AD HOC COMMITTEE ON CONCESSIONS AT ONE MILE RECRATION AREA MEETING
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- Claribel Muriel Goodwin
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1 Copies of this Agenda City Park Division Agenda Prepared: 10/16/2009 Available from: 965 Fir Street Agenda Posted: 10/16/2009 Telephone: (530) Prior to: 5:00 p.m. BIDWELL PARK AND PLAYGROUND COMMISSION AGENDA AD HOC COMMITTEE ON CONCESSIONS AT ONE MILE RECRATION AREA MEETING (BPPC Commissioners: Lisa Emmerich, Steve Lucas, and Rich Ober) Municipal Center Main Street - Conference Room 2 Wednesday, October 21, :30 p.m. 1. CALL TO ORDER 2. Regular Agenda - All items listed under the Regular Agenda are in the order which is believed are of interest to the public or which require Committee action at this meeting. The items will be considered in the order listed unless the Committee members request a change. Any person may speak on items on the Regular Agenda. a. Review and Discussion of Draft Request for Proposal Regarding Concession Operations - One Mile Recreation Area. At its 10/01/09 meeting, the Ad Hoc Committee reviewed a draft Request for Proposals (RFP) for a One Mile Concession operation. The Committee will continue its discussion in preparation for a recommendation to the Bidwell Park and Playground Commission. The Committee will take action regarding forwarding the RFP to the Commission for consideration. 3. Business from the Floor- The Committee will invite anyone in the audience wishing to speak to the Committee to identify themselves and the matter they wish to discuss which would involve matters not already on the posted agenda. If the Committee agrees to discuss the matter(s) at this time, no action may be taken until a subsequent meeting. 4. Adjourn cc: BPPC Distribution Scott Gormley Carla Moreno S:\BPPC\COMMITTEE\Ad-Hoc Committee on Concessions at One Mile\ \ Ad-Hoc agenda-db.wpd
2 BPPC Agenda Staff Report Meeting Date: 10/21/09 DATE: October 16, 2009 TO: AD-HOC COMMITTEE ON CONCESSIONS AT ONE MILE RECREATION AREA (Lisa Emmerich, Steve Lucas and Rich Ober) FROM: GENERAL SERVICES DIRECTOR ( ) RE: REVIEW AND DISCUSS REQUEST FOR PROPOSAL REGARDING CONCESSION OPERATIONS - ONE MILE RECREATION AREA. RECOMMENDATION: The General Services Director recommends that the Committee discuss and give input for a draft request for proposals (RFP) regarding a concession at the One Mile Recreation Area. BACKGROUND: At it s 08/31/09, the BPPC requested that an Ad-Hoc Committee be formed to consider allowing concessions to take place at the One Mile Recreation Area using the One Mile concessions building. The issue of concessions at One Mile Recreation Area was introduced at the 5/26/09 Commission meeting with a request from Scott Gormley of Scooter s Italian Ices. On 8/17/09, the Commission, staff, and members of the public toured the current building where the Lifeguard and Park Watch programs are located, along with a utility room used by Park maintenance staff. They also viewed the small building that houses the Sycamore Pool dam computer operations, and the future location of the new restroom building next to the parking lot on the north side of the pool. The Commission has discussed several times that the RFP process is one that will be open to the public. The Commission has also asked that the RFP outline modifications to the current concession stand to bring it up to code for a food operation, and how these construction modifications costs will be covered by the outside concessionaire. DISCUSSION: The Ad-Hoc Committee met on 10/1/09 and made suggestions to a draft RFP. Attached is revised draft of the RFP with comments derived from that meeting. The Committee will continue to discuss ideas and suggestions on how to structure the RFP. With Committee input, staff will draft a RFP for BPPC consideration. ATTACHMENTS: Revised Draft RFP DISTRIBUTION: Scott & Nicole Gormley-Italian Ice Carla Moreno BPPC Distribution Steve Visconti, CARD, 545 Vallombrosa Avenue, Chico, CA S:\BPPC\COMMITTEE\Ad-Hoc Committee on Concessions at One Mile\ \AdHocComonConcessionsstaff report-lh.wpd
3 I. PURPOSE OF REQUEST CITY OF CHICO REQUEST FOR PROPOSAL CONCESSION VENDOR FOR THE ONE MILE RECREATION AREA DRAFT The City of Chico ( City ) is requesting proposals for a concession vendor for the One Mile Recreation Area Bidwell Park. The City s needs are outlined in the following Request for Proposal ( RFP ). Proposals should be prepared simply and economically, providing a straight forward, concise description of vendor s capabilities to satisfy the requirements of this RFP. Special bindings, colored displays, promotional materials, are not desired. Proposals should emphasize complete and clear content. Submittals to the City should be on recycles paper and double sided whenever possible. All proposals must include the following information: Specific company and vendor(s) experience relative to the proposals. Name of the individual(s) who will be responsible for on-site operations. Based on the floor plan and utilities in the location, provide a sample concession layout and proposed tenant improvements in sufficient detail that the City can evaluate. Provide a sample menu of items that could be served from this location, including food and beverage descriptions and prices Describe your plan for minimizing waste and maximizing recycling. Provide the vendor philosophy on quality, cleanliness and customer service. The statements should include a brief explanation or examples on how these objectives are met. Ability to meet and maintain County and City Health Codes, including applicable ADA requirements. List any past violations or citations from Health Department(s). Ability to complete the required accessibility requirements prior to opening. Timeline for opening once the License agreement is executed. Timeline should include time for the General Services Department to review any proposed building modifications. The proposed plans will need to be submitted to the City of Chico Building Division for review and approval. Three business related references. II. SCOPE OF SERVICES A. CONCESSION AREA The concession is located at the One Mile Recreation Area in a building originally designed for a concession operation. The building has been used for storage and other activities since The building is approximately 256 square feet, with approximately 196 square feet of floor space. There is 1
