REQUEST FOR PROPOSAL ATHLETIC PARK CONCESSIONS

Transcription

1 REQUEST FOR PROPOSAL ATHLETIC PARK CONCESSIONS August 6, 2012 RFP Due Date August 29, 2:00pm CST City of Brenham Purchasing Services 200 N. Vulcan Brenham, Texas

2 TABLE OF CONTENTS I. INTRODUCTION 3 II. OVERVIEW 3 III. RFP TERMS & CONDITIONS 4 IV. CONCESSION OPERATIONS 5 V. RFP OVERVIEW 6 VI. MINIMUM QUALIFICATION REQUIREMENTS 7 VII. RFP INSTRUCTIONS 7 ATTACHMENT 1: CONCESSION FACILITY EQUIPMENT 8 ATTACHMENT 2: TENTATIVE SCHEDULE OF ATHLETIC EVENTS 9 2 P age

3 Request for Proposal (RFP) Athletic Park Concessions I. Introduction The City of Brenham is seeking proposals from qualified vendors to operate and manage food and beverage concession services within the City of Brenham s athletic park system. The purpose of offering a concession program within the park system is to provide convenience and enhance the enjoyment of park patrons. More information regarding the City of Brenham is available on the City of Brenham website. cityofbrenham.org II. Overview All proposals meeting the minimum qualifications requirements of this RFP will be reviewed and evaluated based on pre-determined evaluation criteria. The categories for evaluation are listed within Section IV.D. of this RFP document. The selected proposer will have the exclusive rights to sell approved food and beverage concessions within the park grounds during City of Brenham scheduled events. The selected proposer will have access to the concession stand facilities at each park to sell and store approved food and beverage products. The selected proposer will be required to operate the facility according to the terms and conditions outlined in the City of Brenham s RFP Terms and Conditions within Section II of this RFP document. A. Concession Stand Facilities i. Hohlt Park Baseball Complex; 2425 North Park Street this concession stand is located among 3 softball fields, 5 baseball fields and 1 soccer field. One of the softball fields is home to the Blinn Lady Buc softball team. The other softball and baseball fields are used by the youth Little League organization as well as for weekend tournaments throughout the year. The soccer field is home of the Brenham High School boys soccer team. It is also used for soccer tournament play. 3 Page

4 ii. Hohlt Park Soccer Complex; 2425 North Park Street this concession stand in located amongst 10 soccer fields that are used for youth and tournament soccer. These fields are also used for the fall youth football league. iii. Fireman s Park; 910 North Park Street this concession stand is located within the gates of Firemans Baseball Field. Firemans Park is home of the Brenham High School baseball team. It also hosts baseball tournaments throughout the year. iv. Henderson Park; 500 Blue Bell Road this concession stand is located around 3 softball/baseball fields. These fields are used by the youth Little League organization and host a number of tournaments throughout the year. v. Linda Anderson Park; 1300 Old Independence this concession stand is located around 4 baseball/softball fields that are used for weekend tournaments and adult softball leagues. III. RFP Terms & Conditions A. This RFP does not commit the City of Brenham to award a contract. No other party, including any proposer, is intended to be granted any rights hereunder. Proposals which, in the sole discretion of the City of Brenham, do not meet minimum qualification requirements will not be reviewed. This RFP and the process it describes are proprietary to the City of Brenham and are for the sole and exclusive benefit of the City of Brenham. Any response to this RFP will become the property of the City of Brenham and subject to the Public Information Act of Texas. The City of Brenham is not liable for any costs associated with the development, preparation, transmittal or presentation of any proposal or material submitted in response to this RFP. B. The City of Brenham reserves the right to award contracts on the basis of proposals submitted or to negotiate with selected proposer for modification of the selected proposals (which may include alternate concepts), at the City of Brenham s option. By submission of a proposal, the selected proposer agrees to be legally bound if the City of Brenham accepts the proposal. 4 P age

5 C. The Concession Agreement will begin October 1 st, 2012 and end September 30, At the end of the agreement term, the City of Brenham reserves the right to extend the Concession Agreement with the selected proposer for up to three additional one-year terms upon mutual agreement of both parties. D. Utility services will be provided by the City of Brenham under the Concession Agreement. Utility usage should not exceed the usual and customary utility usage for each concession facility. E. The proposer will be responsible for the maintenance, repair and care of all equipment provided by the City of Brenham and the replacement of equipment upon its failure. A current equipment inventory list as shown in Attachment 1. F. The selected proposer must meet all state and local regulations in regards to food preparation and distribution. The selected proposer must display required certifications for food and beverage services as each concession facility. G. The selected proposer will be responsible for cleaning all service areas inside the concession facility. Concession facilities are required to meet or exceed Health Department requirements. The City of Brenham may inspect the concession facilities at the discretion of the City of Brenham s Recreation Superintendent. H. The selected proposer will work directly with the Recreation Superintendent and his/her designees to resolve outstanding issues in a timely manner. IV. Concession Operations Concession operations are a key component to the overall character of the park. The selected proposer will be required to satisfy the following conditions as part of the concession operations. A. Personnel The proposer will be responsible for hiring necessary personnel to conduct the operation of the concession stands. The operator will comply with all federal, state, and local laws related to minimum wage, social security, nondiscrimination, unemployment compensation, and workers compensation. 5 P age

