Submissions should include, but not necessarily be limited to the following:

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1 APPLICATION TO OPERATE FOOD CONCESSIONS AT THE STARS & THUNDER TIMMINS INTERNATIONAL FIREWORKS COMPETITION & MUSIC FESTIVAL 2018 June 24 th -July 1 st 2018 at the Hollinger Park Fred Salvador Field Timmins, Ontario The Steering Committee invites applications for the operation of outdoor food concessions at the Hollinger Park Fred Salvador Field, as per specifications, terms and conditions and general requirements. Submissions should include, but not necessarily be limited to the following: A brief description of your firm its clients, its history, its projects, its staff; A company description, exact location and address; A summary of your understanding of this proposal; An outline of the services to be provided; Client References; Revenue to the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 (per Schedule Fees); Proposed operating concepts including staffing, training, customer service, supervision, power requirements and overall approach to food service operations; State menu including pricing, size of serving, type of food items, etc. Your planned approach to environmental responsibilities as it relates to waste reduction, recycling, grey water disposal, etc. Any other supporting information you wish to include. Address each and every paragraph and item in reference to the specification of this proposal. Point by point response is requested. NOTE: Bidders shall fill out confirmation and/or comments of each and every corresponding item as indicated. Failure to complete such confirmation may result in the disqualification of the proposal. Confirm/Acknowledge:

2 QUALIFICATIONS The successful proponents must be able to satisfy the Porcupine Health Unit Special Event Application (page 25, 26 of this proposal) as well as Timmins Fire Department Requirements for Motorized or Mobile Food Service Equipment Facilities. (Pages 27-33). The ability to accommodate customers per event with minimal line up must be shown. Confirm/Acknowledge: Successful proponents must provide copies of all applicable vendors permits/licenses to the Timmins International Fireworks Competition & Music Festival 2018 Steering Committee, no later than 2 weeks before the event date. Confirm/Acknowledge: INFORMATION FOR ALL PROPONENTS All proposals submitted to the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee become the property of the Committee. Confirm/Acknowledge: This will confirm that the Steering Committee will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. Confirm/Acknowledge: Food vendors have an option of being considered for setup in the General Admission area ($4,000 + $520 HST) or an area exclusive to VIP status ($2,000 +$260 HST). (VIP area has a capacity of 5,000 patrons). Please indicate which area you wish to be considered. Please select one area. Should selected areas be full in capacity, the Steering Committee will review all proposals & determine which service providers best suited for the VIP service area. VIP Area General Admission Area Confirm/Acknowledge: Please indicate if your menu options include Gluten free options? Yes No Please indicate if your menu options include diabetic options? Yes No Page 2 of 34

3 RIGHTS RESERVED BY THE CORPORATION Submission of an application indicates acceptance by the firm of the conditions contained in this package, unless clearly and specifically noted in the proposal and in any contract between the Steering Committee and the firm selected. Confirm/Acknowledge: The Steering Committee reserves the right without prejudice to reject any or all applications and to determine in its own best judgement, the firm(s) best qualified to undertake this contract. Confirm/Acknowledge: The City is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance at any selection interviews. Confirm/Acknowledge: The Selection Committee reserves the right to be the sole judge of the acceptability of any service offered, and also any alternatives proposed, and to award the food service contracts to the proponents which in its opinion most closely meets the operating requirements of the City. Confirm/Acknowledge: The decision of the Selection Committee shall be final and without recourse. Confirm/Acknowledge: NOTE: The Steering Committee reserves the right to award this service in whole or in part without recourse or penalty that which is deemed most advantageous to the Committee. Confirm/Acknowledge: NOTE: This is an invitation for proposals and not a tender call The Committee has the right to negotiate with the proponent(s) that present the most attractive proposals. The Steering Committee shall have the final authority on all matters regarding this Proposal. Confirm/Acknowledge: Page 3 of 34

4 NOTES The following pertains to all vendors: Menu prices must be adhered to as submitted and will be monitored by the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee. Confirm/Acknowledge: The Steering Committee reserves the right to consolidate menu prices to ensure consistency for customers. Confirm/Acknowledge: The Steering Committee will determine the location of food areas. Confirm/Acknowledge: All menus and pricing must be highly visible. Confirm/Acknowledge: Non-compliance to the terms and conditions of the contract may result in the bidder being ineligible to bid on future City of Timmins concession opportunities. Confirm/Acknowledge: Prices must be FIRM for the 2018 event. Confirm/Acknowledge: Access to gated park area will be limited. Load in times will be established by the Steering Committee & communicated to the service providers in advance of the event. You must comply to the load in schedules at all times. Confirm/Acknowledge: Page 4 of 34