4 no other space available for the licensee to use. Electrical connections and plumbing connections, such as a hot/cold water plumbing line are available. Electrical service is 110 volt. The vendor is responsible for, but not limited to: all counter surfaces and cabinets, all fixtures, sinks, and appliances; equipment necessary for food preparation and service, utilities, cleaning and sanitation, cash management, data (computer) and communications (telephone) equipment, connections, and service. The vendor is responsible for providing a design and construction proposal, construction documents, permits, inspections and any and all other materials required to make the public service counter space American Disability Act (ADA) accessible. In addition, vendor will be responsible for providing plans, specifications and work details for City approval including the ability to secure the building during construction. A large roll-up door currently provides security to the existing service windows. III. ANTICIPATED USE OF BUILDING The City anticipates a concession service with limited on-site food preparation to serve visitors to one of the most heavily used areas in Bidwell Park. Types of food and merchandizing (if any) will be in keeping with a public park facility. Access to concession service is limited by a pathway and parking is only available in a near by parking lot. There is no on-site parking. All improvements that become secured to the buildings (bolted, screwed, nailed, glued or otherwise secured in a fashion that can be interpreted as by City staff as permanent) and cannot be removed without damage to the surface to which it is attached, shall be considered a permanent fixture, property of the City, and will not be removed. The City is not seeking to increase night time use, create a nuisance for adjacent property owners, increase signage or otherwise create an attraction for commercial activity other than when people are normally visiting Bidwell Park. No amplification system will be allowed and signage will be from within the building. Exterior signage will not be permitted. The City is only willing to consider proposals for improved external security lighting. IV. DAYS AND HOURS OF CONCESSION Proposals shall indicate the days and hours of operation by time of year. The concession service shall be open for public sales at a minimum from 11 a.m. to 7 p.m. on and between Memorial Day Weekend and Labor Day Weekend. Proposals shall indicate the vendor/operator s proposed hours for the balance of the year. Any hours of operation shall be confined to within one hour before sunrise and one hour after sunset. Bidwell Park is open 365 days per year. V. FOOD PRODUCTS The vendor must provide moderately priced food selections. Food items such as pre-made sandwiches, soups and salads and small non-food assendiary items will BE allowed. Vendor shall provide a list of food products and pricing that will be provided with the proposal. 2
5 The final license to operate the concession services will provide the vendor an opportunity annually to request and recommend changes to products to be sold. Concession services will be confined to the building and no space will be used around the building for promotions or advertising. VI. ITEMS TO BE PROVIDED BY THE VENDOR/OPERATOR: Menu and other promotional materials including signage (with City Representative s approval). List of all necessary equipment and fixtures for providing service. Staffing plan for all aspects of the operation of the concession and associated tasks. Trash removal, cleaning supplies and cleaning service for concession. Trash receptacles on the interior and exterior. Removal of trash and debris removal within 60 feet of the service windows. All food, beverages and supplies; and mechanisms for ordering and receiving and maintaining accounts for food, beverages and supplies. Storage space for café supplies and equipment is limited to the space provided. VII. COMPENSATION The vendor will provide a percentage of gross revenues (all items) to the City as compensation. VIII. GENERAL INFORMATION: Proposal Term and Condition. The proposal shall contain a statement to the effect that the proposal is a firm offer for a minimum 60-day period. Proposal as Sole Representation. Firms responding to this RFP must represent themselves solely by a written proposal. Site Tour. A tour of the site and building will be on date and time. Attendance is not mandatory but highly recommended as staff will respond to questions. Submittal of the Proposal. Five copies of the proposal must be submitted to the General Services Department Park Department by 4:00 p.m.; date. Proposals will be accepted in person or by mail at the office of: City of Chico General Services Department Attention: Dennis Beardsley, General Services Director 965 Fir Street Chico, CA Compliance With Terms and Conditions of the License Agreement: The vendor will be required to comply with all terms and conditions set forth in the City of Chico Standard License Agreement 3
6 attached as Exhibit A. Any exceptions from these terms and conditions must be specified in the proposal and any exception may be a basis to reject the proposal from further consideration. Proposal Revision and Modification. Staff may request that the vendor modify a submitted proposal when deemed necessary and appropriate to clarify that the proposal fully addresses the City s needs. In the event that a vendor agrees to modify the proposal, a change in the fee to be paid as set forth in the proposal may be made. Otherwise, the fee in the original proposal shall remain effective. IX. GENERAL LIABILITY INSURANCE (Draft) Vendor shall obtain commercial general liability insurance as specified in Exhibit B X. LIMITATIONS: A request for proposal does not commit the City to grant a license or to pay any costs incurred in the preparation of the proposal. The City reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any vendor, or to cancel in part or in its entirety this RFP, if it is in the best interest of the City to do so. The City may require the vendor to participate in negotiations and to submit such price, technical, or other revisions of their proposal as may result from negotiations. 4
7 XI. CRITERIA FOR VENDOR SELECTION: Primary regard will be given to the technical competence and ability of the vendor as demonstrated in the proposal and by successful prior experience. The fee paid to the City will be a consideration in vendor selection. The vendor s willingness and ability to work closely with the City staff and the general quality and thoroughness of the proposal will be considered. The License Agreement will be awarded only to a responsible vendor. In order to qualify as responsible, a prospective vendor must, in the opinion of City staff, meet the following standards as they relate to the RFP: 1. Have adequate staff, equipment, technical, and financial resources for performance or have the ability to obtain such resources which are required for performance. 2. Have satisfactory record of performance. 3. Be an Equal Opportunity Employer. 4. Amount to be paid to the City. 5. A City Business License 6. Three business related references. 5
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