St. Charles Park District 8 North Avenue St. Charles, IL 60174

Transcription

1 St. Charles Park District 8 North Avenue St. Charles, IL February 2016 Request for Proposal Concession Management The St. Charles Park District, 8 North Avenue, St. Charles, IL will receive proposals from qualified firms until 10am, February 22, 2016 for a contract to provide Concession Management for the Otter Cove Aquatic Park, 3615 Campton Hills Road, St. Charles and Swanson Pool, 8 North Avenue, St. Charles. Contract term will be two years with Park District s option to renew for an additional two year term. Proposal documents may be obtained at the St. Charles Park District, Pottawatomie Community Center, 8 North Ave, St. Charles, IL The St. Charles Park District reserves the right to reject any or all proposals and to accept any proposals which, in its judgment, will be in the best interest of the public. Only bids in compliance with the provisions of the specifications will be considered. No reimbursements will be made by the St. Charles Park District for any costs incurred prior to a formal notice to proceed should an award of contract result from this solicitation. Requests for additional information should be directed to Jennifer Bruggeman, or jbruggeman@stcparks.org. St. Charles Park District Jennifer Bruggeman, Assistant Superintendent of Recreation 1

2 St. Charles Park District Request for Proposal Concession Services at Otter Cove Aquatic Park and Swanson Pool February 2016 The St. Charles Park District I. Intent The Park District s intent in awarding the concession contract is to provide courteous, efficient service to the public with a maximum monetary return to the St. Charles Park District. II. III. Contract Award A concession contract shall be awarded to the responsible vendor submitting a proposal which provides the best service to the public, and/or greatest income potential to the Park District. The term of the contract shall be for two years. Otter Cove Aquatic Park season will run Memorial Day through Labor Day. The Swanson Pool season will run early June through late August. Note A General conditions apply to all vendors and govern all sections of the specifications. B The vendor shall provide all labor, equipment, materials, food supplies, food products, and incidentals necessary for fulfillment of proposal. C Insurance: The successful vendor shall provide at the time of execution of the contract a certificate of insurance showing evidence of the following: 1. Public Liability and Products Liability: Minimum of $1,000,000. The successful vendor shall carry insurance in a company satisfactory to the Owner, fully protecting the successful vendor against claims, which may be made against him or her, including claims for injury or death to persons other than employees. 2

3 2. Contractual Liability to insure Owner from suits and claims arising from the performance of the concession operations including indemnification obligation as noted in section 3N. 3. Worker s Compensation and Occupational Disease with limits as provided by the state and employer s liability insurance. The St. Charles Park District is to be named as additional insured for 1 and 2 of the above. D Each proposal shall be accompanied by completed specifications, furnished herein, on which the vendor shall render exact information describing his or her offerings. Failure to complete the specifications may result in disqualification of the proposal. Vendor may attach extra sheet to the back of the proposal. E The introduction of additional privileges not contained and enumerated herein will be subject to the prior approval of the Park District. F Terms of contract for privileges enumerated herein shall be for the aquatic seasons of 2016 and 2017(Otter Cove Aquatic Park season will run Memorial Day through Labor Day. The Swanson Pool season will run early June through late August). Vendor shall hold open and operate the concession stands each day and during the hours Otter Cove Aquatic Park and Swanson Pool are open, respectively. In the event that the Park District, in its sole discretion, finds it necessary or desirable to close Otter Cove Aquatic Park or Swanson Pool concession stand, it shall not be liable to the Vendor for lost profits or any other losses arising hereunder or otherwise. G Consideration of the privileges herein granted shall be as set forth in the schedule of percentages or cash payments to be made by successful vendor as indicated on specifications and proposal form. H It shall be the obligation of the successful vendor to apply for, pay for, and obtain all permits and licenses required by the various local and state agencies to operate concession stand. Copies of permits shall be provided to the Park District upon receipt, including renewals. The successful vendor shall keep such books, records and recording devices as directed by and in the manner and form approved by the St. Charles Park District Business Manager showing accurate and complete data on all receipts and disbursements in connection with the operation provided for herein. The District and its accounting and auditing officers have the right at all times to examine and audit all of said books, records, and recording devices and to re-examine and reaudit same. The successful vendor shall render to the Park District on 3

