STRAIT REGIONAL SCHOOL BOARD REQUEST FOR PROPOSAL CAFETERIA/FOOD SERVICES

Transcription

1 STRAIT REGIONAL SCHOOL BOARD REQUEST FOR PROPOSAL CAFETERIA/FOOD SERVICES Closing Date: June 24, 2015 Closing Time: 2:00 p.m. Opening Time: 2:30 p.m. Closing Location: 16 Cemetery Road, Port Hastings, NS Department Contact: Shirley A. Hart Phone: IF CONFLICTING INFORMATION OCCURS BETWEEN THIS PAGE AND THE REMAINDER OF THE DOCUMENT, THIS PAGE IS CONSIDERED TO BE CORRECT.

2 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE The Strait Regional School Board has a continuing role to play in the nutritional needs of the students in their jurisdiction in compliance with the current Food and Nutrition Policy for Nova Scotia Public Schools. The Board will be accepting Proposals from all interested parties for the provision of food services for our schools (list provided). The provision of service to ALL sites will be awarded to ONE Contractor. PURPOSE OF CONTRACT This proposal shall be for food services which shall include the preparation and service of lunches and such other items of food and beverage as shall be required by the Board. A daily healthy meal at an affordable price will be an integral part of this provision. The provision of food service shall not interfere with Breakfast Programs in schools where they exist. Service provided shall not exclude various student or staff groups from fund raising or offering a special occasion provision of food, i.e. food sale. Service providers will be given ample notice of upcoming events. The successful company shall provide standards of operation, management and support services of the best quality available in the institutional food service industry. TERM OF CONTRACT The proposed contract will be for a period of three (3) years. The Board reserves the option to extend this contract for two years. Either party may, at any time, terminate the agreement on ninety (90) days prior written notice. If, at any time, the selected food service provider is deemed to be unsatisfactory for reasons of nonperformance, the Board shall have the right to terminate the existing contract immediately with no additional costs to the Board. Having exercised this right, the Board may then commence negotiations with a new provider.

3 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE NUTRITION The Food and Nutrition Policy for Nova Scotia Public Schools is intended to increase access to and enjoyment of health promoting, safe and affordable food and beverages served and sold in Nova Scotia public schools. The objective is to make the healthy food and beverage choice the easy choice in the school setting. Food services providers must comply with the current standards for foods and beverages as set out by this policy. The Food and Beverage Standards for Nova Scotia Public Schools may be accessed through Interested vendors are encouraged to purchase local, when and where reasonably possible. RESPONSIBILITIES OF THE CONTRACTOR 1. Health.1 Acquire all required permits and licenses for the operation of the cafeteria at the Contractors expense..2 Daily cleaning in the food preparation, food serving and general kitchen areas, including all equipment, floors and counters. The premises, equipment and facility shall be maintained throughout the contract period in a condition satisfactory to the Strait Regional School Board administration and in compliance with provincial and local sanitation and environmental codes..3 Observe the program for the recycling and composting of waste as per the procedures at each school and the Strait Regional School board Waste Management Policy, Section VIII-A-3..4 The Contractor will work with the school administration, as necessary, to address any food allergy concerns. 2. Employees.1 Hiring, training and supervision of all cafeteria employees..2 Ensure that employees have attended Safe Food Handling training..3 Ensure that employees receive Standard First Aid and WHMIS training..4 Ensure that Criminal Record checks and Child Abuse Registry checks are provided on each employee to comply with the Recruitment, Hiring & Retention of Employees Policy, Section V-A-2, Section of the Strait Regional School Board..5 Provide a sufficient number of employees to ensure all cafeteria patrons are served within the school-established lunch breaks.

