THE BOARD OF EDUCATION cafeteria RFP.pdf - Quesnel School ...

THE BOARD OF EDUCATION OF
SCHOOL DISTRICT #28 QUESNEL
REQUEST FOR PROPOSAL (RFP)
FOR
CAFETERIA FOOD SERVICES
CORRELIEU SECONDARY SCHOOL and
QUESNEL JUNIOR SCHOOL
Friday, 2010 May 14
Issued by: The Board of Education of School District #28 Quesnel
Teri Stoneman, Secretary Treasurer
Return Date: Friday, June 11, 2010
SPECIAL NOTE:
This Request for Proposal (RFP) does not obligate The Board of Education of School District #28
Quesnel, or its Trustees, or Correlieu/Quesnel Junior Secondary Schools to award a contract or
complete the proposed service contract and each reserves the right to cancel this RFP if it is
considered to be in its best interest. Proposals must be clear and concise. Proposals that are
difficult to follow or that do not conform to the RFP format or binding specifications may be
rejected. Responding vendors must include the required information called for in this RFP. The
Board of Education reserves the right to reject a proposal if required information is not provided
or is not organized as directed.
The Board of Education also reserves the right to change the evaluation criteria or any other
provision in this RFP by posting notice of the change(s) on School District #28 web site,
www.sd28.bc.ca. For this RFP, posting on the captioned web site above constitutes written
notification to each vendor. Vendors should check the site regularly and are expected to
review information on the site carefully before submitting a final proposal.
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The Board of Education of
School District #28 Quesnel
Request for Proposal – Cafeteria Food Services
TABLE OF CONTENTS
1 General Information
2 Background
3 District Information
4 Terms and Conditions and Requirements of this proposal
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The Board of Education of
School District #28 Quesnel
Request for Proposal – Cafeteria Food Services
1) General Information
The Board of Education of School District #28 invites interested parties to submit sealed
submissions in response to this request for proposal for cafeteria food service at Correlieu
Secondary and Quesnel Junior School.
2) Background
School District No. 28 (Quesnel) serves a community of approximately 27,000 people in
central British Columbia. It is located in the Central Interior of British Columbia at the
confluence of the Quesnel and Fraser Rivers. The district serves a population of 3,500
students and administers an annual operating budget of $36,700,000.
The majority of the general population and student population live along the Fraser River
and Highway 97, which runs north and south through the community. The district also
encompasses the communities of Kersley, Wells, Narcosli, Nazko and Kluskus.
Approximately, 1,640 students are transported daily in twenty-four school buses that run
approximately 4,240 kilometres per day. The average time that students spend on the bus
is forty minutes each way. In the more rural areas, some students ride as long as two
hours and twenty minutes each way.
The community is situated on the traditional lands of the Carrier and Chilcotin Nations.
Including the four resident First Nation Bands, the district serves students from fifty-two
Bands representing more than twenty First Nations and each of the eleven major
Aboriginal language families. This diversity is further enriched by a majority Métis
population representing a blend of numerous Aboriginal and non-Aboriginal ethnicities.
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The Board of Education of
School District #28 Quesnel
Request for Proposal – Cafeteria Food Services
DISTRICT INFORMATION
3) Community Demographics
Quesnel’s population is 9,915 within the municipal boundaries and another
23,000+ people are located within the surrounding service area. (2006 Census)
School District No. 28 Profile
2009-2010 2008-2009
14 elementary schools 14 elementary schools
1 junior school - grade 8 & 9 2 secondary schools
1 secondary school - grades 10–12 1 alternate program
1 alternate program 1 continuing education centre
1 continuing education centre 1 distributed learning school
1 distributed learning school
Students at a Glance
(February 2010 statistics)
(February 2009 statistics)
1881 1999 elementary students
625 junior school students
986 1795 secondary students
177 177 continuing education students
54 68 alternate school students
864 863 Aboriginal students
198 243 ESD/ESL students
142 156 low incidence/high cost students
145 252 high incidence/low cost students
202 206 French Immersion students
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The Board of Education of
School District #28 Quesnel
Request for Proposal – Cafeteria Food Services
4) Terms, Conditions and Requirements of the Bid
1. All cafeteria food sales must comply with the Ministries of Health and Education
guidelines (currently, this is defined by the Guidelines for Food and Beverage
Sales in BC Schools, 2007 Update). This document is available upon request.
2. The term of the contract is 3 years, with a possible 2 year extension provided it is
mutually agreeable by both parties.
3. Food Services to be provided from approximately 8:00 am to 3:00 pm on each
day that students are in session. Presently, lunch break is from 11:45 am to 12:30
pm. These times may change occasionally and services may also be provided at
other mutually agreed upon times.
4. The vendor must maintain comprehensive general liability protection (minimum
$1,000,000) at each site, while the contract for food services is in force to cover
the use of the property. The successful vendor hereto further agrees to furnish a
certificate confirming that such protection is in force at each site, should it be
requested by the Board of Education or its officers.
5. The vendor must obtain criminal background checks for all employees employed
by the vendor. These background checks must be available should they be
requested by The Board of Education or its officers.
6. Food items and disposable serving items, as needed, will be obtained by the
vendor. The cost of these items will be paid for by the vendor, who will keep an
inventory separate from any other items sold independently by each school.
7. Submissions will include sample menu items and suggested pricing for each
school. Items and pricing should be “student focused.”
8. The vendor shall have access to the concession kitchens for preparation of food
and routine cleaning of the kitchen during school hours. The schools retain the
right to have access to these facilities at their own discretion.
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The Board of Education of
School District #28 Quesnel
Request for Proposal – Cafeteria Food Services
4.) Terms, Conditions and Requirements of the Bid (continued)
9. For the duration of the contract the repairs for any damage to equipment in the
kitchen areas of the concession, while in use by the vendor, shall be the
responsibility of the vendor.
10. Projected revenue and expense statement for each of the three years covered by
the term of the contract must be provided. This includes a statement of profit
margin sharing ratio with the District or a stated fixed daily rental fee that would
go to the District for use of the facilities.
11. It is a requirement of the Board of Education that the vendor employ adults with
special needs from within the community. The Board of Education feels strongly
that this role is important in the community, therefore it is expected that the
vendor will employ students and adults with special needs in a staff mix ratio of at
least 40%. A proposed staffing plan must be submitted with the RFP to
demonstrate compliance. Further, the vendor agrees to provide opportunities for
work experience programs for students with special needs whom attend Correlieu
Secondary School or Quesnel Junior School.
12. In an effort to reduce the Board of Education’s carbon footprint, any bid
submission that incorporates the use of “green” or “environmentally friendly”
packaging or introduces a composting plan will receive additional scoring points
in the weighting of the RFP.
13. The proposal must include a letter of introduction and expression of interest,
which identifies the vendors operating philosophy, level of community
involvement and commitment to education.
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