CITY OF MOBILE REQUEST FOR PROPOSALS RFP: FOOD AND BEVERAGE CONCESSIONS HERNDON - SAGE PARK/MEDAL OF HONOR PARK

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1 CITY OF MOBILE REQUEST FOR PROPOSALS RFP: FOOD AND BEVERAGE CONCESSIONS HERNDON - SAGE PARK/MEDAL OF HONOR PARK The City of Mobile is seeking proposals for the operation of food concession stands, providing quality food service for park patrons at Herndon-Sage Park and Medal of Honor Park in the City of Mobile, Alabama. Operators may submit proposals for one or both concession stands. Mandatory Pre-Proposal Meeting 9:30 a.m., Tuesday, April 3, 2018 Location: City of Mobile Parks and Recreation Department, 48 North Sage Avenue, Mobile, AL Optional site visits to Sage Park and Medal of Honor Park Food Concession Buildings will follow immediately after 9:30 am Pre-Proposal Meeting. Sealed Written Proposals Due: 10:30 a.m., Tuesday, April 10, US Mail address Package & Hand Delivery: RFP City of Mobile City of Mobile Procurement Department Procurement Department PO Box 1948, 205 Government Street Mobile, AL th Floor South Tower, Room 408S Mobile, AL Questions due topurchasing@cityofmobile.org: 5:00 pm, Wed, April 4,2018 Estimated Timeline: Pre-Proposal Meeting April 3, 2018 Proposals due: April 10, 2018 Contract award May 2, 2018 Performance begin May 15, 2018 Proposals must be submitted in a sealed envelope with at least one signed original and one electronic copy (CD or thumb-drive). The outside of the envelope must be marked City of Mobile, due 10:30 am, Apr 10, Proposals submitted after the due date and time will not be considered. The proposing party accepts all risks of late delivery of mailed proposals regardless of fault. The full contents of the Request for Proposals (RFP), and any subsequent Addenda to this RFP may be found at

2 1. GENERAL INFORMATION 1.1. The City of Mobile, Alabama, ( City ) is seeking the services of an experienced person or entity ( Operator ) to operate the food and beverage concession stand at Herndon - Sage Park located at 2900 Dauphin Street, Mobile, Alabama and at Medal of Honor Park located at 1711 Hillcrest Road, Mobile, Alabama, The City requires the Operator to furnish all necessary labor, supervision, materials, equipment, and supplies to satisfactorily run either or both concession stands in accordance with the terms, conditions, and specifications of this Request for Proposals Proposals must comply with the requirements of this Request for Proposals, and are to be delivered to and received by the City of Mobile Procurement Department by the time indicated on the cover sheet of this RFP, at which time representatives of the City will announce publicly the names of those persons or entities submitting proposals. No other public disclosure will made until after award of a contract A mandatory pre-proposal meeting will be held at the date, time, and location listed on the cover page of this RFP. The purpose of this meeting will be to clarify the contents and expectations of the Request for Proposal in order to prevent any misunderstanding of the City s intentions and desires. Any doubt as to the requirements of this Request for Proposal, or any apparent omission or discrepancy, should be presented to the City s representative at this meeting. Any questions concerning the terms, conditions, and specifications of this Request for Proposal should be presented to the City s representative at this meeting The concession stands at Herndon - Sage Park and at Medal of Honor Park will be open for optional viewing after the pre-proposal meeting. The purpose of this viewing is to give individuals and contractors the opportunity to view the facilities where services will be performed. You do not have to attend or send a representative to this viewing opportunity. However, if you decide to not attend or send a representative, we will assume that your failure to attend is an indication that you expect us to review your proposal as if you had taken advantage of the opportunity to view the facilities and observe the required needs Written questions may be submitted via to Purchasing@CityofMobile.org by the date and time identified on the cover of this RFP. All questions submitted will be answered in writing, and all persons who have indicated the intent to participate in this solicitation will receive a copy of the answer The City of Mobile reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, this RFP does not Page 2 of 14