5 TERM OF PROPOSAL This proposal shall be for the 2018 Stars & Thunder Competition & Music Festival Timmins International Fireworks Confirm/Acknowledge: SITE PLAN Each vendor will be assigned a 10 deep x 20 wide concession space in the designated vendor area. (VIP or General Admission) The site plan will be made available to the successful applicants prior to the event. VENDOR SELECTION The selection of concessionaires at the event will be made at the sole discretion of the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee and will be influenced by, but not limited to the following: Repeat Successes/Track Record Experience of Firm Past complaints to the City of Timmins Uniqueness of commodity and service being offered Environmental Approach Health and Safety Menu Variety/Prices and Quality of Product/Market Acceptability Demonstrated ability to eliminate long queue time with focus on customer service Compliance with all requirements of proposal Professionalism Revenue to the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee. Ability to obtain and supply all necessary licenses, permits and insurance requirements by the established due date. Service Plan submitted Page 5 of 34

6 SCHEDULE OF FEES AND BOOTHS (CONCESSION SPACE) 1. GENERAL ADMISSION A fee of $4, $520 HST for food concessions.(10ft x 20ft)-50% of AMOUNT must accompany your submission. Accepted methods of payment are money order, or certified cheque. Balance of amount will be invoiced and is payable no later than June 15 th, Should your proposal not be accepted by the Committee, a full refund of the deposit amount will be returned. 2. VIP AREA A fee of $2, $260 HST for food concessions.(10ft x 20ft)-50% of AMOUNT must accompany your submission. Accepted methods of payment are money order, or certified cheque. Balance of amount will be invoiced and is payable no later than June 15 th, Should your proposal not be accepted by the Committee, a full refund of the deposit amount will be returned. NOTE: Vendors are responsible for all of their own set-up including any cover/tenting required in the vendor area. Page 6 of 34

7 SIZE GUIDELINES OF CONCESSION SPACE FOR BOOTHS, TENTS, TRAILER UNIT(S) ETC: Size of concession space will be 10ft x 20ft SCHEDULE OF EVENTS 2018 WEEKDAYS: Park will open to public at 2pm with entertainment program getting underway at approximately 6pm-midnight WEEKENDS: Gates will open at noon with entertainment getting underway at approximately 4pmmidnight The events and concert times are preliminary and are subject to change without notice. A list of confirmed performing artists is available Nov by visiting our website: It is expected that the concession will be operational during all times of event. Concessionaire may have to be ready for daily electrical, Fire and Health Unit inspections earlier than the stated start time of the event. Note: 1. Placing of the concession within the event site is at the discretion of the Site Manager. 2. Must submit a service plan. Page 7 of 34

8 SCOPE OF WORK The Steering Committee requires the following: Customers at events to be served quickly and efficiently. Long queue lines are not acceptable. All drinks must be properly chilled. Simple electrical needs from vendors. Ease of set up and communication. Concessionaires must recognize the official sponsors of the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 and associated exclusivity agreements. In some cases concessionaires must sell products from these sponsors, i.e hot and cold drinks, water brands, etc. The Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 will confirm the exclusivity agreements and approach closer to the festival date. Confirm/Acknowledge: All concessionaires must respect festival sponsors. Consequently, promotion of national brands may be restricted. Confirm/Acknowledge: Concessionaires may not subcontract other concessionaires without written approval from the Steering Committee. Confirm/Acknowledge: Concessionaires are to provide their own BBQs, coolers, ice, storage trailer unit(s), service tables, etc. Steering Committee will provide concession space & electricity. Confirm/Acknowledge: Electrical requirements must be kept simple. Concessionaires are to provide electrical requirements with submission. No more than 40 amp service will be provided. All fees for the concession space include electrical hookup, inspection and usage. Confirm/Acknowledge: Concessionaires are to provide with their submission a detailed menu including pricing, size of serving, type of food items, etc. Confirm/Acknowledge: Page 8 of 34

9 In the event of severe inclement weather where attendees are at risk & in harms way, the event may be cancelled with no cost incurred to the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee. Confirm/Acknowledge: The Steering Committee will supply waste & recycle containers throughout the venue. Concessionaires are responsible for the disposal of waste. Cardboard boxes should be broken down, neatly piled and discarded in recycling bins. Concessionaire is also responsible for keeping priority food area, including their service counter & grounds free of debris at all times. The food areas must be tidy, clean, any counter or table surfaces wiped. If concessionaire is late or unable to comply to the above, festival volunteers will be deployed and costs associated with clean up/ disposal of waste will be billed back to concessionaire. Confirm/Acknowledge: Page 9 of 34

