TOWNSi: 3 LNLEY ITEM8

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MEMORANDUM
Est 1873

TO: MAYOR AND COUNCIL DATE: SEPT 27, 2017

FROM: CORPORATE ADMINISTRATION FILE NO: 0540-20-AAEE1-01

SUBJECT: 2017 FARM TOUR CATERING

The purpose of this memorandum is to provide Mayor and Council information related to a
review that was conducted regarding the selection of catering services for the 2017 Farm Tour.

Background
For the 2017 Agricultural Advisory and Economic Enhancement Committee (AAEEC) work plan,
a subcommittee was tasked to develop the theme and select host farms for the Farm Tour. The
theme identified for the Farm Tour was Farming outside the Box.

As a pilot, a proposal was made to the AAEEC that the Farm Tour be merged with the
Economic Forum partially due to the merger of two advisory committees: Economic
Development Advisory and Agricultural Advisory Committee (to form the new AAEEC). The
Economic Forum was not being held in 201 7 because staff were looking for ways reshape the
event so it aligned better with the Townships many business sectors based on feedback
received after the 201 5 event.

Concurrently to the work being done by the AAEEC, the Economic Development Department
was also in the process of creating a promotional video focusing on the theme Farm to Table to
showcase the many made in the Township produce and products that are available.

With the alignment between the theme of the Farm Tour and the promotional video, the
Economic Development Department committed to helping fund the catering portion of the Farm
Tour as a way to showcase made in Township produce and products. The Economic
Development Department would also have a video contractor present during the tour to capture
additional footage for the Farm to Table promotional video project.

Involvement in Council Committee work is done on a volunteer basis. Given that the time
demands on each committee member can be variable, staff sometimes become involved with
detailed planning activities to help ensure an event is successful. This model of assistance is
consistent with what has occurred with the planning of the Farm Tour in the past.

Selection Process
Procurement Policy
The Townships Procurement Policy 03-500, the policy identifies-the methods of acquisition and
the requirements for each method. The following is an excerpt from the policy:

17
 2017 Farm Tour Catering
Page 4

Subject to all applicable Township policies andprocedures (including having budget funds
available), a purchase order is NOT required for the items noted in Purchase Order
exceptions.
0 $Q-$1,500
It is the responsibility of Township employees to ensure they are receiving best value
for the money and adhering to municipal standards and other policies when acquiring
goods or services within this dollar range by the following means:
0 Purchasing Card
0 Petty Cash
0 Direct Payment (cheque)

Methods ofAcquisition requiring a purchase Order

0 $7,500 to$75,000
0 When reasonably possible, an employee may obtain by either verbal or
written quotations a minimum of three (3) quotes from qualified
suppliers. The employee may use Purchasing for obtaining quotes, if they so
desire.
0 A scope of work risk assessment must be done to determine whether a
verbal or written quotation is required and/or security (i.e. bonding, Letter of
Credit)
0 A Requisition must be forwarded to Purchasing along with the three (3)
quotations to initiate a purchase order
0 When the scope of work involves risk or criteria variables, a formal written
Request for Quotation must be issued to ensure complete details of work are
provided to all suppliers

As noted in the policy, a purchase order is NOT required for the items noted in Purchase Order
exceptions. One exception identified in the procurement policy is:

Special Events, limited to:

0 Council functions
0 Annual appreciation dinners, such as Douglas Day, employee and volunteer
appreciation/recognition events
0 Grand openings
0 Museum honorariums

Given the Farm Tour is an initiative of the AAEEC Council Committee, it is reasonable to apply
the exception noted above for expenses related to the event. It is also important to note that
while not specifically included as part of this review, the billing related to the breakfast held at
Vista DOro ($2740.50) was also done in absence of a formal purchase order. This is also
consistent with the methods of acquisition and exception criteria defined in the purchasing
policy.

Vendor Selection Criteria

To ensure that the catering for the event aligned with the established theme for the event, the
following criteria were used to identify and select a vendor:
. A caterer based in the Township (to support the Farm to Table promotional video
project).
. Capability to provide and cookfood atthe lunch venue.

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farm tour catering.docx

18
 2017 Farm Tour Catering
Page 4

. Provide a menu with produce and products sourced specifically in the Township (not just
BC or Fraser Valley local).
. Cost

Based on the defined criteria, the following three (3) Township-based caterers were identified as
potential vendors:
. Fat Cow and Oyster Bar (Black Radish Catering)
. Osso Lunch Room
. Well Seasoned

After a verbal discussion, Osso Lunch Room was removed from the list of potential vendors for
the event because it was determined that while they sourced many ingredients from the Fraser
Valley, they did not source enough Township-specific produce and products to align with the
theme of the event.