4 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE.6 Provide proof of coverage under the Workers Compensation Act..7 Provide uniforms for all employees..8 All supervisors should be trained in advanced food service training..9 Be aware of and comply with the Fire Safety Plan and Occupational Health and Safety guidelines, as per each school. 3. Other.1 Ensure attendance at committee meetings regarding food service, when requested. Food service provider must comply with specific individual school requests to improve the nutrition and quality of the foods provided and/or removal of foods that are not in compliance with the Food and Nutrition Policy for Nova Scotia Public Schools..2 A safe, pleasant environment for eating should be provided. Attractive food displays of Healthy Choices and placement of food menu posters through the cafeteria should be promoted. Good nutritional food choices only should be displayed near the cash registers. 4. Special Events.1 Contractor will be given first consideration for the provision of catering to special events, as required by the School. Proposed services will be expected to be competitive with other catering services in price, serving size and quality. In the event the Contractor declines the event, the School reserves the right to select other catering services for such events at their own discretion..2 Contractor shall provide opportunities for students to receive hands-on experience in food preparation and delivery. 5. Insurance.1 Contractor shall, at its own expense, maintain for the term of the Contract commercial general liability insurance against claims for personal injury and property damage, including product, non-owned automobile and contractual liability insurance for a minimum of $2,000,000 in respect to any one accident or occurrence and shall provide a Certificate of insurance to the Strait Regional School Board, evidencing same..2 Contractor shall provide adequate fire and theft insurance to cover its supplies and property, including money which may, at any time, be on the school premises.

5 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE 6. Equipment.1 Provide maintenance to all equipment supplied by the Contractor..2 Provide telephone service for the cafeteria staff. 7. Business.1 The successful Company shall maintain, at all times during the term of the contract, full and complete records of all operations performed by it, including all purchasing invoices, payroll records and cash register tapes used in the facilities..2 The successful Company will be expected to submit financial statements, by location, to the Strait Regional School Board on an annual basis.

6 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE RESPONSIBILITIES OF THE BOARD 1. Provide gas, electricity and water required for the provision of food service. 2. Be responsible for repairs and maintenance to equipment owned by the Board. 3. Provide an area for storage of garbage and removal of garbage from this area. 4. Daily removal of all garbage from cafeteria to the Board-designated storage area. 5. Provision of custodial services for routine cleaning of floors, walls, windows, etc. with the exception of the kitchen and food preparation area, where all cleaning will be the responsibility of the successful Contractor. Cleaning of all walls, lights, windows, drapes and floor stripping and waxing will be conducted on school breaks. 6. Clearing and cleaning of dining room tables and chairs after each meal served and the removal of debris and garbage from the dining room floor. 7. Making the food service provider aware of any changes of policy of the School Board with regard to child safety, etc. INVENTORY The successful Company shall acknowledge receipt of certain supplies set forth in a joint inventory. The successful Company shall acknowledge receipt of china, glassware, flatware, silverware, kitchenware, trays, utensils and other small wares set forth under joint inventory. The successful Company is solely responsible for maintaining the inventory levels of these items and the replacement of lost or damaged items. The Strait Regional School Board will provide furniture, fixtures and equipment owned by it and used by the successful Company in the facilities provided. Ownership of all property furnished by the Strait Regional School Board shall remain with the school.

7 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE CAFETERIA EQUIPMENT The current food service provider supplies specialized equipment at their expense. A list of equipment provided and owned by the current Contractor is attached as Appendix 1. SITE VISITATION INFORMATION Proponents will be expected to visit sites to familiarize themselves with existing facilities. At present, the Strait Regional School Board has seventeen (17) cafeterias. Interested proponents may contact school Principals to arrange a site visit to the facility. The list of schools, showing statistics as of June, 2015, is attached as Appendix 2.

8 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE PROPOSAL SUBMISSION Proposal Call 1. Proponents are asked to submit 3 copies of a signed and dated proposal before 2: 00 p.m., June 24, 2015, to the Strait Regional School Board office at 16 Cemetery Road, Port Hastings, NS. 2. Proponents are solely responsible for the delivery of their proposal in the manner and time prescribed. Proposals submitted after the above time shall be returned to the proponent unopened. Availability 1. Proposal documents are made available only for the purpose of obtaining offers for this project. Their use does not confer a license or grant for other purposes. 2. Upon receipt of the documents, verify that documents are complete. Notify the Board upon finding discrepancies or omissions. 3. Direct questions to Shirley Hart, Manager of Purchasing, Duration of Offer 1. Proposals shall remain open to acceptance and shall be irrevocable for a period of sixty (60) days after the bid closing date. Acceptance of Offer 1. The Board reserves the right to reject any or all offers or to accept any proposal deemed to be in the best interest of the Board. 2. After acceptance by the Board, the successful Proponent shall be notified in writing of acceptance of offer. 3. Unsuccessful proponents will be notified of successful bid.

