REQUEST FOR PROPOSAL MARINA FOOD CONCESSIONS OPERATION Page

Transcription

1 REQUEST FOR PROPOSAL MARINA FOOD CONCESSIONS OPERATION Page

2 TABLE OF CONTENTS Purpose of Request... Section I Time Schedule... Section II Instructions to Proposers... Section III Selection Criteria... Section IV Terms and Conditions... Section V Scope of Services... Section VI Compensation... Section VII Race Week... Section VIII Vendor Limitations... Section IV Provided by City... Section X Safety... Section XI Certification of Proposer... Section XII 2 Page

3 SECTION I PURPOSE OF REQUEST The City of Oak Harbor ( City ) is requesting proposals for the furnishing of all staffing, equipment and supplies necessary to provide food/non-alcoholic beverage self-contained concession at the Marina, only electrical power is available. 3 Page

4 SECTION II TIME SCHEDULE (The below schedule can be modified/changed as necessary) The following is the schedule for the RFP process: May 1, 2013 Issue RFP May 17, 2013 Deadline for Submittal of Proposals (3:00 p.m.) May 22, 2013 Oral Interviews Optional by Department May 24, 2013 Selection of preferred concessionaires May 27, 2013 Prepare Service Agreements June 4, 2013 Finalize Agreement-City Council July 1, 2013 Concession opens-may open sooner if willing and able. September 3, 2013 Concession closes Proposers are encouraged to tour the site(s) identified in this proposal. 4 Page

5 SECTION III INSTRUCTIONS TO PROPOSERS All proposals shall be sent to: ATTN: City Clerk City of Oak Harbor 865 SE Barrington Drive Oak Harbor, WA All questions should be directed to: Chris Sublet, (360) OR Sandra Place, (360) All proposals must be submitted: By mail - in a sealed envelope and clearly marked in the lower left-hand corner: RFP - FOOD CONCESSIONS OPERATION 2013" All proposals must be received by 3:00 p.m. on Friday, May 17, One (1) copy of the RFP must be presented (No ed, faxed and/or telephone proposals will be accepted). Proposals should be prepared simply and economically, providing a straight forward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. can be included. Emphasis should be on completeness and clarity of content. All proposals must include the following information: The names of individuals from those firms/organizations who will be responsible for the services and their areas of responsibility. Contact information, including but not limited to cell phone numbers and addresses. A narrative background of proposer s ability and experience in providing concessions. 5 Page

6 A minimum of three references indicating recent experience pertaining to concessions; references to include company/organization name, contact person and telephone number. A list and explanation of additional equipment (if any) proposer will be providing at the site. A proposed menu and prices for concession items. An explanation of routine cleaning and preventative maintenance schedules intended to assure an attractive appearance for any vending equipment and prevent operating problems. A valid City of Oak Harbor Business License. A valid Health Department permit. 6 Page

7 SECTION IV SELECTION CRITERIA The ultimate objective of this RFP is to provide dependable concession services with a reasonable lease fee paid to the City of Oak harbor. Accordingly, the City will select one or more successful proposer after evaluation of the following RFP elements: Sale Price of Products Competitiveness of pricing for food and beverages. Quality of Products and Service Quality of food and beverages offered and potential of Proposers to provide quality service. Experience/References Past experience/performance on similar contracts with other public or private entities. 7 Page

8 SECTION V TERMS AND CONDITIONS The City reserves the right to reject any and all proposals; to waive minor irregularities in any proposal; to request clarification of information submitted; to request additional information from any proposer; and to make the final decision as to the best proposal. The contract resulting from acceptance of a proposal by the City shall be in a form supplied or approved by the City, and shall reflect the specifications in this RFP unless mutually agreed otherwise. The City shall not be responsible for any costs incurred by the proposer in preparing, submitting or presenting its response to the RFP. Insurance - The successful Concessionaire shall be expected to maintain and pay for general liability insurance coverage at all times during the term of the contract, insuring the contractor and the City as additional named insured, such insurance to afford protection to a limit of not less than $1 million per occurrence with an aggregate of $2 million with a policy endorsement which names the City of Oak Harbor as additional insured. Receipt by the City of copies of insurance forms evidencing the foregoing insurance coverage obtained by the Contractor must be filed with the City prior to the beginning of the season. Indemnification and Hold Harmless - The successful Concessionaire agrees that the City shall not be liable for any damage or injury of whatever nature to any person or property occurring on the premises subject to an Agreement as a result of any activities of the Concessionaire or its use of the premises during the term hereof. The Concessionaire shall hold the City harmless from any and all claims which may arise from any such damage or injury above-mentioned and shall, at its own cost and expense, defend any and all actions which may be brought against the City upon such claims and pay any and all judgments that may be recovered against the City on such actions, provided, however, that the City shall be liable, and the Concessionaire shall have no obligation to indemnify the City, to the extent that such damage or injury is caused by any negligent act or omission of the City or any of its agents or employees. The successful Concessionaire shall be required to comply with all Federal, State, and City laws and regulations with regards to construction, licenses or permits to do business, and all other matters. The Concessionaire further agrees not to allow any employee or volunteer of the Concessionaire who has been convicted of a felony crime involving the physical neglect of children, the sexual exploitation of children or sexual offenses involving children, violent crimes and crimes of moral turpitude, be employed or volunteer at any of the concession sites. Failure by the Concessionaire to comply with this requirement is grounds for immediate termination of the Concession Agreement. The Contractor will be required to complete City provided release of information forms for state and national background checks for any employee that is scheduled to work at the concession. The successful Concessionaire shall comply with standards and recommendations and obtain the necessary permits of the State and local health departments in all matters concerning health and sanitation. The self-contained unit is left at the owners risk and the City of Oak Harbor is not liable for any damage, defacement or removal costs for the unit. 8