6 B. Operating Hours Hours of operation will vary based upon the seasons and weather. Minimum hours may vary from two three hours per week night and weekends from 9AM to dusk, or until the conclusion of the scheduled activity, whichever occurs first. A tentative schedule of events is shown in Attachment 2. C. Menu Items The selected proposer is expected to serve quality food and drinks at a competitive price to meet the needs of park patrons. All menu items and pricing must be submitted to the City of Brenham s Recreation Superintendent for approval prior to any product sales. Alcohol sales are not permitted. V. RFP Overview A. Any and all agreements arising out of proposals submitted hereunder (including any negotiations that follow) will not be binding on the City of Brenham, its officers, employees, or agents unless set forth in a Concession Agreement duly executed by the City Manager of the City of Brenham or appointed designee in accordance with applicable governing codes. B. The Selection Committee will evaluate each responsive proposal submitted to the City of Brenham. Each proposal will be evaluated according to the following process: i. The first step in the evaluation process will be to determine whether the proposal conforms to the minimum qualification requirements for evaluation. Those proposals failing to meet minimum requirements, including completeness, format and content, will be rejected without further evaluation. ii. Proposals not rejected will be submitted to the Selection Committee to be evaluated according to the criteria listed. C. The proposal evaluation criteria have been established to assist the Selection Committee in determining which proposer will provide the best overall mix of products, service, choice and quality to the City of Brenham park patrons. 6 P age

7 D. The evaluation categories are as follows: i. Meet Minimum Qualification Requirements outlined in Section V. ii. Proposed concept for food and beverage concession service. iii. Price Structure. iv. Experience managing food and beverage concession service. v. Past relationship with City of Brenham. VI. Minimum Qualification Requirements A. Description of proposer s relative experience in operating a concession facility including relative size of business operated. B. Description of proposer s key staff and their qualifications. C. Minimum of three references to demonstrate the proposer s experience in successfully operating and managing a similar type of business. D. A sample menu including all proposed food and beverage items. E. Proof of commercial liability, worker s compensation, and automotive insurance. F. Proposer s price structure for food and beverage concession service for the agreement term. VII. RFP Instructions The City of Brenham will not accept Proposals after August 29, 2012 at 2:00 CST. Proposals must be submitted in a sealed envelope. Proposals will be opened and supplier names will be read aloud August 29, 2012 at 2:00 CST in Conference Room 2A. They may be mailed to: City of Brenham Attn: Wende Ragonis, Purchasing Manager RFP Athletic Park Concessions PO Box 1059 Brenham, TX Proposals may be hand delivered to: City Hall Attn: Wende Ragonis, Purchasing Manager RFP Athletic Park Concessions 200 W. Vulcan Street Brenham, TX P age

8 Attachment 1 Concession Facility Equipment The inventory of equipment is current as of July 13, 2012 when the count was performed. The final equipment list will be inventoried by the selected proposer and the City of Brenham s Recreation Superintendent. Fireman s Concession Facility 1 refrigerator 1 coffee maker 3 crock pots 1 microwave 1 register Linda Anderson Concession Facility 1 refrigerator 1 coffee maker 3 crock pots 1 register Henderson Park Concession Facility 1 refrigerator 1 coffee maker Hohlt Park Soccer Concession Facility 1 refrigerator 2 registrars 1 microwave 3 crock pots 2 roasters 2 ice chest Hohlt Park Baseball Concession Facility 1 refrigerator 1 ice machine 1 register 5 crock pots 2 round ice chests provided by the City of Brenham s contracted beverage distributer 1 coffee machine 1 ice chest 8 P age

9 Attachment 2 Tentative Schedule of Athletic Events League/Season Schedules based on previous years Tomball Christian Warriors Football Season Hohlt Park Soccer Side August 17, 2012 October 26, 2012 Thursday/Friday evenings (8), games at 5PM and 7PM Brenham Christian Academy Football Season Hohlt Park Soccer Side August 18, 2012 November 12, 2012 Friday nights (8), games at 5PM and 7PM Washington County Youth Football League Hohlt Park Soccer Side September 10, 2012 November 5, Saturdays only from 8AM 4:30PM Washington County Youth Soccer Association Fall League Hohlt Park Soccer Side September 26, 2012 November 18, 2012 Monday, Tuesday and Thursday evenings, 6PM and 7:15PM City of Brenham Adult Softball League Linda Anderson Complex September 26, 2012 November 21, 2012 Monday evenings with games at 7PM, 8PM and 9PM High School Boys Soccer Season Hohlt Park January 2, 2013 March 26, 2013 Tuesdays and Thursdays, 15 nights, games at 5PM and 7PM Washington County Youth Soccer Association Hohlt Park Baseball Side February 6, 2013 April 5, 2013 Monday, Tuesday and Thursday evenings, 6PM and 7:15PM 9 P age

10 Blinn Softball Season Hohlt Park Baseball Side February 4, 2012 May 3, 2013 Doubleheaders, varies days of the week and times, 15 games High School Baseball Season Fireman s Park and Schulte Field February 6, 2013 April 27, 2013 Tuesday and Fridays (33 games), 4:30PM and 7PM City of Brenham Adult Softball League Linda Anderson Complex March 5, 2013 April 30, 2013 Monday evenings with games at 7PM, 8PM and 9PM Blinn Intramurals Softball League Linda Anderson Complex March 27, 2013 April 27, 2013 Tuesday and Thursday evenings with games at 6PM, 7PM, 8PM and 9PM Washington County Little League Hohlt Park and Henderson Park March 31, 2013 May 31, 2013 Monday, Tuesday, Wednesday and Thursday, games at 6:00PM and 8:00PM Plus All Star Season Church League Adult Softball Linda Anderson Complex May 17, 2013 July 31, 2013 Tuesday and Thursday evening with games at 7PM, 8PM and 9PM City of Brenham Adult Softball League Linda Anderson Complex June 4, 2013 July 23, 2013 Monday evenings with games at 7PM, 8PM and 9PM Weekend Events Tournaments based on previous years Year Number of Hosted Tournaments Number of Weekends October 2009 September October 2010 September October 2011 Present P age