REQUEST FOR PROPOSALS - Trent University

1 REQUEST FOR PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 55 Thornton Road South, Oshawa, Ontario, L1J 5Y1 CLOSING DATE: June 6, 2014 CLOSING TIME: 3:30 local time CLOSING LOCATION: Trent University Purchasing Office Blackburn Hall 1600 West Bank Drive Peterborough ON K9J 7B8 PURCHASI NG SERVI CES 1600 Wes t Bank Driv e Pet erborough, ON Canada K9J 7B8 Telephone (705) 748-1217 Facsimile (705) 748-1140 REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 1 Contents PART 1 - INTRODUCTION .. 2 Invitation to Proponents .. 2 Term and Type of Contract .. 2 No Guarantee of Volume of Work .. 2 Agreement on Internal Trade .. 3 PART 2 PROCESS AND SCHEDULE .. 4 Issuance of RFP Documents and Registration to Participate .. 4 Schedule .. 4 Site Meeting .. 4 Questions During the proposal Process .. 4 Submission Requirements.

2 5 Short List of Respondents and Presentations .. 5 Evaluation Criteria .. 5 Procurement Process Non-binding .. 6 No Contract A and No Claims .. 6 No Contract until Execution of Written Agreement .. 7 Non-binding Price Estimates .. 7 Disqualification for Misrepresentation .. 7 References and Past Performance .. 7 PART 3 THE DELIVERABLES .. 8 Description of Deliverables .. 8 Designated Areas and Services .. 8 Exclusions from Contract .. 8 Operational Details Caf .. 8 Facility Renewal Plan .. 9 Point of Sales .. 10 Human Resources .. 10 Rights & Responsibilities of the Parties .. 11 PART 4 MANAGEMENT MODEL & FINANCIAL RETURN TO THE University .. 17 General .. 17 References .. 17 Submission Requirements .. 17 APPENDIX A DRAWINGS OF FOOD SERVICE SPACE .. 18 APPENDIX B - Draft Form of Agreement .. 19 REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 2 PART 1 - INTRODUCTION Invitation to Proponents This REQUEST for PROPOSALS ( RPF ) is an invitation by the Trent University (the University ) to prospective proponents to submit PROPOSALS for the provision of Food Service Operation of the Trent Oshawa campus caf (the Caf ).

3 The operation will provide food service to the daily activities of the Trent University Oshawa campus and will have the non-exclusive opportunity to provide catering to functions held on campus. Trent University s Oshawa campus is located at 55 Thornton Road South, Oshawa, Ontario. The campus has over 1000 students, staff and faculty. In addition to students and faculty, the University staff members also provide a market for food and beverage. The food preparation and delivery area is 476 sq. ft. the seating area is 1257 sq. ft. for a total of 1733 square feet. Please see Appendix A (Drawings of Food Service Space). For the purposes of this procurement process, the University Contact shall be: Purchasing Services Email Term and Type of Contract The agreement will commence September 1, 2014 and terminate on April 30, 2019. It is anticipated that the agreement will be executed on or around June 30, 2014. The parties will complete a Services Agreement substantially similar to the one provided in Appendix B.

4 Either party may terminate this agreement, for any reason, by providing the other party 90 days written notice. To facilitate any required renovations or modifications to the space, the successful respondent will have access to the caf space on August 1, 2014. Site visits prior to this date to be arranged. *Respondents are required to provide a statement that they have read the proposed Services Agreement and accept the terms OR identify any areas where they are not compliant. No Guarantee of Volume of Work The University makes no guarantee of the value, or volume of work to be assigned to the successful proponent. REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 3 Agreement on Internal Trade Proponents should note that procurements falling within the scope of Chapter 5 of the Agreement on Internal Trade are subject to that chapter but that the rights and obligations of the parties shall be governed by the specific terms of each particular tender call.

5 For further reference, please see the Internal Trade Secretariat website at [End of Part 1] REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 4 PART 2 PROCESS AND SCHEDULE Issuance of RFP Documents and Registration to Participate REQUEST for proposal documents can be downloaded from: Upon review of the RFP documents, Proponents who intend to proceed with submitting a proposal are required to register with Purchasing Services no later than 4:30 pm May 12, 2014, by sending an e-mail to detailing the company name and the name of the people (max 2) who will be attending the site tour. Only those respondents who have submitted the required notice will be allowed to attend the site meeting and will receive any updates or addenda to the RFP process. Schedule The RFP process will be conducted according to the following schedule. Trent reserves the right to modify the process and schedule as events warrant.

