Schedule C – FORM OF PROPOSAL

RFP Project Title:INSTALLATION AND OPERATION OF
SNACK FOOD VENDINGMACHINES

RFP Reference No.:1220-030-2014-006

Legal Name of Proponent:

Contact Person and Title:

Business Address:

Telephone:

Fax:

E-Mail Address:

TO:

City Representative: Richard D. Oppelt, Purchasing Manager

Address:Surrey City Hall

Finance & Technology Department – Purchasing Section

Reception Counter, 5th Floor West

13450 – 104 Avenue, Surrey, B.C. Canada V3T 1V8

Email for PDF Files:

Dear Sir:

1.0I/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 posted on the City Website and BC Bid Website, and having full knowledge of the Goods and Services required, and having fully informed ourselves as to the intent, difficulties, facilities and local conditions attendant to performing the Goods and Services, submit this Proposal in response to the RFP.

2.0I/We confirm having full knowledge that the City reserves the right to divide up the Goods and Services by type of work, or other basis as the City may decide, and to select one or more Preferred Proponents to enter into discussions with the City for one or more agreements to perform a portion or portions of the Goods and Services.

3.0I/We confirm that the following schedules 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);

Schedule C-4 – Proponent's Technical Proposal (Time Schedule); and

Schedule C-5 – Proponent’s Financial Proposal.

4.0I/We confirm that this proposal is accurate and true to best of my/our knowledge.

5.0I/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 contractor at the place(s) of the Services has been designated as the “prime contractor”, 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 by this [day] day of [month],[year].

I/We have the authority to bind the Proponent.

______
(Legal Name of Proponent)
______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory) / ______
(Signature of Authorized Signatory)
______
(Print Name and Position of Authorized Signatory)

SCHEDULE C-1 - STATEMENT OF DEPARTURES

1.I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City, I/we would be prepared to enter into that Contract, amended by the following departures (list, if any):

SectionRequested Departure(s) / Alternative(s)

______

______

2.The City of Surrey requires that the successful Proponent have the following in place before commencing the Services:

a)Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is involved, personal operator protection (P.O.P.) will be provided,

Workers' Compensation Registration Number ______;

b)Prime Contractor qualified coordinator is Name:______and Contact Number:______;

c)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 Website at seeStandard Certificate of Insurance.

d)City of Surrey business license;

e)If the Proponent's Goods and Services are subject to GST, the Proponent's GST Number is______; and

f)If the Proponent is a company, 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):

SectionRequested Departure(s) / Alternative(s)

______

3.I/We offer the following alternates to improve the Services described in the RFP (list, if any):

SectionRequested Departure(s) / Alternative(s)

______

______

4.The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3 of this Schedule C1 will not form part of the Contract unless and until the City agrees to them in writing by initialling or otherwise specifically consenting in writing to be bound by any of them.

SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES

Proponents should provide information on the following (use the spaces provided and/or attach additional pages, if necessary):

(i)Location of primary business, branch locations, background, stability, structure of the Proponent and number of years the business has been operational;

(ii)Describe your relevant experience and qualifications in delivering Services similar to those required by the RFP including approximate total volume of snack food vending machine services performed for the past five years;

(iii)State your ability to provide the Services. Describe your experience in providing healthy food products, including introduction, education and promotion strategies;

(iv)Describe your equipment servicing resources, capability and capacity, as relevant;

(v)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. The City's preference is to have a minimum of three references.

(a)name of client organization

(b)reference contact information

(i)name

(ii)phone number

(iii)email address

(c)how long has the organization been a client of the Proponent?

(vi)Provide information on the background and experience of all key personnel proposed to undertake the Services (use the spaces provided and/or attach additional pages, if necessary):

Key Personnel

Name:

Experience:

Dates:

Project Name:

Responsibility:

Dates:

Project Name:

Responsibility:

Dates:

Project Name:

Responsibility:

Sub-Contractors

(vii)Proponents should provide the following information on the background and experience of all sub-contractors proposed to undertake a portion of the Goods and Services (use the spaces provided and/or attach additional pages, if necessary):

DESCRIPTION OF SERVICES / SUB-CONTRACTORS NAME / YEARS OF WORKING WITH PROPONENT / TELEPHONE NUMBER AND EMAIL

SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)

Proponents should provide the following that illustrates how the Proponent will complete the scope of Services, manage the Services, and accomplish required objectives within the City’s schedule as specified in this RFP (use the spaces provided and/or attach additional pages, if necessary):

  1. Business Plan

(i)Provide a description of your proposed business plan;

(ii)Address how Goods and Services could be provided after City’s normal business hours.

