CITYHALL-#2739486-v2-3787P - Catering Services for the O Z… · or final janitorial services,...

City of Richmond Business & Financial Services Department Request for Proposal

Contract 3787P

Catering Services for the Richmond O Zone 1. Introduction

The City of Richmond proposes to engage the services of a catering company to provide food and beverage services dedicated to the workforce, artist and V.I.P. guests and dignitaries at the Richmond O Zone.

The objective of this request for Proposal is to provide the City with qualified proponents capable of carrying out the work herein defined. The subsequent proponent submissions will form the basis for evaluation, interview and selection.

2. Submission Details

Three (3) copies of Proposals marked “Catering Services for the Richmond O Zone Contract 3787P” addressed to the Purchasing Section, will be received at the Information Counter, Main Floor, Richmond City Hall, 6911 No. 3 Road, Richmond BC V6Y 2C1, until 2:00 pm on Wednesday, December 9, 2009. Submissions received after this time will be returned to the sender.

Proposals shall be open for acceptance for ninety (90) days following the submission closing date.

Proposals may be withdrawn by written notice only provided such notice is received at the office of the City’s Purchasing Section prior to the date/time set as the closing time for receiving Proposals.

Any interpretation of, additions to, deletions from, or any other corrections to the Proposal document, will be issued as written addenda by the City of Richmond. It is the sole responsibility of the potential Proponents to check with the City of Richmond’s Website, and / or BC Bid to ensure that all available information has been received prior to submitting a Proposal.

Except as expressly and specifically permitted in these instructions, no Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in the Request For Proposal (RFP), and by submitting a Proposal each proponent shall be deemed to have agreed that it has no claim.

City of Richmond 2 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone

The City reserves the right to cancel this RFP for any reason without any liability to any proponent or to waive irregularities at their own discretion.

Proponents are advised that the City will not necessarily accept any Proposal and the City reserves the right to reject any or all Proposals at any time without further explanation or to accept any Proposal considered advantageous to the City.

A Proposal which contains an error, omission, or misstatement, which contains qualifying conditions, which does not fully address all the requirements of this RFP, or which otherwise fails to conform to the requirements in this RFP may be rejected in whole or in part by the City at its sole discretion. The City may waive any non-compliance with the RFP, specifications, or any conditions including the timing of delivery of anything required by the RFP and may, at its sole discretion, elect to retain for consideration Proposals which are non-conforming, which do not contain the content or form required by the RFP or because they have not complied with the process for submission set out herein.

The City may choose, at its sole discretion, to proceed with all of the components of the Services (defined in Section five), none of the components or selected components.

All Proposals will remain confidential, subject to the Freedom of Information and Protection of Privacy Act of British Columbia.

3. Enquiries

3.1 Clarification of terms and conditions of the Proposal process shall be directed to:

Purchasing Kerry Lynne Gillis Telephone: 604-276-4135 Buyer II - Contracting Specialist E-mail: [email protected] Purchasing Department City of Richmond

3.2 Technical clarification shall be directed to:

Technical Sandi Swanigan Telephone: 604-276-4320 Olympic Program Project Manager E-mail: [email protected] Richmond Olympic Business Office City of Richmond

The City, its agents and employees shall not be responsible for any information given by way of oral or verbal communication.


Any questions that are received by City of Richmond Staff that affect the Proposal Process will be issued as addenda by the City of Richmond.

4. Negotiations

4.1 The award of the contract is subject to negotiations with the Proponent that offers, in the City’s opinion, the best value Proposal (the “Lead Proponent”). Such negotiations include, but are not limited to, the following:

a) changes or work refinements in the service requirements or scope of work proposed by the Lead Proponent;

b) price – if directly related to a change or refinement in the proposed scope of work proposed by the Lead Proponent and

c) specific contract details as deemed reasonable for negotiation by the City of Richmond.

4.2 If a written contract cannot be negotiated within 30 days of notification to the Lead Proponent, the City may, at its discretion at any time thereafter, terminate negotiations with the Lead Proponent and either enter into negotiations with the next qualified Proponent or cancel the RFP process and not enter into a contract with any Proponent.

5. Project Background

To celebrate Richmond’s role as a Venue City in the 2010 Olympic and Paralympic Winter Games (the “Games”)1, the City of Richmond will deliver a celebration site on 60 acres of land in the heart of the city. Called the O Zone, this site will be located in Richmond’s Minoru Park and in the Civic Centre (which includes Richmond City Hall and its central, satellite community facilities). Please see the draft plan of the O Zone on the next page for a visual representation of the proposed site layout. On February 9, the Olympic Torch Relay will hold celebration activities on the O Zone site. A capacity crowd of 17,000 visitors is expected. For the 17 days of the Games (February 12 - 28), the City anticipates 15,000 visitors will visit the O Zone on daily average. Visitors will be attracted to the long track speed skating competitions at the Richmond Olympic Oval nearby, and will also be drawn to the program of entertainment and activities taking place at the O Zone. Please refer to the City’s web page (linked below) for further information www.richmondozone.ca

1 For information on Richmond’s role as a Venue City, please visit: http://www.richmond.ca/discover/olympics/venuecity/games.htm


To enhance the experience at the O Zone, catered food and beverage services (prepared both on and off site) will be required for designated areas of the O Zone which will host special guests, the workforce (staff and volunteers), artists and entertainers, media, sponsors and Olympic dignitaries. The Successful Proponent will provide these services at the designated hosting areas from February 9th to February 28th, 2010.

Specifically the Successful Proponent will provide a catered food and beverage services program that includes six components:

1. The Workforce Service Plan.

2. The Artists Service Plan.

3. The Executive Lounge Service Plan.

4. The City Hall Service Plan.

5. The Private Suite Service Plan.

6. The Site Preferred Caterer Plan.

Please see “Appendix A” for more specific definitions. See “Appendix C” for location(s) of work.

6. O Zone Site Information

The daily hours of operation will be: 3:00pm – 11:00 pm, Monday to Friday. 12:00 pm – 11:00 pm, Saturdays and Sundays Two special events:

o Olympic Torch Relay held on February 9, 2010 that will run from 4:30 pm to 11:00 pm.

o Fall in Love with Richmond held on February 14, 2010 from 5:00pm to 7:00pm

Other Information Vehicle access to the site during operating hours will be limited, however a servicing

and access schedule will be provided to all O Zone suppliers, sponsors and partners. Each designated hosting area requires different levels of service from a concession

style of catering to cocktail style. All final menus will need to be submitted to the City for approval prior to the

commencement of the O Zone. No food or beverage products shall be served without prior approval.

Space for food storage, warming ovens and prep may be available on a limited basis and subject to discussions between the Successful Proponent and the City.


Water and grey water services, power, lighting and heat will be provided by the City to the designated hosting areas.

The City of Richmond has obtained a liquor licence, building permits and applicable approvals for all designated hosting areas. Please see Appendix C for these designated hosting area locations.

7. Project Scope of Work

The Successful Proponent will be required to:

1. Obtain all required operating permits including health permits, insurance, and licenses (but excluding liquor licenses and building permits) necessary to operate at the O Zone site for the duration of the event.

2. Supply all equipment and culinary and service staff required to prepare and serve the food and beverages. This includes, but is not limited to, sinks, counters, racking/shelves, food warming and refrigeration units and trucks, dishes, serving platters, cutlery, serving equipment, serving utensils, and linens.

3. Supply all cash collection equipment and staff where indicated. NOTE: No POS networking is available; cash registers only. A “Z reading” will be required every night at closing or at the conclusion of a private event.

4. Provide eating area maintenance during food service and final wipe down. Ensure the arrangement of all furniture and/or equipment to facilitate nightly or final janitorial services, including mopping of floor, to the food service areas. Caterer is responsible for all cleaning and maintenance of the kitchen/food preparation area, including mopping of floors and wiping of shelves.

5. Deliver each of the six service plans listed as described in Appendix A – Food Service Plans for the O Zone.

6. The City strongly encourages the Successful Proponent to incorporate foods that are locally grown and locally sourced into their menus for this contract.

8. City Provided Items

1. Disposal of “grey water”. 2. Power, lighting, heat and water to the designated work locations. 3. Site preparation space and limited storage. 4. Tables and chairs. 5. Janitorial service, basic security for storage areas, waste and recycle collection

areas and removal.

City of Richmond 6 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone 9. O Zone Operating Hours

Catering will be fully operational at the times noted below and these times may vary depending on the six components being serviced. (Please note that catering services may be expected outside of the times listed on the next page.)

Date Start Time End Time

09-Feb-10 Tuesday 6:00 PM 11:00 PM

12-Feb-10 Friday 3:00 PM 11:00 PM

13-Feb-10 Saturday 12:00 PM 11:00 PM

14-Feb-10 Sunday 12:00 PM 11:00 PM

15-Feb-10 Monday 3:00 PM 11:00 PM


17-Feb-10 Wednesday 3:00 PM 11:00 PM

18-Feb-10 Thursday 3:00 PM 11:00 PM

19-Feb-10 Friday 3:00PM 11:00PM


21-Feb-10 Sunday 12:00 PM 11:00 PM

22-Feb-10 Monday 3:00PM 11:00PM



26-Feb-10 Friday 3:00 PM 11:00 PM


28-Feb-10 Sunday 12:00 PM 11:00 PM

10. Proposal Submissions

All proponents are required to provide the following information with their submissions, and in the following order:

a. A corporate profile of their firm outlining its history, philosophy and target market.

b. Team Composition – a complete listing of all key personnel who will be assigned to this project. This will include their relevant experience, qualifications for this


project, roles and responsibilities, leadership, etc., in addition to their availability for this project.

c. A detailed listing of catering experience for major events. This listing should demonstrate experience with a variety of events, including a diversity of event themes, clients and menus.

d. A description of the Proponent’s understanding of the project objectives/outcomes and vision, and how these will be achieved.

e. A detailed Proposal of what will be delivered. This includes:

1. Detailed menu, labour and equipment for each of the service plans. Proposed method for implementing plan, including set up, servicing during active times and tear down.

