Request for Proposals (RFP) Pouring and Vending Machine Rights For City of Alabaster Facilities

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1 Request for Proposals (RFP) Pouring and Vending Machine Rights For City of Alabaster Facilities Proposals will be received by the City of Alabaster, Alabama at 1953 Municipal Way, Alabaster, Alabama, until APRIL 20, 2017 at 10:00AM CDT for the exclusive pouring rights in specific areas as outlined herein. 1.0 General Proposal The City of Alabaster is offering exclusive pouring rights in specific areas as outlined herein. The major goal of this RFP is to enhance current operations and service levels while maximizing the City of Alabaster's financial support. The City of Alabaster reserves the right to award this RFP to a single firm. The beverages that can be considered part of the pouring rights portion of this RFP include, but are not limited to, soft drinks, juice, water and isotonic drinks and vending machines are located in several municipal buildings for use by employees and visitors to the facilities. In support of its mission and to maintain the highest quality services for its customers, the City of Alabaster seeks an experienced firm to provide financial support to the City of Alabaster in exchange for certain promotional and availability rights for beverages. Alabaster has a contract with the Alabaster Sports and Entertainment Foundation (Concessionaire) to operate its concession stands at the various municipal parks. ASEF will be responsible to purchase under the contract with the Selected Firm. Excluded from this proposal are third party vendors who may attend or be present in municipal parks and events upon terms and conditions of the City s Mobile Food Unit Ordinance, or present for third party hosted events on municipal grounds. 2.0 Scope of Services It is the City of Alabaster's intent to enter Contract with the Selected Firm to provide financial support to the City of Alabaster in exchange for certain promotional and availability rights for beverages and to help the City of Alabaster achieve its goals as outlined in this RFP. To achieve this goal, the Selected Firm will be requested to provide those goods and services outlined in this section. The City of Alabaster reserves the right to award this RFP to a single firm. 2.1 The Selected Firm shall provide the following for pouring rights: Competitive pricing for all bottled and canned beverages with a defined maximum escalation clause Beverage merchandising coolers to sell bottled and canned beverages Vending machines for all facilities as listed in the attached locations list Scheduled service to all locations of coolers and vending machines Repair service for all equipment within 24 hours after a reported problem. Emergency service to all locations as warranted. Page 1

2 2.1.6 Special assistance during major events (Tournaments, Festivals, etc.) Marketing support including promotions, give away, samplings and printed materials. 2.2 The City of Alabaster will provide the Selected Firm with the following: Exclusive Pouring Rights at all City of Alabaster Concession Facilities as listed Exclusive Score Board Sign Rights at all Parks & Recreation Facilities if provided by the vendor and meeting all City of Alabaster requirements Exclusive Beverage Sign Rights at all locations as listed Exclusive vending presence in all Facilities as listed. Vending to include all snacks, soft drink, juice, water and isotonic beverages Exclusive Official Beverage of all City of Alabaster Parks and Recreation special events Exclusive 3 year Contract with 2 optional 1 year extensions. 3.0 Basis of Selection 3.1 The City of Alabaster will evaluate proposals and select a firm on the basis of: The Firm's plan to assist the City of Alabaster to meet its financial goals as previously discussed the Firms relevant experience, qualifications and success with programs of this type, including the quality of product line offered and service capability The Firm's financial proposal including but not limited to financial stability of the firm, amount of financial support proposed for vending, pouring and advertising rights, and the price of products The quality of the proposal, specifically, responsiveness to requirements and adequacy of information provided, including proposed promotional strategies The Contract terms which would govern the relationship between the City of Alabaster and the Selected Firm and any other factors relevant to the Firm's capacity and willingness to satisfy the City of Alabaster. 4.0 Components of the Proposals 4.1 Describe how the firm plans to provide financial support to the City of Alabaster.in exchange for beverage pouring rights, which is the primary goal of this RFP. 4.2 Provide information relating to the Firm s products and how the City of Alabaster would obtain them under the term of the Contract. Specific information should also be provided about the following: Procedures for obtaining products on a routine and emergency basis Delivery schedules for products to include standard and special sizes Prices (if any) of equipment available to the City of Alabaster Provide the amount of fees to be paid to the City of Alabaster and the payment schedule. The firm should detail in its proposal the value it assigns to each of the rights listed to be Page 2

3 provided by the Selected Firm and the City of Alabaster. The firm should also detail the premium it assigns to gaining the aggregate exclusive rights as the sole beverage supplier for the City of Alabaster. 4.3 All unit prices to be paid to the firm by the City of Alabaster, or its concessionaire for products specified during year 1 of the contract period. 4.5 The maximum annual escalation rate for prices to be paid to the firm by the City of Alabaster for products specified. 4.6 Provide the City of Alabaster with any form or Contract the City of Alabaster may be requested to sign. 4.7 State the Firm's acceptance of Mandatory Contract Provisions. 4.8 State the Firm's acceptance, with proposed modifications of Preferred Contract Provisions. 4.9 Provide any other information the City of Alabaster should consider in evaluating the Firms proposal Payment and Accounting base (%) 4.11 Maintenance and Repair terms Comprehensive General Liability Insurance 4.13 List and specifications on all project materials submitted 4.14 Time table for installation and implementation. 5.0 General Information for the RFP 5.1 Procurement Schedule: Issue Date of RFP March 23, 2017; RFP Deadline: April 20, 2017 at 10:00 AM; Anticipated Contract Award: April 24, Three copies of your proposal shall be delivered to the City of Alabaster, Attn Tim Hamm, 1953 Municipal Way, Alabaster, AL Any questions concerning the issuance of this RFP shall be directed to Brian Binzer, City Manager at (205) and not to any other person at the City of Alabaster. 5.3 The City of Alabaster will determine whether any addenda should be issued as a result of any question or other matters raised. 5.4 Award & Terms: The proposals are to be held open for a period of 90 days. The City of Alabaster will award the proposal that best meets all of the City of Alabaster's needs based on qualifications as presented. 5.5 Informal Communications: From the date of receipt of this Request for Proposal by each firm until a binding Contract exists with the Selected Firm and all -other firms have been notified or when the City of Alabaster rejects all proposals, informal communications regarding this procurement will cease. 5.6 Formal Communications: All questions and concerns, fact finding and any other communication in reference to this RFP shall be made by the firm to the City of Alabaster's Page 3