Given that both Black Radish Catering and Well Seasoned met the remaining criteria, Well
Seasoned was selected as the vendor based on lowest cost.

Cost Analysis
The quotes from Black Radish and Well Seasoned do not correlate identically because Black
Radish Catering initially included some rent and beverage options that were not required for the
event. To establish a direct comparison, the Beverage and Coffee and Rentals costs have
been excluded from the Black Radish Catering quote. In addition, since Black Radish Catering
quoted the event on 50 attendees, the pre-tax sub-total noted in the table below has been
recalculated to factor in the actual participant count of 44.

Pre-Tax Total
Black Radish Catering $2059.00
Well Seasoned $1453.76

Based on the cost comparison above, the Well Seasoned costs are $605.24 less than the
competing quote from Black Radish.

Attachment A: Black Radish Communications

Attachment B: Well Seasoned Communications

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farm tour cateringdocx

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 From: Chr!stina Sobrptjii
To: hndrevs
Subject: RE: Catering of Farm Tour 2017
Date: Tuesday, August 15, 2017 12:09:39 PM
Attachments: imge00I.png
tG2

Hi Bob,

No worries at all. We sincerely appreciate the time you took to share this information with us.

All the best with a successful event!

Best,

Christina

From: Bob Andrews [mailto:bandrews@tol.ca]

Sent: August 15, 2017 11:54 AM
To: Christina Sobrepena <Christina@theblackradish.ca>
Subject: RE: Catering of Farm Tour 2017

Hi Christina.

The basic menu:

BBQ chicken. with vegetarian option

Corn on the cob
Saiad
Home made potato saiad
Pasta Salad
Assorted desserts featuring fresh local berries

Sorry we do not feel comfortable sharing the catering company we chose. or the details of
the ingredients in their menu combinations.

Thanks
Bob

From: Christina Sobrepena

Sent: Tuesday, August 15, 2017 9:16 AM
To: Bob Andrews <jrJ.>
Subject: RE: Catering of Farm Tour 2017

Hi Bob,

Thanks so much for taking the time and for letting me know.

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 Can ask who the other caterer is? Interesting that our menus are very similar, wed be keen to learn
what others are offering.

Sounds like the stars aligned for this one with the particular company, we look forward to the
opportunity to work with you in the future

Very best,

Christina

From: Bob Andrews

Sent: August 14, 2017 4:24 PM
To: Christina Sobrepena
Subject: RE: Catering of Farm Tour 2017

Hi Christine,

Sorry for the brief reply...running out of the office here, but didnt want to keep you waiting on my
reply.

The menus were y similar, Black Radish offered more food.

I think when the organizing group here looked things over, the difference came down to rental
changes. The other caterer was in a unique position as their scheduling of equipment just worked for
our date so they were able to secure a bbq, transportation at no charge...might not be the case next
time.

Thanks
Bob

From: Christina Sobrepena -.

Sent: Wednesday, August 09, 2017 9:19 AM

To:BobAndrews<:::>
Subject: RE: Catering of Farm Tour 2017

Hi Bob,

Thanks for getting back to me right away.

May I ask which caterer you opted to work with and what type of menu they offered you? When we
spend time with a client, it is important for us to learn how we can improve our menus and services
to suit the needs of the different types of customers that we meet. Please let me know

Very best,

21
 Christina

From: Bob Andrews

Sent: August 9, 2017 8:58 AM
To: Christina Sobrepena
Subject: RE: Catering of Farm Tour 2017

Hi Christina,

The long weekend was great, as I hope yours was also!

Thank you for your quote, in discussing it with the committee, we have decided to go with another
caterer.

I will definitely keep your information, for the future. We anticipate doing a different type of tour in
the spring of 2018.
And I think what the Black Radish has to offer, would be perfect.

Thanks Again
Bob

From: Christina Sobrepena ..

Sent: Tuesday, August 08, 2017 12:22 PM

To: Bob Andrews < . .

Subject: RE: Catering of Farm Tour 2017

Hi Bob,

I hope you had a great long weekend!

Thanks again for your patience with us as we worked to get this proposal together for you.

The Black Radish Catering Co. is proud of our restaurant quality menus that are inspired by local and
seasonal ingredients, we pair this with great service and event planning expertise to bring your vision
to life. We are pleased to present you with the attached customized quote for our BBQ menu.

A couple things to note:

-after getting prices from Kendall, it actually looks like that we have to increase our cost for the
menu to $31/person based on the price for the chicken that she quoted us
-these prices include plates, cutlery, white linen napkins and everything we need onsite to prepare
and serve your food, if you require anything else, please reference the attached price list

Please let me know if you have any questions, or require any further information.