2. Pricing information, which must show and be inclusive of food, equipment, staffing, uniforms, transportation, gratuities and permits. Please supply a cost per head where a projected attendance figure has been provided in Appendix B. Pricing must also state the minimum number of person and events required to guarantee the pricing proposed for each service plan.

3. Supplement specific pricing with generic priced menu options and schedule of fees for labour and equipment provision. These menus and schedules shall form the basis for payments to the Successful Proponent and shall be the basis for adjustments to the value of the contract in the event the scope of work varies from that proposed.

4. Please state requirements for on-site preparation space and/or storage space to execute your Proposal.

IMPORTANT NOTE: As an official Celebration Site of the 2010 Winter Games, the City of Richmond and its chosen suppliers are committed to honouring the Concession Guidelines provided by the Vancouver Organizing Committee for the 2010 Olympic and Paralympic Winter Games (VANOC). Please see “Appendix A” for relevant guidelines for food and beverage procurement and service.

f. A minimum of three (3) client references from projects of a similar size and scope.

11. Working Agreement

The Successful Proponent will enter into a contract for services with the City based upon the information contained in this request for Proposal and the Successful Proponents submission and any modifications thereto.

Proponents may include their standard terms of engagement, which the City will review.

City of Richmond 8 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone 12. Evaluation Criteria

Proposals shall be evaluated to determine the best value offered to the City against conformance to the following criteria:

Understanding of project objectives/outcomes and vision. Project methodology. Team composition – experience and qualifications of those staff to be assigned to

the project. Project deliverables. Value for money. References. Interview (if required).

City of Richmond

Business & Financial Services Department Notice of No Bid

Note: Receipt of this completed form will assist us in calling for future bids. Please complete

and submit this form prior to the closing date and time as shown on the Request for Quotation/Proposal/Tender form. Please remember to include Quotation/Proposal/Tender No. at right.

Quotation/Proposal/Tender No.

3787P A Quotation/Proposal/Tender is not being submitted for the following reason(s):

We do not manufacture/supply the required goods/services

Cannot obtain raw materials/goods in time to meet delivery requirements

We do not manufacture/supply to stated specifications Cannot meet delivery requirements

Specifications are not sufficiently defined Cannot quote/tender a firm price at this time

Insufficient information to prepare quote/Proposal/tender Insufficient time to prepare quote/tender.

Quantity too small We are unable to competitively quote/tender at this time.

Quantity too large We do not have facilities to handle this requirement

Quantity beyond our production capacity Licensing restrictions (please explain)

Cannot meet packaging requirements Agreements with distributors/dealers do not permit us to sell directly.

Cannot handle due to present plant loading Other reasons or additional comments (please explain below)

I / We wish to quote / tender on similar goods / services in future

Yes No

Authorized Company Official – Signature and Title Date

Firm Name

Address

City

Province Postal Code

This space for City of Richmond Comments

Telephone Number

City of Richmond 10 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone Appendix A - Food and Beverage Guidelines

Official Food and Beverage Suppliers for 2010 Celebration Sites All food and beverage outlet and suppliers of official 2010 Celebration Sites must comply with VANOC’s sponsorship obligations: Sponsor Product Coca Cola* Non-alcoholic beverages. Hain Celestial Natural and organic foods. Molson Breweries Malt beverage product/service. Vincor Canada Wines. Weston Bakeries Bread and baked goods. Wrigley’s Confectionary products. General Mills Cereal and unprepared groceries. McDonald’s Retail Food, including hamburgers, French fries (thinly-cut, deep-fried potatoes)

and Chicken McNuggetsTM. Saputo Packaged dairy products (milk, cheese, yoghurt). *see “Non-Alcoholic Beverages – Coca Cola” below. Restricted and Permitted Products. No food vendor is permitted to sell hamburgers, chicken nuggets, chicken burgers or French fries in the O Zone, due to the sponsorship agreement between VANOC and McDonald’s. Saputo brand dairy products, Hain Celestial natural and organic products, Wrigley’s confectionary products, and Weston Bakeries bread and baked goods may be sold with branding intact as they are Olympic sponsors or suppliers. Branding The Successful Proponent should make all reasonable attempts to use the products listed above and incorporate them into menus. The Successful Proponent must ensure all signage, equipment, and menu boards that are free from non-official branding, logos, trademarks, wordmarks or advertising of any kinds. If possible, servicing vehicles should be free of company branding, especially during operational hours. On no account can competitive branding, titling or labelling be displayed on foods for public or staff consumption. Should an alternative product need to be used, then the product must be pre-approved and displayed generically in unbranded containers or service equipment. All utensils, napkins, stir sticks, plates, cups or food and beverage packaging should likewise be unbranded. The Successful Proponent must make every effort to ensure that branded packaging in the food preparation area of the Concession is kept to a minimum or out of sight. Non-Alcoholic Beverages – Coca Cola Coca Cola is a sponsor of the Richmond O Zone. They have the exclusive right to distribute non-alcoholic hot and cold beverages in the City, including soft drinks, juices, bottled water, coffee and hot chocolate. The O Zone will be purchasing and warehousing the above products and, in cases where noted below, the Successful Proponent will purchase the products from the City at a price close to cost. The cost to the City is still under negotiation. This has the following implications for the listed service areas:


Workforce Service Plan – The City will provide the products for this area at no cost to the bidder. A Coca Cola cooler and vending machine will be in place. The Successful Proponent will be responsible for maintaining the stock in these machines. One beverage per meal will be provided to staff at no cost. Additional drinks will be sold at minimum mark-ups. Artist Service Plan – The City will provide non-alcoholic Coca-Cola products for these areas at no cost to the Successful Proponent. The product will be provided to O Zone artists at no cost to the artists. There will be Coca Cola ice barrels in place for cold beverage holding. The Successful Proponent will be responsible for providing other service equipment, such as drip coffee machines and/or carafes, ice, and service and maintenance of beverage stock and area as part of the overall food service provision. Executive Lounge Plan – The City will sell non-alcoholic Coca-Cola products to the Successful Proponent at a price close to cost. As noted in this RFP, the City will expect 24% of beverage sales from the concession and no-host bar. Coca-Cola will provide one coffee and one hot chocolate machine to the service area. The Successful Proponent will be responsible for maintaining the machines. The Successful Proponent will be responsible for providing other service equipment, such as drip coffee machines and/or carafes, and service and maintenance of beverage stock and area as part of the overall food service provision. Private Suite Catering – while the business model is that the Successful Proponent works directly with the client on menu development, non-alcoholic beverages such as pop, juice, water, hot chocolate and coffee grounds must be purchased from the City. The Successful Proponent will provide the City with 10% of the gross food and beverage sales. City Hall Service Plan – in the case where the City is the client, the City will provide non-alcoholic Coca-Cola products and the Successful Proponent will be responsible for preparing, equipment, serving and maintaining stock. In the case the City is the client, but there is a no-host bar, the City will sell mixer to the Successful Proponent at a price close to cost. As noted in this RFP, the City will expect 24% of beverage sales from the no-host bar. In the case where the City is not the client and the business model is that the Successful Proponent works directly with the client on menu development, non-alcoholic beverages such as pop, juice, water, hot chocolate and coffee grounds must be purchased from the City. The Successful Proponent will provide the City with 10% of the gross food and beverage sales. O Zone Site Preferred Caterer – In the case where the City is not the client and the business model is that the Successful Proponent works directly with the client on menu development, non-alcoholic beverages such as pop, juice, water, hot chocolate and coffee grounds must be purchased from the City. The Successful Proponent will provide the City with 10% of the gross food and beverage sales.

City of Richmond 12 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone Pending Sponsorship Agreements The O Zone sponsorship team is currently in negotiations with some of the above official 2010 food and beverage sponsors and suppliers. Should those agreements impact procurement and/or revenue sharing, the Successful Proponent will be invited to discuss and determine mutually agreeable terms. Impacts on Procurement Proponents are encouraged to indicate in their Proposals any potential areas of conflict with the above conditions. Potential Proponents are welcome to call the contacts listed in section three (3) of this Request for Proposal to discuss further the implications of the information contained in this Appendix.

City of Richmond 13 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone Appendix B – Food Service Plans for the O Zone

(Please use with Appendix C)

Service Plan Guest Type Expected Number of Guests per day Type of Fare Facility Information Note

Workforce Service Plan (see area #1 on site map) Cost to City: $10.00 per worker. Meal will include one non-alcoholic beverage provided by the City.

All volunteers and staff of the O Zone.

Max. 370 Lunch and dinner meals including hot and cold food options, non-alcoholic beverages and snacks.

Minoru Seniors Centre (designated break room in the facility).

Access: Ground Level.

Prep space: very limited.

Cold drink cooler and vending machine, as well as product, provided by City of Richmond. Proponent responsible for stocking and maintenance only.

The food service for the workforce service plan will be based on a ticketing and cash system, in which payment must be collected in the form of pre-issued tickets or cash.

Cash and ticket collection must be administered and monitored by the Successful Proponent.

Artists Service Plan (see area #2 on site map)

All Main Stage performers and O Zone artists.

Max. 60 people Food platters with a variety of snacks and finger foods, sandwiches and cut fruits and vegetables, etc.

Non-alcoholic beverages.

Minoru Sports Pavilion (designated artist green room in the facility).


Prep space: none.

Items are provided gratis to artists.

Successful Proponent to provide service and maintenance to food and beverage area.

Executive Lounge Service Plan (Club O Zone). (see area #3 on site map) Both gratis and concession service

V.I.P. guests with ticketed access.

