2012 REQUEST FOR PROPOSALS (RFP) - PARK CONCESSION PERMITS

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1 THE CITY OF ALEXANDRIA DEPARTMENT OF PARKS AND RECREATION 2011 REQUEST FOR PROPOSALS (RFP) - PARK CONCESSIONS Proposal Due Date October 1 st, 2012 by 4:00 pm CONTACT: THE CITY OF ALEXANDRIA DEPARTMENT OF PARKS & RECREATION JONATHAN BOLEN, SPECIAL ASSISTANT TO THE MAYOR OFFICE OF THE MAYOR (318) jonathan.bolen@cityofalex.com MAILING ADDRESS AND OFFICE LOCATION: The City of Alexandria Department of Parks & Recreation Jonathan Bolen, Special Assistant to the Mayor P.O. Box 71, Alexandria, LA These materials and electronic copies of the forms are available at: CONTENTS SECTION I INFORMATION REGARDING REQUESTS FOR PROPOSAL SECTION II RFP PROPOSAL The information within a proposal is your sole responsibility. You are being asked to provide a clear and concise explanation of your experience in the proposed concessions, provide verifiable client and business references and clearly explain your proposed services for the park. Your financial bid should be clearly written in the space provided and signed by an individual or individuals legally authorized to commit your organization or company. Ornate and expensive Proposal materials and/or presentations are discouraged. Please include only materials directly applicable to your proposed concession.

2 TABLE OF CONTENTS RFP OVERVIEW 3 List of Available Park Locations: ALEXANDRIA YOUTH COMPLEX 4 BEN BRADFORD FIELD 5 CHEATHAM PARK FIELD 6 JOHNNY DOWNS COMPLEX 7 DIAMOND #1 8 BRINGHURST GOLF COURSE 9 BRINGHURST BALLPARK 10 PERMIT FEES AND PAYMENT SCHEDULE 11 RFP EVALUATION, SCHEDULE AND SUBMITTAL INFORMATION 12 PROPOSAL DEADLINE 13 SPECIAL INFORMATION - PLEASE READ CAREFULLY 14 SECTION II RFP PROPOSAL 15 LETTERS OF INTENT DUE PROPOSAL DUE - September 6th, 2012 BY 4:00 P.M. - October 1st, 2012 BY 4:00 P.M.

3 OVERVIEW This REQUEST FOR PROPOSAL (RFP) represents a publicly advertised and competitively awarded solicitation by the City of Alexandria, Department of Parks and Recreation for a Concessions Operator for selected parks. The Department is seeking proposals from a single operator for specific locations in parks. Some park locations can only accommodate mobile-type vending while others accommodate temporary carts or contain existing buildings that support concession activities. The Department is seeking and will select a concessionaire that best demonstrates the ability to provide innovative, affordable, safe and reliable services to park patrons while paying reasonable concession fees to the Department. You are encouraged to offer services and/or products that would be complimentary to the existing uses of the park. The Department reserves the right to approve or disapprove any proposed business activity. If you are awarded a Concessions Permit you may NOT sell, transfer or give the concession rights to anyone else. You must operate the concession that is awarded to you. All proposals become the property of the Department and are subject to Public Disclosure laws.

4 ALEXANDRIA YOUTH COMPLEX, Babe Ruth Drive Site Description: Located on the edge of City Park, the Youth Baseball Complex offers 2 concession stands and six baseball fields with sports lighting broken into two clover arrangements. Four of the fields have 200 outfield fences while the remaining two have 175 outfield fences. Each set of fields contains a central plaza with a central control building. The complex also contains four batting cages as well as a small playground. On-site parking is also provided. Alexandria Youth Complex financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

5 BEN BRADFORD FIELD, Sylvester Drive Site Description: Ben Bradford Field is approximately a 260 ball field with one concession stand. Additional amenities at the field are two batting cages, large bleachers, new sports lighting fixtures, and a press box/restroom building. Ben Bradford field financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

6 CHEATHAM PARK FIELD, Jones Avenue Site Description: The Park features a small picnic shelter, a large community shelter and a standalone restroom. Five full-sized basketball courts are available for play, including three built on a previously filled swimming pool. An old baseball stadium -- a steel structure with wooden seats - - lies at one end of the park and is used by the high school. This stadium has a small concession/restroom building and separate field houses for each team, as well as a press box. The park also has asphalt walking trail loop that has a fitness station along its course. Cheatham Park Field financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

