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BAR RFP

FESTIVAL MANAGEMENT COMMITTEE

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REQUEST FOR SERVICES

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Catering Bar Services

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This Request For Proposal (RFP) seeks interested and qualified bidders who are committed to working with the FMC to provide and operate a Catered Alcohol Beverage Service to the public at the official launch on July 11, 2023 and at the several events hosted by the FMC between August 3-6, 2023. FMC goal is to provide the public with the best and most satisfactory service from a concessionaire and to ensure that the FMC receives adequate and appropriate compensation from the concessionaire.

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General Information

The mandate of the FMC continues to be the promotion of Caribbean Culture in a Multicultural Environment and to support multiculturalism in Canada. The Festival Management Committee through the staging of various events facilitates a celebration of the cultural heritage of the multi-lingual Caribbean represented by originally composed music, masquerade performance, culinary presentations representing the diverse language groups. It highlights Costumes, Music, and Food. The organization's mandate is to celebrate and raise awareness of the multicultural aspects of our diverse society and the artistic heritage and ethno-cultural traditions of the Caribbean and its Diaspora. Its activities originated in 1967as a Toronto Street parade as part of and as a contribution to Canada's Centennial celebration. The now annual event is the only surviving event from the 1967 Centennial Celebrations and has grown to be the largest summer festival in Canada. This speaks to the organization's sustained and relentless effort to promote multiculturalism. The organization unequivocally aligns itself with Federal government in "recognizing and promoting the understanding that multiculturalism is a fundamental characteristic of the Canadian heritage and identity.”

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It should be noted that during the 2022 festival, in excess of 1.67M people participated at the FMC several events.

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Background

By submitting a proposal, the prospective firm represents that it has thoroughly examined and become familiar with the services required under this RFP and that it is capable of delivering quality services to the FMC in a creative, cost effective and service-oriented manner.

Please direct any questions to our Festival General Manager, Adrian Charles at adrian@torontocarnival.ca

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Questions must be received by May 1, 2023. All questions received will be responded to by May 3, 2023.

 

 

Instructions to Submitting Firms - Concessionaires

The original proposal must be submitted in a seal envelope to the Office Manager, FMC, Kerry Ann Cunningham at:

716 Gordon Baker Road, Suite 201

North York, Ontario, M2H 3B4

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An email copy should be forwarded to the Treasurer, FMC, keith@torontocarnival.ca and adrian@torontocarnival.ca

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Both documents should be received by 4.00pm on May 8, 2023. The successful tenderer(s) will be notified by May 16, 2023. At that time, FMC may request an audience with the firm for any additional negotiation.

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The terms of the RFP and all information provided are to be treated by your company as strictly confidential and proprietary. All data and information are to be used solely for the purpose of responding to this RFP.

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Rights of the FMC

The RFP does not commit the FMC to enter into a contract, nor does it obligate the FMC to pay for any costs incurred in the preparation and submission of proposals in anticipation of a contract.

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FMC reserves the right to:

  • Make the selection based on its sole discretion.

  • Reject any and all proposals without prejudice.

  • Issue subsequent RFPs

  • Negotiate with any, all, none of the prospective firms.

  • Solicit best and final offers from all or some of the prospective firms.

  • Accept other than the lowest offer.

  • Accept one firm for all the events or different firms per event.

  • Waive informalities and irregularities in the proposal process.

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Scope of service

  • Required Services - The successful bidder will be required to expertly finance and manage all alcohol bar services and inventory for the named festival events including inventory pick-up, equipment, organization, usage totals, returns, sales/transactions, staffing and public service. Specific bar locations, capacities and operating times are identified below.

  • Experience and qualifications - The contractor will be responsible for managing their team to ensure that all are smart serve certified and that they comply with all AGCO regulations. The contractor shall ensure that backup staff/services are available and suitable in the event of any issues which may arise.

  • Required operating responsibilities:

    1. Events and budgeted attendees

      1. July 11 - Official Launch, Nathan Phillips Square - 1,200 patrons

      2. August 3 - King and Queen event, Lamport Stadium - 5,000 patrons

      3. August 5 - Grand Parade, CNE Grounds/Lakeshore Blvd - 1,200,000 patrons

      4. August 5 - Grand Parade, Ontario Place - 20 ,000 patrons

      5. August 6 - Food Festival event, Ontario Place - 5,000 patrons.

    2. Hours of operation

      1. July 11, 11am - 8pm

      2. August 3, 7pm to midnight

      3. August 5, 9am - 8pm

      4. August 6, 11am to 10pm.

    3. Recording, keeping and tracking of sales - The successful bidder will be responsible for ensuring that all bars are totaled and settled each night. The firm will be required to maintain, pre-approved by FMC, a system and process of tracking sales. All accounting information and agreed to schedules shall be provided to FMC nightly. The contractor shall be responsible for the bank deposits and delivery of money/change and provide dedicated security to always ensure safety. Pickup and return of unsold products shall be the responsibility of the contractor.

    4. Pricing - All prices for alcohol and non-alcoholic drinks to be agreed with FMC as included in this proposal. Prices shall be comparable to prices charged in similar establishments or events in the city of Toronto. All prices must be posted and remain visible to the public at all times.

    5. Equipment - FMC shall be responsible for the provision of tents and fences at the several bar locations. The contractor shall provide all other equipment necessary for the operation of bar services and accounting.

  • Proposed term of contract - The initial contract shall be for a 1-year period renewable for another 1-year at FMC sole discretion without the issuance of another RFP.

  • The minimum acceptable percentage for this RFP is 10% of gross receipts produced by the bar and beverage sales. This revenue payment shall be remitted no later than 7 days after the event date. FMC shall approve the pricing structure for both alcoholic and non-alcoholic drinks. Alternatively, firms may propose a fixed fee to cover all or any of the events with a 20% payment in July and the balance 7 days after the last event.

  • Exclusive rights - FMC will not contract with any other firm which would result in more than 1 firm/concessionaire providing alcohol services at any of its events.

 

 

Minimum Information to be submitted:

  • A proposal summary section

  • Profile of Proposing company and references

  • Work plan section

  • Staffing section

  • The proposed option selected for the revenue sharing payment to FMC

  • Proposed cost sheet and rates

  • The accounting and procedure for calculating FMC proposed revenues by event or for all events.

  • Any other information which, in your opinion, would assist the FMC to positively review your proposal.

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FMC is committed to the principles of employment equity. Proposals from all qualified firms are welcomed, in particular, applications are encouraged from racialized people, indigenous people, disabled people, queer and trans people, and women.

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