150 - 200 with peak numbers visiting between 4:30pm and 7:00pm

Snacks and light meals appropriate for a cocktail setting.

Alcoholic and non-alcoholic hot & cold beverages.

Raised deck in hospitality station.

Access: Stairs, accessible during operating hours. However during non-operational hours there will be a wheelchair ramp that can be utilized.

Cash Concession Counter, with some complimentary snacks, provided by the Successful Proponent.

Bar service and coffee service station will be staffed by the S f l



area. Possible no-host bar service. City to receive 24% of gross food and beverage revenue.

Limited prep space and service area. Design pending.

Successful Proponent

Cash handled and managed by Successful Proponent.

The Successful Proponent will remit 24% of the gross food and beverage revenue to the City.

Private Executive Suite Catering Services Plan (see area #5 on site map) Caterer-to-Client business model. Custom menus tailored to meet client needs. City to receive 10% revenue share of gross food and beverage sales.

Invited guests of business clients.

Max 50 To be determined by the Successful Proponent and business clients renting the suite.

Comprehensive pre-order menu must be made available to The City for approval.

Alcoholic and Non – alcoholic hot and cold beverages

Temporary Structure



The Private Executive Suite will be available to rent out to business clients for hosting private events.

The Successful Proponent will be the exclusive caterer for this space and will work directly with the client renting the suite.

Richmond City Hall Service Plan (see area #4 on site map) City is primary client seeking custom menus. No

Exclusive V.I.P. access by invitation.

Max. 350 on February 14, 2010

All other times, max. 150

Reception-style catering, including wine and cheese options.

Alcoholic and non-alcoholic beverages.

Cold and hot appetizers, served buffet-style, with serving and bartending staff

Richmond City Hall, main floor meeting rooms.

Prep space: some tables in a separate room.

The City anticipates that this suite will host up to ten events over the duration of the O Zone.



revenue share required, unless City is not client. Then City to receive 10% revenue share of gross food and beverage sales.

serving and bartending staff provided by the Successful Proponent.

O Zone Site Preferred Caterer (Not indicated on map) Caterer to Client business model. Custom menus tailored to meet client needs. City to receive 10% revenue share of gross food and beverage sales.

Business-to- Business Catering for O Zone Partners and Sponsors.

Unknown To be determined by the Successful Proponent and business clients requesting the services.

The services may be on-site sponsors and partners in their activation areas. NOTE: Heineken Holland House will not require these services.

Business model would be similar to Private Suite Catering.

Unknown. The City does not guarantee that this service will be required.

Should the sponsor or partner request a caterer other than the Preferred Site Caterer, the Preferred Site Caterer may charge up to $2,500 (or suggest other reasonable amount) to relinquish right to provide service.

City of Richmond 16 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone Appendix C – Map of Designated Hosting Areas

2774667

December 3rd, 2009 File:

Business & Financial Services Department Finance Division Telephone: 604-276-4218 Fax: 604-276-4162

Attention: To All Proponents Dear Sir/Madame: Re: Request for Proposal 3762P: City of Richmond Supplementary Specifications and Detail

Drawings Update – Addendum 1 This Addendum includes items of clarification, forms part of the Contract Documents and shall be read, interpreted and coordinated with all other parts. Please review and consider the following information in the preparation of your proposals: I. Questions and Answers: Q.1 In Appendix B under the “Workforce Service Plan” it states “Cost to the City: $10 per worker”.

We are wondering is that then the maximum cost we can set in our proposal for those meal types?

A.1 Yes, the City anticipates that a simple self-serve/buffet/cafeteria style meal for our workforce can be provided at that cost.

Q.2 Under same area as above, does this site call for set service times? (i.e. lunch 11:00 am to 2:00pm and dinner 5:00pm to 7:00pm etc.) or does this site require the chosen caterer to man and be able to service for entire duration of the day and night for the duration of the O Zone dates?

A.2 There will be set service times, but as indicated by this question, there will need to be a two to two-and-a-half-hour window for each service in order to accommodate all workforce in staggered meal assignments. A small offering for staff unable to attend the set times may be required - for example soup, bread and whole fruit.

Q.3 Under the “Artists Service Plan”; are there to be set times for service? Or must the caterer service this area through out duration of the days?

A.3 This plan has some flexibility, as the schedules change as do the requirements by the bands. We would hope for a basic food and beverage offering maintained through active stage times. The basic menu would be based on assessed general performer needs as noted in the collective performers' contracts (most performers are to be contracted by the end of December). Performers will also make special and/or specific requests in their contracts. Our production staff will consult and work with the successful proponent on the costing and procurement on specialty and specific items (over and above the general menu) requested by performers.

- 2 -

Q.4 Under the Richmond City Hall Service Plan (the Exclusive VIP), is there currently just one (1) event that City Hall will be hosting? Are there any other current bookings from other parties?

A.4 The RFP indicates two (2) events - the Torch Relay and Fall in Love with Richmond. Other City-hosted events may take place at that location. These other events may be finalized in January and may be informed by the group menus submitted by the successful proponent.

Q.5 Due to the fact the City has obtained the liquor license then is it correct that the City will purchase any alcoholic items required?

A.5 Yes, per liquor laws, the City will purchase all liquor and will need to work with the Successful Proponent in this area.

II. Vancouver 2010 Olympic and Paralympic Food Safety Advisory Committee Guidelines for Food Safety Management Plans Please review the Vancouver 2010 Olympic and Paralympic Food Safety Advisory Committee Guidelines for Food Safety Management Plans prepared by Vancouver Coastal Health and the Vancouver Organizing Committee for the 2010 Olympic and Paralympic Winter Games (VANOC). These guidelines are included with this Addendum. The Successful Proponent will be required to comply with these guidelines and these guidelines will form part of the agreement between the City and the Successful Proponent. Yours truly,

Kerry Lynne Gillis Buyer II - Contracting Specialist

KG:kg

pc: Sandi Swanigan, Olympic Program Project Manager

Vancouver 2010 Olympic and ParalympicFood Safety Advisory Committee

Guidelines for Food Safety Management PlansVancouver Coastal Health and VANOC

Version/Date: Version 2; August 24, 2009 2

Acknowledgements

Brian JohnstonCindy WatsonDomenic LositoGlenn WestrupMichele RadnidgeSam SewTara Hluchy


Table of Contents

Introduction 5

Section 1: Prerequisite ProgramsPremises 5Transportation, Receiving and Storage 7Equipment 8Personnel 9Sanitation and Pest Control 10Recalls 10Emergency Planning 10

Section 2: Food Safety PlansCooking 11Hot Holding 15Reheating 16Cooling 17Thawing 18Cold Storage 18Bagged/Boxed Lunches 19

Section 3: Operational RequirementsPlan Approvals and Permitting 20Inspections 20Escalation Structure 22Resource Allocations 23Communications Relationship 24

AppendixAppendix 1: Food Services Permit Application Form 26Appendix 2: FoodSafeTM Locations 27Appendix 3: Suspect Foodborne Illness Intake Form 28Appendix 4: Temperature Log 29Appendix 5: Sanitation Log 30Appendix 6: Time/Temperature Requirement Chart 31Appendix 7: Inspection Report Template 32Appendix 8: Food Safety Check list 33Appendix 9: Key Contact Information 35

References


The primary objective of this document is to provide the foundation for a collaborativeapproach to food safety between Vancouver Coastal Health, VANOC and food serviceproviders. Other expected outcomes are: Better knowledge of safe food handlingpractices, improved consistency in the application of regulatory requirements by allstakeholders, the establishment of requirements and improved communications.


Introduction

The requirement for food service establishments to create and implement food safetyand sanitation plans has been in place in British Columbia since 1999. This documentprovides key points for consideration and implementation by all food service providersparticipating in the Olympic and Paralympic Winter Games.

The purpose of this document is to outline minimum requirements for food safetymanagement from source to fork at the Games. These requirements are based onapplicable legislation which includes the: BC Food Safety Act, Public Health Act, FoodPremises Regulation and the Food Retail and Food Services Code. From a proceduralperspective, it is VANOC’s expectation that all food service areas at existingestablishments such as GM Place, BC Place, Pacific Coliseum, University of BritishColumbia (UBC), Whistler Creekside and Cypress Mountain at handover to VANOC willbe Food Safety compliant. It is expected that any existing food safety and sanitationplans will be reviewed and revised to deal with proposed food services at the Games.

This document contains three distinct sections. The first section outlines prerequisiteprograms, which are the foundation of a comprehensive food safety management plan.The second section addresses specific foods and processes based on HACCPprinciples. The third section addresses operational requirements during the Games.

The food safety management plan must reflect actual practices. It should serve as atraining tool and promote a food safe culture.

Section1. Prerequisite Programs

Prerequisite programs are designed to control generic hazards and operationalconditions within a food premises that make it safe and appropriate for the production offood.

i. Premises: Suitability of premises (temporary/tent structures) is assessed. Buildingdesign, lighting, ventilation, water and waste disposal are evaluated. Washroom andhand washing facilities are part of this program.

Plans for food premises have to be submitted, as part of the permit application process,to VCH for approval (Appendix 1).

Any variations/deviations from the approved plans must be re- submitted to theapproving office, immediately, for review and approval.

The following components will be reviewed by the approving officer:

Premises design and layout – Food flow, incompatible areas, such as chemicalstorage areas.


Walls and ceilings – Constructed of materials that are impervious, smooth, lightin color, durable, and easily cleaned.

Floors – Floors that are subject to moisture must be constructed of imperviousmaterials. Floors must be durable, impervious, smooth, easily cleanable and nonslip. Carpet may be used outside of food preparation areas such as in the VIPOlympic Family area.

Lighting – Adequate lighting must be provided to ensure the safe and sanitaryproduction of food and to facilitate cleaning of the premises. Lighting fixturesshould be shielded with shatter proof coverings

Ventilation – Adequate and appropriate ventilation should be provided to keeprooms free of excessive heat, steam, condensation, vapours, odours, smoke andfumes.