7 JOHNNY DOWNS COMPLEX, 271 Vandenburg Drive Site Description: Located near the western reaches of the city, Johnny Downs is the premier sports complex for Alexandria. This large park offers four concession stands, five full-sized soccer fields, 10 to 13 smaller soccer fields, two baseball facilities and a wall-of-fame, all with parking provided. The soccer complex features a central restroom/ concession area with three buildings set on a concrete plaza. Both baseball facilities feature four fields with 200 outfield fences surrounding a central complex containing four press box/restroom/concessions buildings. Eight batting cages and an additional 400 field have been recently added. Johnny Downs Complex financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

8 DIAMOND #1, Soule Butler Drive Site Description: Diamond #1 lies at the northernmost point of City Park. Site amenities include one concession stand press box, restroom facilities, bleachers, and its own asphalt parking lot. Diamond #1 financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

9 BRINGHURST GOLF COURSE, Babe Ruth Drive Site Description: Bringhurst Golf Course is located in the heard of City Park next to the Zoo. This 9-hole, par 3, historical course weaving through the surrounding oak trees features one concession stand and parking. Bringhurst Golf Course financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

10 2012 REQUEST FOR PROPOSALS (RFP) - PARK CONCESSION PERMITS BRINGHURST BALL PARK, Babe Ruth Drive Site Description: Bringhurst Ballpark was built in 1933 and features 315 feet down the foul lines, 365 feet to the gaps, and 385 feet to dead center field. The historic ballpark s trademark grandstand features especially wide rows to accommodate fans with lawn chairs. Bringhurst Ballpark was last renovated in 1994 that included the addition of a 16-foot wall, a larger scoreboard and press box, expanded clubhouses, and additional box seats. The ballpark also features dugouts situated eight feet in the ground allowing for better sightlines. Bringhurst Ballpark financial information: The concessionaire selected will pay a fixed monthly fee based on the fee offered in its proposal. Preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods and on quality products offered in an attractive, appealing manner.

11 PERMIT FEE AND CONCESSION PAYMENT SCHEDULE The successful Proposer will pay a permit fee of $ The Concessionaire shall make Concession Fee payments to the Department for the grant received herein, 20% of gross revenue following each month of service under this Permit. RFP EVALUATION Parks Department staff will review the Proposals submitted for the RFP process. The panel will score the Proposals, determine the highest qualified Proposals and will interview the Proposers, if interviews are necessary, and make a final recommendation regarding the award to the qualified Proposers offering the best services to park users and return to the Department. Generally, if all Proposers offer sufficient references and experience then the Proposer offering the highest concession fee and most appropriate services for the park will be awarded the permit. The Department reserves the right to refuse any and all proposals. Proposals cannot be accepted for the sale of tobacco products, alcoholic beverages and products in glass containers. PROPOSED RFP SCHEDULE The Department s proposed schedule for review of the Proposals is as follows: Aug. 16th, 2012 Aug. 16th, 2012 Sept. 6 th, 2012 Oct. 1st, 2012 Advertisement begins. RFP Packages are available on the Web site, to be picked up, , or mailed out to interested parties. Deadline Letters of Intent Submittal Deadline RFP Submittal Dateline by 4:00 PM.

