Farmers Markets Ontario 54 Bayshore Road, Brighton, Ontario K0K 1H0 Tel: 1-800-387-FARM (3276) Tel: 613-475-GROW (4769) Fax: 613-475-2913 Email: fmo@farmersmarketsontario.com REQUEST FOR PROPOSAL Independent Analysis of FARMERS MARKETS ONTARIO Programs Including MyPick Sustainability of the Organization Release date: November 19, 2012
FARMERS MARKETS ONTARIO (FMO) The Request for Proposal (RFP) consists of the following sections: 1. Submission Information 2 2. Timing 2 3. Background for the Request for Proposal 3 4. Objectives 4 5. Scope, Approach and Methodology 4 6. Deliverables 4 7. Evaluation and Selection Criteria 5 8. General Terms and Conditions 5 9. CONFIDENTIALITY AGREEMENT 7 1. Submission Information An electronic email copy of the proposal must be received no later than 5:00 p.m. on Thursday, December 6, 2012, at the following email address: fmo@farmersmarketsontario.com All replies received will be acknowledged by return email. 2. Timing The project will begin on the awarding of a contract, which is expected to occur by December 15, 2012. The project must be completed by February 15, 2013. Farmers Markets Ontario reserves the right to withdraw the Request for Proposal offer, re-issue the Request for Proposal and/or award the project to one or more parties. Inquiries with respect to this Request for Proposal can be directed to Philip Powell, Chair of the Audit and Governance Committee of FMO, by e-mail at philip.powell@ottawa.ca. Copies of email questions received and answers provided from any potential bidder will be provided to all potential bidders to whom the original RFP has been sent. To make sure that your firm is included in the circulation list, please notify Catherine Clark at fmo@farmersmarketsontario.com by November 28, 2012. The cut-off for receiving questions and circulating answers will be November 30, 2012. 2
3. Background for the Request for Proposal Ontario farmers markets have a long history. The first market in Ontario was established in 1780. Markets have evolved with the times. In the 1970 s, due to the rise of the modern supermarket and the population shift from urban to suburban, local farmers markets lost their appeal and market share. The 1980 s saw a resurgence of local farmers markets which continues to this day. Consumers are increasingly interested in where their food is coming from and view the farmers markets as a vital direct connection to the farmer. With this renaissance, community farmers markets came together to form Farmers Markets Ontario (FMO) in 1991. FMO is a not-for-profit entity incorporated under the Agricultural and Horticultural Organizations Act of OMAFRA. FMO has a voluntary membership of farmers markets in Ontario with the vast majority of farmers markets as members. Directors are recruited from member markets to serve on the FMO Board and the Board, in turn, elects the Executive. FMO has two full-time staff, Robert Chorney, Executive Director, and Catherine Clark, Administrator. Today, FMO represents over 165 farmers markets across Ontario. FMO s vision is, To grow farmers markets as the preferred place for Ontario consumers to buy locally-grown food in a community experience that connects them with authentic farmers who take pride in producing safe, quality food. Through this exchange, consumers gain access to unique locally-grown fresh farm products and farmers gain opportunity to enhance their returns by marketing directly to consumers. In 2008, the Ontario government launched the Ontario Farmers Markets Strategy, as part of the larger Pick Ontario Freshness Strategy for the period 2008-2012. Under this strategy, FMO received funding to undertake a number of initiatives to advance the interests of farmers markets in Ontario. These included the development of the MyPick brand supported by the Verified Local Farmer program. The MyPick brand enables consumers to identify farmers who produce what they sell and is important to the future integrity and success of Ontario s farmers, farmers markets and buy-local and culinary programs. Farmers Markets Ontario took the bold step introducing the MyMarket brand of farmers market in 2008. All farmers and producers at a MyMarket farmers market are Verified Local Farmers. FMO has a transfer payment agreement with OMAFRA to provide funding for specific activities in 2012-2013. 3
4. Objective The objective of the study is to undertake an independent analysis of FMO as an organization with particular reference to the programs which it offers and its financial sustainability going forward. The MyPick program is the most important program to be assessed in this review. The analysis of financial sustainability is expected to include examining all the current revenue sources and expenses of FMO and the feasibility of obtaining new sources of revenue and/or reducing expenses. The analysis is intended to serve as a planning blueprint for FMO going forward to determine how to best position its programs and services, utilize resources most efficiently and engage with partners. 5. Scope, Approach and Methodology Potential bidders are asked to notify the FMO office of their intention to bid by November 28. On notification, they will be provided with a confidentiality agreement. When the confidentiality agreement is received, bidders will be provided with a copy of FMO s audited financial statements for the most recent fiscal year ended December 31, 2011 and summary information related to government funding commitments for the current year. Without prescribing the specific approach to be used, FMO anticipates that bidders will interview key stakeholders including OMAFRA, FMO staff and board directors, representatives of member markets, and farmer participants in the MyPick program; representatives in organizations in other jurisdictions (examples: other provinces, US states, other parts of the world) with similar membership, mandate, programs and infrastructure to support farmers and farmers markets. 6. Deliverables An initial project meeting at the outset to review the terms of reference. The successful bidder is expected to present a work plan at this meeting for review and approval. The meeting must occur before the December holiday break. 6.1 Conference calls in mid-january and end of January to review progress to date. 6.2 A final draft report will be provided by February 15, 2013 to be followed by a meeting with FMO staff to review the report on or before the end of February, 2013. The final draft report must be complete. Three copies of the final draft report must be delivered. 6.3 The final report incorporating any changes as discussed at the meeting in 6.3 must be delivered by March 10, 2013. Fifteen bound copies of the final report are required as well as an electronic version in WORD format. 6.4 In addition to the final draft report, a PowerPoint presentation of the key findings (maximum 20 slides) must be provided by February 15, 2013, as a means of publicly presenting the findings. The final version must be consistent with the final report. 4
