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REQUEST FOR PROPOSALS (RFP) - Food Service Providers

 

REQUEST FOR PROPOSALS (RFP)

 

Canteen Services for Grande Prairie & District Catholic School

 

Contract Term: September 2026 – June 2029

 

 

  1.                 NOTICE TO QUALIFIED FOOD SERVICE PROVIDERS

 

The Grande Prairie Roman Catholic Separate School Division (GPCSD) invites qualified food service providers to submit proposals to operate school cafeteria services at the following sites:

 

  •     Kateri
  •     Ecole Catholique Louis Riel
  •     Patrick
  •     Holy Cross
  •     Mother Teresa
  •     Ecole St. Gerard
  •     Clement

   

Operations are scheduled to begin September 2026.

 

Submission deadline:

4:00 p.m. on April 5, 2026.

Submit proposals via email to:

Attention: Secretary-Treasurer

[email protected]

 

 

The DIVISION reserves the right to reject any or all proposals and to waive informalities. No proposal may be withdrawn for 60 days following the submission deadline.

 

  1. Application Cover Letter & Proposal Guidelines

 

  1. Introduction and Site Information

The food services program must provide nutritious, affordable meal options for students and staff.

Typical service hours: 10:00 AM – 1:00 PM (primary lunch service).

Additional opportunities (evenings/weekends) may be negotiated.

 

A selection committee, chaired by the Secretary-Treasurer and including Division finance staff, administrators, and school-based personnel, will evaluate proposals.

 

Only complete electronic submissions will be reviewed.

 

  1. Provider Eligibility

Applicants must demonstrate:

  •     Experience delivering nutritious, cost-effective cafeteria services
  •     Financial stability
  •     Adequate insurance coverage
  •     Relevant business/program references
  •     Compliance with OH&S, Alberta Health Services, WCB, and all applicable legislation (to be verified for the successful provider)

 

  1. Contract Requirements

The successful provider will enter a three-year agreement with GPCSD governing facility use and food service operations.

 

Provider Responsibilities include:

  •     Independently managing operations with no Division subsidy
  •     Maintaining service quality and meeting agreed-upon standards
  •     Providing a quarterly financial return to GPCSD
  •     Submitting financial records at the end of each school year
  •     Establishing menu and pricing annually with school administration
  •     Prioritizing service to students and staff
  •     Attending school site meetings as required

 

More detailed contract terms will be finalized upon provider selection.

 

  1. Submission Instructions
  •     Proposals must be submitted by email before the deadline
  •     Joint submissions or partial program proposals are permitted
  •     Email subject line must read: “School Name Food Services Proposal”

 

Submit to:

Secretary-Treasurer

[email protected]

Deadline: April 5th, 2026 at 4:00p.m.

 

  1. Schedule
  2. Proposals received
  3. Paper screening
  4. Reference checks and interviews by (if deemed necessary)
  5. Award announcement
  6. Contract issued

  

III. Application Requirements

  

  1. Organization Information
  •     Organization name and address
  •     Contact information
  •     Legal status (nonprofit, corporation, public agency, sole proprietorship, partnership, etc.)
  •     Names of corporate officers or governing board
  •     Center contract information
  •     Signature of authorized representative

 

  1. Management Information

 

  1. Organization Description & Experience

 Describe your organization, including:

  •     Background and history
  •     Food service experience
  •     Current service locations
  •     Administrative support available

 

  1. Financial Plan & Fiscal Controls

 Include a detailed proposed budget showing:

  •     Revenue
  •     Commission structure
  •     Staffing salaries & benefits
  •     Food, supplies, equipment
  •     Operating expenses

Attach:

  •     Certificate of insurance (liability minimum: $5 million per occurrence)
  •     Proof of worker's compensation coverage
  •     Property insurance information GPCSD must be listed as additional named insured.
  1. Menu & Pricing

Provide a proposed menu and fee schedule for the 2026-2027 school year.

  1. Operating Schedule

State intended days and hours of service (approx. 179 instructional days).

  1. Health & Safety Compliance

 Describe your compliance plan for:

  •     OH&S
  •     WCB
  •      Alberta Health Serv
  •     Commercial kitchen requirements

 

  1. Staff Qualifications & Training

 Provide:

  •      Minimum qualifications
  •      Hiring process
  •      Staff training program and resources

 Required Attachments

 Personnel Resumes

  •      Projected Budget
  •      References (Letters/Names, Addresses for Professional/Business References)
  •      Certificate of Insurance