12 PROPOSAL SUBMISSION PROCESS 1. Complete, sign and submit all RFP forms provided by the Department in RFP Section II Proposal Questionnaire. In order for the Department to evaluate a Proposal, the Proposer must completely answer each question in the Questionnaire. Incomplete Proposals, Proposals not on the forms supplied by the Department, electronically transmitted Proposals and non-responsive Proposals cannot be evaluated and will be disqualified. If you have questions, please contact JONATHAN BOLEN. It is impossible for us to guess what you intended if your leave information out of your proposal therefore please clearly answer each question and explain your proposed service for the park. 2. An official who is legally authorized to bind the organization must sign the Proposal. 4. All concessions are subject to semi-annual audit of expenses each Fiscal Year. 3. A current City of Alexandria Business License is required for anyone doing business on City property. Please provide a copy of a current City of ALEXANDRIA business license in your proposal or be prepared to obtain one before a permit is awarded. 4. Provide all references and materials required by the RFP instructions. Your ability to demonstrate business experience in the proposed concession, provide client references, provide business references and produce a simple business plan within your proposal is very helpful. If you have experience and skills, please tell us about them. 5. City of ALEXANDRIA employees may NOT participate in this RFP. 6. All questions regarding this Proposal should be submitted to JONATHAN BOLEN at the address shown on the cover of this RFP. 7. No Department operating or maintenance funds will be used to support the proposed concession s operating and management plan. The Department will not add electrical service, water supply lines or waste drains to any location. 8. All Proposals become the property of the Department. Proposers are advised against submitting any materials that cannot be replaced. 9. Mail, ship or deliver the signed and completed Proposal to the Department at the address provided before the due date and time. Electronically transmitted Proposals, incomplete Proposals, Proposals not on the forms provided by the Department and Proposals that arrive after the due date and time cannot be accepted. Clearly mark the exterior of the RFP package 2012 PARK CONCESSION RFP.

13 PROPOSAL DEADLINE Mailed and hand delivered proposals must be received by the Department no later than 4:00 pm Monday, October 1 st, 2012 at the following address: The address for mailed or hand delivered Proposals is: 2012 PARK CONCESSION RFP JONATHAN BOLEN, Special Assistant to the Mayor The City of Alexandria of Parks & Recreation P.O. Box 71 Alexandria, LA UPDATED INFORMATION Department responses to questions and additional information and/or changes will only be posted on the Department s website. Please check often for updates

14 PRIOR TO BEING AWARDED A PERMIT THE SUCCESSFUL PROPOSERS MUST: 1. Present to the Department acceptable proof of insurance commonly called an Accord form, as described, in this Permit. Please do not pay for insurance until after you are offered a permit. 2. Submit the required performance deposit or performance bond (if required) to the Department. Payments and deposits may only be made by Cashier s Check; no personal checks can be accepted. 3. Provide the Department with a copy of a current City of ALEXANDRIA Business license. 4. Provide the Department with a copy of a current Rapides Parish Public Health license for the specific park location if food service is proposed. If you do not yet have this license then tell us that you have applied for it and then the license may be submitted after it is issued by the Department of Public Health. 5. No permit will be awarded until pictures, sketches and/or descriptions of the proposed carts and/or concession equipment have been submitted and approved by the Department. PLEASE NOTE: 1. No gas, coal, charcoal or similar portable cooking equipment is permitted inside or outside the Premises unless (1) the prior written approval of the Department has been obtained and (2) the Alexandria Fire department has issued a fire permit. 2. Please check the existing electrical capacity of the concession site to make sure there is sufficient electrical capacity for your equipment. If you are not certain of the electrical capacity available at a park site, then you are advised to contact the Utility Department. 3. The Concessionaire must supply the appropriate fire extinguisher, or fire extinguisher systems, as may be required on some carts, vans, trailers, etc. 4. EXCEPT Bringhurst Golf Course, no vending machines may be installed by the Concessionaire under this Permit. 5. No tobacco products or alcoholic beverages may be sold in the park. 6. No items in glass containers may be sold in the park. 7. Generally you will not be permitted to place signs in the park except on your cart. 8. Usually you will not have a parking space in the park. 9. You will provide trash receptacles and appropriate recycling containers depending on what products you sell. 10. Your cart, trailer or vehicle must be reasonably attractive in the sole opinion of the Superintendent and well maintained. 11. If you are awarded a Concessions Permit you may NOT sell, transfer or give the concession rights to anyone else. You must operate the concession that is awarded to you.