3 obligate the City to acceptor contract for any expressed or implied services The City of Mobile assures that no person shall, on account of race, color, national origin, or sex, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity. The City of Mobile further assures that every effort will be made to ensure nondiscrimination in all of its programs and activities. 2. SCOPE OF SERVICESHerndon - Sage Park and Medal of Honor Park are heavily used parks each with a single, central, concession building with electric and water service. The concession stands are currently inactive. Herndon Sage Park has multipurpose fields that can be used for football, soccer, and lacrosse, including fields with artificial all-weather turf, softball fields, and a walking trail, that meet the growing demands of youth sports, open space for outdoor recreational use, sporting events, tournaments, and special events. Medal of Honor park also has multiple sports fields and a walking trail, a very large and heavily used playground, and also hosts many community events. Both concession stands are the only permanent food concession in each park. The City prohibits other commercial concessions except with the specific permission of the City for specific. Park patrons may bring their own food and drink into the park for private consumption The scope of services will include operation of the food and beverage concession at one or both of the parks during normal park operating times Contractor shall pay a monthly rental fee of $300 per month, due on the first of each month, to the City for the use of the facilities Contractor will not be required to pay to the City a monthly percentage of concession sales generated Contractor will be required to submit, no later than the 15th of the month, an income statement for the previous month, detailing revenue, the cost of goods sold, and expenses. For purposes of accounting and payment procedures, a proper statement by the vendor shall include at least the following information: Description, including quantity, of the goods or services sold, reasonably sufficient to identify the goods or services Amounts generated, applicable sales tax, and the net payment Full name of the vendor, contractor or other party who has supplied the goods and/or services including a mailing address in case of a dispute, and a telephone number Contractor shall have proprietary operational rights of the site. No other Contractor Page 3 of 14

4 shall be allowed in the Park or surrounding areas, with the exception of special City events or events approved by the City The Contractor shall maintain a flexible schedule that accommodates daily Park hours and special events. Park hours and current schedule of special events shall be discussed at the Pre-Proposal Conference From time to time, Contractor may be requested to participate in special events which may include additional food and beverage services to be provided by the Contractor. The number of annual special events will be determined by the City. This does not guarantee exclusivity to Contractor for food and beverage items at a special event or tournament The Contractor will be required, at its sole expense, to be responsible for all alterations necessary to accommodate equipment after having first obtained written authorization from the City. The Contractor will be required to tour and to inspect the Facility with City staff prior to final contract negotiation and execution No signs or advertising of any kind (with the exception of a menu board) shall be installed without prior written approval of the City. In addition, any sign or advertising must be approved by the City, and be in compliance with applicable laws, codes, and ordinances Contractor shall report vandalism and/or damage to the City s property to the City Designee immediately upon discovery Contractor shall provide a Concession Manager who shall be responsible for the performance of the contract and remain the Contractor s contact person for the duration of the contract. The Concession Manager shall establish a routine for communications with the City s Designee to provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of direct meetings may vary as determined by the Parks Manager. The Concession Manager shall contact the Parks Manager to review overall performance, receive special instructions regarding special events, or discuss other pertinent items regarding the contract and the Contractor s performance Contractor shall furnish all supplies and materials necessary for the proper performance of the services and operation of the Facility. The Contractor shall not use any material or supplies which the Parks Manager determines would be unsuitable for the purpose intended, or offensive or harmful to any part of the facility, its contents, equipment, employees or patrons Contractor is responsible for providing a clean, organized, safe, and attractive business. Contractor shall at all times keep the area free of clutter and litter and Page 4 of 14

