Basic Information

Reference Number

0000284681

Issuing Organization

Musée canadien de l'histoire/Canadian Museum of History

Owner Organization

Canadian Museum of History - Musée canadien de l'histoire

Solicitation Type

ACAN - Advance Contract Award Notice (Formal)

Solicitation Number

CMH2025

Title

Advance Contract Award Notice (ACAN) - Food Services

Source ID

FD.CO.QC.9725.C103663

Agreement Type

None

Details

Location

Canada, Quebec, Outaouais

Description

ADVANCE CONTRACT AWARD NOTICE (ACAN)
Food Services

Introduction

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified Contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, then the competitive requirements of the of the Treasury Board Directive on the Management of Procurement have been met. Following notification to suppliers not successful in demonstrating that their Statement of Capabilities meets the requirements set out in the ACAN, the contract may then be awarded by the Canadian Museum of History.

If other potential suppliers submit Statements of Capabilities during the fifteen (15) calendar day posting period, and meet the requirements set out in the ACAN, then the Museum must proceed to a full tendering process on either the MERX Electronic Bid System or through traditional means, in order to award the contract.

Background

The Canadian Museum of History (The Museum) was established by the 1990 Museums Act. Two of the Museum's main responsibilities are the operation and management of the Canadian Museum of History (CMH) and the Canadian War Museum (CWM).
The Canadian Museum of History (CMH), located at 100 Laurier Street in Gatineau, Quebec, has been in operation since 1989. With a footprint of just over 25,000 square meters, it includes various galleries and exhibition spaces, a resource center, a cafeteria, a coffee shop, a gift shop, storage areas for the collections, a theater (500-seat auditorium), the CINÉ+ (295-seat giant screen theatre), and administrative offices. The Museum welcomes close to 650,000 visitors from around the world each year and has an international reputation for the quality of its visitor experience. Therefore, maintaining these facilities to the highest standards, offering engaging experiences and providing meaningful service opportunities is essential to its continued success.
The Canadian War Museum (CWM), located at 1 Vimy Place in Ottawa, Ontario, has been in operations at this location since 2005 and welcomes 390,000 visitors annually. With a footprint of just over 40,877 square meters, it includes various galleries and exhibitions spaces, a public Library, a Café, a gift shop, storage areas for the collections, a theatre and administrative offices.

Both Museums attracts a diversified clientele of tourists, local residents, international and student groups, local school groups, families, daycares, community groups and private event attendees.

The Museum offers various spaces for public and private events. Pre-pandemic, the Museum hosted approximately 450 combined events annually. The events vary from small to large, from 10 guests to 2,000 guests, who participate in meetings, shows, banquets, cocktails, lectures, awards or gala ceremonies, dance company shows and recitals, comedy nights, wedding ceremonies and banquets, graduations, celebrations of life, etc. The Museums also host large festivals, such as Bluesfest, Les Grands Feux du Casino Lac-Leamy and Riverside Festival, which attracts thousands of attendees. In addition to renting its spaces for third party events, the Museums host a variety of internal Museum-related programs, events and partnerships often in collaboration with external partners and stakeholders, such as government agencies and crown corporations, embassies, political parties, etc.

For special events, internal events, public programs and partnerships, the Museums offer catering options to compliment the event experience and generate revenues. On occasion, the Museums requires catering options to offer retail services, such as cash and snack bars during an event or other types of services in order to generate revenues and extend the service offering.

Current Requirements

The Museum is seeking a local qualified food services operator for its catering services at both Museum locations and operator of the CWM Café. Catering services to both locations are not exclusive, but part of an approved-list of local caterers.
The Scope of Work contains the following requirements:

The Contractor is to provide catering services to the Museum and its clients. The Contractor will be required to liaise with various internal and external clients in order to discuss, determine, co-ordinate and assess catering needs, retail offers during public events as well as product and service issues.
The Contractor is to provide catering service, including bar services, upon request, to the Museum and its clients during private and public events;
The Contractor is to operate the retail Café at the Canadian War Museum, opening according to Museum hours and offer a dynamic and diverse menu at reasonable prices, as well as identify various thematic and engaging food public offerings throughout the year.
The Contractor must hold the following operations permits:
- City of Gatineau business operating permit;
- Permit and accreditation from the MAPAQ (Ministère de l’Agriculture, des Pêcheries et de l’Alimentation du Québec);
- Liquor licensing from la Régie des alcools, des courses et des Jeux du Québec (if needed).
- Liquor licensing from the Alcohol and Gaming Commission of Ontario.
- The Contractor must follow the following applicable laws and regulations:
  - Rules and regulations from Revenu Québec pertinent to the restaurant sector and points of sales operations (Sales Recording Module MEV Québec);
  - All other applicable federal, provincial and municipal Acts, Orders and Regulations which exist or may come into existence during the agreement's term;

Provide liability insurance with the Museum as co-insured in the amount of $10 million
The Contractor must have the bilingual staff and structure in place to support a large catering operation and smaller retail operation for the CWM Café.