15 RFP - SECTION II - RFP 1. LEGAL NAME OF ORGANIZATION, FIRM, INDIVIDUAL OR PARTNERSHIP SUBMITTING THIS PROPOSAL. 2. ADDRESS OF PHYSICAL PLACE OF BUSINESS. 3. THE PERSON ON YOUR STAFF WHO WILL BE THE PRIMARY CONTACT FOR THIS PERMIT. 4. TYPE OF ORGANIZATION Specify if the organization is a corporation, partnership, sole proprietorship, joint venture, etc. Explain any details or factors that are needed to clarify your organizational and financial structure. 5. EXPERIENCE IN CONCESSIONS BUSINESS How long has this organization been in the concessions business that you propose to operate on Department property? Describe the services. For example: menus, products, type of services, unique challenges, customer service enhancements, healthy menu selections, etc. 6. CLIENT OR BUSINESS REFERENCES Provide information about three similar clients for whom you currently provide concession services. 7. PROPOSED SERVICES (7.A) Describe the services proposed for the Department. Describe the prices, types, and features of the menu or products to be offered. Aspects of your proposed services that you believe best describe your services and business philosophy. Please be aware that preference will be given to vendors with tidy, compact and attractive stands or carts, and who commit to the greater number of days of operation. Preference is given for proposals offering interesting foods, gourmet foods or ethnic foods with an emphasis on quality products offered in an attractive, appealing manner. Please describe your services and menu or the proposed items to be sold. DO NOT INCLUDE MATERIALS THAT DOES NOT DIRECTLY RELATE TO YOUR PROPOSED SERVICES. IF PICTURES, BROCHURES, FLYERS, ETC. ARE ENCLOSED, PLEASE EXPLAIN CLEARLY THE CONNECTION BETWEEN THESE ENCLOSURES AND THE PROPOSED SERVICES. (7.B) All equipment used must be placed in an attractive and professional manner; simply placing ice chests, supplies and equipment on the ground is not acceptable. Allowing debris, trash and spilled fluids to accumulate will not be permitted. Please describe you cart, awning and/or equipment and enclose pictures.

16 (7.C) It is important that you operate concessions where the park is in use for games and sports events. (7.D) All staff must project an attractive and professional appearance at all times. Concessionaires must provide employee uniforms. 8. FINANCIAL PROPOSAL Based on your expert experience in the concessions business and having 1) thoroughly read the enclosed contract and RFP documents; 2) asked JONATHAN BOLEN any questions you may have had about the terms, conditions or responsibilities described; 3) visited the proposed sites; 4) sought legal and financial advice as needed; and 5) researched the applicable laws, ordinances, statutes and regulations, you make the following firm and irrevocable offer to pay concession fees. 9. MINORITY AND/OR DISADVANTED BUSINESS ENTERPRISE (DBE) FIRM PARTICIPATION Under the City of Alexandria s AFEAT (Alexandria Fairness, Equality, Accessibility, and Teamwork) Program, participation by minority and/or disadvantaged business enterprise firms is encouraged. The AFEAT Program should be inquired about through the Division of Finance. The goals for qualifying disadvantaged, minority and female owned business in the use of professional service agreements with prime contractors will help effectuate the goals of increasing: the competitive viability of small business, minority, and women business enterprise by providing contract, technical, educational, and management assistance; business ownership by small business persons, minority persons, and women (including professional service opportunities); and the procurement by the City of professional services, articles, equipment, supplies, and materials from business concerns owned by small business concerns, minority persons, and women. Prime contractors offering subcontracting should take specific action to ensure that a bona fide effort is made to achieve maximum results towards meeting the established goals. Primes shall document efforts and shall implement steps at least as extensive as the following in a good faith effort to reach or exceed the established goals: A. Establish and maintain a current list of minority and female owned businesses in Alexandria, in Rapides Parish, and in the State of Louisiana. B. Document and maintain a record of all solicitations of offers for subcontracts from minority or female contractors and suppliers in Alexandria, in Rapides Parish, and in the State of Louisiana. C. Secure listing of minority and women owned businesses from the City of Alexandria Purchasing Department, the Central Louisiana Business Incubator, and the State of Louisiana Department of Minority Affairs.

17 D. Participate in associations, which assist in promoting minority and women owned businesses such as the Central Louisiana Business League, the Central Louisiana Business Incubator, and the Entrepreneurial League System. E. Designate a responsible official to monitor all activity made in the effort to achieve or exceed the established goals; record contacts made, subcontracts entered into with dollar amounts, and other relevant information. For more information on AFEAT and the City of Alexandria s Diversity in Action Initiative, and to explore a local and statewide directory of small, minority, and disadvantaged businesses, please visits

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