Camrose Tourism Centre
(set up inside the Bill Fowler Centre - Visitor Centre, during normal hours of operation)
Request for Proposal (RFP)
Coffee Cart Service
For July Long Weekend to September Long Weekend

Issue Date: March 1, 2025 Proposal Due Date: May 31, 2025

1. Introduction

Camrose and District Chamber of Commerce is seeking proposals from qualified coffee businesses to supply a mobile coffee cart service at our Tourism Centre from the July Long Weekend to the September Long Weekend. This coffee cart will provide high-quality coffee, tea, and light refreshments to enhance the visitor experience during the peak tourist season.

2. Project Overview

We invite coffee businesses to submit proposals for providing a coffee cart that will serve a variety of hot beverages, snacks, and refreshments to visitors of The Camrose Tourism Centre. The service will operate from the July Long Weekend to the September Long Weekend, with flexibility on the specific days and hours of operation based on demand and mutual agreement.

3. Scope of Work

The selected vendor will be responsible for the following:

· Providing a mobile coffee cart that meets local health and safety regulations.

· Operating the cart during the tourism season, with potential for 7-day-a-week operation or on select days depending on agreement.

· Offering a variety of beverages, including coffee, tea, hot chocolate, and other beverages, along with light snacks (e.g., pastries, muffins).

· Ensuring the cart is properly staffed by trained baristas who can offer high-quality service to customers.

· Maintaining cleanliness and health safety standards in line with local regulations.

· Providing a full menu and pricing structure for review by the tourism centre.

· Providing necessary equipment, including an espresso machine, grinders, milk frothers, etc., or any equipment required for the operation.

4. Requirements for Proposal Submission

Proposals should include the following details:

· Company Information: Name, address, and contact information of the business. Please include the history of your business and your experience with providing coffee cart services at similar locations.

· Coffee Cart Setup: Detailed description of the coffee cart, including photos if possible. Highlight features such as mobility, power sources, and how you plan to set up and break down daily.

· Menu & Pricing: A detailed menu with prices for beverages and snacks. Be sure to outline options that cater to various tastes and dietary preferences.

· Staffing Plan: The number and qualifications of staff who will operate the cart, including barista experience and customer service standards.

· Health & Safety Protocols: Details on how your business will meet all local health and safety guidelines, including sanitation practices, food handling, and employee protocols.

· Pricing Structure: The proposed financial arrangement, whether it’s a fixed fee, revenue-sharing model, or other compensation structures. Outline how payment will be handled and any potential costs to the tourism centre.

5. Proposal Evaluation Criteria

Proposals will be evaluated based on the following criteria:

· Experience and reputation in the coffee industry.

· Quality and variety of products offered, including coffee and snacks.

· Staff qualifications and customer service history.

· Pricing structure and value for money.

· Compliance with health and safety regulations.

· Creativity and overall appeal of the coffee cart and setup.

· Flexibility and adaptability to meet the centre’s needs during peak and off-peak hours.

· Chamber Members will be awarded the contract over non-member businesses.

6. Proposal Submission Instructions

Interested vendors must submit their proposals via email to exec@camrose-staging.associationmade.com no later than May 31, 2025, the subject line should read: “RFP Submission – Camrose Tourism Coffee Cart.”

All proposals should be in PDF format and include all required elements outlined above. Incomplete or late submissions may not be considered.

7. Additional Information and Questions

For any questions or further clarification, please contact Aaron Morris 780-672-4217 or via email at exec@camrose-staging.associationmade.com. We will be happy to provide any additional information to assist in your proposal submission.

8. Terms and Conditions

· The successful vendor will be required to sign a service agreement outlining the terms of service, payment, and other conditions.

· The tourism centre reserves the right to reject any proposal at its sole discretion.

· The vendor will be responsible for obtaining any necessary permits or licenses required for operation.

· The vendor is responsible for maintaining insurance coverage for the duration of the contract.

9. Timeline

· RFP Issuance: March 1, 2025

· Proposal Submission Deadline: May 31, 2025

· Vendor Selection: June 9, 2025

· Contract Finalization: June 13, 2025

· Service Start Date: June 30, 2025 (earlier can be negotiated)

· Service End Date: September 9, 2025