REQUEST FOR PROPOSALS CABOOSE CONCESSION STAND

Transcription

1 120 Barrington Ave - East Dundee, IL Phone: Fax REQUEST FOR PROPOSALS CABOOSE CONCESSION STAND The Village of East Dundee, Cook and Kane Counties, Illinois (the Village ), a home rule municipality, is seeking proposals to rent and operate a Caboose Concession Stand built in 1952 for the Milwaukee Road Railroad and repurposed as a concession stand providing food and beverage services in the downtown depot area of the Village (the Caboose ). The Village concession stand has been in operation since May The Caboose Concession Stand is located at 112 Railroad Avenue, East Dundee, IL All proposals must be submitted to the Village in a sealed envelope by 4:00 p.m. on Monday, March 20, 2017 to: Caboose Proposal Attention: Jennifer Johnsen Deputy Village Administrator Village of East Dundee 120 Barrington Avenue East Dundee, IL Proposals that are not properly received by this date will not be accepted. This request for proposals includes the following components: I. Proposal Requirements II. Minimum Requirements for Caboose Operation III. Required Submittals IV. Selection Process Exhibits: A. Caboose Inventory B. Caboose Photos C. Insurance Requirements Page 1 of 6

2 REQUEST FOR PROPOSALS CABOOSE CONCENSSION STAND I. PROPOSAL REQUIREMENTS A. Submittal All proposals must be complete and submitted no later than 4:00 p.m. on Monday, March 20, 2017 and may be hand delivered or mailed to the following address. No facsimile or will be accepted (except for the required electronic copy that may be sent via ). Proposals shall be delivered in a sealed manner and clearly marked on the outside of the envelope: Caboose Proposal Attn: Jennifer Johnsen Deputy Village Administrator Village of East Dundee 120 Barrington Avenue East Dundee, Illinois Each proposal must include one (1) original, four (4) copies, and one (1) electronic copy of the proposal that may be ed to jjohnsen@eastdundee.net. Proposals that are not properly received by this date will not be accepted. Proposals submitted must be binding for not less than ninety (90) days after the date received. B. Caboose Viewing An opportunity to see the Caboose will be made available on Thursday, March 9, 2017 between 8:00 a.m. and 4:00 p.m. Contact Public Works Director Jim Kelly at to set up a specific time. C. Inquiries Any questions about the Caboose must be formally submitted via to Jennifer Johnsen, Deputy Village Administrator at jjohnsen@eastdundee.net no later than March 15, 2017 by 5:00 p.m. Answers to all questions received will be compiled and distributed via to all registered applicants that request or have submitted questions by the end of business on March 17, D. Addenda Proposers shall promptly notify the Village of any ambiguity, inconsistency or error which they may discover upon examination of this Request for Proposal. Interpretations, corrections and changes to this Request for Proposal will be made by the Village by written addendum and sent to all prospective proposers who have notified the Village in writing of their intent to submit a proposal. Interpretation, corrections or changes made in any other manner will not be binding. It is the responsibility of prospective proposers to so notify the Village in writing if they want to be included on the list of prospective proposers who are to receive addenda. Failure of any proposer to receive any such addendum shall not relieve the proposer from obligation under its proposal as submitted. All addenda so issued shall become part of the proposal documents. Failure to request an interpretation in writing constitutes a waiver to later claim that ambiguities or misunderstandings caused a proposer to improperly submit a proposal. Page 2 of 6

3 REQUEST FOR PROPOSALS CABOOSE CONCENSSION STAND E. Non-Discrimination All proposers will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, sex, sexual orientation, creed, religion, marital status, age, national origin, military status, political affiliation or disability in consideration for selection as the Caboose operator. II. MINIMUM REQUIREMENTS FOR CABOOSE OPERATION Prospective Caboose operators must meet the following minimum requirements for Caboose operation. Submission of a proposal indicates acceptance of these minimum requirements unless clearly and specifically noted in the proposal submitted. A. Term The operator shall be required to enter into a license agreement for a term not to exceed two (2) years plus an option to extend the term. B. Dates and Hours of Operation The operator shall agree to fully operate the Caboose from April 1 through October 31, no less than eight (8) hours per day and no less than six (6) days per week. The water lines are not currently insulated to allow for operation during freezing temperatures. C. Rent The operator shall agree to a minimum initial monthly rent of 11.5% of gross sales. D. Security Deposit The operator shall provide the Village with a security deposit in an amount specified in the license agreement. E. Village-Owned Equipment The operator shall have exclusive use of the Village-owned equipment in the Caboose as itemized on Exhibit A attached hereto and shall agree to maintain such equipment in its current condition, ordinary wear and tear excepted. F. Operator-Owned Equipment The operator shall provide all equipment, supplies, items and articles required for the operation in addition to the equipment itemized on Exhibit A. G. Events At the request of the Village, the operator shall agree to open and operate the Caboose for community and Village events and functions. H. Exclusivity The operator shall not have exclusive rights to concession operations within Downtown East Dundee or Depot Park for events or otherwise. Page 3 of 6