5 messes (spills). Allowing debris, trash, and spilled fluids to accumulate will not be permitted. All trash generated by the Contractor s operations must be collected and disposed of by contractor daily. City personnel will inspect the concession premises and surrounding area at least once per week, and more frequently as needed The successful bidder will be required to abide by all State, County, and City laws, including all business licensing requirements, food handler requirements, health permitting requirements, and City Park regulations. It will be the contractor s responsibility to contact, arrange, and comply with specific Mobile County Health Department requirements and regulations. It is the contractor s responsibility to maintain, at the contractor s cost, all necessary health permits during the term of the agreement Subcontracting of the space is not permitted The Contractor shall conduct his/her operation of the concession services in a manner that does not damage City s property. In the event damage occurs to City s property or any adjacent property by reason of any service operations performed under this Contract, the Contractor shall replace or repair the same at no cost to the City. If damage caused by the Contractor has to be repaired or replaced by the City, the cost of such work shall be charged to the Contractor Contractor shall be responsible for collecting, reporting, and paying all sales taxes to the State, County, and City Contractor shall take all precautions and care to conduct its activities in a safe and prudent manner with respect to its agents, employees, visitors, and patrons in any activity within the premises Contractor s menus and prices will be subject to continuous review and approval by the City. Such approval will not be reasonably withheld as long as the menu and prices are competitive with the menus and market prices of other comparable concession stands Contractor shall provide menu boards showing items and pricing Contractor shall keep the concession stand reasonably stocked and reasonably staffed to serve the patrons thereof Beverages shall be either fountain drinks or served in plastic bottles. No glass bottles shall be allowed. Contractor will be required to install and maintain any fountain service equipment. Such equipment will remain property of contractor. Page 5 of 14

6 2.24. The sale of alcoholic beverages and tobacco is strictly prohibited No expired or dated products may be sold. City of Mobile Contractor will be expected to maintain insurance coverage. All insurance required must be provided by a company licensed to do business in the State of Alabama and with an A.M. best rating of at least A minus (A -). Proof of Insurance must accompany the signed contract. The City of Mobile shall be an additional insured under any General Liability, Business Auto, and Umbrella Policies using an ISO Additional Insured Endorsement form CG2012 or its equivalent. Coverage shall apply as Primary and non-contributory. Waiver of Subrogation shall be made in favor of the City of Mobile. The policy shall not be cancelled unless the City is given at least thirty (30) days advance written notice. Notice will be delivered in accordance to Policy Provisions. Contractual liability and any coverages which are eliminated, restricted or reduced to less than what is commonly provided by standard I.S.O. forms must be indicated. The following coverages are required: Workers Compensation Commercial General Liability Each occurrence for: Bodily Injury/ Property Damage: $1,000, Personal and Advertising Injury: $1,000, Products/Completed Operations Aggregate: $2,000, General Aggregate: $2,000, Fire Damage: $100, Medical Payments: $10, Business Automobile Liability: Combined single limit for bodily injury and/or property damage $1,000, Combined Auto Single Limit (BI/PD): $1,000, Umbrella $2,000,000 each occurrence / $2,000,000 aggregate Products/Completed Operations $2,000,000 aggregate At the sole discretion of the City, the successful Contractor may be given the option to provide concessions for other City facilities. 3. RFP SUBMISSION PROCESS 3.1. Proposer s Certification. Each proposer shall complete the Proposer s Certification form included with this request for proposal as EXHIBIT A, and submit the form with the proposal. Proposers shall indicate which park for which they wish to operate the concession. Proposals may be rejected if the Proposer s Certification form is not submitted with the proposal. Page 6 of 14

