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RFP--Identification and review of municipal recreation centre food service programs and resources, Simcoe Muskoka District Health Unit

1.0    Introduction

The Simcoe Muskoka District Health Unit is committed to excellence in
promoting and protecting health, and preventing disease and injury. Our
goal is to work with individuals, families, communities and agencies to
achieve optimal health through the delivery of programs and services.

The Simcoe Muskoka District Health Unit has partnered with the
Nutrition Resource Center (NRC) at the Ontario Public Health
Association and is leading the investigation of healthy eating programs
and services in municipal recreation facilities.  

2.0 Project Specifications

2.1 Task Overview

The Simcoe Muskoka District Health Unit is inviting proposals for the
identification and review of municipal recreation centre food service
programs and resources. Proposals shall include method for data
collection, workplan and costs for the following deliverables described
below:

  • Review of existing recreation centre food service programs that exist outside and within Ontario.  
  • Documentation and summary of how food services are managed in
    recreation centres, who they are managed by, what types of foods are
    available, whether there are any nutrition standards incorporated into
    supplier Request For Proposals (RFPs); and if there are any organized
    promotional programs designed to encourage healthy eating.
  • Progress reports and documentation of the process.

2.2 Task Specifications

The deliverables for this project are

  • An interim report on the scan of what exists outside and within
    Ontario and a summary to date of how food services are managed in
    recreation centres by March 27, 2006.
  • A final report on the scan of what exists outside and within
    Ontario by April 24, 2006 with a full summary of how food services are
    managed in recreation centres, who they are managed by, what types of
    foods are available, whether there are any nutrition standards
    incorporated into supplier Request For Proposals (RFPs); and if there
    are any organized promotional programs designed to encourage healthy
    eating.

3.0    Instructions to Respondents

3.1    Proposal Delivery

Proposals should be submitted electronically on or before March 3, 2006, at 4:30 p.m. to

Renée Allen, Nutrition Consultant
Chronic Disease Prevention, Healthy Lifestyle Program
Simcoe Muskoka District Health Unit
Tel: (705) 721-7330 x7325
renee.allen@smdhu.org

3.2     Pricing

Respondents shall include in the proposal a detailed listing of all
costs inclusive of all labour, materials, equipment, travel,
accommodations, meals, parking, and incidental costs that will be
incurred by the respondent in the performance of this service.

The Proposal shall include a cost breakdown for each component of the proposal.

Where applicable, Provincial Sales Tax (PST) must be stated separately
from the product.  Good and Services Tax (GST) is applicable to
the requirements of this proposal and is to be stipulated separately in
the quotes price.

3.3    References

The respondent shall provide at least three (3) references of clients
for whom the similar services have been successfully implemented.
Information is required supporting the respondents ability to provide
timely response and service to the health unit over the period of the
contract. It must be possible to contact these clients should the
health unit choose to. Each reference should include

  • Contact name, position, and telephone number
  • A description of the produce and service provided.

3.4    Cancellation of Request for Proposal

The Simcoe Muskoka District Health Unit reserves the right to cancel
this Request for Proposal (RFP) at any time without penalty or cost to
it. The RFP and resulting Proposal are not considered a commitment by
the Simcoe Muskoka District Health Unit to enter into any contract.

3.5    Terms of Proposal Submission

The Simcoe Muskoka District Health Unit reserves the right to retain
all Proposals submitted and to use any ideas contained in a Proposal
regardless of whether the Proposal is selected. There will be no
payment to respondents for work related to and materials supplied in
the preparation, presentation, evaluation and negotiation of the RFP
process.

The terms and conditions of the Proposal offer shall remain firm and
open for acceptance by the health unit for one hundred and twenty (30)
days from the date of Proposal closing.

3.6     Character and Employment of Workers

The successful respondent shall employ only orderly, competent and
skillful employees to ensure that the services are carried out in a
respectable manner.

In the event that any person employed by the successful respondent in
connection with the service arising out of this Proposal gives, in the
opinion of the Simcoe Muskoka District Health Unit just cause for
complaint, the successful respondent upon notification by the Health
Unit in writing, shall not permit such person to continue in any future
service arising out of this Proposal.

3.7    Confidentiality

All correspondence, documentation and information provided by the
Simcoe Muskoka District Health Unit to any respondent in connection
with this, or arising our of, this RFP and /or acceptance of any
Proposal(s)

  • remains the property of the Simcoe Muskoka District Health Unit
  • must be treated as confidential
  • must not be used for any other purpose than replying to this RFP. And for fulfillment of any subsequent contracts.

3.8 Freedom of Information

All correspondence, documentation and information provided by the
Simcoe Muskoka District Health Unit to any respondents in connection
with, or arising out of, this RFP and /or acceptance of any Proposal(s)

  • remains the property of the Simcoe Muskoka District Health Unit;
  • must be treated as confidential;
  • must not be used for any purpose other than replying to this RFP, and for fulfillment of any subsequent contracts.

3.9 Requirement for Contract

The successful respondent will be required to enter into a contract
with the Simcoe Muskoka District Health Unit meeting the expenditure
limits and required terms and conditions set by the health unit as well
being in form and content satisfactory to the health unit.

3.11 Extra Work

No work shall be regarded as extra work, unless it is ordered in
writing by the Simcoe Muskoka District Health Unit and with the agreed
price for the same specified in said order, provided said price is not
otherwise determined by this Award. The statement of cost of extra work
shall be made within thirty (30) days after the completion of said
extra work.

3.12 Ownership

The successful respondent is acting as an agent of the Simcoe Muskoka
District Health Unit in the provision of the services outlined in this
RFP. All information and material acquired or prepared by or for the
successful respondent pursuant to this Agreement shall be the sole
property of the Ontario Public Health Agency, both during and following
the terms of this Agreement unless material used has been previously
published or is in the public domain, in which case the references will
be cited to the appropriate sources. Simcoe Muskoka District Health
Unit will have unrestricted use of the above data.

3.12 Payment

The normal terms of payment for the Simcoe Muskoka District Health Unit will be Net Thirty (30) days from receipt of invoice.

4.0    Proposal Evaluation

Neither the lowest nor any proposal shall necessarily be accepted. The
acceptance of a proposal will be contingent upon an acceptable record
of ability and will be determined by, however, but not limited to, the
following considerations:

  • best value for the Simcoe Muskoka District Health Unit
  • record of performance, ability and experience including references
  • compliance with the RFP submission requirements and work schedule.