out-of-pocket costs,
and each party will bear its own costs of participating in the mediation.
Litigation. If within 90 days of the request for mediation the Dispute is not
settled, or if the mediator advises that there is no reasonable possibility of the
parties reaching a negotiated resolution, then either party may without further
notice commence litigation.
JURISDICTION
Nothing in this Agreement limits or abrogates, or will be deemed to limit or abrogate, the
jurisdiction of the Council of the City in the exercise of its powers, rights or obligations under
any public or private statute, regulation or by-law or other enactment.
16.
CONTRACTOR PERFORMANCE REVIEW
The Contractor’s performance will be evaluated by the City no less than annually on the
following criteria:
(a)
(b)
(c)
17.
Overall financial performance as compared to the previous year’s performance
adjusted for traffic variations. The City expects vending revenues to show
positive growth. Actual figures compared to revenue projections will be
compared to analyze variances.
Severity and volume of customer complaints.
Site reports that include, but are not limited to, cleanliness of the equipment,
assortment of products, the amount of down time and responsiveness to service
calls.
BUSINESS REVIEW & PLANNING
The Contractor agrees to conduct quarterly business review meetings with the Department
Representative, and key stakeholders established as a snack food and beverage vending team.
Meetings would evaluate promotions, pricing, service, equipment and future opportunities,
develop an overall strategic sales and volume build program.
The City’s snack food and beverage vending team reserves the right to approve any strategic
sales and volume building program.
18.
VENDING MACHINE BY-LAW
In accordance with Surrey Business Vending Machine By-law, 1999, No. 13680 the Contractor
agrees that it has all the required permits as required under this By-law.
19.
GENERAL
19.1
Entire Agreement
This Agreement, including the Appendices and any other documents expressly referred to in
this Agreement as being a part of this Agreement, contains the entire agreement of the parties
regarding the provision of the Services and no understandings or agreements, oral or
otherwise, exist between the parties except as expressly set out in this Agreement. This
Agreement supersedes and cancels all previous agreements between the parties relating to the
provision of the Services.
19.2
Amendment
This Agreement may be amended only by agreement in writing, signed by both parties.
RFP No. 1220-30-06-08
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19.3
Survival of Obligations
All of the Contractor's obligations to perform the Services in a professional and proper manner
will survive the termination or completion of this Agreement.
19.4
Cumulative Remedies
The City’s remedies under this Agreement are cumulative and in addition to any right or remedy
which may be available to the City at law or in equity.
19.5
Notices
Any notice, report or other document that either party may be required or may wish to give to
the other must be in writing, unless otherwise provided for, and will be deemed to be validly
given to and received by the addressee, if delivered personally, on the date of such personal
delivery, if delivered by facsimile, on transmission, or if by mail, five calendar days after posting.
The addresses for delivery will be as follows:
The City:
Attention:
The Contractor:
Attention:
19.6
Unenforceability
If any provision of this Agreement is invalid or unenforceable, it will be severed from the
Agreement and will not affect the enforceability or validity of the remaining provisions of the
Agreement.
19.7
Headings
The headings in this Agreement are inserted for convenience of reference only and will not form
part of nor affect the interpretation of this Agreement.
19.8
Singular, Plural and Gender
Wherever the singular, plural, masculine, feminine or neuter is used throughout this Agreement
the same will be construed as meaning the singular, plural, masculine, feminine, neuter or body
corporate where the context so requires.
19.9
Waiver
No waiver by either party of any breach by the other party of any of its covenants, obligations
and agreements will be a waiver of any subsequent breach or of any other covenant, obligation
or agreement, nor will any forbearance to seek a remedy for any breach be a waiver of any
rights and remedies with respect to such or any subsequent breach.
IN WITNESS WHEREOF the parties have duly executed this Agreement on the dates set out
below.
CITY OF SURREY
[CONTRACTOR]
Per: ______________________________
Per: ______________________________
Date: ______________________________
Date: ______________________________
RFP No. 1220-30-06-08
46
SCHEDULE C
FORM OF PROPOSAL
SNACK FOOD VENDING – HEALTHIER CHOICES
REFERENCE No.: 1220-30-06-08
RFP No. 1220-30-06-08
47
SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
SNACK FOOD VENDING – HEALTHIER CHOICES
RFP Reference No.:
1220-30-06-08
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
MANAGER, PURCHASING & PAYMENTS
Finance & Technology Department
Purchasing Section,
City of Surrey,
6645 – 148th Street
Surrey, BC Canada V3X 3A2
Dear Madame:
1.
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, and having full knowledge of the Site, and having fully informed ourselves as
to the intent, difficulties, facilities and local conditions attendant to performing the Services,
submit this Proposal in response to the RFP.
2.
I/We confirm that the following appendices are attached to and form a part of this
Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services); and
Schedule C-4 – Proponent’s Financial Proposal.
3.
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
4.
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 consultant
at the place(s) of the Services has been designated as the “prime consultant”, 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 this ______________ day of _________________________, 2008.
I/We have the authority to bind the Proponent.
__________________________________
(Name of Proponent)
__________________________________
(Signature of Authorized Signing Officer)
__________________________________
(Print Name and Position of Authorized
Signing Officer)
RFP No. 1220-30-06-08
___________________________________
(Name of Proponent)
___________________________________
(Signature of Authorized Signing Officer)
___________________________________
(Print Name and Position of Authorized
Signing Officer)
48
SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
I/We have reviewed the Agreement. If requested by the City, I/We would be prepared
to enter into that Agreement, amended by the following departures (list, if any):
Section
2.