9 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE Vendors submitting proposals must include all of the following in their submissions: 1. Menus and Prices.1 Detailed price/portion list for all food items/categories.2 A sample 2-week cyclical menu plan..3 Actual portion-size control chart to be used by cafeteria staff..4 Details of a daily Healthy Meal, including milk, are to be provided. Pricing for this meal is not to exceed $4.50 for elementary and middle schools and $5.50 for high schools. Pricing will be held for the first two (2) years of contract, at which time it will be revisited. Price increases will not exceed one time per year unless unusual circumstances should arise. All pricing changes are subject to review with the School Board. Vendor will be expected to work with Principals in cases of a unique situation. 2. Breakfast Program A general awareness exists that students have an increasing need for access to food. Breakfast programs, staffed by volunteers, presently exist in some of our sites and additional programs may be implemented in the future for other of our schools. Provide details of how you see your Company assisting in this capacity. 3. Financial Statements Prior to award, Contractors may be asked to provide the most recent year-end financial statement. 4. Financial Rebate 1. The contractor shall pay to the individual school a rebate computed as a percentage of total cafeteria sales at each school. 2. The contractor s intention to provide other forms of financial rebates or assistance to be used at the school s discretions shall be outlined in the proposal. 5. REFERENCE

10 Proposals must include at least two references with knowledge of the proponent s recent experience in the food service industry. Each reference must include a contact name and current phone number. STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE 6. Recycling Providers shall abide by the rules and regulations set out for solid-waste management by each municipal unit. Providers must provide due diligence to the practices of recycling and composting through the provision of recyclable or environmentally-friendly materials. In areas where composting is available, the Contractor will be expected to comply. Provide your company s initiatives in this area.

11 STRAIT REGIONAL SCHOOL BOARD RFP FOOD SERVICE EVALUATION CRITERIA Proposals will be evaluated based on the bidder s ability to meet all requirements of this RFP. The following criteria will be considered: 50% Menus and Prices: A complete list of the food, portion size and prices, including a fourweek cyclical menu plan. This list must include a Healthy Meal choice, including milk, with pricing for same. 20% Promotion of Nutrition: A focus on the promotion and education on the selection of nutritious meals and snacks. 10% References: Two references with knowledge of the proponent s experience in the food service industry, preferable in the public school sector. 10% Financial Rebate: The proponent s rebate plan for the term of the agreement. 10% Recycling: The proponent s ability to provide biodegradable materials and compliance with the municipal and provincial guidelines.

12 APPENDIX 1 Equipment provided by Chartwells that will remain the property of Chartwells SAERC Revised May Cash Register Sharp ER 420 $ Proofer /Warmer $ Pizza Warmer $ D630 Laptop & Printer $ Microwave $ Snack Machine $ One Fax Machine $ Milk Vending Machine (Scotsburn) Pepsi vending machine (Pepsi) East Richmond Education Centre 1 Cash Register Sharp ER 420 $ Proofer /Warmer $ Cambro Cashier Stand $ Computer / Printer $ Pastry Cabinet with Dome lids $ Black Baskets Assorted Smallwares to run our programs

13 71407 Whycocomagh Education Centre Cash Register Sharp ER 420 $ Bakery Display Case $ Cash register Stands $ Deep Freeze $ One Desktop computer and Printer $ Assorted Smallwares to run our programs Loaned (Scotsburn) 1 Deep freeze Inverness Academy 1 Cash register Sharp 420 $ Convection Oven $ Metro Proofer Warmer $ Heat lamp $ Menu Board $ Single Pastry Cabinet $ Bakers rack $ D630 Laptop with Printer $ Deep Freeze $ Assorted Small wares to run our programs Loaned 1 Single Display Fridge (Scotsburn)