4 the 7 th day of June, July, August, and September, a detailed statement showing all total gross receipts and disbursements in connection with the operation of said concession stands, which shall also include monthly payment to the District. I The agreement shall be subject to cancellation by the Park District in the event of failure of the successful vendor to perform, keep, and observe any of the conditions of the contract. J It is the intent of the parties hereto that the successful vendor shall be legally considered as an independent contractor and that the successful vendor or his or her servants or agents shall not, under any circumstance, be considered servants or agents of the District, and that the District shall at no time be legally responsible for any negligence on the part of said successful vendor, his or her servants or agents, resulting in either personal or property damage to any individual, firm, or corporation. K Park District shall execute the attached agreement with Vendor. L Each vendor warrants and represents that he or she is the authorized representative of the vendor and has the authority to bind the proposal under the terms and conditions contained in the proposal. M The vendor shall at all times observe and comply with all federal, state, and local laws, ordinances, regulations, and codes that may in any manner affect the preparation of proposals or the performance of the contract, including, but not limited to, the Illinois Department of Public Health, the Illinois Prevailing Wage Act, the Illinois Human Rights Act, and the Equal Employment Opportunity Act. N The vendor, his or her officers, employees, successors and assignees shall indemnify and defend the Park District, its officers, Board Members, employees, agents, representatives, successors, and assigns, from and against any and all liability, cost, damages, fees, expenses, including attorneys fee, arising out of or in any manner related to the operation of the concession stands at Otter Cove Aquatic Park and Swanson Pool. O The vendor will not delegate, assign, or subcontract the performance of any obligation hereunder to any third party without the prior written consent of the Park District. IV. Scope of Service It is the District s intention to enter into an agreement with the Selected Vendor for the services necessary for the District to achieve its goals as outlined in the RFP. Vendor may submit proposals to provide service for the Otter Cove Aquatic Park and Swanson Pool. The 4

5 selected Vendor shall provide, but is not limited to, the furnishings of the equipment, services, products offered, and cost to the patrons as stated in these specifications. The contracted vendor opening and closing date will vary contingent on the aquatic park and pool s opening and closing day for that season. A General Requirements 1. Vendor shall operate the concession stand at Otter Cove Aquatic Park located in James O. Breen Community Park and Swanson Pool in Pottawatomie Park which will also include any special events. Vendor will provide food for district birthday parties at both aquatic facilities. Cost of food for birthday parties will be part of the monthly receipts turned into the Park District. 2. Vendor shall bid for the operation of a concession stand at both the Otter Cove Aquatic Park and Swanson Pool. 3. Park District shall provide space at Otter Cove Aquatic Park and Swanson Pool for the operation of the concession stands. 4. Park District grants Vendor the exclusive service right and privilege to operate concession stands at Otter Cove Aquatic Park and Swanson Pool and to sell to the public food products, non-alcoholic beverages, and other miscellaneous items during the hours that vendor operates concession stands as provided in this proposal. 5. The Park District reserves the right to monitor all concession prices to prevent overcharging patrons. The vendor will submit a list of items proposed and prices to be reviewed and approved by the Superintendent of Recreation or a designee. The pricing of each food, beverage or miscellaneous item specified herein is to remain firm for a three month period unless pre-approved by the Superintendent of Recreation or designee. Prices must stay within the local market pricing ranges. 6. Vendor shall provide at a reasonable cost to the public the following minimum level of products: a. Assorted prepackaged chips b. Assorted prepackaged candy c. Bag in Box Fountain drinks 5

6 d. Hot food options (ex: hot dogs, pizza, etc) e. Ice cream treats f. Soft pretzels g. Popcorn h. Nachos w/cheese i. Paper goods such as napkins and utensils j. Healthy food choices (ex: fruit, granola bars, juice, salads) k. Other reasonably priced menu items 7. Vendor shall not serve alcoholic beverages at Otter Cove Aquatic Park or Swanson Pool. 8. Vendor shall not serve food or beverage from a location other than concession area without prior consent of the district. 9. Vendor shall allow outside food and beverage to be brought and consumed on the aquatic facility concession decks. 10. Vendor shall provide all needed personnel. Vendor is responsible for training all personnel, who shall be clean, courteous, efficient, and neat in appearance. 11. Vendor shall provide beverages from beverage vendor that currently holds District wide agreement with the St. Charles Park District. 12. Vendor shall maintain a clean concession stand a. Properly dispose of any concession generated trash in appropriate receptacles and maintain cleanliness of concession deck and surrounding area. b. Properly clean concession washrooms. District will provide vendor with cleaning supplies and paper products to restock for use. 13. Vendor shall display a sign at each location stating, Concession stand operated by [Name] and Vendor s telephone number. 14. Vendor shall, at its costs, provide all necessary pieces of equipment, to include, but not limited to: i. Freezers ii. Refrigerators iii. Microwaves iv. Popcorn machine v. Nacho cheese dispenser/warmer vi. Pretzel warmer/display vii. Pizza display/warmer 6

