RFP-Caterer for Committee Lunches

THE CORPORATION OF THE TOWN OF SOUTH BRUCE PENINSULA
REQUEST FOR PROPOSAL
CATERING COMMITTEE OF THE WHOLE

The Corporation of the Town of South Bruce Peninsula is seeking proposals from
caterers/restaurants that are interested in providing lunch to the Committee of the Whole.
The Committee of the Whole meets on average two times (Mondays) per month, with
thirteen (13) persons in attendance.

Detailed requirements to assist consultants in the preparation of the RFP are available on
the Town of South Bruce Peninsula website www.southbrucepeninsula.com

All inquiries regarding this RFP must be directed to Rhonda Cook, Clerk.

Proposals must be returned in a sealed envelope clearly marked "Proposal - Catering
Committee of the Whole" addressed to:

Town of South Bruce Peninsula
Attention: Rhonda Cook
315 George Street, PO Box 310
Wiarton ON NOH2TO
519-534-1400

Proposals must be received at the Clerk's Department no later than 4:30 pm on
Wednesday January 16,2008.

The Town of South Bruce Peninsula reserves the right not to accept the lowest or any
proposal.

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REQUEST FOR PROPOSAL
LUNCH CATERING
CLOSING DATE: FRIDAY DECEMBER 21,2007

Introduction/Intent

The Council of the Corporation of the Town of South Bruce Peninsula is seeking proposals from
caterers/restaurants that are interested in providing lunch to the Committee of the Whole. The
Committee of the Whole meets on average two times (Mondays) per month, with thirteen (13)
persons in attendance.

Schedule of Events

RFP issue date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. December 11, 2007
Proposal submission deadline ..January 16, 20078
Award of contract To be Determined

Questions and Responses

The Town of South Bruce Peninsula contact, for the purpose of this RFP shall be:

Rhonda Cook, Clerk
Phone 519-534-1400 ext 121
Fax 519-534-4976
e-mail:sbpen@bmts.com

Should revisions become necessary to any part of the RFP, the revisions will be provided to all
potential respondents.

Specific Conditions/Requirements

1. The meal is to be prepared off-site.
2. The meal is to be delivered to 315 George Street at 11:45 a.m. on specified Mondays.
3. Proposals shall include a cost per meal or a total price per day. Costs are to be inclusive
(travel time, gas, etc. should all be accounted for in your cost.) The Town of South Bruce
Peninsula will not be responsible for any costs incurred by a respondent in preparing,
submitting, nor for any other costs which are incurred relating to the RFP submission.
4. Meals shall include nutritious options, which provide for, at minimum, 'i4of the daily-
recommended intake from each of the four food groups and will include all condiments
necessary to make each meal.
5. Invoices will be submitted at the time of delivery and will be submitted for approval at -
the next available Council meeting with payment to follow thereafter.
Submission Requirements:

Respondents are responsible for the proper delivery of their submission. Requests for
extensions of time will not be granted. Any submissions or modifications and additions
to the submissions received after the closing date and time will not be considered and will
be returned to the respondent. No facsimile or electronically submitted responses to the
RFP will be accepted.

The respondents will make the following information/documents available to the Town:

. Two copies of the final proposal.
. Identification of the person who will act as the designated liaison.
. Address and Phone number of location at which food will be prepared.
. A detailed description of the meal planes)
. A detailed cost estimate for the proposed meals.
. Three references including contact name and phone number.

Rhonda Cook, Clerk
Town of South Bruce Peninsula
315 George Street, PO Box 310
Wiarton ON NOH2TO

NO LATER THAN WEDNESDAY JANUARY 16,2008 @ 4:30 PM LOCAL TIME

Respondents must also ensure that all submissions clearly indicate "Proposal -
Catering Committee of the Whole" on external packaging. In addition, when making
inquiries, be sure to quote the "RFP" reference.

Evaluation of Submissions

To facilitate evaluation, respondents are required to prepare their submissions in accordance with
the submission requirements of the RFP.

The Town of South Bruce Peninsula or its designated agent(s) will not use any single criterion in
evaluating the RFP. Among the criteria however, will be technical qualifications and financial
options. Neither the lowest priced, nor shall any submission necessarily be accepted.

The Town of South Bruce Peninsula reserves the right to request formal presentation from the
respondent or to meet the respondent to obtain clarification of the proposal.

The respondent whose submission in the absolute discretion of the Town of South Bruce -
Peninsula best meets the requirements of the RFP will be designated as the preferred respondent.

All qualifying submissions become the property of the Town of South Bruce Peninsula on the
closing date and will not be returned. Only late submissions will be returned unopened.
Contract

Selection of the preferred respondent does not oblige the Town of South Bruce Peninsula to
negotiate or execute an agreement with that respondent.

The preferred respondent must be prepared to enter an agreement based on the contents of its
submission and the RFP. The Town of South Bruce Peninsula reserves the right to negotiate
details of any contract and to make the necessary changes or substitution within the general
scope of the contract.

Award and Rejection Rights

The Town of South Bruce Peninsula reserves the right to:

. Reject any or all submissions. Any submissions not containing sufficient information in the
view of the Town or its designated agent to permit a thorough analysis may be rejected
. Issue an award in whole or in part of this RFP
. Refrain from making an award if it is in its best interest
. Cancel the award if the preferred respondent is determined to have a conflict of interest

Submissions not conforming to the requirements of the RFP may not be considered. The Town
of South Bruce Peninsula reserves the right at any time to waive any of the requirements of the
RFP. Responses that are unsupported by the information requested in the RFP document or not
complying therewith may not be considered. Revisions received orally, by telephone, telegraph,
facsimile or other means after the specified closing time and date will not be accepted or
considered.

Notification of Outcome

The successful respondent will be notified by telephone with subsequent written confirmation
sent to the address identified in the submission. All other'respondents who made a submission
within the allowed time will be notified in writing of the outcome of this RFP.

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Respondents Covenant

Submitted by:

(Company Name):

Address:

Telephone: Fax:

The undersigned bidder hereby offers to the Corporation of the Town of South Bruce Peninsula,
315 George Street, PO Box 310, Wiarton, Ontario NOH2TO,their services for the purposes of
this RFP.

The respondent covenants and agrees that this RFP is valid for acceptance for a period of 60
(sixty) days from the last date and time fixed for receipt of the RFP submission and that the
Town of South Bruce Peninsula may at any time within the said period accept this RFP whether
notice of acceptance of another RFP has been given out or not.

Signed by:
(Authorized signing officer)

Signature Print Name

Witness:

Signature Print Name

Dated at this day of ,2008.

Town of South Bruce Peninsula, RFP - Cater Committee of the Whole
Closing: January 16,2008

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