Prequalification for Provision of Supplier-Managed Food Services

To prequalify Food Providers, where Services are Supplier-Managed. Validity: The Prequalified Suppliers List will be valid for a period of one (1) year commencing September 1, 2026 to August 31, 2027 with consideration to renew the Contract for five (5) optional separate one-year periods ending August 31, 2032, unless terminated earlier by the DSBN (the “Validity Period”). Bidders that do not meet the original submission deadline are still eligible and encouraged to submit a proposal. A Bidder may submit a Prequalification proposal at any time throughout the duration of the contract. RFSQ 26110 will be reposted under the same bid number numerous times throughout the duration of the contract period to keep the bid process open for additional submissions. Once a Contractor has been Prequalified to provide the services as described herein under Contract 26110 they do not need to respond to further postings of this same Contract number. Contractors who have previously been qualified to provide the services as described herein, or who are currently performing work for the DSBN must also respond to this request to be considered for future work assignment. Objective: To request competitive proposals and establish Contractors of Record for Managed Food Service Providers for DSBN Elementary Schools on an as needed basis for any DSBN school. DSBN elementary schools offer select food service programs, i.e. hot lunch days, to students. The school staff, and/or volunteers, take lunch orders, process payment, order the food and administer distribution of the food. In some cases, these food services also serve as fundraising events. DSBN is inviting Bidders as an additional option to schools to manage this food service on behalf of schools, including taking orders, processing payment, and arranging the delivery of the food to the school. This additional option may be used at the discretion of school administration and does not fully replace a school’s option to self-manage food service programs. While the primary intent is to provide lunches when requested, the scope may be extended to other meals and to secondary schools if required, although there is no requirement at this time for this additional service. Supplier-Managed Food Services Requirements Any Service Level Agreement (SLA) which would be required to be signed by the DSBN upon award of a contract must be provided with the Bid Submission. The DSBN will not award to a Contractor if the SLA conflicts with contract terms and conditions. The DSBN may not award to a Contractor at its sole discretion where it deems the terms of the SLA to be restrictive to the DSBN. Contractors will manage the food service on behalf of schools, including taking orders, processing payment, and arranging the delivery of the food to the school. Contractors shall accommodate the receipt of orders from the school or direct from parents within a school community. Orders may be made by telephone, email or a secure online portal. For direct parent ordering, the Contractors should: Provide the school with a unique weblink specific to the school event for school administrators to share with their community. Payment options available from the Contractors may include: Direct payment from the school using cheque, electronic funds transfer or credit card; and/or Direct payment from parents using debit cards or credit cards. All charges must be in Canadian funds and include applicable taxes. Where a Contractor provides an option for website/online portal ordering for the Managed Food Services, the online portal must conform to World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 Level AA. Where a Contractor provides an option for website/online portal ordering for the Managed Food Services, the online portal must allow communication of specific dietary restrictions. The DSBN prefers that the Contractor’s online ordering portal have Google translate enabled. Requirement to Disclose Collection of Personal Information Where a Contractor is providing Managed Food Services via online portal, the Contractor must disclose to Parents/Guardians where: any aspect of the service collects personal information from users beyond that which is needed to provide the service i.e. an overcollection. the Contractor sells or distributes user data to third parties for an inconsistent purpose. the Contractor uses data it collects in ways inconsistent with the purpose for which it was collected (to deliver the service), e.g., for research, for third party partnerships, or by making it public. the Contractor tracks user behavior outside of the app (e.g., browsing habits, search queries, use of social media) the Contractor uses data/analytics to target users for behavioural advertising The Contractor must be compliant with all Payment Card Industry (“PCI”) Data Security Standards as established by the PCI Standards Council. The Contractor shall notify Customers immediately if knowledgeable about any loss of credit card information. Delivery from the Contractors shall include: Meeting the delivery time specified by the School Contact; Advise the school immediately by telephone if there is a delivery delay; and Process school or parent payments, as determined by the individual school The school may use this service for a fundraising event, and the Supplier shall: Collaborate with the school administrator to set the menu and price point for each meal; Transparently communicate with the school community that a portion of the proceeds from meal orders will be paid to the school to support fundraising; In a timely manner, provide an event summary documenting the calculation to support the fundraising activity and transfer of proceeds to the school, including the base pre-tax revenue generated for the food and service in dollars, and the fundraising proceeds as a percentage and dollar value. There is no guarantee that any service will be purchased. Services would be ordered on an as needed basis. Contractors achieving pre-qualification will not be assigned or automatically contracted for purchases in any school. Prequalified Contractors will be deemed as acceptable and recommended as Contractors from whom the DSBN’s schools may choose to purchase at each school’s sole discretion based on individual requirements, which may include pricing, food nutrition decisions related to menu options, dietary options, delivery availability, past experience, vendor food inspection report history, ability to provide Cyber and Privacy Breach insurance, vendor responsiveness to quote requests, payment processing options, etc. The DSBN will inform the schools which Contractors have successfully pre-qualified and their contact and other relevant information. The schools will individually decide which Contractors they wish to use for provision of external food service for any event. The DSBN reserves the right to obtain quotes from multiple pre-qualified Contractors of the DSBN’s choice at our discretion, although we are not required to do so and may proceed with a Prequalified of our choice without further quotes. A pre-qualified Supplier may be required from time to time to provide a quote which may not result in the work being awarded. The pre-qualified Contractors shall not invoice the DSBN for this service. This Contract is non-exclusive. The DSBN may, at its sole discretion, purchase the same or similar products from other sources, subject to budget, specifications and requirements. The DSBN may terminate the Prequalified Supplier List at any time. If the DSBN elects to terminate the Prequalified Supplier List prior to the expiration of the Validity Period, all Prequalified Contractors will be notified of the termination. In the event that the Contractor uses as third-party for any or all services contained within this Agreement, the Contractor is solely responsible to ensure full compliance of Subcontractors with all terms and conditions contained within relevant to the Work. Nutritional Standards & Food Handling Requirements: Contractors are required to ensure that at least one person with a Safe Food Handling Certificate is present onsite whenever food is being prepared and served. Contractors are required to comply with Ontario Health Protection and Promotion Act R.R.O. 1990 Regulation 562, which outlines the requirements for premise and sanitation requirements, safe food handling, packaging and transport of food products. Individual schools may have their own requirements for delivery, packaging and labelling of food orders, however in all cases there must be safe handling in transit and delivery within the school at the designated location. If at any time during the Contract a Contractor’s business has been issued a close order due to serious infractions the Contractor must not provide product/service to any DSBN location until a pass result is received in subsequent re-inspection by the regional health inspection agency. No substitutes may be made for any ingredient or product in an agreement with a school without the prior written approval of the school. The Prequalified shall apprise themselves of allergy concerns and ensure that these considerations are addressed in fulfilling the requirements. Each individual school principal is responsible for ensuring the school’s compliance with the following regulations and policies related to food and beverages sold in school: Ministry of Education Bill 8, Healthy Food for Healthy Schools Act, which regulates the trans-fat content of all food and beverages sold in a school. Canada’s Food Guide to Healthy Eating, which provides g uidelines and considerations on healthy eating. Ministry of Education’s School Food and Beverage Policy (PPM No. 150) October 4, 2010, which outlines nutrition standard requirements for sale of food and beverages in publicly funded schools, with the mandate to promote a healthy school environment to enhance student learning and success, as well as their social and emotional well-being.