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RFP--Study to Support the Implementation of the “Fuelling Healthy Bodies” Pilot Project, Healthy Living Niagara

Thorold, Ontario
Deadline August 1, 2013

Intent / Purpose

Healthy Living Niagara (HLN) is accepting proposals from a consultant, or team of consultants, to develop a process and associated resources to support the pilot phase of the “Fuelling Healthy Bodies” project to introduce healthier food and beverage options in arena concessions.  The pilot phase is the final step in determining the feasibility of making policy changes to ensure healthier food and beverage options are made available in arena concessions.

Background

HLN is made up of community partners who aim to make it easier for people in Niagara to live safe, healthy, active lives.  Via funding provided through the Ministry of Health and Long Term Care (MOHLTC), HLN is seeking a consultant for this project. For more information about Healthy Living Niagara, visit www.healthylivingniagara.com.   

The “Fuelling Healthy Bodies” pilot project aims to create supportive environments that make the healthy choice the easier choice.

In the first quarter of 2012, HLN hired a consulting group to conduct an assessment of the food environment in Niagara’s municipally owned arenas.  Municipalities that were interested in a follow-up to this study were later approached to participate in a further assessment which included:

  • Surveys online and in four municipal arenas to assess patron purchasing behaviours and demand for healthier food and beverage options; and
  • Food samplings based on the requested food/beverage items identified in the surveys.

The results of both the survey and food samplings will inform the food items that will be introduced as regular menu items during the pilot phase of the project.  The cost of the food items introduced during this pilot phase will be funded by HLN.  

In fall 2012, HLN hired a consultant to develop promotional materials which will be used to support the implementation of the pilot phase of the project.  These materials will provide a streamlined look for all project communications.  

Project Scope and Deliverables

Deliverables – Working with HLN and Niagara Region Public Health staff, the consultant will develop a project plan with associated resources for the implementation of the pilot phase of the “Fuelling Healthy Bodies” initiative.  The deliverables of this contract include the following:

  • Administer a survey or conduct interviews with concession owners/operators to identify specifics about the operations of the business (revenues, sales tracking procedures, equipment/concession floor plan etc.).  This information will be used to identify the specific needs of the arena concessions and shape the development of the project plan which the consultant will develop.
  • Identify coaching/training needs related to the improvement of business operations and develop a set of recommendations to address the apparent gaps.
  • Develop a toolkit for municipal staff, concession owners/operators and HLN partners to support the implementation of the project plan, including:
    • Guiding principles, roles and responsibilities of municipal staff, concession owners/operators and HLN throughout the pilot.
    • Recommendations about product selection, pricing, placement, and promotion (based on results of previously conducted research).
    • A method/tool to facilitate tracking of healthier food and beverage sales.  This tracking method/tool will be used by HLN to analyze sales data and identify potential impact on reported revenues.  These results will be used to support the case for incorporating healthier foods and beverages as regular menu items.
  • The consultant may need to develop more than one toolkit to ensure that the supporting resources are tailored to meet the unique needs of each arena concession.
  • The toolkit materials shall be written using HLN’s style guide.
  • The consultant will present final draft materials to HLN representatives during the week of September 9th, 2013.
  • The consultant may be required to present the resources to municipal staff and arena concession owners/operators alongside HLN representatives in Fall 2013.

Timelines

August 2013-September 2013 // Task

  • August 1st, 2013 // Deadline for proposal submissions (at 11:59 p.m.)
  • Week of August 5th, 2013 // Proposals will be evaluated and companies will be contacted for interviews
  • August 9th, 2013 // Contract awarded
  • Week of August 26th, 2013 // Check-point meeting
  • Week of September 9th, 2013 // Consultant will present draft materials to HLN representatives
  • September 20th, 2013 // All work will be completed and transferred to HLN

It is anticipated that the deliverables of this project will take approximately six weeks to complete, from the date the contract is signed.  Bidders shall prepare their proposed work plans and schedules accordingly.  Bidders must allow sufficient review time for draft and final materials, including reports, and the preparation, printing, and distribution of those materials in their schedule.  

Restrictions

  • Transfer of ownership of all resources and materials created must be made to HLN at the end of the contract.
  • HLN is not obligated to accept any contract bid submitted.
  • Contingent on final MOHLTC grant approval, timelines may need to be adjusted accordingly.

Submission Requirements

Proposals will be accepted via email at hln@niagararegion.ca until August 1st, 2013 at 11:59 p.m. Only bidders who are granted interviews will be notified.

Bidders shall:

  • The font used shall not be smaller than 11 point font and the page size shall be 8.5” by 11”.
  • Include a clear description of how they will complete the work outlined in this RFP within the defined schedule.
  • Provide a detailed work plan and project schedule identifying all major components of the study, their start and end dates and the key consultant team members who will be involved in those components.
  • Provide a description of the consultant team including any sub-consultants, outlining the responsibilities of each team member and clearly identifying the lead consultant.  For each team member, a two page CV shall be attached in an appendix to the submission, outlining their relevant experience and qualifications as they relate to this study.  The submission shall also include a summary of the amount of time each member of the team will dedicate to this project.
  • Identify any perceived conflict of interest.
  • Identify time, resources, data and materials that are expected to be provided by HLN partners including working group members.
  • Provide a detailed cost of each major activity identified in the proposal.  This breakdown shall include the time and cost for each team member involved in that activity, whether they are prime consultants or sub-consultants, and shall also identify any disbursements, and their costs, associated with each activity.

The consultant for this project will be selected based on:

  • Demonstrated skills and experience in working with small business consultants in the food industry.
  • Demonstrated experience with the four P’s of Marketing (product, placement, pricing, promotion).
  • Demonstrated experience creating sales tracking systems.
  • Capacity to meet the needs outlined in the deliverables section of this RFP.
  • Ability to meet all expectations with an allotted budget and timeline.

Budget

This contract is not to exceed $6,000 (plus HST) including all related expenses. Consultants may suggest enhancements to deliverables that could be made pending available additional funds. HLN is not responsible for costs incurred in the preparation of any submissions.

Additional Information

Once the agreement is signed, it may be terminated by either party within seven days if it is determined that either party has failed to perform its obligations pursuant to the agreement.

Payment for the services provided, as outlined in this RFP, will not be received until each party is mutually satisfied with the product.

For more information email hln@niagararegion.ca

Due Thursday August 1st, 2013 at 11:59 p.m., applications will be accepted by e-mail