The Agency of Agriculture, Food & Markets (VAAFM) seeks proposal from dynamic, organized and experienced individuals or organizations to coordinate the annual activities associated with Breakfast on the Farm (BOTF) events. In 2018, there will be two events, one at the end of June and one at the end of July. The objective of the Breakfast on the Farm events is to teach people about modern dairy farming and to introduce the farm families who work hard to produce a safe, wholesome product for Vermont and beyond. Breakfast on the Farm invites members of the community to enjoy a free catered breakfast on a local farm, tour the facility and learn more about agriculture. In 2017, nearly 2500 community members participated. Please see below for details.
2018 Breakfast on the Farm Contracted Coordinator
Beginning in 2015, Vermont Breakfast on the Farm (BOTF) has offered 5 events that in total welcomed over 5,000 people to working dairy farms. The Breakfast on the Farm committee is planning two events for 2018. These events are scheduled for June 23, 2018 and July 28, 2018.
Vermont Breakfast on the Farm is a free public celebration, designed to teach people about modern dairy farming and to introduce the farm families who work hard to produce a safe, wholesome product for Vermont and beyond.
This RFP is to solicit proposals for a Breakfast on the Farm Coordinator who will enter into a contract with the Vermont Agency of Agriculture Food and Markets. The contracted coordinator will plan and organize the logistics for TWO Breakfast on the Farm events. Implementing the tasks required for each Breakfast on the Farm event allows the BOTF Board to focus on the marketing, food, and education components of each event.
Below are the duties and responsibilities required for the contracted coordinator:
2018 Contractor Duties and Responsibilities:
- BOTF Board Member: Serve on BOTF committee and attends all board meetings and functions, including the two summer events. Meetings take place monthly before the events, and there is a final recap meeting after each event.
- Secretary/Note-Taker: Work with committee chair to schedule committee and subcommittee meetings. Take notes at each planning committee meeting and distribute them to committee members via email prior to the next committee or subcommittee meeting.
- Site Logistics: Develop a primary and alternative parking plan for each site, accounting for potential weather issues (rain/wet fields).
- Rentals: Book equipment and tent rentals. Acquire Porta-Potties, handwasing stations, bike racks, chairs for breakfast tent and educational stations, and golf cart/RTV.
- Emergency crews: Work with local first responders for EMT coverage of both events. Develop back-up plans for First-Aid if EMT crews are called away from event.
- Local Law Enforcement: Work with appropriate law enforcement (Vermont State Police, Sheriff) to ensure awareness of each event.
- Take Home “Goodie Bags”: Coordinate take-home “goodie bags” for attendees.
- Printing: Fulfill printing needs of the events for signs, banners, marketing and promotional materials, farm maps and scavenger hunt maps.
- Site Decorations and Materials: Work with BOTF Committee and each participating farm to create and display decorations and signage in each event’s welcome area. Work with each host family to coordinate any “meet the family” display or tent, such as photos of family, history of farm, etc. Assist with set-up and clean-up of the welcome area.
- Cell Service and Wifi: Work with BOTF Board and host family to assess cell service availability, wifi access, and potential solutions if either is unavailable.
April 15, 2018 – December 31, 2018
Proposals received will be evaluated based on the following criteria:
- Experience successfully coordinating similar events.
- Experience in complex project management.
- Experience working with planning committee in project and event management.
- Familiarity with dairy farming is preferred, but not required.
- Ability to maintain high level of organization throughout entire project.
- Ability to maintain integrity in representing the State of Vermont.
Bidders must submit the following, along with any other relevant material:
- Payment is for services rendered only. Please submit a budget which does not exceed $5,000.
- Example(s) of previous work with a similar scope. Provide web links where applicable.
- Preliminary plan for events execution.
All questions and simplified bid submissions must be sent by email to Terry Smith at Terry.Smith@vermont.gov with the subject line “Breakfast On The Farm”.
Each bidder must describe their ability to accomplish the above described duties and responsibilities within the BOTF budget and timeline. Bids should be no greater than $5,000.
Proposals are due no later than 4:30 pm Eastern Standard Time, Friday March 30, 2018.