Job Description:
PEI Certified Organic Producers Cooperative
Request for Proposals
for
2017 Organic Harvest Meal
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) is known for its signature event - the Organic Harvest Meal. The first Harvest Meal was held in 2003 and has since grown and evolved so that today it is recognized as one of the ‘must attend’ events in the fall. The event is a celebration of the great quality organic foods produced by PEI organic farmers and is an opportunity to raise funds to support the work of the COPC.
1.2 Event Overview
The Organic Harvest Meal is held annually in September or October to celebrate the quality of organic food produced on PEI, and to raise funds to support the work of the PEI Certified Organic Producers Cooperative. The meal is a fresh, locally sourced culinary experience. The meal features the freshest, local ingredients from Certified Organic Island farms prepared by chefs that enjoy working with local, high quality produce. The Dinner connects consumers with the faces and people behind the products that they buy at the market, in local restaurants, or local retail stores.
The event has attracted 200+ consumers in the past. Although a number of different venues and event styles have been tried, a sit down meal has garnered the most positive responses in the past. The event was held at the Confederation Centre of the Arts in 2016.
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 Harvest Meal.
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 Harvest Meal. This document contains the requirements for a successful event.
2.2 Scope
The event management will include pre-event planning, budgeting, logistics including advertisement and sourcing food, and on-site management of the Dinner. The projected date of the Harvest Meal is Sunday September 24, 2017 from 6 pm - 8 pm.
Over the past 3 years, between, 200-300 tickets have been sold at prices ranging from $40 - $65 per person; one of the goals of the event is increased attendance and alternative pricing options could/ should be considered. Please include recommendations as part of the proposal.
The successful applicant will be expected to develop a proposal which outlines: venue, event promotions, entertainment, menu; an associated budget that will reflect those costs as well as revenue opportunities, bottom line projections and possible profit-sharing approaches.
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 30, 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 Organic Harvest Meal 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 Harvest Dinner. We would like to capture the feeling of “harvest” and “celebration”. 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 Dinner
Sponsors: contact and confirm sponsors at various sponsorship levels for the Harvest Dinner. COPC will provide a list of previous sponsors. Communicate with sponsors on their requirements, deadlines and deliverables
Keynote speaker: work with COPC to determine if a keynote speaker is required and if so identify a keynote speaker for the Harvest Dinner and confirm for the event
Promotion: coordinate marketing to promote the Harvest Dinner to ticket purchasers (Farmer Markets, CBC, the Buzz, Sobey’s, etc.)
Procurement: manage the procurement of ingredients. Work with COPC and farmer members identify availability of local produce and meats
Menu Plan: design an unforgettable meal that showcases a selection of PEI products, served with style and passion
Facilities: contact the venue and confirm that venue is available. Manage all required space, meals and audio visual requirements
Funding: determine external funding opportunities and (if applicable) prepare any necessary funding application(s) to qualified funders on behalf of or in partnership with 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
The COPC will be responsible only for event management fees as described and defined by the contractor. Event expenses will be covered by the projected revenue opportunities. Profit sharing proposals will be a key element of a successful project bid.
20% -upon approval of the proposal and budget projections
30% - upon completion of the following
-funding applications
- printing of tickets and posters
-commitment in writing from chef (if chef not the applicant)
- submission of sample menu and food ideas
- commitment from sponsors
- event itinerary
- proof of event/ venue liability insurance
50% - upon completion of the event and a written evaluation /report to the Board of Directors of the PEI COPC.
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 defined deadlines). Proposals may also include innovative suggestions and techniques to enhance the project's overall effectiveness.
8.4 Budget - 10 points
The proposal must outline the resources devoted to completing each major work activity; and must include: event coordination fee, sponsorship projections, revenue opportunities, event costs and profit sharing opportunities. Budget to include all HST, travel and expenses as line items. Budget to be within $2000 - $15,000, 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.