10 GENERAL CONDITIONS / REQUIREMENTS (Where applicable) INTENT OF SPECIFICATIONS Should any work or materials be required which are not detailed in the specifications, either directly or indirectly, but which are nevertheless necessary for the proper carrying out of the intent hereof, the service provider is to understand the same to be implied and required, and shall perform all such work and furnish any such material as fully as if they were particularly delineated or described. No after claim will be allowed or entertained for obstructions or work necessary to fully complete the work whereon said service provider made tender. Confirm/Acknowledge: CANCELLATION OF CONTRACTS The Steering Committee, reserves the right to terminate the contract immediately without notice if due to nonperformance and unsatisfactory services at any time during the term of the contract, with no refund of the amount paid. The Steering Committee reserves the right to call in alternate services if the proponent is unable to provide the service when it is requested. AWARDS Confirm/Acknowledge: The Steering Committee unless it otherwise states, reserves the right to award by item, or part thereof, groups of items, or all items of the proposal, and to award contracts to more than one proponent submitting identical proposals; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions, if in so doing, the best interests of the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee will be served. Confirm/Acknowledge: PROPONENT S UNDERSTANDING It is understood and agreed that the proponent has by careful examination, satisfied himself as to the nature and location of the work, the quality and quantity of services/materials to be provided, the character of materials, labour and facilities needed in the completion of the work. Confirm/Acknowledge: Page 10 of 34

11 INSURANCE: (From Successful Proponents Only) The service provider shall at all times during the course of any work for the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee, maintain and be financially responsible for: a) Commercial general liability insurance coverage in respect to the risks hereunder set out and all operations associated therewith for a limit of no less than $5,000,000 per occurrence. Coverage shall include but not limited to bodily injury, personal injury, property damage, contractual liability, liquor liability up to the full policy limits, non-owned automobile liability and shall contain a cross liability, severability of insured clause. And have the Service provider s Insurer add by endorsement the Corporation of the City of Timmins and the Stars & Thunder Timmins International Fireworks Competition & Music Festival 2018 Steering Committee as an additional insured. The policy shall be endorsed to provide the Corporation of the City of Timmins thirty (30) days written notice of cancellation. b) Standard OAP 1 Automobile Insurance Policy for any vehicle in the care, custody or control of the Service provider for a minimum limit of no less than $2,000,000 per accident. c) General Conditions: Thirty (30) days prior to the execution of the contract, the Service provider shall provide to the City Clerk of the City of Timmins confirmation of insurance. The City of Timmins will only accept a certificate of insurance that confirms that all requirements as stated under the Section referred to as INSURANCE have been met. If the certificate does not confirm that all requirements have been met, the City will require that the Service provider re-issue the certificate. The City shall have the right to request a certified copy of the policy issued by a licensed insurance broker. The policies shall be considered primary and not excess to any insurance available to Corporation of the City of Timmins and the Timmins International Fireworks Competition & Music Festival 2017 Steering Committee. All applicable deductibles shall be at the sole expense of the service provider. Confirm/Acknowledge: HOLD HARMLESS AGREEMENT: (insert company name) shall at all times indemnify and save harmless the City of Timmins from and against any and all manner of claims, demands, losses, costs, charges, actions and other proceedings whatsoever made or brought against, suffered by, or imposed on the City of Timmins in respect of any loss, damage or injury to any person and/or property directly or indirectly arising out of, resulting from, or sustained, as a result of this contract, the provision of services and any operations connected therewith, save and except for the gross negligence or willful misconduct of the City of Timmins. Confirm/Acknowledge: Page 11 of 34

12 SERVICE PROVIDER'S UNDERSTANDING It is understood and agreed that the service provider has by careful examination, satisfied himself as to the nature and location of the work, the quality and quantity of materials to be encountered, the character of equipment and facilities needed in the completion of the work. PERMITS Confirm/Acknowledge: All work under this contract must be in strict accordance with all applicable federal, provincial and municipal codes, vendor permits, licences and by-laws. The Service provider shall be responsible for obtaining the necessary permits (if and where applicable). Confirm/Acknowledge: CLEANING UP The service provider shall leave the site of the work in a clean, tidy condition and completely free of any debris which may have accumulated from his work activities. Failure to do so, service provider will be invoiced by City of Timmins for clean- up costs. All work performed under this contract shall be in conformity with the Occupational Health & Safety Act, Regulation 691, R.S.O Chapter 321 and latest revisions thereof and with the Corporate Safety Standards and Policies of the City of Timmins. Confirm/Acknowledge: Bidders are to LIST Equipment/Display being offered, complete with Pictures and/or Sketches if possible. For all electrical requirements, please indicate WATTS, AMP and PHASE Page 12 of 34

13 Bidders are to LIST Menu, complete with prices to be charged. Page 13 of 34

14 LIST CURRENT OR PAST USERS OF THE PRODUCTS/SERVICES BEING OFFERED AND THE LOCATIONS WHERE THEY WERE USED. PLEASE PROVIDE CONTACT NAMES AND PHONE NUMBERS AND SOME DESCRIPTION OF THE PROJECT AND SCALE. 1) Page 14 of 34