22
 Very best,

Christina

From: Bob Andrews

Sent: July 28, 2017 12:03 PM
.

To: Christina Sobrepena <hr_uLznkzisn>

Subject: RE: Catering of Farm Tour 2017

Hi Christina,

Probably best the chicken be sold to you at cost.

I have already contacted Kendall Ballantine at Central Park Farms and she is good with that.

Kendall Ballantine
Central Park Farms
i t:

(604) 728-2373

All the best at your weekend events.

Regards
Bob

From: Christina Sobrepena .

Sent: Friday, July 28, 2017 10:14 AM

To: Bob Andrews <Lad .
;

Subject: RE: Catering of Farm Tour 2017

Hi Bob,

Thanks for this.

Just to clarify, will the chicken be sold to you at cost or to us at cost? Please let me know any
details/contact information, so chef and I can cost this our accordingly. Were prepping for a few
events over the weekend so well be in touch again early next week.

Very best.

Christina

From: Bob Andrews [maiIto.brdtwsttot.ca]

23
 Sent: july 27, 2017 11:14 AM
To: Christina Sobrepena
Subject: RE: Catering of Farm Tour 2017

Good Morning Christina,

I have confirmed that we can get the chicken at cost. We are thinking a!! chicken thighs
Unfortunately GoJoy berries will be out of season by our event time in September

We tiked the chicken and salmon options you suggested. Great to know that you wiH also
be using Rodriso Farms and Glorious Organics.

Just wanting to confirm: chicken will be bbqd at Fraser Valley Cider Compary

All plates napkins and cutery all supplied by Fraser Vafley Cider Company.

Our ask is a menu in the $25.00 $2800 range

To submit your quote to finance, I will need a quote including all costs, and company name.

Thanks
Bob

From: Christina Sobrepena [.::christ!nathe

Sent: Friday, iuly 21, 2017 2:10 PM
To: Bob Andrews
Cc: Christopher Roper
Subject: RE: Catering of Farm Tour 2017

Hi Bob,

Thanks for this!

I just chatted with chef and we can tweak the BBQ menu to showcase the local producers that you
are visiting. We can replace the Cesar salad with a green salad to showcase the Goioy berries. We
are curious if you would be interested in only serving chicken and if Central Park Farm would be
interested in donating product for this. If this could be arranged then we are happy to adjust the
costs accordingly on our end. Ill sit tight on putting a proposal together for you, as Id love your
thoughts on this idea. (on our end, we will also be using Rodriso Farms and Glorious Organics on our
menu).

One of the people I recommend you invite to your event is Monika Hibbs, she has a lifestyle blog,
where she frequently creates recipes: r.t:/. :.z.Jr1T:-;r1 Ill dig around
over the weekend and see if there is anyone else I can think of.

Very best,

24
 Christina

From: Bob Andrews

Sent: July 19, 2017 8:30 PM
To: Christina Sobrepena
Subject: RE: Catering of Farm Tour 2017

Hi Christina,

After our conversation today l wanted to stress the importance of sourcing food from kcal
farms.
Could see if the chick en for the BBQ could come from Central Park Farm? They are one of
the stops on the Farm Tour.
Perhaps GJOy berries in a salad?

Farms we are visiting are. Vista Doro, Gojoy Berries, Centra Park Farm and Fraser Valley
Cider.

can send you contact information for each farm should you need them.

Thanks Bob

From: Christina Sobrepena

Sent: Tuesday, July 18, 2017 4:04 PM
To: Bob Andrews <z;;>
Subject: RE: Catering of Farm Tour 2017

Hi Bob,

That sounds great. I look forward to chatting tomorrow,

Best,

Christina

From: Bob Andrews

Sent: July 18, 2017 3:55 PM
To: Christina Sobrepena kr i h. >
Subject: Re: Catering of Farm Tour 2017

25
 Hello Christina,

I have a meeting at lOam tomorrow morning regarding the Farm Tour. Perhaps I could call you after
the meeting? I will have more details then also.
I do know that the farm that is hosting the lunch takes care if the beverages, cutlery and plates so
cateres do not have to bring them.

Look forward to chatting tomorrow.

Bob

Sent from my Samsung Galaxy srnartphone.

Origin al message
From: Christina Sobrepena
Date: 2017-07-18 3:35 PM (GMT-08:OO)
To:BobAndrewsci.:jH>
Subject: RE: Catering of Farm Tour 2017

Hi Bob,

I hope this e-mail finds you welll

Chris Roper from The Fat Cow and Oyster Bar forwarded your e-mail to me, I work with him on his
sister company, The Black Radish Catering Co. Thanks so much for thinking of us for your event. We
would love to have the opportunity to put together a proposal for you.