4 representative by written communication. The representative shall be to Brian Binzer, City Manager at (205) Acceptable forms of communication shall be 5.7 All proposals received will be carefully evaluated by the City of Alabaster. The City of Alabaster will then select a single firm deemed to be fully qualified and best suited among those submitting proposals, on the basis of evaluation criteria described in this RFP. The City of Alabaster will then conduct negotiations with each of these firms. After negotiations have been conducted, the City of Alabaster will select the firm which in its opinion has made the best proposal. The City of Alabaster will then execute a mutually satisfactory written Contract based on this RFP, the proposal submitted and the negotiations concerning these. 6.0 Mandatory Contract Provisions 6.1 During the performance of this Contract, the Selected Firm will comply with the Contract provisions contained in the Code of Alabama, 1975 or any successor provisions which may be applicable to this Contract. 6.2 The Selected Firm represents to the City of Alabaster that its entering into this Contract with the City of Alabaster does not entail any violation of the Alabama State and Local Government Conflicts of Interests Act. 6.3 The Selected Firm to this Contract will not have the right to assign this Contract in whole or in part without the prior written consent of the other. The City of Alabaster s concessionaire shall abide by the terms of this contract. 6.4 No amendment of this Contract will be effective unless it is reduced to writing and executed by the City of Alabaster and the Selected Firm's representative. 6.5 All notices will be given in writing and deemed given when delivered to or deposited in the US Postal Service mail, certified mail return receipt requested and addressed to the other party. 6.6 The Selected Firm will comply with all federal and state laws and regulations pertaining to Workers Compensation Requirements. 6.7 The Selected Firm will indemnify and hold harmless the City of Alabaster and their agents, employees and officials from any and all costs, damage or loss, claims, liability, damages, expenses caused by or arising out of the performance or non-performance of this Contract by the Selected Firm. 6.8 This Contract will be governed in all respects by the laws of the State of Alabama. 6.9 If the Selected Firm fails to provide quality goods and services in a professional manner, solely as determined by the City of Alabaster and upon receipt of notice from the City of Alabaster does not correct the deficiency within a reasonable period of time, not to exceed 30 calendar days unless otherwise agreed to by both parties, the City of Alabaster reserves the right to terminate this Contract by giving written notice to the Selected Firm The City of Alabaster reserves the right to audit or cause to be audited the Selected Firm books and accounts regarding the City of Alabaster's account at any time during the term of the Contract and for five years thereafter. Page 4

5 6.11 No Contract will be executed by the City of Alabaster until the firm satisfies the commercial comprehensive general liability insurance requirements of the City of Alabaster. A minimum limit of liability for bodily injury and property damage of $300,000 per person/occurrence with coverage for premises operations. 7.0 Attachments: 7.1 Attachment #1: Alabaster Locations & Type of Vending 7.2 Attachment #2: Alabaster 2017 Event List Page 5

6 Attachment 1 Locations and Types of Vending Veterans Parks / Concession Stand 2 fountain drink Machines, 1 drink cooler 5 scoreboards too be replaced or serviced as needed. Warrior Park / Concession Stand 2 fountain machines, 1 drink cooler 4 scoreboards to be replaced or serviced as needed Buck Creek Park / Concession Stand 2 fountain machines, 1 drink cooler 4 scoreboards to be replaced or serviced as needed. *Would like to add 1 Drink Vending machine and 1 snack vending machine to the Buck Creek Maintenance Shop break room. Municipal Park / No Concession Stand N/A City Administrative Building 1 drink machine 1 snack machine Page 6

7 Attachment Special Events 2017 Special Events** Feb. 20 THS Softball Tournament at Veterans Park Feb. 24, 25 TMS Softball Tournament at Veterans Park Feb. 25, 26 USA Playmakers Tournament at Warrior Park March 4, 5 Grand Slam Tournament at Veterans Park March 11, 12 USA Playmakers Tournament at Veterans Park Mid March Mid May: Youth Baseball/Softball at Veterans Park & Warrior Park March 18, 19 Grand Slam Tournament at Warrior Park March 25, 26 USA Playmakers Tournament at Warrior Park April 28, 29, 30 ACCC Tournament at Veterans Park April 29 Pat Wachter Bowl (professional skateboarding event) at Veterans Skate Park Early May Jazz in the Park May 20, 21 USA Playmakers Tournament at Warrior Park May 27, 28 Grand Slam Tournament at Warrior Park June 3 City Fest at Municipal Park June 9, 23; July 7, 21 Movies in the Park at Veterans Park June 13, 27; July 11, 25; Aug. 8 - Teen Movies at TBA August 19 Teen Bash at Municipal Park Sept. thru Nov. Youth Football at Buck Creek Park Mid Sept. thru Nov. 1 Youth Baseball / Softball at Veterans Park & Warrior Park Oct. 7 Bark in the Park at Veterans Park Oct. 28 Fall Fest on Buck Creek Trail ** Not all events will be exclusive to this pouring rights agreement. See Section 1.0 for certain exclusions. Page 7