REQUEST FOR PROPOSAL: HEALTHY VENDING MACHINE Okotoks Recreation Centre 99 Okotoks Drive
Town of Okotoks Municipal Centre 5 Elizabeth Street Okotoks, AB T1S 1K1 Project Name: Healthy Vending Machine Request for Proposal Issuance Date: Monday, October 20, 2014 Closing Date: Friday, October 31, 2014 at 2:00 p.m. local time Request for Proposal Healthy Vending Machine INTRODUCTION The Town of Okotoks is seeking proposals for a service provider to provide, install, operate, service an automatic, coin-operated vending machine and related equipment and materials for the provision and dispensing of quality, healthy-option food products at the Okotoks Recreation Centre, 99 Okotoks Drive, Okotoks, Alberta. SCOPE OF WORK The successful contractor will be required to provide one automatic, coin-operated, healthy-food vending machine and related equipment and materials at the Okotoks Recreation Centre (ORC). The vending machine will be located in the lobby area of the ORC. The Town 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. In the interest of ensuring a positive experience for all of our facility patrons, including employees, the Town wishes to implement a healthy vending food and beverage services program that provides: a) choices that will more closely align, over time, with the recommendations of the Alberta Nutrition Guidelines for Children and Youth A Childcare, School and Recreation/Community Centre Resource Manual as prepared by the Alberta Health and Wellness, Healthy Living Branch; b) a range of choices of healthier snack food vending items and a focus on serving the needs of a variety of visitors; c) a product offering that includes contemporary and nutritious items which are client focused; d) strategic placement of the vending machine to minimize any negative impact on sales; e) competitive pricing that is affordable and competitive to market pricing; f) a pleasing product presentation that displays healthiest options at eye-level; and, advertising display signage on vending machines which reflects healthier RFP for Healthy Vending Machine Page 1 of 8
choices, including connecting sports and academic excellence with healthy eating. The Town s goal is to provide its patrons and employees throughout ORC with a variety of snack food products that are creative, value for money and of the highest possible quality. All respondents are expected to provide a quotation on the above requirements and scope of work. Respondents may recommend alternatives for consideration in their submissions. Any alternatives shall clearly be marked as alternative. Unless otherwise specified, the proposal shall include all items necessary to complete the work. A completed job is required pursuant of the terms of this contract; therefore, any labour, material equipment, overhead, profits, incidental items, and associated taxes not specifically mentioned but necessary for completeness, will be considered incidental to the work, and no separate or additional payment will be made. SUBMISSION REQUIREMENTS The selected firm must: be capable of offering 365 day / 24-hour emergency service; ensure machines are replenished as needed, with minimum services once per week; provide routine cleaning and preventative maintenance schedules intended to assure an attractive appearance of vending equipment. The RFP must include the following criteria: 1. Letter of interest. This letter shall be on corporate letterhead and signed by a legally recognized official of the organization. 2. Specific details of proposed equipment, proposed installation procedures and proposed maintenance procedures. 3. Relevant corporate experience with similar projects. Please include a list of relevant projects, with accompanying narrative. 4. Resumes of key personnel. 5. Pricing/schedule of costs: Respondents shall provide a schedule of costs for carrying out this project. 6. Proposed schedule: Respondents shall provide a proposed schedule for carrying out and maintaining this project. 7. References: Please provide at least three references from similar projects. 8. Warrantee: Please provide specific warrantees offered 9. Specific proposed healthy foods, which will be stocked in the vending machines and associated retail costs. 10. Proponents must fill out schedule: (a) Vending Information sheet. (b) Vending payment method to the Town of Okotoks 11. Proof of current Town of Okotoks Business License. 12. Proof of Insurance. RFP for Healthy Vending Machine Page 2 of 8
EVALUATION CRITERIA The Town of Okotoks will review and rank each response according to the technical criteria listed below: 1. Relevant corporate experience (10 points) 2. Approach (10 points) 3. Proposed Business Plan (20) 4. Product and Services (30) 5. Proposed equipment and installation plan (20 points) After technical criteria are evaluated, an award will be made to the most responsive proposal, considering both technical factors and price. The highest-ranked respondents may be requested to appear for an interview. DEADLINE FOR SUBMISSION Responses are due by 2:00 p.m. on October 31, 2014. Respondents must include one copy of the response. Vendor responses must be submitted in a sealed envelope/package clearly marked on the outside with the title of the Request for Proposal and the respondent s name, address, and telephone number. Responses should be addressed to: Town of Okotoks Lloyd Smith Recreation Facilities Team Leader PO Box 20, Station Main 5 Elizabeth Street Okotoks, Alberta, T1S 1K1 Late or incomplete proposals will not be accepted. RFP for Healthy Vending Machine Page 3 of 8
Schedule (a) Vending Information Sheet Product Description Retail Price 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. RFP for Healthy Vending Machine Page 4 of 8
Schedule (b) Proposed Payment to the Town of Okotoks Okotoks Recreation Centre Healthy Vending Machine Monthly Fixed amount Incremental Payment % of Sales RFP for Healthy Vending Machine Page 5 of 8
CONTACT INFORMATION Questions regarding this request for proposal are to be directed to: Lloyd Smith, Recreation Team Leader Phone: 403.938.8959 Email: lsmith@okotoks.ca Inquiries should be made no later than 7 days before Closing Time. The Town 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 Town. All Proponents are encouraged to schedule and attend a site meeting in order to understand the proposed vending machine placement and operation. GENERAL CONDITIONS Respondent s submission in response to the RFP shall constitute acceptance by the Respondent of the terms and conditions of the RFP. Respondents are required to examine the RFP pertaining to the services requested. Failure to do so will be at the Respondent s own risk. It is assumed that the Respondent has made full investigation so as to be fully informed of the extent and character of the services requested and of the requirements of the specifications. No warranty is made or implied as to the information contained in the RFP, specifications, or instructions. All expenses incurred in the preparation and submission in response to the RFP shall be borne by the Respondent. The respondent agrees to comply with relevant and applicable laws and regulations, including ROIP. The Town of Okotoks reserves the right to cancel this RFP, or to reject, in whole or in part, any and all submissions received in response to this RFP, upon its determination that such cancellation or rejection is in the best interest of the Town. The Town of Okotoks further reserves the right to waive any informality in any submissions received, if it will be in the best interest to do so. The decision as to who shall receive a contract award, or whether or not an award shall be made as a result of this RFP, shall be at the sole and absolute discretion of the Town of Okotoks. The Town of Okotoks further reserves the right to negotiate with the next-highest ranked Respondents in the event the Town of Okotoks cannot successfully enter into an agreement with the highest-ranked Respondent. The Town of shall, prior to award, determine the form, scope, cost and terms of the contract. The Town of Okotoks reserves the right to contact only the successful Respondent. The Respondent s failure to provide accurate information in response to this RFP shall disqualify the Respondent from further participation in the selection process. A RFP for Healthy Vending Machine Page 6 of 8
submission may be corrected, modified, or withdrawn, provided that the correction, modification, or request for withdrawal is made by the Respondent in writing and is received by the Town of Okotoks prior to the date and time designated in the RFP for receipt and submissions. After such date and time the Respondent may not change any provision of its submission in a manner prejudicial to the interests of the Town of Okotoks or fair competition. RFP for Healthy Vending Machine Page 7 of 8