6.5 The successful bidder will be required to make a presentation to the FMO Board in connection with its AGM on February 19, 2013 in Niagara Falls, ON. The consulting team should keep the goal of the study and the end-use of the report in mind in the development of all deliverables. 7. Evaluation and Selection Criteria Approval of the consultant is at the sole and absolute discretion of FMO. All decisions are final and there is no basis for appeal. At a minimum, the proposal is expected to address the following requirements which also represent criteria in part that will be considered in choosing the consultant: Experience and competencies in undertaking program reviews and sustainability analysis Experience working with farmers, farmers markets and/or other local community organizations and not-for-profit entities and understanding of their governance structures and reliance on volunteerism Demonstrated ability in report organization and writing as well as delivering presentations The methodology proposed relative to its cost/benefit proposals must outline in detail what approach will be taken The past record of the consulting team in delivering reports on time, communicating effectively with clients representatives, and working together as partners on a team The proposed project budget including key personnel assigned to the project and their cost, anticipated travel requirements and other project costs The value of insights that the consulting team offers in their proposal Bidders are expected to provide a minimum of three references with their proposal for recent work of a similar nature, which provision will be taken as permission to contact. Copies of recent work done for other sectors and organizations are encouraged as part of the submission of the bid where it is available without violating confidentiality. 8. General Terms and Conditions Bids over $43,250, exclusive of GST, will not be considered for undertaking the scope of required work outlined in this proposal. FMO is receiving funding for this project from OMAFRA and will require acknowledgment of this funding source in all final materials. Bids must include all expenses including travel. No capital purchases will be funded. 5
Project expenses incurred prior to approval in writing will not be accepted. No payments will be made for submissions. The successful applicant(s) must agree to the terms and conditions set out by FMO, as FMO will be the contracting party on behalf of the project. FMO reserves the right to withdraw and/or re-issue the Request for Proposal offer at any time and/or award the Request for Proposal to one or more applicants. All reports and presentations, draft and final, become property of FMO and its partners. Proposals become the confidential property of FMO and its partners once received and may not be released by the consulting team to third parties in whole or in part. The role of the project leader must be clearly articulated, as both parties desire one point of contact for efficient administration of the project. The roles of any collaborators and project team members must be clearly stated and the approximate allocation of time of each team member on the project must be provided along with the tasks in which they will be involved. FMO will withhold 10% of the total project fee until the consultant has delivered the final document set out in section 6.4 and they have been approved by FMO. The selection of bidder will be made by the Audit and Governance Committee of FMO. Bidders are requested to limit their proposals to a maximum of five pages, excluding the cover, table of contents and appendices related to the C.V. s of the consulting team. Proposals should include: Understanding of the project assignment Workplan and methodology proposed to complete it Budget and assignment of resources to the project Identification of any particular risks to completing the project and a plan to manage the risks Summary of deliverables and value to be received from the work 6
9. CONFIDENTIALITY AGREEMENT (a) Unless otherwise specifically agreed to between the applicant and FMO, all proposals and supporting material will be used by FMO solely for the purpose of evaluating the proposal and may be disclosed by FMO to third party references, partners or FMO advisors as part of the approval process. (b) The applicant will provide FMO upon request with any consent necessary to enable FMO to access information from the Government of Canada, the Government of Ontario or any agency of either of same in accordance with the applicable Freedom and Protection of Privacy legislation. (c) All proposals and supporting material shall become the property of FMO and FMO shall not be required to return the application or any supporting material. Certification: By submitting this proposal to FMO, the applicant acknowledges and agrees that: (a) (b) (c) (d) FMO may reject any proposal for any reason it considers proper, may impose terms and conditions to its approval, and its decisions are final and binding on the applicants without any right of appeal. FMO may choose, at its discretion, to return the documentation of any unsuccessful applicants. FMO, in accepting the proposal, undertakes to consider the proposal for approval but assumes no other obligation or risk; the approval or denial of a proposal raises no liability to FMO nor any cause of action to any third party placing reliance on same. The applicant agrees to enter a detailed project contract with FMO incorporating any terms and conditions as may be reasonably imposed by FMO as part of its approval to be signed prior to any payment of funds to the applicant by FMO FMO has permission to contact references disclosed and provided in the proposal Dated this day of December, 2012. Name of Representative: Legal Name of Contracting Firm: Signature: 7