Request for proposal for Flint Community Cook-off and Cookbook

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To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov.

This institution is an equal opportunity provider

Programming funded in part by USDA, Michigan DHHS, and the Michigan Fitness Foundation

 

GENERAL OVERVIEW

Foundation Overview

The Michigan Fitness Foundation (MFF) works to inspire active lifestyles and healthy food choices through education, environmental change, community events and policy leadership. The MFF is a SNAP Nutrition Education Implementing Agency in the state of Michigan, facilitating nutrition education and encouraging physical activity in all 83 counties.

 

Event Overview

In response to the Flint water crisis, and as part of a multi-sector effort emphasizing healthy eating and good nutrition as a way for families to help protect themselves against lead absorption, the MFF and community partners working in Flint and Genesee County will support a local recipe contest and subsequent cookbook production. This effort will include recipe submission and selection, followed by a series of locally-based cook-offs, where winning recipes are selected by a panel of judges. The winning recipes may then be included in a cookbook.

The cook-offs and recipes will embrace and celebrate the diversity of Flint’s population and include all Flint neighborhoods, while emphasizing the inspirational potential of community action focused on delicious food, healthy eating, cultural relevance and neighborhood cohesion. The recipes chosen for the cookbook will be required to align with US Dietary Guidelines, contain nutrients that mitigate lead absorption, be economical, and be family-friendly. Measures of success will include individual and community group participation and engagement throughout the process, along with the acquisition of sponsorships and sufficient numbers of recipes for a community cookbook.

 

STATEMENT OF WORK

 Purpose

The purpose of this Request for Proposal (RFP) process is to invite event management and planning vendors to submit a proposal to manage the Flint Community Cook-off and Cookbook initiative. This document outlines the requirements necessary for successful events.

Scope

MFF will provide staff as resources for some aspects of the event such as nutrition consultation, partner interactions, event design input and budget development. MFF will contract with an event management vendor to manage pre-event planning, local operations, logistics, and on-site management. Please refer to “Scope of Work” in Section 4 for details. All activities must comply with federal SNAP-Ed regulations. Vendor and event planning partners will work with MFF to conduct process and outcome evaluations.

Project schedule (subject to change)

  • Week of 5/29/17 RFP delivered to vendors
  • 6/26/17 RFP close date,
    • Begin vendor evaluations
  • 7/3/17 Award contract
  • 7/5/17 Contract executed
  • 7/5/17-9/8/17 Planning and promotion
  • 9/18/17-11/10/17 Neighborhood cook-offs, Final cook-off
  • 11/10/17-1/12/18 Wrap-up, reporting

 

PROPOSAL SUBMISSION PROCEDURE

 Vendor RFP Acceptance

By responding to this RFP, the vendor agrees to fully comply with the requirements and other details of the RFP. Vendors should ask any questions to ensure full understanding is gained prior to submitting a complete proposal. A letter of intent, and subsequent questions about the proposal should be submitted in writing to bkohrman@michiganfitness.org. Responses to questions about the proposal will be posted in an FAQ document, viewable at www.michigannutritionnetwork.org/flintcookoff .

The Michigan Fitness Foundation will only consider bids from vendors who demonstrate clear understanding of SNAP-Ed, the event(s), and community needs.

Good Faith Statement

All information provided by MFF is offered in good faith. Specific items are subject to change at any time based on program circumstances. This RFP is predicated on an award of federal funds and may require adjustments based on the terms of that funding.