15 2) 3) FOR FURTHER INFORMATION If further information is required, please contact: Mr. Guy Lamarche Timmins International Fireworks Competition & Music Festival 2018 Tourism Timmins - City of Timmins 220 Algonquin Blvd. E Timmins, ON P4N 1B3 Phone: (705) Mobile: (705) guy.lamarche@timmins.ca Page 15 of 34

16 PRINT COMPANY NAME MAILING ADDRESS CITY POSTAL CODE PHONE NUMBER FAX NUMBER CELLULAR NUMBER SIGNATURE OF AUTHORIZED OFFICIAL DATE PLEASE PRINT NAME ADDRESS Page 16 of 34

17 If your firm is interested in this project, please forward TWO (2) COPIES of your application to: Mr. Guy Lamarche Timmins International Fireworks Competition & Music Festival 2018 Tourism Timmins - City of Timmins 220 Algonquin Blvd. E Timmins, ON P4N 1B3 Phone: (705) Mobile: (705) guy.lamarche@timmins.ca No later than: 2:00:00 p.m., local time January 26, 2018 ANY application NOT NECESSARILY ACCEPTED LATE applications WILL NOT BE ACCEPTED FACSIMILE, OR TELEPHONE PROPOSALS WILL NOT BE ACCEPTED Yours truly, Mr. Guy Lamarche Timmins International Fireworks Competition & Music Festival 2018 Tourism Timmins - City of Timmins 220 Algonquin Blvd. E Timmins, ON P4N 1B3 Phone: (705) Mobile: (705) guy.lamarche@timmins.ca Page 17 of 34

18 FOOD VENDOR INFORMATION FORM Included in Your Price Overnight site security provided by event organizer. Event organizer is not responsible for goods left overnight Electrical Potable water will be available on-site, but not connected. 110/120 electrical service line per site for appliances not greater than 1500 watts each. 220/240 appliances 3000 watt appliances will be wired directly to panel. Recycling and garbage bins Parking & Park admission: - 1 vendor parking pass for VIP parking lot ( parking is limited, first come, first serve) - 5 eight day admission bracelets, non-transferable, tightly secured to wrist. Additional passes are or at the festival Box Office. Multi-media advertising ELECTRICAL REQUIREMENTS NOTE: All participants will be provided ONE POWER LINE. You will be charged $ for each additional power line (Written request required) Porcupine Health Unit All exhibitors must be in compliance with all health regulations as provided by the Porcupine Health Unit (Package attached). Food must be covered at all times. All meats must be stored in a cooler or refrigerator and maintained at a proper temperature. YOU MUST BRING YOUR OWN TEST KITS thermometers, test strip. All food vendors must wear hat or hairnets and maintain proper hygiene. All food prepared off-site must be prepared in a kitchen facility inspected by the Board of Health. (Please note: not a person s home) Vendor Staff Each vendor must supply a list of all staff who will be working the event one week prior to event. The steering committee must be notified of any changes to the staff list. Each staff must register daily at the show office on arrival and on departure. Page 18 of 34

19 FOOD VENDOR CONTRACT Fire Marshall/Department Requirements If a vendor wants to cook inside their tent they can use electric fryers, electric plates/warmers, etc. Exception: Little candle flames (sternos) one would see as a food warmer at a banquet hall. (Fire inspector discretion). There must be a minimum of one 2 x 10 pound ABC fire extinguishers at each vendor location. Where BBQs are used, a minimum of one 2 x 10 pound ABC fire extinguishers will be available at the BBQ cooking area, and 1 in the vendor area). The extinguishers must also have a current year inspection tag on them. Fire extinguishers that have not been inspected in the calendar current year are not acceptable. All spare propane cylinders must be secured in an upright position at all times and must be kept in a secured area away from all public access. Cooking area must be secured from all public access. - Please note that the Fire Department and the Electrical Safety Authority may inspect the set-up prior to operation or during operation. Other Requirements Participants must supply their own cooking equipment. Participants must supply own cooler or fridge, with lid to maintain cold foods at proper temperature. Participants must supply their own workers and or volunteers. Participants are responsible for the cleanup of their booth and its perimeter at all times. This includes supplying the required garbage bags, broom, etc. The Service Provider is responsible for hauling away any grey water from the site to an approved facility. Mobile Food Service Equipment owners/operators must comply with the Technical Standards and Safety Act 2000 (TSSA). For further compliance standards and requirements please visit The GCKC&F believes in accessibility for all people under the Accessibility for Ontarians with Disabilities Act, 2005 (the AODA). Under this Act it is mandatory for complete compliance in meeting all requirements and providing Accessible Customer Service. To find out specific requirements under the standard and how to meet them, we invite you to visit Page 19 of 34

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