  1. Equipment

(i)Provide a list of vending machines that you are proposing. Include as a minimum, the following information:

a.number and type of machine; and

b.specifications of each type of machine, including dimensions(include pictures or illustrations);

(ii)Provide detailed specifications information for each model and make of equipment, including brochures indicating:

  1. power supply requirements
  2. plumbing requirements
  3. overall dimensions
  4. capacity of equipment
  1. Products, Including Healthy Options

Vending Machines should dispense nationally known products and local preferences. Include information relating to your proposal, healthy snack food options.

(i)Provide a proposed list of products to be vended (food and beverage – projected product mix) that meet the Healthy Guidelines. Include as a minimum the following information:

  1. Product category/description;
  2. Product size; and
  3. Retail price.

(ii)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;

(iii)Describe your marketing and promotion strategies for healthy food and for increasing sales;

(iv)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; and

  1. Implementation/Transition Plan

(i)Provide a description of your proposed implementation/transition plan. Provide a detailed start-up including proposed time frames and resources. The start-up plan must ensure smooth transition with minimal disruption to City’s operations;

(ii)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;

(iii)Proposal should also include proposed procedures and reports to be used in monitoring the performance of the vending machine operation on an ongoing basis. Address the following topics, but Proponents are free to suggest additional measures:

  1. Recording, verifying and reporting revenue;
  2. Sales activity and projections;
  3. Marketing/promoting activity; and

(iv)Describe how you would coordinate the removal of existing vending equipment with the incumbent provider and installation of your proposed new vending equipment;

  1. Customer Service

(i)Provide a narrative of your customer service philosophy and how this would complement the City’s objective with respect to service and performance;

(ii)Health and Wellness Plan: Describe your proposal for improvements to nutrition and health and wellness programs;

(iii)Describe how you will address/respond to customer requests and complaints. How is customer feedback is monitored; and

(iv)On-call service: Describe how you are going to provide on-call services as described in Schedule A – section 9.1.

  1. Service Requirements

(iii)Describe how you will provide Full Service of machines as described in Schedule A – section 9.2;

(iv)Describe in detail the install process of equipment and what is required; include information on what the City’s responsibilities may be;

(v)Describe in detail your maintenance plan as it relates to the proposed equipment. Include your service response guarantee for machine breakdown;

(vi)Provide details of your proposed quality assurance program regarding equipment performance and overall condition. Include a sample audit report; and

(vii)In reference to coffee brews, how often are brew check audits performed.

SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (TIME SCHEDULE)

Proponents should provide an estimated schedule, with major item descriptions and timelinesindicating a commitment to perform the Contract within the time specified (use the spaces provided and/or attach additional pages, if necessary).

MILESTONE DATES ______

ACTIVITY / SCHEDULE (in weeks)
1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10

SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL

Proponents shall complete and submit Table1 in similarformat below. The Proposal must provide the Proponent’s revenue forecast for the term of the Contract based on the initial number of vending machines over the term of the Contract. Any additional machines added to the Contract during the term of the Contract will result in an adjustment to the Annual Guaranteed Minimum as agreed to in writing between the parties. (use the spaces provided and/or attach additional pages, if necessary).

The Proponent is to submit a detailed explanation of their proposed revenue sharing arrangement with the City. Examples include monthly revenue payments to the City calculated as a percentage of gross receipts for the month.

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SCHEDULE C-5, FINANCIAL PROPOSAL

INSTALLATION AND OPERATION OF SNACK FOOD VENDING MACHINES – RFP #1220-030-2014-006

TABLE 1

Product Category/Description
(List Product and Brand Names) / Package Size / Projected Annual Sales Volume (Units) / Vending Machine Price ($/Unit) / Total Estimated Annual Sales ($) / Rate of Commission
(%) / City Annual Commission / City Minimum Guaranteed Annual Commission / Additional Incentive Offered
Year 1 / Year 2 / Year 3 / Year 4 / Year 5
Sell Most
Sell Sometimes
Do Not Sell

Installation and Operation of Snack Food Vending Machines, RFP No. 1220-030-2014 -006Page 1 of 50