Based on the menu you describe below, I think our $28/person BBQ menu would be a great fit:
On top ofthis, I would work with you to determine any staffing
and beverage service you require.

I left you a voicemail today hoping to learn a little more about the event, Id love to chat more if you
have some time tomorrow.

Very best,

Christina

Christina Sobrepena

Catering Events Manager

The Black Radish Catering Co.

26
U. 778-838-3677
e.

From: Christopher Roper

Sent: July 17, 2017 8:31 AM
To: Christina Sobrepena
Subject: EwU: Catering of Farm Tour 2017

Begin forwarded message:

From: Bob Andrews ca>

Subject: Catering of Farm Tour 2017
Date: July 12, 2017 at 1 1 :16:00 AM PDT
To: Bob Andrews
Cc: Peter Taylor <tayinfI&a>

Good Morning,

The Township of Langleys Agriculture Advisory & Economic Enhancement

Committee is conducting a Farm Tour on September 20, 2017
The theme of the tour is Forming Out of The Box, and will featuring the
following Langley farms.

. Vista D Oro Winery

. Central Park Farms
. GoJoy Berries Inc
. Fraser Valley Cider Company

buring the stop at Fraser Valley Cider Company, we are in need of a

catered lunch for 50-60 people using as much Langley local product
as possible in the preparation of the meal.

Sample Farm Tour lunch menu

. BBQ (Chicken/Beef)
. Vegetables(s)
. Salad

Could you please let me know if you are interested in submitting a proposal,

27
with some detail as to what you will be including.

We have secured a tent, tables and chairs

Regards
Bob

Bob Andrews Economic Development Coordinator

CorDotate ,dmrHstra;on DIVOfl
20333 65 \e Langi, BC v2 3i1

Drct tn: 504

Ce: 60-1340.5 275

28
 From: Angie QuJe
To: Bob Andrews
Subject: RE: Catering of Farm Tour 2017
Date: Monday, August 21, 2017 11:56:53 AM
Attachments: maseOOluna
imaeOO2ipg

Good Morning Bob

Sorry for the delay. All of the veggies will come from True Grit Farms and GlOrIOUS Organics. Fruit
from Krause.
Thanks,
Angie

From: Bob Andrews {mailto:band rews@tol.ca]

Sent: Thursday, August 10, 2017 1:35 PM
To: Angie Quaale <angie@wellseasoned.ca>
Subject: Re: Catering of Farm Tour 2017

Thanks Angie, no rush.

Sent from rn Satimun Ga1ax smartphone.

Original message
From: Angie Quaale <ankiflcm:ud>
Date: 20 1 7-08- 1 0 1 :3 0 PM (GMT-08 :00)
To: Bob Andrews <honJre oLco>
Subject: Re: Catering offarm Tour 2017

Thanks Bob. Im away for a few days dealing with some family stuff. I will try to get this for
you ASAP.
Angie

Sent From my Samsung Galaxy Sfllartphoflu.

Original message
F rom: Bob Andrews <bwdo\
Date: 2017-08-10 10:31 AM (GMT-08:00)
To: Angie Quaale
Subject: RE: Catering ofFarm Tour 2017

Heflo Angie.

When you have a moment, could you piease send me the names of the farms where you

29
 will be getting product from?
I would like to list them in the program we will be handing out at the farm Tour.

Thanks
Bob

From: Angie Uuaate

Sent: Wednesday, August 02, 2017 8:44 AM
To: Bob Andrews < d:it.ca>
Subject: RE: Catering of Farm Tour 2017

Thanks Bob, that wifl otaiIy viork we will use the BBQ they have on site.

have attached youi quote. We wiil come up with a delicious vegetarian dish.
Please let me know if hae missed any detiis or if yOU require any additional information
Thank again,
Angie

From: Bob Andrews

Sent: Wednesday, August 2, 2017 8:22 AM
To: Angie Quaale
Subject: RE: Catering of Farm Tour 2017

Good Morning Angie,

Had an email from FVCC, they just have a family sized bbq, so better to bring one.

A vegetarian option would be great.

Thanks!
Bob

From: Angie Quaale

Sent: Monday, July 31, 2017 9:27 AM
To: Bob Andrews <han: z zs. t:t.a>
Subject: RE: Catering of Farm Tour 2017

Thanks Bob
We can do the chicken on site...does FVCC have a BBQ or do we need to bring one ?
We cant do salmon (pins it isnt local ) Are you wanting a vagetarian option ? We can make S28
work
Once we can confirm the menu I can send you a proper quote...
Tha n <s!
Angie

30
 From: Bob Andrews [jtbanJjzLa]
Sent: Thursday, July 27, 2017 10:56 AM
To: Angie Uuaale
Subject: RE: Catering of Farm Tour 2017

Good Morning Angie,

We have made our choces below.