7 viii. Ice machine ix. Ice cream display case x. Food warmers xi. Condiment and utensil distribution method 15. Vendor to pay all federal, state and local taxes chargeable to Otter Cove Aquatic Park and Swanson Pool and shall not be deducted from the fee owed to the District. 16. Vendor is responsible for obtaining all federal, state, and local permits to operate concession stands. 17. Vendor shall be responsible for any and all damage to any Park District property resulting from Vendor s operation, which shall be promptly repaired by the Vendor at Vendor s sole expense. Vendor must receive approval from the District prior to making any repairs. 18. Vendor shall be responsible for providing a telephone, if necessary, for use by vendor and his or her employees. Park District will not provide a telephone for use by vendor or his or her employees. 19. For each and every month that the Otter Cove Aquatic Park and Swanson Pool are in operation, the Vendor shall propose to pay a percentage of gross sales to the Park District. Thus, indicate in your proposal the specified percentage the Vendor shall pay to the Park District. An itemized breakdown of revenues must be kept to determine revenue received. 20. All vending machines operating at Otter Cove Aquatic Park and Swanson Pool will be monitored by and shall be the sole responsibility of the St. Charles Park District. No additional vending machines may be placed in Otter Cove Aquatic Park or Swanson Pool without prior permission from the Superintendent of Recreation or designee in writing. 21. Park District shall pay all utilities and garbage costs associated with concession stands. 22. Vendor shall submit all employees providing service to concession stands to a criminal background check prior to employment to the extent permitted or available by law. All such employees must meet criminal background standards as defined by Park District Code 70 ILCS 1205/8-23. Vendor shall assume financial responsibility for all such screening. 7

8 B Vendor Selection The vendor selection shall be based on the following: a. Cost to patrons over the season b. Equipment furnished by the vendor c. Products offered by the vendor d. Additional programs/services offered e. Availability of service on demand f. Financial soundness g. Professional background It is the intent of the Park District to enter into a contract for services for one season. After two seasons, if both parties agree the contract may continue for two additional seasons. After every fourth consecutive year, the Park District will request a new RFP. The Park District reserves the right to accept or reject proposals and to modify project requirements after review of RFP proposals. The Park District reserves the right to reject any proposals and to accept the proposal deemed most advantageous and in the best interest to the St. Charles Park District. The Park District is offering a tour for bidders on February 11 at 10:00am. Meeting will originate at Swanson Pool, 8 North Avenue, St. Charles, before moving to Otter Cove Aquatic Park, 3615 Campton Hills Road, St. Charles. Failure to attend will prevent the Park District from considering said vendor s proposal. Vendor shall sign the attached agreement and return to Park District at the time of bid submission. Vendor shall agree to all of the terms and conditions as set forth and be ready to execute same at time of award. The vendor awarded the contract shall be the operator of the concessions being proposed. No subcontractor, consignment or other transfer of concession responsibilities to another party is allowed. 8

9 Proposal Form Concession Services at Otter Cove Aquatic Park and Swanson Pool Proposal Due: February 22, 10am St. Charles Park District Pottawatomie Community Center Jennifer Bruggeman, Assistant Superintendent of Recreation 8 North Avenue St. Charles, IL Dear Assistant Superintendent of Recreation: The following is our proposal to the St. Charles Park District, St. Charles, IL for Concession Services at Otter Cove Aquatic Park and Swanson Pool. Firm Name: Tax ID: Operators Name(s): Address: Phone #: Fee Proposal Form The undersigned proposes to enter into a year agreement with Park District s option to renew for an additional year with the St. Charles Park District for the use of space and the operation and maintenance of a Concessions contract for the Otter Cove Aquatic Park and Swanson Pool as listed. The undersigned shall bid for the operation of a concession stand at both the Otter Cove Aquatic Park and the Swanson Pool. The undersigned offers a % of gross sale receipts to the St. Charles Park District. % of gross sales receipts for the months of operation (May, June, July, August, and September) Please attach a document providing the following information: 1. Vendor s customer service and refund policy: 2. Food Product Proposal a. Product Proposed/Proposed Price for Resale 3. Beverage Proposal a. Product Proposed (Bag-in-Box)/Proposed Price for Resale b. Product Proposed(Plastic Bottles)/Proposed Price for Resale 9

10 4. Equipment Proposal a. QTY/Description of Equipment/Energy (watt/volts) 5. Descriptions of any additional programs and services 6. List of three professional references, including: a. Name b. Phone c. Address d. Relationship 7. List of all other locations at which Vendor has operated a concession stand or other similar enterprise in the last three (3) years. 8. Description(s) of any contracts entered into by Vendor that have been terminated for any reason in the last three (3) years, including circumstances of said termination. 9. Description of any litigation filed by or against Vendor in the past three (3) years, including the name and case number, jurisdiction of the court, and summary of the case. Vendor shall at all times observe and comply with all federal, state, and local laws, ordinances, regulations, and codes that may in any manner affect the performance of the contract. Vendor shall sign and return agreement and associated attachments to the Park District at the time of bid submission. Should Vendor become a successful proposer of the Concession contract at Otter Cove Aquatic Park and Swanson Pool, the Park District will execute the attached agreement and deliver the same to Vendor. Print Name Authorized Signature Address Phone # Date 10