14 71409 Fanning Education Centre 1 ER Sharp 420 Cash Register $ Proofer Warmer $ Utitily Cart $ Heat lamp $ Bakers rack with cover $ Cart $ Soup kettle $ Meat slicer $ Menu Board $ Laptop Computer/Printer $ Assorted Smallwares to run our programs. Loaned 1 Deep freeze (Scotsburn) 1 Small Cookie Pastry Cabinet Chedabucto Education Centre / Academy 1 ER 420 Cash Register $ Proofer/Warmer $ Bakers Rack with cover $ Pastry Cabinet $ Snack center with bill validator $ Deep Freeze $500.00

15 1 Desktop computer with Multifunction Centre $ Assorted Smallwares to run our programs Mulgrave Memorial Education Centre 1 ER sharp 420 Cash register $ Convection Oven / Warmer $ well steam table $ Pizza warmer $ Microwave $ Bunnomatic Coffee Machines $ cup coffee urns $ Heat lamps $ Menu board $ Pastry Cabinet $ Bakers Rack $ Soup Kettle2 $ Soup Stand with 2 kettles $ Shafing Dishes $ Slicer $ Laptop D630 with Printer $ Assorted Smallwares to run our programs Loaned 1 Deep Freeze (Scotsburn) 1 Display Fridges (Scotsburn) 1 Small Cookie Pastry Cabinet

16 71416 St. Mary s Academy 1 Sharp 420 Cash register $ Snack Machine $ Proofer/Warmer $ Pizza Display $ cup coffee Urn $ Meat slicer $ Bakers Rack $ Microwave $ Laptop D630 with Printer $ Assorted Smallwares to run our programs Loaned 2 Display Fridges (Scotsburn) 1 Display Fridge (Coca Cola) 1 Deep freeze (Scotsburn) 1 Small Cookie Pastry Cabinet Assorted Smallwares to run our programs

17 71418 Dr. JH Gillis Regional High School 1 Sharp UP 700 Cash Register (not in Use) $ Sharp ER 420 Cash Registers $ Snack Machine $ Snack Machine with bill validator $ Double Pastry Cabinets $ Panini Grill $ Desk $ Bakers Racks $ Laptop D630 with Printer $ Assorted Smallwares to run our programs Loaned: 1 Pour trough coffee Machine (Nestle) 4 Single Display Fridges (Pepsi) 1 Milk Machine, Vending (Scotsburn) St. Andrew Junior School 1 Sharp ER420 Cash Register $ Proofer/Warmer $ Pizza Display Cabinet $ Snack Centre with Validator $

18 1 Pastry Cabinet $ Heat Lamps $ Soup Kettle $ Bakers Racks $ Coffee Urns 100 cup-brown $ Chafing Dishes $ Coffee Machine (pour through) $ Laptop D630 with Printer $ Assorted Smallwares to run our programs Loaned 1 Display Fridge (Scotsburn) 1 Display Fridge (Pepsi) Antigonish Education Centre 1 Sharp ER 420 Cash Register $ Proofer / Warmer $ Cambro Cash Stand $ Menu Board $ Single Pastry Cabinet $ Cup Coffee Urns $ Chafing dishes $ Bakers Rack $ Laptop D630 with Printer $ Cambro Insulated Tray Transport $ Assorted Smallwares to run our programs. Loaned:

19 1 Double Display Fridge (Scotsburn) 1 Deep Freeze (Scotsburn) Bayview Education Centre 1 Sharp ER 420 Cash Register $ Proofer / Warmer $ Cash Stand $ Bakers Rack with cover $ Tier cart $ tier cart $ Soup Kettle $ Balanced Choice cooler $ Laptop D630 with Printer $ Pastry Cabinet $ Assorted Smallwares to run our programs Loaned 1 Chest Freezer (Scotsburn) 1 Display Fridge (Scotsburn) Dalbrae Academy 1 Sharp ER 420 Cash Register $ Sharp ER 320 Cash Register $ Snack machine without Validator $ Proofer / Warmer $ Pizza Merchandiser $