Just wanting to confirm: chicken will be bbqd at Fraser Valley Cider Companv

For others consideration, could salmon be added?

Gojoy berries not required on salads as they wW be out of season.

All plates napkins and cutlery all supplied by Fraser Valley CdeT Coripany.

Our ask is a menu closer to $25.00 $28.00

To submft quote to finance, will need a quote including company name.

Thanks
Bob

Japtabie Dpon
CI;ar;tr.j Ln: Jalac-n Corn o the Coob
Tomato an:: Mozzaretia Cream Ccurne Re Onicr Basil
Lav

Onoose I Mes uoon

BE .D tDhc/a rigs . Csz fro ( .
fD Fer:

BBQ chc.&en t Fraser Valley Cida Compay

POSS1bitj of addna .S.almjr?

2 S:sroi Qtons
Fcst Ssed
Pasa Sid W4L1 resh

U5SSC:
Ass3-tea :sss:s Esun esfl .ocai beme
4.,.
ates, napkns and citerv all supHed by Fr3ser Va!iey Cider Company

31
 From: Angie Quaale
Sent: Friday, July 21, 2017 4:04 PM
To: Bob Andrews <ba n J eoi>
Cc: Peter Taylor
Subject: Re: Catering of Farm Tour 2017

Super easy! And ifyou get chicken donated or at a discounted rate it could bring the price
down.
Thanks
Angie

Sent trt)fll m> Samsun Gala\y SmartplR)fle.

Original message
from: Bob Andrews <h:
Date: 2017-07-21 3:21 PM (GMT-08:OO)
To Angie Quaale < . . >
Cc: Peter Taylor <p\h:L;>
Subject: RE: Catering offarm Tour 2017

Thanks for this Angie,

We are reaching out to Central Park farms as our local source for chicken.
And Gojoy berries to be used In a salad(s).

How would using these products work for you?

Bob

From: Angie Quaale

Sent: Wednesday, July 19, 2017 5:46 PM
To:BobAndrews<.
Cc: Peter Taylor <:L>

Subject: RE: Catering of Farm Tour 2017

Thanks for the opportunity Bob

Here are our menu ideas for the event. I witt look forward to hearing back from you...

Choose 2 Vegetable Options

. Citantro Lime Jalapeno Buttered Corn on the Cobb

. Iceberg Lettuce Slices with Blue Cheese, Bacon, Oven Roasted Tomatoes, Brioche
Croutons

32
 I Tomato and Mozzaretta Satad with Basil Cream, Cucumber, Red Onion, Basit
Leaves

Choose 1 Meat Option

. BBQ Chicken Thighs

. BBQ Beef Brisket

. Gritted Locat Farmers Sausage

Choose 2 Starch Options

. Cornbread with Jatapeno Honey Butter

. Potato Satad

. Pasta Satad with Fresh Loca[ Veggies

Dessert -

. Assorted Desserts featuring fresh tocat berries

The cost is $35 per person ptus tax a gratuity and inctudes paper ptates, napkins and
cuttery (compostabte)

Thanks,

Angie

Original message
From: Bob Andrews <Je, a>
Date: 2017-07-12 1 1:16 AM (GMT-08:OO)
To: Bob Andrews <bii :
Cc: Peter Taylor <pktcLtjLc;>
Subject: Catering offarm Tour 2017

Good Morning,

The Township of Langleys Agriculture Advisory & Economic Enhancement

Committee is conducting a Farm Tour on September 20, 2017
The theme of the tour is Farming Out of The Box, and will featuring the
following Langley farms.

33
 Vista b Oro Winery

Central Park Farms

GoJoy Berries mc

Fraser Valley Cider Company

During the stop at Fraser Valley Cider Company, we are in need of a catered
lunch for 50-60 people using as much Langley local product
as possible in the preparation of the meal.

Sample Farm Tour lunch menu

BBQ (Chicken/eef)

Vegetables(s)

Salad

Could you please let me know if you are interested in submitting a proposal, with
some detail as to what you will be including.

We have secured a tent, tables and chairs

Regards
ob

Bob Andrews I Economic Development Coordinator

CorDcra n1s1:r3tofl Dvsicn
Q33S5ie Ln; B::
D:re tne: 5Q.1
Cei.
_&i =::c:;:

34