REQUEST FOR PROPOSAL FOR THE CONTRACT TO PROVIDE FOOD SERVICES FOR THE SUNDRIDGE-STRONG-JOLY ARENA & HALL SNACK BAR For the period from award (Tentatively October 1, 2016 or sooner) through and including July 31, 2017 Submissions can be sent to SSJ Arena, Box 240, Sundridge, ON., P0A 1Z0. Questions and clarifications can be emailed to mylespepin@bellnet.ca or call Myles at (705)384-5571.
TABLE OF CONTENTS Section 1. INTRODUCTION AND BACKGROUND Section 2. SCOPE OF SERVICE Section 3. KEY DATES FOR PROPOSAL Section 4. MINIMUM REQUIREMENTS OF FOOD SERVICE PROVIDER Section 5. RESPONSIBILITIES OF THE SSJ Arena & Hall Section 6. OTHER FACTORS Section 7. TERMINATION Section 8. PROPOSAL SUBMISSION REQUIREMENTS Appendix A List of SSJ Arena owned snack bar equipment Appendix B RFP Cover Sheet
1) INTRODUCTION AND BACKGROUND The Sundridge-Strong-Joly Arena & Hall is run by a joint committee with operational expenses shared by all three municipalities. The Arena and Hall is located in the Village of Sundridge, 14 Albert St. N. The building was constructed in 1978. This facility consists of an ice surface and community centre with a hall and fully operational kitchen. The SSJ Arena is looking to rent out their Food Booth. 2) SCOPE OF SERVICE A snack bar style food service. The hours of operation are to be during arena recreational scheduled events. The snack bar may also be open for special events as required. 3) KEY DATES FOR PROPOSAL This RFP is dated August 4, 2016. To allow prospective vendors the opportunity to inspect the existing snack-bar facilities, you may contact the Arena Manager, Myles Pepin, at (705)384-5571 to set up a mutually agreed upon time. Proposals in a Clearly Marked Sealed Envelope are due no later than 12 pm (noon) EST on August 31, 2016. Proposals will be evaluated at the regularly scheduled SSJ Arena meeting on September 7 at 5:30 p.m. A decision will be made on or about September 7, 2016. Once the candidate is selected, the contract will be signed no later than September 13, 2016. 4) MINIMUM REQUIREMENTS OF FOOD SERVICE PROVIDER Equipment The Food Service Provider, at its own expense, shall provide and maintain any additional equipment that is required above the existing equipment in the snack bar space. A list of existing equipment is included in Appendix A. Purchase of Additional Equipment If, during the Contract Term, the Food Services Provider decides that purchases of additional equipment or other improvements to the facilities are necessary, the cost of such additional purchased equipment or improvements shall be borne by the Food Services Provider. Ownership of the new equipment will remain with the Food Service Provider. Utilities The Food Services Provider shall have free access to the existing utilities (water, electricity) available in the snack bar area. The Food Services Provider will be responsible for providing their own access to the telephone and other systems as may be required to facilitate electronic
communications for the purposes of providing the Service and charges for these services will be the responsibility of the Food Service Provider. Other Supplies The Food Services Provider shall provide consumable supplies (which includes but is not limited to: takeout containers, napkins, straws, stir sticks, disposable coffee cups and lids, etc.) and small expendable equipment (including pots, pans and additional needed kitchen utensils, cleaning and maintenance equipment, etc.) as may be required to provide the Service and to equip the snack bar space. Maintenance and Repairs The Food Services Provider, at its own cost, shall maintain, repair and/or replace the Food Service Provider owned equipment located at the snack bar during the Term. Compliance with Laws The Food Services Provider shall comply with all Applicable Law in the management and provision of Services, including all such laws relating to health and safety and food safety. Licenses and Permits The Food Services Provider shall obtain and maintain all licenses and permits it requires to enable it to operate a Seasonal Restaurant, including health permits as required and ensuring that staff have the requisite training in relevant courses to provide service to the public, the costs of which will be borne by the Food Services Provider. Signage The Food Services Provider shall install signage (subject to approval by the SSJ Arena & Hall Committee) clearly identifying themselves as the operator of the snack bar. Menus and pricing are to be clearly displayed to the public. Cleaning and Housekeeping Food Services Provider The Food Services Provider shall be responsible for cleaning and housekeeping in the snack bar area, including all work surfaces, refrigerated space and equipment. The Food Services Provider shall be responsible for ensuring that all waste and recycling stations are kept tidy during business hours. The level of cleanliness is to be consistent with current industry best practices and health and safety regulations. For further clarity, the expectations are that the Food Services Provider will ensure that: - Fixtures, surfaces and appliances are substantially free of grease, dirt, dust, deposits, marks, stains and cobwebs; - Electrical and cooking fixtures and appliances are kept free from signs of use or non-use; - When cleaning food preparation areas, fixtures or appliances, the requirements of the Hazard Analysis Critical Control Points (HACCP) Standards must be satisfied; - Refrigerators/freezers are clean and free of ice build-up. Procurement of Supplies The Food Services Provider shall purchase all food, supplies, merchandise required to run the snack bar at their own expense.
License Fee The Food Services Provider shall pay to the SSJ Arena & Hall (Myles Pepin) a monthly license fee as outlined in the accepted proposal. This license fee is payable in monthly installments on the first day of each calendar month. Collection of Taxes In connection with the management of Services, the Food Services Provider shall collect and remit all sales taxes as required by any Governmental Authority, including goods and services tax, harmonized sales tax and retail sales tax as required by Applicable Law. Insurance The Food Services Provider shall maintain comprehensive general liability insurance, with a minimum of $2,000,000. The Food Services Provider shall provide the SSJ Arena & Hall (Myles Pepin) with a certificate of insurance. The Food Services Provider shall be responsible for maintaining insurance on equipment and appliances brought onto the premises. Also, if applicable, a current WSIB clearance certificate must be provided. 5) RESPONSIBILITIES OF THE SSJ Arena & Hall Access to Food Booth The SSJ Arena will provide the Food Services Provider with access to the Food Booth during scheduled event hours. SSJ Arena owned equipment The SSJ Arena will be responsible for all repairs to the SSJ Arena supplied equipment, provided that the damage is not the result of deliberate or malicious intent. 6) TERMINATION/RENEWAL Both parties may terminate the agreement with a minimum of 30 days notice. At the expiry of the contract, the SSJ Arena Committee has the option to renew/negotiate the term of the contract with the existing company without tendering. 7) PROPOSAL SUBMISSION REQUIREMENTS Cover Letter (Appendix B)
Appendix A List of existing snack bar equipment Proponents to verify equipment and condition at open house prior to submitting their proposal. Chest Freezer Refrigerator Pop Cooler Microwave Coffee maker Assorted small utensils Cash register
Appendix B RFP Cover Page SUNDRIDGE-STRONG-JOLY ARENA & HALL P.O. BOX 240 SUNDRIDGE, ON P0A 1Z0 Please ensure that this sheet is at the top of the Request for proposal submission Project Name: SSJ Arena & Hall Food Services Contract Company Name: Company Address: We, the undersigned, having reviewed the Request for Proposal documents for the above named project and hereby offer to rent the Food Booth for the following amount: Rental of Food Booth $ per term of the contract. $ HST $ Total Signatures: Name/Title of Authorized Signing Officer Date: Signature of Authorized Signing Officer Contact Number: