Request for Proposal

Consultant to gather information on current issues for farmers' markets surrounding the Temporary Food Market Guidelines & other legislation and creating a plan for the future with respect to health issues (safety, security, etc.)

Duration of Contract: November 30th, 2008 - March 1st, 2009
Estimated contract value: $4000 (including GST, travel)

Background and Rationale:
The Farmers' Markets Association of Manitoba (FMAM) was incorporated in August, 2007 and has quickly become the "go-to" organization for issues relating to farmers' markets in Manitoba. We have a membership of 20 markets and have forged many partnerships with other organizations in our short history.
The Temporary Food Markets Guideline (TFMG) document published by Manitoba Health & Health Living is the document used by Public Health Inspectors as their guide when inspecting farmers' markets around this province. The TFMG is up for review and as part of the consultative process FMAM will be at the table representing its member farmers' markets. The TFMG can be found here>>

We are searching for a contractor who is comfortable researching facts but who can also communicate effectively with people, specifically those related to the farmers' markets scene. The successful candidate will also be sitting down with a representative from the FMAM board to discuss/negotiate the findings of their report, as well as FMAM's proposal, with the MB government & other stakeholders.

Objectives:

• To research the equivalent guidelines in provinces across Canada, pointing out similarities and differences as compared with MB's TFMG, as well as which government department(s) oversee farmers' markets.
• To work with other farmers' markets associations across Canada (including Farmers' Markets Canada).
• To seek out current concerns that farmers' markets across the province have with the current TFMG document.
• To be aware of the issues which concern the MB Government's Department of Health and Healthy Living (H&HL) and suggest ways in which FMAM can work to address these concerns in strategic, thoughtful ways which are also in the best interest of our members.
• To report to FMAM the background and justification behind having different Public Health Inspectors in the City of Winnipeg than the rest of MB.
• To put forward the justifications surrounding Potentially Hazardous Foods (PHF), that is, explain what a PHF is, why certain foods are in this category (in both scientific and layperson's terminology) and how PHF are added or deleted to the PHF list, and by whom.
• To research the Food Safety Act and its possible impact on the farmers' market sector in MB, as well as any other Legislation currently in use (eg: MB Health Act).
• To create a list of possible objectives for a safe food handling course geared towards farmers' marketers (vendors & co-ordinators/managers).
• To suggest ways in which FMAM can communicate important information regarding the TFMG to its membership, and the role FMAM plays in making sure that PHF are properly prepared and presented to the consumers at farmers' markets.
• To suggest pro-active measures that FMAM can take to ensure food safety for its markets' consumers.
• To create a plan going forward for the FMAM board of directors and its member markets which gives an outline of the responsibilities of both parties with respect to ongoing communication and work surrounding the TFMG. This plan should have the feel of being proactive, positive and strategic in manner.

These deliverables will be discussed and agreed in more detail with the successful contractor. All of the above objectives will be presented to the FMAM board in a document that will form the basis of FMAM's position on the TFMG for our consultation with the Department of H&HL and other stakeholders at an initial meeting to be scheduled in January. The consultant is also expected to present his/her findings to the public at the Direct Farm Marketing Conference on February 28th, 2009 in Brandon as part of a panel discussion. The successful candidate is expected to be at any consultations scheduled until such time that the contract expires.

Scope & Methodology
The scope of the research should focus for the most part on the Canadian farmers' markets scene. Candidates are expected to develop a strategic approach and completely plan this project in consultation with the FMAM board of director's representative.

Capabilities:
If you wish to respond to this request for proposal, please forward a submission that includes the following information:

• History of your past work surrounding: policy documents, consultations with government bodies, food safety issues and public education.
• A complete fee schedule.
• Identification of any partners you will incorporate into the project.
• Ability to write up reports containing technical information in plain language.
• Ability to work independently (from home office) and take the initiative to communicate
• with the FMAM representative and market contacts.
• Experience with Microsoft Office and use of e-mail communication.
• A desire to understand and meet (or exceed) FMAM's needs and expectations, and seekadditional clarification when necessary.
• Must adhere to deadlines.
• Three references that would be able to comment directly on work you have done that would be similar to what we are proposing.
• Your past experience working with a non-profit board of directors organization (if any).

Anticipated Schedule:
Outline of activities, in consultation with FMAM's representative, by December 5th, 2008.
An interim report that states the findings and major conclusions of the research, based on
the objectives by January 5th, 2009. This report will be reviewed by the board of directors.
Final report by January 15th, 2009 at the latest.

Selection Criteria

• Submissions will be assessed against, and a final shortlist based on, the following criteria:
• Demonstration of the candidate's ability to carry out the defined work within the time given and budget.
• Assessment of any sample work submitted.
• Candidate's understanding of what FMAM desires and why we exist.
• Client references.

Please submit a proposal which shows some creativity and also an understanding of what a new non-profit such as ours would want in the overall package, given the instructions above. The lowest priced proposal will not necessarily be awarded the contract. All materials submitted will be kept confidential by FMAM.

Deadlines:
Please submit proposals by November 20th, 2008. Short listed candidates will be contacted by November 25th, 2008, with the successful candidate being contacted within 2 days of their interview. Late proposals will not be considered.

All inquiries regarding this Request for Proposal should be directed to:
Sheri Blaylock, Chair of the Hiring Committee
info@manitobafarmersmarkets.ca
www.manitobafarmersmarkets.ca
617 Tupper Street North
Portage la Prairie, MB R1N 1X9
204.856.0164
Thank you for your interest in our organization.