Storage areas – Items must be stored, at least 15cm (6 inches) off the floor, in asecured area and protected from potential contamination such as water leakage,pest infestations, tampering and other unsanitary conditions. Facilities used forthe storage of food, food ingredients, equipment, non food materials, utensils,and linens must be easily cleanable, located in a clean/dry location, restrict pestaccess and harbourage, minimize the deterioration of stored materials andprotect food from contamination during storage. Cleaning materials must bestored separately from food and food related items.

Water – Water supplies must be from an approved source. Hot1 and cold water,under adequate pressure and in sufficient quantities, must be provided to meetpeak demands.

Waste Water – Sewage disposal must meet all local or provincial requirements.Waste water must be connected to an approved sewage disposal system, whichmay include the use of a bladder system.

Solid Waste – Must be handled, stored and dropped off in a sanitary manner.

Hand washing – At least one hand wash station must be provided in each foodpreparation area. It must be conveniently located (in the line of sight)2,accessible at all times, not be used for purposes other than hand washing,provided with single use soap dispensers and single use hand drying devices,equipped with hot and cold running water under pressure, equipped with a handwashing sign that outlines the proper hand washing procedures and bemaintained in a clean and sanitary condition. In areas where a 3 sink unit exists,

1Hot water must be of sufficient temperature to effectively clean and sanitize. Manual

dishwashing requires a minimum temperature of 45°C. Mechanical dishwashing requires aminimum wash temperature of 60°C.2

http://www.doh.state.fl.us/Disease_Ctrl/epi/FLEIS/Aimee_handwashing.pdf


one sink may be designated for hand washing in situations where it is kept cleanand tidy. However, this will have to be outlined in the food safety plan for reviewand acceptance.

Ware washing – Ware washing facilities must be provided. A three compartmentsink or commercial grade dishwasher must be provided to effectively wash, rinse,sanitize and air dry dishware. If that is not a possibility, arrangements must bemade for off site cleaning OR only single service utensils and dishes can beused. This information is to be detailed in the caterer’s food safety plan.

Toilet facilities – Best endeavours will be made by the Caterer in cooperationwith VANOC (the responsible party) to locate facilities in the vicinity of foodpreparation and service areas. Where possible toilets should be completelyenclosed, provided with tight fitting closing door, have a hand washing noticeconspicuously displayed, conveniently located and accessible to food serviceworkers during all hours of operation. Aprons are not to be worn in washrooms.

Food preparation areas – Food preparation areas must be sufficient in size toaccommodate proposed food preparation processes. A draft menu must besubmitted with the plans. Separate, when possible, the handling of raw foodproducts and ready to eat foods. Variance from this will be addressed in the foodsafety management plan. Surfaces must be smooth, non absorbent, and easilycleanable. Designated hand washing sinks must be provided in food preparationareas (as noted above).

Power – Electricity must be provided in sufficient capacity to meet peak electricaldemands of equipment.

ii) Transportation, receiving and storage (including display):Includes transportation, receiving and storage procedures for ingredients, materials,cleaning supplies, and finished food products. Invoices, receipts and lot codinginformation must be retained on-site to allow tracking of unlabelled products or split lots.Seafood tags must be retained for the duration of the Games.During all phases of transportation, receiving, and storage, foods must bemaintained in a sanitary condition. Foods must be inspected to verify thatprotection from potential contamination has been maintained.

a) Transportation: Foods must come from approved suppliers. Transport vehicles mustbe clean and capable of maintaining appropriate storage temperatures: cold storagemust be +4 degrees C or colder; frozen storage must be -18 degrees C or colder; hot-holding must be +60 degrees C or warmer. Accurate thermometers must be provided.Temperature checks must be carried out and results and corrective actions are tobe recorded.

b) Receiving: Food and supplies are checked for spoilage, infestations, contaminationand temperature abuse. Food and supplies that are received in unsatisfactory condition


must not be accepted. Temperature checks must be carried out and results andcorrective actions are to be recorded.

c) Storage: Potentially hazardous foods are to be placed into refrigerated storage (+4degrees C or colder); frozen goods are to be placed into freezers (-18 degrees C orcolder) and dry goods into dry storage areas. Foods are placed into coolers that allowfor effective air circulation. The first in first out principle is applied to ensure stockrotation. Products are dated and labelled. Temperature checks must be carried outand results and corrective actions are to be recorded.

d) Display: Food must be protected from public handling and contamination. This canbe achieved by the use of packaging, display cases, or sneeze guards.

Suitable utensils or an alternative approved dispensing method must beprovided. Dispensing utensils are to be stored in the food with the utensil handleextended out of the food. Alternative methods will have to be disclosed in thefood safety plan for approval and may include:

o Open hot and cold platters with small amounts of food, either hand servedin a cocktail party style, or smaller platters that are continuouslyreplenished for buffet style service.

o Both types of service operations will be supervised by caterer staff. Tongsand equipment will be replaced as necessary, and unused food discardedafter being in the danger zone for 2 hours.

iii) Equipment: Equipment design, installation and calibration programs areimplemented. A preventative maintenance program is a key part.

a) Equipment design: Equipment is constructed of materials which are corrosionresistant, impervious, smooth, and easily cleanable, do not impart odours, colours ortaste and do not contribute to the contamination of food. Equipment and utensils must bedesigned and constructed to be durable and to retain their characteristic qualities undernormal use and conditions.

b) Installation: Equipment intended for cleaning in place is designed so that cleaningand sanitizing solutions can be circulated throughout the system. Appropriate approvedbackflow prevention devices are installed.

c) Calibration: Equipment such as dishwashers, ovens, hot holding equipment,thermometers are operating as per manufacturer’s specifications.

d) Preventative maintenance: Equipment will be maintained in good repair so that itfunctions in accordance with its intended use.


iv) Personnel: Includes training in appropriate personal hygiene and the hygienichandling of food. Employees must receive technical training necessary to perform theirtasks. (Appendix 2)

a) Within existing venues with a presently valid food safety plan the present number ofFood Safe level 1 or equivalent qualified staff will remain the same under games timeoperation.Those other persons that have contact with food will attend an abbreviated in house foodsafety course. (Train the trainer)Variations from this requirement must be outlined in the food safety plan for review andapproval.

b) Within an existing venue with additional food service overlay or locations with a totalchange of use the number of workforce with Food Safe level 1 or equivalent qualifiedstaff will be management, supervisors and staff that will have a key food service rolewithin these locations.Those other persons that have contact with food will attend an abbreviated in house foodsafety course. (Train the trainer)Variations from this requirement must be outlined in the food safety plan for review andapproval.

c) Within a venue with new temporary overlay in Food and Beverage locations thenumber of workforce with Food Safe level 1 qualified staff will be management,supervisors and staff that will have a key food service role within these locations.Those other persons that have contact with food will attend an abbreviated in house foodsafety course. (Train the trainer)Variations from this requirement must be outlined in the food safety plan for review andapproval.

d) Food handling employees will wear hair restraints, clean uniforms, limited jewellery,and have short and clean finger nails.

e) All food handlers will receive on site training on hand hygiene programs and theappropriate method of hand washing. Hand hygiene, including glove use, must bemonitored.

f) Written, posted food safety and hygiene policies are in place. Appropriate trainingmaterials are on site. Staff that work in critical areas are well trained and understandwhy they are performing their tasks.

g) Clear and established illness policy is in place. All employees receive training on thispolicy. (no employee who is known to be suffering from any communicable disease; is aknown carrier of any disease; or has an infected wound or open lesion on an exposedpart of his body shall work as a food handler).

An employee who is suffering from the common cold and who is observed to becoughing or sneezing or wiping his nose must be removed from the working area;Employees having wounds or lesions on exposed parts of the body are not permitted in


the working area unless adequate protection is provided to prevent the possibility ofcontaminating the product.

v.) Sanitation and Pest Control: Written procedures describing how toclean and sanitize the equipment and premises are established. The program willinclude information on what will be cleaned, when, how and the person responsible forcarrying out those tasks. Information on chemicals and solution strength will need to beincluded as well. This master cleaning schedule will address food contact surfaces,equipment, hand contact surfaces, low risk surfaces, and clean as you go and generalmaintenance. Effective and documented pest management is in place.

vi) Recalls: To ensure swift and effective recall of products

a) Systematic documentation is in place to outline where a product came from, whohandled it during production and distribution; When, Where and Who. Roles andresponsibilities are outlined in the event of a food recall.

b) Samples from each batch of food prepared in the athletes’ villages are maintained forlab analysis if required. The sample is labelled and stored in designated fridge for aperiod of 7 days.

c) There is no requirement for the caterer to carry out sampling in other venues.However, VCH Health Protection may collect food samples for lab analysis as part ofregular inspection activities.

vii) Emergency planning: Clear, written procedures are in place to deal withunforeseen circumstances: lack of potable water, no water, sewage back up, lack ofpower, staff shortages, equipment failure, no solid waste/liquid waste pick up, deliveryproblems, temperature abuse, food contamination, customer/staff illness (Appendix 3),and vomitus spills.


Section 2. Food Safety Plans

Food safety plans must be provided to ensure that systems are in place to prevent thebiological, chemical and physical contamination of food. It is important that resourcesare prioritized to deal with higher risk procedures in order to control food hazards.Several additional factors must be considered; is the premises capable of implementingthe food safety plans and what is the public health risk of foods being served?Operations with a higher level of risk are: large volume kitchens, full service kitchens,large menu lists, complicated preparation methods with multiple steps, and cateringoperations.

Risk based food safety management systems are critical to effectively control foodrelated risks and to minimize the potential of food borne illness outbreaks.