9 The concessionaire who enter into an agreement to provide services or products to the City shall background check all employees at the beginning of the contract and continue to verify in writing to the City any new employees for the term of the contract. 9

10 SECTION VI SCOPE OF SERVICES It is intended that the successful Concessionaire will have the right and responsibility to provide concession services at the sites stated in the RFP. Concessionaire is required to operate a stationary concession at the designated site. The Concessionaire will provide concession services during the following times: Friday Saturday Sunday Holidays 12:00 p.m. to 7:00 p.m. 8:00 a.m.-7:00 p.m. 8:00 a.m.-5:00 p.m. 8:00 a.m.-7:00 p.m. Concession service on the remaining hours and day of the week will be determined as needed. The Concessionaire shall provide services of the highest quality and dependability. The concession will normally be operated from July 1, 2013 through Labor Day weekend. The concessionaire may extend past Labor Day if agreeable by the City of Oak Harbor. The Concessionaire will also be responsible for the following services: Provide litter/garbage clean up around the stand at the close of each day. Removal of all concession garbage to the dumpster at the conclusion of the day. The Concessionaire will be responsible to negotiate their agreement with all vendors. 10

11 SECTION VII COMPENSATION A monthly lease fee (2 month operating period) shall be paid to the City for use of the concession location: Total lease fee including tax is $50.72 per month + electricity 11

12 SECTION VIII RACE WEEK During Whidbey Island Race Week July 12-19, 2013, other food vendors may be present. 12

13 SECTION IV VENDOR LIMITATIONS No gas, coal, charcoal or similar portable cooking equipment is permitted inside or outside the concession unless: The City of Oak Harbor Fire Department has issued a fire permit. Health Department approval has been obtained. The Concessionaire is required to check the existing electrical capacity of the concession site to ensure there is sufficient electrical capacity for your equipment. The Concessionaire must supply the appropriate fire extinguisher for the concession. No generators shall be used. No vending machines may be installed by the Concessionaire under this permit. No tobacco or alcoholic beverages may be sold. No styro-foam containers maybe used. No items in glass containers maybe sold. All condiments must be in plastic squeeze pump containers or sealed containers with lids. All signage must be approved by the City and is highly encouraged. All advertising must be approved by the City. The self-contained food unit must not exceed 20 feet in length and 8 feet in width. The self-contained unit must remain in the designated location; no roving of the Marina or park is permitted. 13

14 SECTION X PROVIDED BY CITY The City shall provide electricity to the designated site. The City shall provide a dumpster for trash removal. 14

15 SECTION XI SAFETY The vendor(s) selected will abide by all safety codes and regulations as set forth by State and Local laws. The City of Oak Harbor considers safety to be our top priority, therefore, safety standards must be maintained at all times. 15

16 SECTION XII CERTIFICATE OF PROPOSER PROPOSAL SUBMITTED BY: Company Name: Contact Person: Address: Mailing Address (If different): City, State and Zip Code: Telephone No: I certify that I am affiliated with the above noted company or individual and authorized to enter into a contract for concession rights and services for the City of Oak Harbor as set forth in the Request for Proposal and the attached submission in response to such request. I further certify that the proposer will be able to comply with the insurance provisions of the City, and that the proposer will obtain all necessary licenses and permits for the operation of the proposed concession as required by the State of Washington, Island County, the City of Oak Harbor or any other lawful authority. Proposer: (Please Print) Signature: Date: 16