Communication & Proposal Submission Guidelines

A complete proposal packet should include the following headings:

  • Organization Overview: general information about your organization, including legal name, year of establishment and number of employees, proposal contact person.
  • Services: description of services and core
  • Markets Served: description of geographic/industry markets
  • Partners: list of current, relevant event-related
  • References: description of at least two analogous events and experience with public engagement in a community-based
  • Scope of Work and Operations (Per Section 4)
  • Budget

Official proposals should be submitted via email on or before June 26, 2017. Email all questions related to this RFP, and vendor proposals to:

Ben Kohrman, MFF Project Lead bkohrman@michiganfitness.org

Selection Criteria

The purpose of this RFP is to identify vendors with interest, capabilities and financial ability to manage the event as defined in the “Scope of Work.” Proposals will be evaluated based on the following criteria:

  • Understanding of event and event objectives
  • Capabilities demonstrated with past events
  • Reasonable timeline and budget
  • Depth of capabilities and partners
  • Experience working in Flint
  • Experience with grassroots public engagement which informs community- based events
  • Complete proposal packet per Section 3
  • Strength of Scope of Work relative to Event Overview (Section 2)

Vendor Selection

The selected vendor will be contacted via phone or email and notified of their selection. Vendors who have not been selected will be notified accordingly.

 

SCOPE OF WORK & OPERATIONS REQUIREMENTS

The MFF will require the selected vendor to manage, and obtain approval for, the following aspects of the events:

Planning

  • Location(s) Selection: Work with MFF to identify sites and event
  • Pre-event Schedule: Create project schedule with timelines and
  • Theme: Provide options for event theme that will also be incorporated into all promotions, printed collateral, and on-site
  • Budget: Develop specific event budgets. Acquire MFF approval of budget(s) before incurring project or event
  • Event Agenda: Work with MFF staff and community partners to create a schedule of cook-off activities, presenters, and related

Sponsors, Speakers, Presentations, and Cook-off Activities

  • Sponsors: Work with MFF and community partners to identify, contact, and confirm sponsors at various sponsorship levels. Communicate with sponsors regarding their requirements, deadlines, and
  • VIPs and presenters: Work with MFF and community partners to identify and confirm all speakers, internal and external. Communicate with presenters regarding their requirements, deadlines, deliverables, and
  • Presentations: Vendor will develop suggestions for community and educational presentations. Work with MFF to select presenters and communicate with presenters regarding their work, requirements, deliverables, and
  • Cook-off/Recipe contest: Work with MFF and community partners to develop, and promote format and progressive structure for neighborhood and area- wide cook-offs.
  • Compliance with all Trademark and Copyright Laws must be maintained throughout the project
  • Compliance with local, state and federal food safety regulations and nutrition guidelines must be maintained throughout the project.

Event Promotions

  • Promotion: Collaborate with MFF, community partners, and neighborhood organizations to manage email, media relations, and other marketing to promote events with partners, community leaders, etc. Vendor should provide guidance and expertise, as needed. Provide options for and manage production of any/all event giveaways and
  • Registration: Provide any necessary registration and ticketing and provide updates to
  • Event Materials: MFF will provide guidance on required print and digital materials. Vendor will be required to propose graphic design, and produce programs and other printed materials distributed at

Event Plan & Logistics

  • Meals: Manage all food tastings for
  • Work with MFF to manage awards and recognition of cook-off/recipe contestants.
  • Create all on-site
  • Work with AV contractor/venue for all audio/visual
  • Photography/Videography: Coordinate photography and videography of the event. Work with MFF to establish image list for photographer and videographer.
  • Vendor Oversight: Manage all vendors, staff, and speakers involved with the events.
  • Media Relations: Vendor must coordinate with MFF to manage all media relations and PR related to this event. Media and public relations plans for the project and specific events must be pre-approved by

Facilities

  • Venue: Manage all required space, logistics and A/V.
  • Accommodations: Secure accommodations as needed

On-site Management

  • Registration: Manage any registration process that occurs as part of recipe contest/cook-off.
  • Parking: Manage parking for attendees and work with venue to ensure adequate parking is available.

ESTIMATED BUDGET & RESOURCES REQUIRED

All vendors must provide a breakdown of costs related to management of the event as outlined in the Scope of Work. All proposals must include a project schedule and work breakdown structure, which identifies timelines, key milestones, project phases, or other project plan information, and administrative costs. Proposed budget should not exceed $150,000 for the period of the contract — July 5, 2017 through January 14, 2018.