The following section provides guidance on specific food groups and processes and howto control applicable hazards. This information can be used to develop your food safetyplan, but this is not your food safety plan.

It is absolutely imperative that you test all your processes before becomingoperational.

Cooking Standard and Procedures:

Foods must be cooked to a minimum internal temperature of +74°C, as measuredwith a calibrated metal stem thermometer. Any foods cooked to an internaltemperature of less than +74°C must be disclosed in the food safety plan with arationale for the variation. The process will have to be reviewed and evaluated byVCH.

If the food is still partially frozen the cooking process will take longer. Theoutside of the food may look like it has been thoroughly cooked; however thethickest part may not have reached +74°C.

Partial cooking is not acceptable!

i. Whole Birds(Turkey, chicken, Cornish game hens, duck)

Safety points: Preheat oven/ do not pack birds too tightly/turn birds during cooking andmake sure all birds are cooked long enough.

How do you do this: Preheat oven for how long/what temperature, how much space isleft between each bird, how often is the bird turned, bird type (size, time, temp, method(roast)) Check to ensure bird is cooked to an internal temperature of +74°C (pierce leg atthickest part).


Prove it: Check that a safe temperature is achieved and record results.

Corrective action: Continue cooking/speed up cooking process/use an alternativemenu item.

ii. Roasts(Bone in: Lamb, Beef, Pork)

Safety Point: Preheat oven/ do not pack roasts too tightly/ensure that roast is cookedlong enough.

How do you do this: Review time need to preheat oven/what temperature/ space leftbetween each roast/max number per tray/insert thermometer into the thickest part of thejoint to ensure an internal temperature of +74 degrees C has been achieved.

Prove it: Check that a safe temperature is achieved and record results.


iii. Individual Cuts(Steak, cutlets, chops: Beef, Lamb, Pork)

Safety Point: Seal outside surfaces of meat thoroughly. Meat that has been processedin any way must be cooked thoroughly.

How do you do this: Review types of cut/equipment/technique/time to seal (allindividual cuts are cuts from the whole muscle). Insert thermometer into the thickest partto ensure an internal temperature of +74 degrees C has been achieved.

Prove it: Make sure that there has been a color change across all external surfaces(top, bottom, edges).

Corrective action: Continue sealing process/use an alternative menu item.

iv. Stews

Safety point: Allow enough time to cook stew, any meat must be cut into similarsizes/ensure that the stew is being heated continuously throughout the cooking process.

How do you do this: Review cooking time/size of meat pieces/stir to check stew isbubbling all the way through/how often is it stirred.

Prove it: Take the largest piece of meat and check that it has been cooked to aninternal temperature of +74°C and record results.



v. Processed white meat(Chicken nuggets, Chicken Fingers)

Safety point: Follow manufacturer’s instructions/turn frequently for shallow frying/makesure meat is cooked for long enough, cook slowly enough to ensure even cooking.

How do you do this: Review manufacturers instructions/how often do you turn theproduct when frying (item, time, temp, method).

Prove it: Take the largest piece of meat and check that it has been cooked to aninternal temperature of 74°C and record results.


vi. Processed red meat(Sausages, Hot dogs, Wieners, Burgers)

Safety point: Follow manufacturer’s instructions/ when cooking avoid large items suchas thick sausages/burgers, turn item several times during cooking.

How do you do this: Follow manufacturer's instructions/if you serve thick meatproducts (how do you prevent undercooking)/how often do you turn the products?

Prove it: Take the largest piece of meat and check that it has been cooked to aninternal temperature of 74°C and record results.


vii. Fish

Safety point: Follow manufacturer’s instructions/cook long enough/follow freezinginstructions for fish that will be consumed raw.

How do you do this: Follow manufacturer's instructions/cooking fish note (type offish/time/temp/method) Provide list of fish served raw (follow freezing requirement todestroy parasites).

Prove it: Check to ensure fish is cooked thoroughly (center of fish), and that the freezertemperature is at least -18°C.



viii. Shellfish(Crustaceans)

Safety point: Approved suppliers/follow manufacturer's instructions, lobster/crab mustbe alive/cook thoroughly.

How do you do this: List supplier/follow manufacturer's instructions, list type/time/tempcooking.

Prove it: Cook thoroughly (color change).


viiii. Shellfish(Bivalves)

Safety point: Approved suppliers/follow manufacturer's instructions/mussels shouldonly be cooked if their shells are tightly closed.Liquid used for cooking should be at a rolling boil.

How do you do this: List supplier/follow manufacturer's instructions, list type/time/tempcooking?

Prove it: Cook thoroughly (shells will open after 20 seconds however this does notindicate adequate cooking) Flesh should shrink by 50% and should rise out of the shell.Ensure shellfish tags are kept on site for the duration of the games.


x. Soups and Sauces

Safety point: Follow manufacturer's instructions, keep soup boiling during cooking, andstir frequently.

How do you do this: Review manufacturer's instructions/cooking time/how oftensoup/sauces should be stirred?

Prove it: Ensure soup is simmering all the way through, check it is bubbling. Ensurethat an internal temperature of +74°C is achieved and record results.



xi. Combination Dishes(Lasagne, Shepperd pie, Quiches)

Safety point: Follow manufacturer's instructions/cook in oven and constant temp toensure adequate cooking.

How do you do this: Review manufacturer's instructions, how you preventundercooking/how often do you turn.

Prove it: Cut into the center to ensure it is steaming hot, large batches should be testedin several places to ensure an internal temperature of 74°C has been achieved andrecord results.


xii. Egg based dishes(Quiche, Mousse, Pudding, and Meringue)

Safety point: Follow manufacturer's instructions, avoid serving products made with eggthat do not get cooked or are only slightly heated/use eggs in good condition (free ofcracks, holes, dirt, feathers, feces, etc), use pasteurized eggs.

How do you do this: Use only pasteurized egg products for egg based dishes that areready to eat or will only be heated slightly. Ensure that an internal temperature of 74°Chas been achieved and record results.

Prove it: Egg dish should be solid throughout.

Corrective action: Continue the cooking process and check it again.

Hot-Holding Standard and Procedures:

Cooked foods must be hot-held at a minimum internal temperature of +60°C, asmeasured with a calibrated metal stem thermometer, after cooking and duringdisplay, transportation and service.

xiii. Hot holding solids

Safety point: Use commercial grade hot holding equipment, preheat equipment, foodmust be heated to an internal temperature of +74°C before hot holding.


How do you do this: Determine food/equipment/frequency of checking equipment,food temperatures (menu item/temp/maximum time hot holding).

Prove it: Ensure food is piping hot, check at the beginning, middle, and at the end ofhot holding. Stir product periodically and before taking internal temperatures. Recordresults.

Corrective action: Reheat until the appropriate temperature is achieved/use analternate menu item.

xiv. Hot holding liquids

Safety point: Use commercial grade hot holding equipment, preheat equipment, foodmust be reheated before hot holding.

How do you do this: Determine food/equipment/frequency of checking equipment, foodtemperatures (menu item/temp/maximum time hot holding.

Prove it: Ensure food is at an internal temperature of +60°C, check at the beginning,middle, and end of hot holding. Stir product periodically and before taking internaltemperatures. Record results.

Corrective action: Reheat to +74°C within 2 hours /use an alternate menu item.

IMPORTANT NOTE: Food products held at less than +60°C for less than 2 hourscan be reheated to +74°C. Foods exceeding the 2 hour limit must be discarded.

Reheating Standard and Procedure:

Previously cooked foods must be reheated to a minimum internal temperature of+74°C within 2 hours, as measured with a calibrated metal stem thermometer,prior to placement in hot-holding unit or service.

xv. Reheating solids

Safety point: Use commercial grade equipment/don't cook foods too far in advancebefore they will need to be reheated/serve immediately, reheat thoroughly.

How do you do this: Determine food/equipment used/ max time between first cookingand last reheating/dish/time reheated/equipment used.

Prove it: Cut into the center to ensure it is at 74°C, large batches should be tested inseveral places and record results.

Corrective action: Reheat to 74°C within 2 hours /use an alternate menu item.


xvi. Reheating liquids

Safety point: Use commercial grade equipment/don't cook foods too far in advancebefore they will need to be reheated/serve immediately, reheat thoroughly.

How do you do this: Determine food/equipment used/ max time between first cookingand last reheating/dish/time reheated/equipment used.

Prove it: Stir dish and ensure an internal temperature of +74°C is achieved and recordresults.

Corrective action: Reheat to 74°C /use an alternate menu item.

IMPORTANT NOTE: Foods must be reheated to +74°C within 2 hours. Foods can onlybe reheated once.

Cooling Standard and Procedures:

Cooked foods not served or hot-held must be cooled quickly, from +60°C to 21°Cwithin 2 hours and then from 21°C to 4°C or below within the next 4 hours, asmeasured with a metal stem thermometer a 0, 2 and 6 hours. Establish andmaintain a product cooling log for all Cook-Chill-Reheat Foods.

xvii. Cooling solids

Safety point: Avoid cooking large quantities in advance, prepare smaller batches. Useactive cooling techniques.

How do you do this: Use an ice bath and cooling wands, long shallow metal pans,reduce portion sizes, and use a blast chiller?

Prove it: Establish a record keeping protocol to ensure the process is working. Providescheduled product temperature checks. Use a cooling chart. Product must be cooled to+21°C within 2 hours and from +21°C to +4°C within an additional 4 hours.

Corrective action: If the time/temperature requirements are not met discard the food.

xviii. Cooling liquids

Safety point: Avoid cooking large quantities in advance, use an ice bath and cookingwands, long shallow metal pans, and reduce portion sizes.


How do you do this: Provide details of products, sizes, methods of cooling andmaximum time left at room temperature.

Prove it: Establish a record keeping protocol to ensure the process is working. Providescheduled product temperature checks. Use a cooling chart. Product must be cooled to+21°C within 2 hours and from +21°C to +4°C within an additional 4 hours.