7 3.2. Narrative Submission. In addition to the Certification Form, proposers shall submit the following specific information in a narrative document that will be the primary basis by which the City will determine the best qualified Contractor: Qualifications and Experience in providing concession services. Include the following: Number of years in food industry Number of years specifically providing concession services Evidence of proper licensing to perform food related services. Include name and license held, with a copy of the current license References. Include a list of current active contracts and specific experience in operating other food service concessions. Provide and phone contact information for least three references. Please describe any particular measures of success in past or current food service operations Business Plan. Proposer must state Proposer s plan to set up, operate, and maintain a quality service for Park patrons. Proposer must state expected costs and revenues, to include equipment, supplies, inventory, insurance, and labor, and expected sales volume. Proposer must describe how Proposer will provide adequate staff, with appropriate training and skills needed for food preparation and serving the public. For purposes of this RFP, please limit the length of the plan to no more than three pages Sample Menu, showing typical products and pricing Sample Signage, showing how Operator will display menu selections Proposals should be prepared simply, providing a straightforward, concise description of the Proposer s ability to satisfy the requirements of the RFP The Proposer shall furnish such further and additional information as the City may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate The City reserves the right to request at any time that the Proposer modify his proposal to more fully meet the needs of the City. The City also reserves the right to negotiate modifications to proposals it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures or in any submission. 4. METHOD OF SELECTION 4.1. Late proposals: Proposals received by the City after the due date and time will not be considered. Proposers shall assume full responsibility for the timely delivery of the proposals to the location designated for receipt of proposals. Page 7 of 14

8 4.2. Completeness: All information required by the RFP must be supplied to constitute a legitimate and responsive proposal The City will conduct an evaluation of all submitted proposals by a designated selection team. The evaluation process will identify the Proposer who, in the City s sole discretion, best meets the City s needs and objectives The intent of the City is to select one Operator whose proposal is determined to be the most advantageous to the City based on the evaluation criteria. The City is seeking and will select the Operator that best demonstrates the ability to provide innovative, affordable and reliable services to park patrons while paying reasonable concession fees to the City Proposals will be evaluated on a 100 point scale according to the following categories and weighting: Qualifications and Experience of Management Team 25 points Past performance in similar food service operations 25 points Business Plan 30 points Menu Quality, Variety, and Pricing 20 points The City reserves the right to reject any or all proposals. 5. NEGOTIATIONS 5.1. The proposal shall remain binding for ninety (90) calendar days after the date of submission After the evaluation process, the City will offer the highest scoring Proposer a thirty (30) day exclusive negotiation period. This period may be extended at the City s sole discretion. The City may award a contract on the basis of initial proposals received, without further negotiations, or may negotiate a final contract. Therefore, each initial proposal should contain the Proposer s best terms In the event that there is an impasse in any negotiations, or the City s representatives determine that a contract cannot be reached, the City reserves the right to go to next highest ranked Proposer, then may continue through those firms on the final list until a contract is successfully negotiated. The City reserves the right to reject any or all proposals at any time, or to cease negotiations over a contract at any time No Proposer shall have any rights against the City arising from such negotiations. Page 8 of 14

9 5.5. If you are awarded a contract, concession rights may not be sold, transferred or given to anyone else. You must operate the concession awarded to you Contractor will be expected to sign a service contract with the City consisting of the terms essentially included in the attached sample contract at EXHIBIT B. Page 9 of 14

10 EXHIBIT A Proposer s Certification PLEASE SIGN YOUR PROPOSAL BELOW AND SUBMIT WITH YOUR PROPOSAL. UNSIGNED PROPOSALS WILL NOT BE CONSIDERED. Attest: I have read and understood the requirements stated by the City in this Proposal package. I certify that all representations I have made herein are true an accurate. I have authority to make representations and sign documents on behalf of this Proposer. I am interested in providing concession services for the following parks (indicate with X) Herndon-Sage Medal of Honor Signature Date Printed Name Title Official Corporate Name and Address Proposer s Point of Contact (Name, , Phone) for this Bid: Attach your Narrative Submission to include: 1) Qualifications and Experience 2) References 3) Business Plan 4) Menu & Signage Sealed Written Proposals, must be received by 10:30 a.m. CDT, Tuesday, April 10, 2018 at. US Mail address Package & Hand Delivery: RFP City of Mobile City of Mobile Procurement Department Procurement Department PO Box 1948, 205 Government Street Mobile, AL th Floor South Tower, Room 408S Mobile, AL Page 10 of 14

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