4 REQUEST FOR PROPOSALS CABOOSE CONCENSSION STAND I. Utilities The operator shall pay, when due, for all utility services provided or required at the Caboose, excluding water and waste water service supplied by the Village. J. Garbage Removal The operator shall be responsible for the removal of all garbage and debris generated from the operation and for removal of all litter and debris surrounding the Caboose property. K. Winterization The Village shall be responsible for the winterization of the Caboose during freezing temperatures. L. Landscaping and Snowplowing The Village shall be responsible for landscaping and snowplowing of the Caboose property as necessary. M. Minor Repairs and Maintenance The operator shall be responsible for day to day maintenance and minor repairs necessary to keep the Caboose in acceptable and working condition. N. Inspection of Premises The Village shall reserve the right to conduct random unscheduled inspections. O. Inspection of Books and Records The operator shall agree, in writing, to permit the Village access to its books and records pertaining to the operation of its food service at the Caboose and provide sales reports to the Village on a monthly basis. P. Applicable Ordinances and Laws The operator shall commit, in writing, to comply with all applicable ordinances of the Village and laws of the State of Illinois, including, but not limited to, health and sanitation, age, minimum wage, workers compensation, sales tax due and owing, equal opportunity and all permit requirements. Q. Business Liability The operator shall accept all responsibility and liability regarding the food service operation. This responsibility includes but is not limited to, proper cleaning and sanitizing of the concession equipment and all utensils, providing fresh, uncontaminated food products, as well as, properly preparing, handling and storing all food items so as not to pose a health risk to the general public. Page 4 of 6

5 REQUEST FOR PROPOSALS CABOOSE CONCENSSION STAND R. Indemnification The operator shall indemnify and hold the Village, its officers, employees and agents, and each of them harmless for any and all losses or damages to equipment and supplies furnished by the operator that occur as a result of theft, vandalism, or by any other means; as well as any person raising a claim against the Village for reasons associated with the concession operation providing a full indemnity to the Village on all claims. The operator shall agree, in writing, not hold the Village or any of its employees responsible in the event of injuries to persons who operate the concession stand and shall indemnify and release the Village from any and all claims. S. Insurance The operator shall purchase and maintain for the entire term of the license agreement, insurance coverage and limits of liability specified in the attached Exhibit C. T. Subletting or Assignment The license agreement shall not be sublet or assigned without approval by the Village Board. III. REQUIRED SUBMITTALS Each submittal must include the following: A. Transmittal Letter Letter stating the intent to submit a proposal and interest in being selected as the operator of the Caboose. B. Business Plan Business Plan for the business being proposed which shall include the following information: 1. Business name and description of business and operations including business history if applicable 2. Proposed staffing schedule and names and contact information of owner (s) and manager (s) 3. Proposed menu including pricing 4. Proposed dates and hours of operation 5. Proposed rental payments which, at a minimum, include a base rental fee of 11.5% of monthly gross sales and estimated annual gross sales. 6. Marketing plan 7. Plans for security when not in operation C. Qualifications and References 1. Qualifications and past experience of owner(s) and manager(s) 2. A list and contact information for no less than three business references who will attest to the proposer s qualifications and ability to operate according to the proposed business plan. D. Addenda Receipt of acknowledged addendum, if applicable. Page 5 of 6

6 REQUEST FOR PROPOSALS CABOOSE CONCENSSION STAND IV. SELECTION PROCESS A. Selection Criteria Submissions will be evaluated based on following information: 1. Number of years and relevance of experience 2. Quality of food services offered 3. Suggested menu 4. Estimated annual gross sales and proposed rental fee if greater than 11.5% 5. Proximity or availability 6. Willingness to enter into an acceptable license agreement with the Village 7. Additional consideration shall be given to the operator who proposes to use products from local businesses. 8. Additional consideration will be given to menu items which are not otherwise available from nearby local food establishments in operation. 9. Any and all other factors included in the proposal The Village will select the proposal, or combination of proposals, that, in its opinion, is in the best interest of the Village. The Village reserves the right to reject any and all proposals or portions of a proposal. The Village also reserves the right to waive minor technicalities in any proposal; the Village may seek clarification from a proposer with respect to its proposal at any time and failure to respond promptly is cause for rejection. The Village not only reserves the right at the sole discretion of the Village to reject any and all proposals and to waive technicalities, but also reserves the right of evaluation and the right to determine the methodology for evaluation of the proposals to determine which is the best proposal and to accept the proposal (or proposals) deemed to be in the best interest of the Village, i.e., the most qualified proposal will not necessarily be the proposal with the highest rent or revenue for the Village. B. Interviews and Oral Presentations Proposers may be selected as finalists and may be invited to participate in an interview(s) with the Village s Selection Committee in an effort to select a final operator. Such interviews will provide proposers with an opportunity to make an oral presentation and answer any questions the Selection Committee may have on the submitted proposal. Not all proposers will be interviewed. C. Final Selection and Approval Final selection and approval of a license agreement shall be made by the Village Board after a review of the recommendations of the Selection Committee. Page 6 of 6

7 EXHIBIT A OPERATOR OWNED EQUIPMENT Caboose tracks, railroad rails, and ties (installed on site) Railroad crossing light (installed on site) Railroad lantern (installed on site) Railroad metal crossing signs (installed on site) 3 grill with exhaust and Ansel system installed above grill (installed on site) 2 basket fryer installed (installed on site) Steam table with special inserts for special order ceramic pots (installed on site) 3 compartments sink (installed on site) Hand wash sink (installed on site) Food service approved shelving (installed on site) Order line (installed on site) Cold storage prep table with under refrigeration installed (installed on site) Food warmer (installed on site) Under counter refrigerator (installed on site) Under counter freezer (needs repair) Commercial walk in cooler 7 x 7 (installed on site in a separate shed) Ice cream machine (in storage at special events garage) Commercial ice maker (installed on site) Shake and malt 6 prong blender 1500 gallon grease trap and sanitary sewer service Water service 1

8 Gas service 15 x 13 fenced garbage enclosure shared with Village seasonally 11.5 X 40 Composite deck facing the east to the Fox River Bike Trail 14 X 33 Brick public patio with brick flower box with built in seating Retaining walls 12 X 5 steel deck with stairs (west side) for employee entrance Custom powder coated railings all around 9 by 9 shed Sliding serving window with stainless steel outside counter HVAC split system Gooseneck lights on east exterior RPZ 2

9 EXHIBIT B CABOOSE PHOTOS

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