The Contractor must:

Operate retail food service offers servicing Museum visitors, clients and employees;
Offer a creative an innovative retail food concept with attractive and range of price point, in line with Museum visitor types and clientele.
Offer quality service and food products.
Maintain the same hours of operations as the Museum, with the possibility of extending them to service clientele during private events or other revenue-generating opportunity.
Provide exceptional customer service, in both French and in English.
Provide options and flexibility to adapt food options according to seasonality, visitor trends and programming/experiences of the Museum.
Maintain equipment and premises clean and up to Museum standards.
Follow Museum’s guidelines and operating procedures.
Maintaining environmentally sustainable practices and initiatives.
Provide discounts to Museum members and employees.

Catering Services:

The Contractor will not be an exclusive caterer, but part of an approved-caterers list;
Offer creative and tailored catering menus and services for a wide range and types of events, ranging from coffee breaks, lunches, cocktails to formal seated dinner services with guest counts from 10 to 2,000.
Ensure the highest level of service and execution standards.
Provide all-inclusive catering services to clients, including linens, catering equipment, décor and service elements (centre pieces, food presentation equipment, ect.) and bar services.
Offer bilingual menus and services at industry pricing.
Provide flexibility to clients in tailoring menus and services delivery.
Use the kitchen facilities of both Museums and maintain the fixtures, equipment and premises provided by the Museum
Manage the catering equipment owned by the Museum.
Maintain the catering equipment in good condition, clean and organize within the designated storage spaces, and return it all in the same condition at the end of the agreement, reasonable wear and tear expected.
Be responsible for the set-up and clean-up of all catering services they provide. The Museum will provide for the table and chair set-up. The Contractor will be responsible for linens, dishware, mobile kitchens, and all other aspects of food service for the catered event.

Use the catering equipment only on the Museum’s premises and for the Museum’s internal and external clients.

The Museum is looking for a proactive and collaborative provider that can balance commercial imperative with flexibility, value, and diversity of offer at competitive and attractive price points. We are looking for a provider that can adapt its offer to suit Museum clientele, extend the Museum experience through its food offers, take advantage of various events occurring at the Museum and demonstrate business acumen to evolve its offer to continue business development and growth, increasing revenue generation throughout the contract term (s). The Museum expects the service provider to also contribute to its success with marketing and promotional initiatives.

Contract Period

The Contract is expected to be awarded by end of January 2025. The Contract period will be from April 1, 2025 to March 31, 2030 with the option to extend for two (2) additional one-year periods.

Qualifications

To fulfill the requirements of the contract the Contractor must have experience within the past five (5) years in the following areas:

Large scale operations of catering services in the National Capital Region.
Retail food services operation

General

It is intended to award a contract to the following Contractor:
My Catering Group
430 Hazeldan Road, Unit 6
Ottawa, Ontario
K2L 1T9

My Catering Group currently provides food and catering services to both the Canadian Museum of History located in Gatineau, QC as well as the Canadian War Museum located in Ottawa, Ontario. The Contractor also holds a valid city permit from both the province of Ontario and province of Quebec and legislated permits for their operations.
My Catering Group also maintains the fixtures, equipment and premises provided by the Museum and hold the personnel and operating structure to maintain operations in a fast paced, high demand environment.

Under the Government Contracting Policy, section 10.2.1 (d) only one person or firm is capable of performing the Contract, for the reasons specified above.

Contractors who consider themselves fully qualified and available to provide the goods, services described in the ACAN may submit a Statement of Capabilities in writing through the MERX Electronic Bid System on or before the closing date and time of this notice. The closing date and time indicated on the MERX Electronic Bid System will be the official closing date and time for this ACAN. The Statement of Capabilities must clearly demonstrate how the Contractor meets the advertised requirements stated in section 3,4 and 5 above.

Statement of Capabilities must be submitted through the MERX Electronic Bid System on or before the closing date and time and only those received on or before the closing date and time will be considered solely for the purpose of deciding whether or not to conduct a more extensive tendering process. Information provided will be used by the Museum for technical evaluation purposes only with respect to a decision to proceed further with a competitive process.

Contractors that have submitted a Statement of Capabilities will be notified in writing of the Museum’s decision to proceed to award the contract without an additional competitive process.
Any questions concerning this requirement are to be submitted through the MERX Electronic Bid System.
The Museum retains the right to negotiate with Contractors on any procurement.
Documents may be submitted in either official language of Canada

Dates

Publication

2025/01/06 04:06:35 PM EST

Bid Intent

Optional

Bid Intent Deadline

2025/01/20 12:00:00 AM EST

Question Acceptance Deadline

2025/01/17 05:00:00 PM EST

Questions are submitted online

Yes

Closing Date

2025/01/21 02:00:00 PM EST

Contact Information

Julie Demers

819-776-8495

julie.demers@museedelhistoire.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

No Pricing

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

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