Corrective action: If the time/temperature requirements are not met discard the food.

Thawing Standard and Procedures:

Frozen foods must be thawed under refrigeration at a maximum temperature of+ 4°C, or in a microwave oven, or under cold running water in a clean andsanitized sink or container.

xviiii. Thawing

Safety point: Frozen foods should be thawed either in a cooler, or under cold runningwater or in the microwave oven.

How do you do this: Plan in advance to ensure that adequate time for thawing frozenfoods? Enough space must be available in coolers.

Prove it: Ensure the food is thoroughly thawed by checking for ice crystals. You maywant to insert a skewer into the food product however this may introduce pathogenicbacteria from the exterior of the food into the internal environment. The thickest part ofthe food will be the last to thaw.

Corrective action: If food is not fully thawed continue thawing until no ice crystals areleft. Use an alternative menu item.

Cold Storage Standard and Procedure:

Potentially hazardous foods must be maintained an internal temperature of +4°Cor below at all times during refrigerated storage.

Coolers and freezers, with sufficient capacity, must be maintained and monitoredto ensure they can maintain potentially hazardous foods at 4°C and – 18°C orbelow at all times.


XX. Bagged/boxed Lunches

Bagged/boxed lunches are an important part of the food service plan for the Games. Itis important to ensure adequate precautions are identified and followed to ensure theirfood safety. The following areas require consideration and inclusion in the food safetyplan:

Identify production method Develop specific instructions for specific tasks Maintain a temperature log for the start and end temperatures Maintain food safety temperatures for potentially hazardous food items Ensure all left over bagged/boxed foods are discarded after service

IMPORTANT NOTE: All food service operations are required to submit anacceptable food safety plan as part of the permit application process.


3. Operational Requirements

The following section outlines the operational aspects of food services during theOlympic and Paralympic games. Plan approvals, permitting, inspections, andcommunication protocols are addressed here. The intent is to provide as muchinformation proactively to all stakeholders in order to streamline all the processes relatedto Olympic and Paralympic food services operations.

a) Plan approvals and permitting

The following outlines the process for approvals:

VCH Vancouver 2010 Food Safety Management Plan and permit applicationpackages are sent to caterer

Caterer submits completed permit application along with food safety andsanitation plans, copies of staff’s FOODSAFE Certificates, and food premisesplan to VCH.

VCH reviews permit application, premises layout plan, food safety and sanitationplans, and status of FOODSAFE-certified staff. Revisions/additions may benecessary prior to signing off the food safety and sanitation plan.

VCH meets with Venue Overlay Manager, Caterer, and VANOC Food andBeverage Manager to ensure all design plans are complete.

Three copies of plans are provided and stamped approved and submitted toVANOC Project Manager, Building Code Professional.

Caterer completes and submits food service permit application form (Appendix1).

On site final inspection is conducted by VCH Environmental Health Officers. Permit to Operate is issued.

b) Inspections

Final inspection: The purpose is to ensure food premises is built in accordance withapproved plans and/or specifications in order to provide approval to commence foodservice.

The physical premises will be checked against the approved plans Equipment is tested to ensure it is operating as per manufacturer’s specifications

o Coolers/freezers are at appropriate temperatures and equipped withthermometers,

o hot holding equipment is functional,o dishwasher is operational and final rinse cycle requirements are being

met Personnel training is completed and/or ongoing

o Hygiene and technical training will be reviewed


Food safety plan requirements are implementedo Checklist and temperature audit sheets are available or posted as per

written plans

Routine inspection: Full review of food premises operation and facilities and their impacton overall food safety. The following will be reviewed:

Food preparation processes preparation and cooking areas Internal food temperatures Employee hygiene practices Cross contamination control Hand washing sinks Food storage areas Dishwashing Temperature logs Washrooms (specifically related to washrooms under the caterers control)3

Garbage areas

It is expected that two full routine inspections will be carried out during the Games withany additional daily follow up inspections while venues are active. These inspections willfocus on deviations from food safety plans/regulations and from Olympic Committeeexpectations for athlete’s and media food (e.g. posting of nutritional values andallergenic components).

Inspections will be carried out using state of the art hardware (wireless handhelddevices) and software (Decade Hedgehog – already in use within VCH for all restaurantinspections). (Appendix 7)

Results of all inspections will be provided by electronic copy to FAB daily andsummarized for the VANOC Medical program on a daily basis and will also be posted onthe VCH public website.

3All other washrooms are under VANOC’s Snow Cleaning and Waste cleaning schedule.

Deficiencies or issues should be addressed to the Venue Snow Cleaning and Waste Manager.


c) Escalation Structure

The escalation structure recognizes that decisions made and instructions conveyed asclose to the point of activity (the venue) are going to result in faster corrective action andhelp avoid any unnecessary confusion of delays. The following reporting structure isproposed:

1. The attending EHOs will introduce themselves to the appropriate Venue CateringContract manager/supervisor upon arrival and will review the findings of theinspection with the manager prior to finalizing the electronic report.

2. A copy of the report (preferably electronic, via e-mail) will be left with the onsitemanager and copied to Vanoc Venue Food and Beverage Manger via email.

3. Should there be a disagreement between the Venue Catering Contract Managerand the EHO in relation to a noted deficiency or required corrective action andthis disagreement cannot be resolved at this level with the help of the VanocVenue Food and Beverage Manager it will be escalated to the Senior EHO andthe appropriate VANOC FAB manager (by telephone, if not immediatelyavailable).

4. Failure to resolve the issue at step 3 will result in the issue being escalated to theHealth Protection Manager and the appropriate FAB senior manager forresolution.

5. Only if the issues cannot be resolved at step 4 will the matter be referred to theRegional Director, Health Protection and the Director, FAB for resolution

6. If the attending EHO issues a Public Health Act Order to close or suspends thepermit to operate, this will be immediately conveyed to the Director, FAB and theChief Medical Officer, VANOC.

7. With respect to reporting structures within VCH Health Protection, the districtEHOs report through a Senior EHO, who reports to a Manager, who reportsjointly to the Regional Director of Health Protection and the Medical HealthOfficer. The VCH Food Safety Coordinator also reports to the Regional Directorof Health Protection. The Regional Director of Health Protection reports to theChief Medical Health Officer of VCH.


d) VCH Resource Allocations

Resource allocations will vary, according to the size and complexity of the venue, theduration of the event and any historical concerns with the venue food operation.Generally speaking however, the EHOs will operate in teams of 2 when conducting thethorough (pre-opening & mid-way) inspections and the daily audit inspections. Forlarger venues (CHP, BC Place, MMC, Athlete’s Villages) VCH may utilize two teams oftwo, as required.EHOs will be operating 2x9 shifts per day, seven days per week, with shifts commencingapproximately 8:30 – 6:00 and 1:30 to 11:00 (including meal breaks).


e) Communications Relationship for all Food Safety IssuesVancouver 2010 Olympic and Paralympic Games

IOC

Main Operations CentreVANOC VP Services andAccommodation or FAB

Director

MedicalHQ

ChiefMedicalOfficer(VANOC)

VancouverCoastalHealth

VenueManagement

(VANOC)

VenueCateringContractManager

VANOCFAB

Manager(VANOC)

EnvironmentalHealth Officer

(VCH)

VenueMedicalOfficer

(VANOC)

FAB- FCC(VANOC)


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Appendix 1


Appendix 2

WHERE IN THE LOWER MAINLAND IS FOODSAFE OFFERED?

INSTITUTION TELEPHONE

Burnaby Community Education 664-8888Capilano College 984-4901Delta Continuing Education 940-5550Douglas College: New Westminster 527-5477HIEAC: Home Course 930-9770Langara College 323-5322Langley Continuing Education 533-4227Maple Ridge Continuing Education 466-6555New Westminster Continuing Education 517-6345Newton Continuing Education 594-2000Richmond School Board 668-6111Tri-City Continuing Education 936-4261Vancouver Community College 443-8484Vancouver School Board 713-4550White Rock/Cloverdale Continuing Education 531-1515

Schedules of FOODSAFE classes are also available atwww.foodsafe.ca.


Appendix 3

Client Report Information Sheet

1. Received: Date: Time:

AM PM

Staff name:

2. Forwarded to: Manager : Name: Sent: Date Time: AM PM

3. Reported by: Name: Phone1:

Address: Phone2:

Contact notes:

4. Details: Facility/ Outlet:Location:

Meal Date: Time:AM PM

# Diners: # ill Diners:

Diner Name

All Food & Drink Consumed at Meal Illness Symptoms Onsete.g. appetizers, entrée, salads, dessert, fruit,

beverages/ water(e.g. vomiting, diarrhoea, nausea,

cramps, or other(s))Date Time

1

2

3

4

6

7

8

Was anyone hospitalized?

5. Other Comments:

6. Referred to Public Health: Yes / No Date/ Time if sent: Sent by: name

Vancouver Coastal Health CD Control & Environmental Health Division

#800 – 601 West Broadway, Vancouver, B.C., V5Z 4C2 Ph: 604-675-3917 Fax: 604-731-2756


APPENDIX 4

COOLER TEMPERATURE LOG

MONTH: _____________________________

Date Cooler: _____________(degrees C / F ) –circle

one-

Cooler: _____________(degrees C / F ) –circle

one-

Comments/Corrective ActionTaken

1 am: pm: am: pm:2 am: pm: am: pm:3 am: pm: am: pm:4 am: pm: am: pm:5 am: pm: am: pm:6 am: pm: am: pm:7 am: pm: am: pm:8 am: pm: am: pm:9 am: pm: am: pm:

10 am: pm: am: pm:11 am: pm: am: pm:12 am: pm: am: pm:13 am: pm: am: pm:14 am: pm: am: pm:15 am: pm: am: pm:16 am: pm: am: pm:17 am: pm: am: pm:18 am: pm: am: pm:19 am: pm: am: pm:20 am: pm: am: pm:21 am: pm: am: pm:22 am: pm: am: pm:23 am: pm: am: pm:24 am: pm: am: pm:25 am: pm: am: pm:26 am: pm: am: pm:27 am: pm: am: pm:28 am: pm: am: pm:29 am: pm: am: pm:30 am: pm: am: pm:31 am: pm: am: pm:

Food Safety Standard: PHFs must be stored at a temperature of 40F/4C or below at all times!Monitoring Procedure:

Check thermometer of all coolers and freezers at least twice/day and record temperature in log. If cooler thermometer reads higher than 40F/4C, take temperature of a PHF in the cooler with metal

stem thermometer. If temperature of PHF is above 40F/4C, take immediate corrective action and record in log.