20 1 Microwave $ Soup Kettle $ Bakers Rack with cover $ Chafing Dishes $ cup Coffee Urns $ Chest Freezer $ Heat lamp $ Balanced Choice Cooler $ Desk Top computer with multicentre $ Assorted smallwares to run our programs Loaned: 1 Single Display Fridge (Pepsi) 1 Milk Vending machine (Scotsburn) 1 Debit Machines (Rented) East Antigonish Education Centre / Academy 1 Sharp ER 420 Cash Register $ Snack Centre with Validator $ Proofer / Warmer $ Cambro Cashier Stand $ cup Coffee Urns $ Menu Board $ Bakers Rack with cover $ Stainless Steel Work Table $500.00

21 1 Heat lamp $ Soup Kettle $ Balanced Choice cooler $ Laptop D630 with Printer $ Assorted Smallwares to run our programs Loaned: 1 Double Display Fridge (Scotsburn) 1 Chest Freezer (Scotsburn) 1 Pepsi Single Cooler Richmond Academy 2 Sharp ER 420 Cash Register $ Snack Machines with Validators $ Proofer/Warmer $ Pizza Warmer $ Bakers Rack with Cover $ Pastry Cabinet $ Chafing Racks $ cup Coffee Urn $ Balanced Choice Cooler $ Desk Top computer with multicentre Printer $ Assorted Smallwares to run our programs. Loaned: 1 Double Door Display Fridge (Scotsburn)

22 1 Chest Freezer (Scotsburn) 1 Milk Vending Machine (Scotsburn) Tamarac Education Centre 1 Sharp ER 420 Cash Register $ Snack Centre with Validator $ Pizza Warmer $ Proofer / Warmer $ Bakers Rack with Cover $ Double Pastry Cabinet $ Chafing dishes $ Cup Coffee Urns $ Balanced choice Cooler $ Laptop D630 with Printer $ Assorted Smallwares to run our programs Loaned: 1 Chest Freezer (Scotsburn) 1 Double Door Display Fridge (Scotsburn) 1 Milk Vending Machine (Scotsburn) Cape Breton Highlands Education Centre/Academy 1 Sharp ER 420 Cash Register $ Snack Centre with Validator $ Proofer / Warmer $ Bakers Rack with Cover $350.00

23 1 Menu Board $ Chafing Dishes $ Pastry Cabinet $ Heat lamps $ Soup Kettle $ D630 Lap top with Printer $ Assorted Smallwares to run our programs. Loaned: 1 Deep Freeze (Scotsburn) 1 Single Display Fridge (Scotsburn) 1 Ice Cream Freezer (Scotsburn) Milk Vending (Scotsburn) Pepsi vending machine

24 SCHOOL PRINCIPAL PHONE ADDRESS GRADES STUDENT #'S Antigonish Education Centre April Weaver Appleseed Drive, Antigonish, NS P Bayview Education Centre Melanie MacDonald Company Road, Port Hood, NS P Cape Breton Highlands Acad/Ed Centre Peter Goosens Cabot Trail Terre Noire, NS P Chedabuco Place Paul Long Green Street, Guysborough, NS P Dalbrae Academy Kevin Walker Route 19, Mabou, NS * Dr. J.H. Gillis Regional High Gerard Ryan Braemore Avenue, Antigonish, NS * East Antigonish Acad/Ed Centre Janice Gough Route 4, Monastery, NS P East Richmond Education Centre Tanya Carter Pepperell Street, St. Peter's, NS P Fanning Ed Centre/Canso Academy Jeff George Tickle Road, Hazel Hill, Guys. Co., NS P Inverness Ed Centre/Academy Bernadette Campbell Veterans Memorial Court, Inverness, NS P Mulgrave Memorial Education Centre Sonya Sauve Murray Street, Mulgrave, NS P-8 66 Richmond Ed Centre/Academy Lois Landry Whiteside Road, Louisdale, NS P SAERC Shaun MacDonald Pitt Street, Port Hawkesbury, NS * St. Andrew Junior School Kirk Johnstone Appleseed Drive, Antigonish, NS P St. Mary's Academy/Ed Centre Jack MacDonald Old Road Hill, Sherbrooke, NS P Tamarac Education Centre Chuck Boudreau Tamarac Drive, Port Hawkesbury, NS P Whycocomagh Education Centre Ann Whalley Norman MacLeod Road, Whycocomagh, NS P-8 175

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