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Date Posted:
July 17, 2017
Start Date:
July 10th, 2017
Duration:
Temporary part time
Length of Employment:
Organic food demonstrations-Old Home Week, Aug 10-19, 2017
Job Experience:
1 - 3 years
Job Description:
PEI Certified Organic Producers Cooperative
Request for Proposals
for
2017 Daily Organic Food Demonstrations
during Old Home Week
August 10 – 19, 2017
1.0 OVERVIEW
1.1 Introduction and Background
The PEI Certified Organic Producers Cooperative (COPC) is an industry organization currently representing fifty (50) certified organic producers and approximately 10,000 acres of certified organic production (2% of total agricultural production on PEI). The industry is relatively young, having formally organized in 2002 and growth in terms of production, new entrants and consumer awareness has been rapid over the period from 2002 until now.
The organization is overseen by a volunteer Board of Directors with daily operations and research programming managed by one staff person; and one of the goals of the organization is to promote and educate Islanders about organic food.
The PEI Certified Organic Producers Cooperative (herein referred to as the COPC) annually participates in the provincial Old Home Week exhibition by hosting daily organic food demonstrations. The demonstrations provide the COPC an opportunity to showcase the quality and diversity of locally produced organic products.
1.2 Event Overview
Old Home Week takes place during mid August and is the premiere agricultural exhibition in the province, drawing thousands of local and out-of-province visitors over the course of 10 days. The daily Organic Food Demonstrations provide the COPC an opportunity to showcase organic products and promote the organization and its activities. The demonstrations are about fresh, locally sourced organic food products and feature the freshest, local ingredients from Certified Organic island farms prepared by chefs or cooks that enjoy working with local, high quality produce. The demonstrations connect consumers with the faces and people behind the products that they buy at the market, in local restaurants, or local retail stores.
The COPC organic farmer members take great pride in growing and producing some of the finest fresh vegetables, fruit, grains and meat in the region. These farmers will be important contacts for sourcing and coordinating supplies for the Organic Food Demonstrations during Old Home Week.
2.0 STATEMENT OF ACTIVITIES
2.1 Purpose
The purpose of this Request for Proposals (RFP) is to invite event management to submit their proposals to manage the Organic Food Demonstrations during Old Home Week. This document contains the requirements for a successful event.
2.2 Scope
The event management will include pre-event planning, budgeting, logistics including sourcing food, and on-site management & delivery of the demonstrations. The dates for the Organic Food Demonstrations are daily from August 10- 19, 2017.
The successful applicant will work in conjunction with the staff person of the COPC.
2.3 Project Schedule
This schedule is based on our current timelines, but is subject to change
Project Milestones Deadline
RFP delivered to Vendor June 15, 2017
RFP Close Date June 30, 2017
Review Submissions July 07, 2017
Award Contract to the Vendor July 10, 2017
3.0 Proposal Submission Procedure
3.1 Vendor RFP Understanding
By responding to this RFP, the vendor agrees to be responsible for fully understanding the requirements or other details of the RFP and will ask any questions to ensure such understanding is gained. PEI Certified Organic Producers Cooperative retains the right to disqualify vendors who do not demonstrate a clear understanding of our needs. Furthermore the right to disqualify a vendor extends past the contract award period and PEI Certified Organic Producers Cooperative will be at no fault cost or liability.
3.2 Good Faith Statement
All information provided by PEI Certified Organic Producers Cooperative is offered in good faith. Specific items are subject to change at any time based on business and farming circumstances. PEI Certified Organic Producers Cooperative does not guarantee that any particular item is without error.
3.3 Communication and Proposal Submission Guidelines
All proposals shall be in writing. Verbal communication will not be accepted.
Please submit your proposal on or before June 15, 2017.
Please contact Karen Murchison at email@organicpei.com for questions related to this RFP or to submit your submission.
3.4 Evaluation Criteria
All proposals will be evaluated systematically, based on the following key criteria. Key evaluation criteria include: capabilities demonstrated with past events, budget, depth of capabilities and partners, quality of event, financial ability to manage the Daily Organic Food Demonstrations during Old Home Week and ability to work with and coordinate with a number of suppliers of fresh organic product.
4.0 SCOPE OF WORK AND BUSINESS REQUIREMENTS
The PEI Certified Organic Producers Cooperative will require an event planner to manage the following aspects of the Organic Food Demonstrations. The vendor will be chosen for their dedication of supporting PEI organic farmers, their understanding of the importance of organic agriculture and its role in the food industry and most importantly their ability to cater to this event.
Pre-Event Schedule: create a project schedule with deadlines and key milestones for the Demonstrations
Sponsors: contact and confirm sponsor(s) the Demonstrations. COPC will provide a list of previous sponsor(s). Communicate with sponsors on their requirements, deadlines and deliverables
Promotion: work with COPC to coordinate promotions prior to and during Old Home Week creation of promotional brochures/ recipe cards.
Procurement: manage the procurement of ingredients. Work with COPC and farmer members identify availability of local produce and meats
Menu Plan: design accessible and delicious recipes that showcase a selection of PEI organic products.
Facilities: contact Old Home Week and confirm that space and demonstration timing. Manage all required space, recipes and audio visual requirements. Provide proof of event/ venue liability insurance.
Funding: determine external funding opportunities and (if applicable) prepare any necessary funding application(s) to qualified funders on behalf of the PEI COPC.
5.0 Vendor Information
All Vendor must also submit the following information:
Vendor Overview - legal name and company overview
Services - description of all services and products supplied
Customer and Event Reference - brief description of past events
6.0 Content of the Proposal
Details about the event
Applicant's Experience
Detailed Work Plan and Time Frame
Budget
7.0 Terms of the Contract for Coordination of the Event
20% -upon approval of the proposal
30% - upon completion of the following
-funding applications (if applicable)
--commitment in writing from chef / cook (if chef/ cook not the applicant)
- submission of sample recipes and food/ vendor ideas
- commitment from sponsors
- event itinerary
50% - upon completion of the event and a written evaluation /report to the Board with all invoices
8.0 Proposal Evaluation Criteria
8.1 Applicant's Understanding - 15 points
The applicant must demonstrate its understanding of the nature of the work and issues
surrounding it.
8.2 Applicant's Experience - 20 points
Provide evidence of the applicant’s experience conducting work of a similar nature. Give
brief examples and references including year, client and contact name.
8.3 Detailed Work Plan and Time Frame - 30 points
The proposal must demonstrate how the project schedule will be met (planned activities
and major due dates). Proposals may also include innovative suggestions and techniques
that would enhance the project's overall effectiveness.
8.4 Budget - 10 points
The proposal must outline the resources devoted to completing each major work activity. Budget to include all HST, travel and expenses as line items. Budget to be within $2000 - $3,000, including all expenses and taxes.
8.5 Document Quality - 25 points
As this is considered to be a precursor to the quality of the final product, the proposal will be rated on its editorial quality, that is, organization, quality of presentation, appearance, clarity and conciseness.
Total 100 points. Each proposal must receive an assessment score of 70 points or more
to be eligible for consideration.
9.0 Basis of Award for Contract:
We are looking for the bidder who can demonstrate excellence in coordinating and preparation of a successful event.