Corrective Action: If temperature of PHF is 45F/7C or above … Discard all PHFs and repair cooler. If temperature of PHF is 41F-44F (5C-6C) … Immediately relocate PHFs to another cooler (must be

at 40F/4C or below) and repair cooler.** PHF = POTENTIALLY HAZARDOUS FOODS (IE. MEATS, POULTRY, SEAFOOD, DAIRY PRODUCTS,

COOKED PASTA/RICE/VEGETABLES, SUSHI PRODUCTS, ETC….)


Appendix 5

SANITATION LOG MONTH __________ YEAR _________

Final Rise for High Temperature Dishwasher must be at or above 82oC/180oFFinal Rinse for Low Temperature Dishwasher must have a concentration of 50ppm Chlorine / 200ppm QAC /12.5ppm IodineSanitizing Solution must have a concentration of 100ppm Chlorine / 200ppm QAC / 12.5ppm Iodine

SanitizingSolutionforWiping Cloths(ppm)

SanitizingSolutionforWiping Cloths(ppm)

SanitizingSolution(Spray Bottle)(ppm)

Dishwasher(Final Rinse)

Day AM PM AM PM AM PM AM PM Comments/Corrective Actions Initial1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31


Appendix 6

Time/Temperature Requirements4

Critical Step Temperature RequirementRefrigeration 4°C (40°F) or lessFreezing Minus 18°C (0°F) or lessParasite Reduction Minus 20°C (minus 4°F) for 7 days or,

Minus 35°C (minus 31°F) in a blast freezerfor 15 hours

Cooking:Food mixtures containing poultry, eggs,meat, fish or other potentiallyhazardous foods

Internal temperature of 74°C (165°F) for atleast 10 minutes

Port, lamb, veal, beef (whole cuts) Internal temperature of 70°C (158°F)Rare roast beef Internal temperature of 63°C (145°F) for 3

minutesPoultry Internal temperature of 85°C (185°F) for 15

secondsStuffing in poultry 74°C (165°F)Ground Meat 70°C (158°F)Eggs 63°C (145°) for 15 secondsFish 70°C (158°F)Reheating 74°C (165°F)Hot holding 60°C (140°F)Cooling 60°C (140°F) to 20°C (68°F) within 2 hours

20°C (68°F) to 4°C (40°F) within 4 hours

Food Retail and Food Services Code, Amended Edition – September 2004Appendix B: Time/Temperature Control – Raw Animal Foods

4 The required pathogen reduction is achieved instantly in meat when the internal temperature isgreater than 70°C.

Appendix 7Draft Food Services Compliance Checklist

Appendix 8

FOOD SAFETY CHECKLIST

DATE OF AUDIT

OUTLET

VENUE

DATE

NAME OF AUDITOR……………………………………………..

An application for food services permit must be completed and submitted byfood service providers.

The Food Permit must be posted in a conspicuous place within the foodservice area

Reference: Food Retail and Food Service Code

BC Food Premises Regulation

Checklist Item Yes No Comments

PERSONNEL

No personnel with infections or restricted illness

Hands washed and clean, nails clean, hair tied back, general grooming

Clean and tidy uniform

Food handlers not wearing uniforms on public transport

Adequate training in food safety and safe use knowledge of equipment

No smoking as per legislation

EQUIPMENT AND UTENSILS

Food contact surfaces designed constructed to code

Two compartment sink with potable hot and cold running water under

pressure for wash areas in temporary kitchens

Appropriate serving utensils for task correctly sanitized and cleaned


Single service utensils properly stored and dispensed

Dish wash facilities designed and operating to code

Clean disposable cleaning cloths used

WATER

Approved water source, hot and cold, under pressure and safe

Grey water holding tanks require 125% capacity of main water tank

Grease traps must be suitable for task

SEWAGE AND PLUMBING

Sewage disposed with no likelihood of contaminating potable water

Plumbing approved and maintained with appropriate backflow prevention

BATHROOMS AND HAND WASHING

Designated food handlers bathroom facility allocated

Defined hot water washing facilities with approved hand wash signage

Soap, sink and paper towels

WASTE AND RECYCLING DISPOSAL

Clean covered bins that are insect and rodent proof

Correct bin allocation following defined waste stream with approved

signage

Compound space clean and tidy with minimum visual impact

INSECTS, RODENTS AND ANIMAL CONTROL

No evidence of presence of insects, rodents, animals or their droppings

FLOORS, WALLS AND CEILINGS

Cleanable floor designed and constructed to code

Cleanable walls, ceiling and attached equipment constructed to code

LIGHTING AND VENTILATION


Lighting provided for food handlers with fixtures shielded

Room and equipment vented to remove steam and smoke vapours

OTHER AREAS

Toxic items properly stored and labelled

Material Safety Data sheets available

Premises maintained free of litter and unnecessary articles

Soiled linen and laundry stored and transported correctly

FOOD TRANSPORT VEHICLES

Transporting food in designed to code vehicles

Cleanable food contact surfaces that are kept clean

FOOD CHECKS

Cold storage checks below 4 C

Frozen storage temperatures checked below minus 18 C

Visual check on food condition

Use by date check, first in - first out

Check temperature record sheets

Check samples being taken (not sure about this and awaiting VCH requirements)

Check cleaning schedules

Check control of leftovers

Portable thermometers present with sanitiser wipes (alcohol wipes)

All food available cooked or processed in an approved commercial kitchen


Appendix 9

Key Contact Information

Domenic LositoRegional DirectorHealth Protection1200, 601 West BroadwayVancouver, BC V5Z 4C2Tel: 604-675-3800Email: [email protected]

Jasmina EgelerRegional Food Safety CoordinatorHealth Protection1200, 601 West BroadwayVancouver, BC V5Z 4C2Tel: 604-675-3810Email: [email protected]

Bob WestonManagerHealth Protection5571 Inlet AveSechelt, BC V0N 3A0Tel: 604-885-8708Email: [email protected]

Michele RadnidgeSenior Environmental Health Officer8100 Granville StreetRichmond, BC V6Y 3T6Tel: 604-233-3193Email: [email protected]

Sam SewEnvironmental Health Officer6th Floor, 132 West EsplanadeNorth Vancouver, BC V7M 1A2Tel: 604-983-6802Email: [email protected]

mailto:[email protected]






References

A BC HACCP Plan, Workshop Manual

BC Food Premises Regulation, BC Reg. 210/99, O.C. 774/99 (July 9, 1999)

Food Retail and Food Services Code, CFISIG (2004)

Guidelines for Food Services and Food Handler Education for British ColumbiaSummer/Winter Games, 2006

Taylor E, Taylor JZ. HACCP for Hospitality. The use of Menu-Safe and Safer FoodBetter Business in Catering and Food Service. Manchester, UK: PHP 2006.

2776598

December 7th, 2009 File: 3787P


Attention: To All Proponents Dear Sir/Madame: Re: Request for Proposal 3787P: Catering Services for the Richmond O Zone - Addendum 2 This Addendum includes items of clarification, forms part of the Contract Documents and shall be read, interpreted and coordinated with all other parts. Please review and consider the following information in the preparation of your proposals: I. Amendment to Previous Addendum

Please replace the title of the previous Addendum with the following: Re: Request for Proposal 3787P: Catering Services for the Richmond O Zone – Addendum 1

II. Amendments to Scope of Work and RFP Document

Due to a change in the scope of work, some changes have been made to the Request for Proposal (RFP) document, please change the noted sections of the RFP, with the revised sections included with this Addendum on the following pages. III. Amendment to Closing Date

Please note that Closing Date has been adjusted: WAS: Wednesday, December 9, 2009 at 2:00pm, Pacific Time. IS NOW: Thursday, December 17, 2009 at 2:00pm, Pacific Time. Yours truly,


KG:kg


- 2 -

RFP Revisions

1. Please replace section five of the RFP with the following (the specific changes are highlighted):

5. Project Background

To celebrate Richmond’s role as a Venue City in the 2010 Olympic and Paralympic Winter Games (the “Games”)1, the City of Richmond will deliver a celebration site on 60 acres of land in the heart of the city. Called the O Zone, this site will be located in Richmond’s Minoru Park and in the Civic Centre (which includes Richmond City Hall and its central, satellite community facilities). Please see the draft plan of the O Zone on the next page for a visual representation of the proposed site layout. On February 9, the Olympic Torch Relay will hold celebration activities on the O Zone site. A capacity crowd of 17,000 visitors is expected. For the 17 days of the Games (February 12 - 28), the City anticipates 15,000 visitors will visit the O Zone on daily average. Visitors will be attracted to the long track speed skating competitions at the Richmond Olympic Oval nearby, and will also be drawn to the program of entertainment and activities taking place at the O Zone. Please refer to the City’s web page (linked below) for further information www.richmondozone.ca

To enhance the experience at the O Zone, catered food and beverage services (prepared both on and off site) will be required for designated areas of the O Zone which will host special guests, the workforce (staff and volunteers), artists and entertainers, media, sponsors and Olympic dignitaries. The Successful Proponent will provide these services at the designated hosting areas from February 9th to February 28th, 2010.