6 RFP Issued May 6, 2014 Registration due May 12, 2014, 4:30 pm Mandatory Site Visit May 13, 2014, 9:00 am Last date for questions May 20, 2014 Last date for Trent to reply to questions May 27, 2014 RFP Submission Date, June 6, 2014, 3:00 pm Review of PROPOSALS June 9 - 13, 2014 Identify short list respondents June 13, 2014 Short list interviews (if required) Week of June 16, 2014 Award date June 20, 2014 Site development work begins June 21, 2014 First day of operations September 2, 2014 Trent University reserves the right to cancel this RFP at any time. Site Meeting A mandatory site meeting is scheduled for May 13, 2014 at 9:00 at the Trent in Oshawa campus in the caf area. Proponents are asked to restrict the number of representatives attending on their behalf to two (2) people. The meeting will include an overview of the RFP; an overview of the drawings and function of the food services space; and a question and answer period. Questions During the proposal Process Any questions that arise during the Site Meeting will be recorded and answered after the meeting.

7 Any questions which arise after the site meeting are to be submitted by the Proponent, by e-mail, to the Manager of Purchasing. All questions and the related answer will be shared will all Proponents on the web site: REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 5 Respondents are advised to check the web site regularly. Submission Requirements Respondents are required to submit their proposal , no later than 3:30 , June 6, 2014, to: Lorraine Hayes Purchasing Manager Trent University Blackburn Hall 1600 West Bank Drive Peterborough ON K9J 7B8 Each respondent is required to submit: one signed original and three copies of their proposal . Submission requirements are identified in the document in italics and are summarized in section PROPOSALS are to be submitted in a sealed envelope cleared marked: RFP #2014-05-162LH RFP-Food Service Operation Oshawa Campus of Trent University PROPOSALS that are received after the deadline will be rejected and not given further consideration.

8 Short List of Respondents and Presentations Using the criteria outlined below, a short list of up to five respondents will be developed, based on the highest five scores with scores greater than 65 points. Short listed proponents may be asked to provide a presentation to the Evaluation Committee at a mutually agreed upon date and time during the week of June 16th, to demonstrate the Proponent s ability to provide quality food service. Evaluation Criteria PROPOSALS will be evaluated by a committee made of University and student representatives and scored according to the table below. REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 6 Item Points Operating Plan Menu diversity including vegetarian/vegan, ethnic, fair trade and organic options Retail prices Commitment to operating hours as outlined 25 Facility Development Plan Extent of renovations required to offer proposed menu.

9 With a plan that improves the foodservice experience while minimizing the extent of renovations required receiving a higher score in this section How the proposed redevelopment supports the proposed menu and operating plan 15 Experience Demonstrated experience in foodservice References 10 Human Resources Proposed managers experience Commitment to student employment Training plan 15 Presentation Each short listed respondents presentation will be evaluated 10 Financial Plan Return to the University 25 Total Points 100 The University will enter into negotiations with the proponent with the highest score following the presentations. If the parties are not able to come to an agreement, the University will begin negotiations with the proponent with the next highest score. If the highest score result in a tie between two or more respondents, the selection of a lead proponent will be decided by a drawing of names. Procurement Process Non-binding No Contract A and No Claims The procurement process is not intended to create and shall not create a formal legally binding bidding process and shall instead be governed by the law applicable to direct commercial negotiations.

10 For greater certainty and without limitation: (a) the RFP shall not give rise to any Contract A based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and (b) neither the proponent nor the University shall have the right to make any breach of contract, tort or other claims against the other with respect to the award of a contract, failure to award a contract or failure to honour a response to the RFP. REQUEST for PROPOSALS RFP #2014-05-162LH Food Service Operation Oshawa Campus of Trent University 7 No Contract until Execution of Written Agreement The RFP process is intended to identify prospective vendors for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service shall be created between the proponent and the University by the RFP process until the successful negotiation and execution of a written agreement for the acquisition of such goods and/or services.