Departure/Alternative
The City of Surrey requires that the successful Proponent have the following in place
before commencing the Services:
a)
b)
c)
d)
e)
Workers’ Compensation Board coverage in good standing and further, if an
“Owner Operator” is involved, personal operator protection (P.O.P.) will be
provided,
Worker’s Compensation Registration Number ___________________________
A Safety program that meets the WCB standards;
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 web site @
www.surrey.ca as City of Surrey Certificate of Insurance Standard Form (search
"revenue and risk");
City of Surrey business license; and
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
3.
Departure/Alternative
I/We offer the following alternates to improve the Services described in the RFP (list, if
any):
Section
RFP No. 1220-30-06-08
Departure/Alternative
49
SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
Briefly summarize the history of your company, including ownership;
Proponent’s relevant experience and qualifications in delivering Services similar to those
required by the RFP;
Identify two (2) accounts no longer serviced (within the last 5 years). Include name and
phone numbers of the contract administrator and state the reasons why they are no
longer being serviced;
State company experience in providing Healthy Food products, including introduction,
education and promotion;
Detail any strategic alliances/affiliations;
Proponents should also provide information on the background and experience of key
personnel proposed in delivering the goods and services; and,
Proponent to 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:
(a)
(b)
(c)
(d)
(e)
(f)
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?
describe the size and scope of the referenced project.
provide the start and completion dates of the project duration, and any relevant
comments.
information on any significant obstacles encountered and overcome for this type
of services.
N.B. The City reserves the right to contact any person(s), agency(ies) or firm(s) not listed as
part of an independent review.
RFP No. 1220-30-06-08
50
SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following:
A.
(i)
(ii)
(iii)
(iv)
B.
(v)
(vi)
(vii)
(viii)
(ix)
(x)
(xi)
(xii)
(xiii)
(xiv)
(xv)
MANAGEMENT AND PERSONNEL
Highlight the main features that distinguish your company from what your competitors
purport to offer. How will these features benefit the City of Surrey?
Identify the professionals who will be directly responsible for signing-off and accepting
relevant liabilities for each part of the project. Provide a description of the work to be
performed by the Proponent's own resources, and work which will be performed by subcontracted organizations;
State any company performance based incentive programs for route personnel; and
Provide examples of financial statements that would be provided (including sales
volume & commission by machines, category and location);
PROGRAM AND SERVICES
Provide a complete list of vending equipment that you propose by facility and floor and
location. Include as a minimum the following information:
(a)
number and type of machine;
(b)
fascia information;
(c)
specifications of each type of machine, including dimensions (include pictures or
illustrations);
(d)
facility vending location comments;
Describe how you would coordinate the removal of existing vending equipment and
installation of proposed;
Provide a complete list of products to be vended through your Proposal (food and
beverage – projected product mix) that meet the Healthy Guidelines that you propose to
launch. Include as a minimum the following information:
(a)
Product category/description;
(b)
Product size;
Provide a sales projection of annual volume/sales growth assumptions based on annual
projected product mix. Separate explanations should be submitted for each type of
sales;
Describe how you would launch the product line and healthy choices;
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;
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;
Describe your marketing and promotion strategies for healthy food and for increasing
sales;
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;
Describe your proactive equipment maintenance. Describe your service response
guarantee for machine breakdown;
Submit information on company promotions – typical calendar of events, number per
year, methods used to advertise promotion, etc.; and,
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51
(xvi)
Proposal shall also include proposed procedures and reports to be used in monitoring
the performance of the vending 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;
C.
ADDITIONAL BENEFITS PROGRAM OF VALUE ADDED (PRODUCTS, GOODS
AND/OR SERVICES BEYOND THOSE DESCRIBED IN SCHEDULE A).
(xvii) Describe new innovative and/or groundbreaking ways your organization would like to
deliver this service. This is a chance for your organization to explore new opportunities
and to challenge the established norms;
(xviii) Describe any value added products, goods, services, programs and/or benefits your
organization is able to provide to the City in connection with the Proposal, despite not
being specifically requested in the RFP; and,
(xix) Describe how such value added products, goods, services, programs and/or benefits will
benefit the City and assist it to meet its objectives. Please attribute a financial value to
such products, goods, and services. Unless otherwise stated, its understood that there
will be no cost to the City for such products, goods and/or services.
RFP No. 1220-30-06-08
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SCHEDULE C-4 – PROPONENTS FINANCIAL PROPOSAL
SNACK FOOD VENDING – HEALTHIER CHOICES REQUEST FOR PROPOSALS
The snack food and beverage vending items have been separated into general categories of snack foods and beverages, however, not all of the snack and beverage food items have been listed in the
descriptions provided below. It is the responsibility of the Proponent to include all vending product offerings below.
Proposals should be designed to provide the maximum financial benefits to the City. The Proponent shall include in its Proposal a vending price structure that will stimulate sales and maximize revenue to the
Proponent and the City. The Proponent must provide a pricing analysis which demonstrates the optimal pricing structure within the City. Proponents should include Proponent’s plan to compensate the City in
each of the categories listed below:
Vendor Response Information Snack Vending.
Product Category/Description
[LIST PRODUCT AND BRAND NAMES]
Package Size
Projected
Annual Sales
Volume (Units)
Vending Machine Price ($/Unit)
Year 1
Year 2
Year 3
Year 4
Year 5
Total
Estimated
Annual
Sales ($)
Rate of
Commission
(%)
City Annual
Commission
City Minimum
Guaranteed
Annual
Commission
Vending
Equipment KW
Consumption
Additional
Incentives
Offered
Choose Most
Choose Sometimes
Choose Least
Not Recommended
N.B. Sales Commission. The Proponent shall state the percentage of the sale of each product that will be paid to the City as a sales commission. The City will not consider Proposals that require
minimum sales as a condition to receiving sales commissions. The Proponent shall state whether it will pay the City a minimum amount per year in sales commissions regardless of sales volumes.
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