Specifically the Successful Proponent will provide a catered food and beverage services program that includes six FIVE components:

1. The Workforce Service Plan. (AMENDED)

2. The Artists Service Plan.

3. The Executive Lounge Service Plan.

4. The City Hall Service Plan.

5. The Private Suite Service Plan.

6. The Site Preferred Caterer Plan.

Please see “Appendix A” for more specific definitions. See “Appendix C” for location(s) of work.

1 For information on Richmond’s role as a Venue City, please visit: http://www.richmond.ca/discover/olympics/venuecity/games.htm

- 3 -

2. Please replace section seven of the RFP with the following (the specific changes are highlighted):

7. Project Scope of Work

The Successful Proponent will be required to:

1. Obtain all required operating permits including health permits, insurance, and licenses (but excluding liquor licenses and building permits) necessary to operate at the O Zone site for the duration of the event.

2. Supply all equipment and culinary and service staff required to prepare and serve the food and beverages. This includes, but is not limited to, sinks, counters, racking/shelves, food warming and refrigeration units and trucks, dishes, serving platters, cutlery, serving equipment, serving utensils, and linens.

3. Supply all cash collection equipment and staff where indicated. NOTE: No POS networking is available; cash registers only. A “Z reading” will be required every night at closing or at the conclusion of a private event.

4. Provide eating area maintenance during food service and final wipe down. Ensure the arrangement of all furniture and/or equipment to facilitate nightly or final janitorial services, including mopping of floor, to the food service areas. Caterer is responsible for all cleaning and maintenance of the kitchen/food preparation area, including mopping of floors and wiping of shelves.

5. Deliver each of the six FIVE service plans listed as described in Appendix A – Food Service Plans for the O Zone.

6. The City strongly encourages the Successful Proponent to incorporate foods that are locally grown and locally sourced into their menus for this contract.

3. Please replace section nine of the RFP with the following (the specific changes are highlighted):

9. O Zone Operating Hours

Catering will be fully operational at the times noted below and these times may vary depending on the six FIVE components being serviced. (Please note that catering services may be expected outside of the times listed on the next page.)



12-Feb-10 Friday 3:00 PM 11:00 PM


14-Feb-10 Sunday 12:00 PM 11:00 PM

15-Feb-10 Monday 3:00 PM 11:00 PM



- 4 -


18-Feb-10 Thursday 3:00 PM 11:00 PM

19-Feb-10 Friday 3:00PM 11:00PM


21-Feb-10 Sunday 12:00 PM 11:00 PM

22-Feb-10 Monday 3:00PM 11:00PM



26-Feb-10 Friday 3:00 PM 11:00 PM


28-Feb-10 Sunday 12:00 PM 11:00 PM

4. Please replace the affected sections on page 11 of the RFP with the following (the specific changes are highlighted):

Workforce Service Plan – The City will provide the products for this area at no cost to the bidder. A Coca Cola cooler and vending machine will be in place. The Successful Proponent will be responsible for maintaining the stock in these machines. One beverage per meal will be provided to staff at no cost. Additional drinks will be sold at minimum mark-ups. Executive Lounge Plan – The City will sell non-alcoholic Coca-Cola products to the Successful Proponent at a price close to cost. As noted in this RFP, the City will expect 24% of beverage sales from the concession and no-host bar.

5. Please replace Appendix B and Appendix C with the revised appendices on the following pages.

City of Richmond 5 Contract 3787P Request for Proposal Catering Services for the Richmond O Zone Appendix B – Food Service Plans for the O Zone

(Please use with Appendix C)


Workforce Service Plan (see area #1 on site map) Cost to City: $10.00 per worker. Meal will include one non-alcoholic beverage provided by the City.

All volunteers and staff of the O Zone.

Max. 370 Lunch and dinner meals including hot and cold food options, non-alcoholic beverages and snacks.

Minoru Seniors Centre (designated break room in the facility).


Prep space: very limited.

Cold drink cooler and vending machine, as well as product, provided by City of Richmond. Proponent responsible for stocking and maintenance only.

THE CITY WILL PROVIDE SUCCESSFUL PROPONENT WITH THE NUMBERS OF WORKFORCE MEALS NEEDED PER SERVICE PERIOD.

The food service for the workforce service plan will be based on a ticketing and cash system, in which payment must be collected in the form of pre-issued tickets or cash.

Cash and ticket collection must be administered and monitored by the Successful Proponent.

Artists Service Plan (see area #2 on site map)

All Main Stage performers and O Zone artists.

Max. 60 people Food platters with a variety of snacks and finger foods, sandwiches and cut fruits and vegetables, etc.

Non-alcoholic beverages.

Minoru Sports Pavilion (designated artist green room in the facility).


Prep space: none.

Items are provided gratis to artists.

Successful Proponent to provide service and maintenance to food and beverage area.

Executive Lounge V.I.P. guests 150 - 200 with peak Snacks and light meals Raised deck in hospitality Cash Concession



Service Plan (Club O Zone). (see area #3 on site map) Both gratis and concession service area. Possible no-host bar service. City to receive 24% of gross food and beverage revenue.

with ticketed access.

numbers visiting between 4:30pm and 7:00pm

appropriate for a cocktail setting.

Alcoholic and non-alcoholic hot & cold beverages.

station.



Counter, with some complimentary snacks, provided by the Successful Proponent.

Bar service and coffee service station will be staffed by the Successful Proponent

Cash handled and managed by Successful Proponent.

The Successful Proponent will remit 24% of the gross food and beverage revenue to the City.

Private Executive Suite Catering Services Plan (see area #5 on site map) Caterer-to-Client business model. Custom menus tailored to meet client needs. City to receive 10% revenue share of gross food and beverage sales.

Invited guests of business clients.

Max 50 To be determined by the Successful Proponent and business clients renting the suite.

Comprehensive pre-order menu must be made available to The City for approval.

Alcoholic and Non – alcoholic hot and cold beverages

Temporary Structure



The Private Executive Suite will be available to rent out to business clients for hosting private events.

The Successful Proponent will be the exclusive caterer for this space and will work directly with the client renting the suite.

Richmond City Exclusive V.I.P. Max. 350 on Reception-style catering, Richmond City Hall, main The City anticipates



Hall Service Plan (see area #4 on site map) City is primary client seeking custom menus. No revenue share required, unless City is not client. Then City to receive 10% revenue share of gross food and beverage sales.

access by invitation.

February 14, 2010

All other times, max. 150

including wine and cheese options.

Alcoholic and non-alcoholic beverages.

Cold and hot appetizers, served buffet-style, with serving and bartending staff provided by the Successful Proponent.

floor meeting rooms.

Prep space: some tables in a separate room.

that this suite will host up to ten events over the duration of the O Zone.

O Zone Site Preferred Caterer (Not indicated on map) Caterer to Client business model. Custom menus tailored to meet client needs. City to receive 10% revenue share of gross food and beverage sales.

Business-to- Business Catering for O Zone Partners and Sponsors.

Unknown To be determined by the Successful Proponent and business clients requesting the services.

The services may be on-site sponsors and partners in their activation areas. NOTE: Heineken Holland House will not require these services.

Business model would be similar to Private Suite Catering.

Unknown. The City does not guarantee that this service will be required.

Should the sponsor or partner request a caterer other than the Preferred Site Caterer, the Preferred Site Caterer may charge up to $2,500 (or suggest other reasonable amount) to relinquish right to provide service.


2776598

Appendix C – Map of Designated Hosting Areas –PLEASE NOTE AREA 3 IS NO LONGER TO BE SERVICED.


2776598

2777307



Attention: To All Proponents Dear Sir/Madame: Re: Request for Proposal 3787P: Catering Services for the Richmond O Zone - Addendum 3 This Addendum includes items of clarification, forms part of the Contract Documents and shall be read, interpreted and coordinated with all other parts. Please review and consider the following information in the preparation of your proposals: I. Amendment to Section 10 f

Please replace section 10 f. of the Request for Proposal (RFP) document with the following:

f. A minimum of three (3) client references from projects of a similar size and scope. Proponents should include references from projects that are similar to the work described in this RFP in terms of scope, duration and complexity of deliverable. These references should also be able to demonstrate the Proponent’s experience in providing service to groups of up to 350 people. Proponents may also include information on sales figures.

II. Deadline for Proponent Inquiries

Please be advised that the deadline for inquiries about this Request for Proposal is Thursday, December 10, 2009 at 5:00pm, Pacific Time. The City will not answer any inquiries received after this time. Yours truly,


KG:kg


2779354



Attention: To All Proponents Dear Sir/Madame: Re: Request for Proposal 3787P: Catering Services for the Richmond O Zone - Addendum 4 This Addendum includes items of clarification, forms part of the Contract Documents and shall be read, interpreted and coordinated with all other parts. Please review and consider the following information in the preparation of your proposals: I. Questions and Answers

Q.1 Approximately how many double boilers, if any, would we be issued?

A.1 The City will not be providing double boilers.

Q.2 Should we include a daily food plan for all five (5) service plans or just make one uniform plan for everyday? Another option would be to include all the items we can prepare for the venue.

A.2 The Proponent should provide five (5) distinct work plans structured to meet the requirements for each plan, although items and/or menus may be duplicated.

Q.3 Would there be a kitchen provided to work from, for all the service plans?

A.3 The approximately 200 square foot prep space in the Minoru Pavilion has a four-burner, non-industrial stove and a non-industrial refrigerator. That is the extent of the kitchen provided. This preparation space will be provided for the Workforce and Artist Plans. A small catering tent will be a shared space for staging meals for the Private Suite. Additional space could be provided, if requested by the Proponent, for an additional cost to be borne by the Proponent.

Yours truly,


KG:kg


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