REQUEST FOR QUALIFICATIONS RFQual1502C520DK150005 Preferred Catering and Bar Service Providers for The Marq Southlake 1. INTRODUCTION The City of Southlake is seeking qualifications from professionals to provide preferred catering services, as well as bar service providers for the city s new multipurpose community facility, The Marq Southlake, located at 411 Unity Way. Some offsite city events may also be included. The facility will consist of two phases. The initial phase, scheduled to be open later this year, will include a 300 seat banquet hall, five conference/meeting spaces, club lounge, catering kitchen, outdoor amphitheater, and senior center. It is designed to host weddings, banquets, meetings, conferences, entertainment, and other social gatherings and events. Estimates include weekly catering needs. The second phase will include spaces for exercise and fitness, athletic performance training, aquatics, indoor playground, gymnasium, party rooms and multipurpose classrooms. Design on Phase 2 will begin this fall with an anticipated opening in January 2018. The city is seeking vendors in the category of catering and/or bar service providers, for drop-off and/or full service style catering. Multiple vendors will be selected to provide a diverse listing of qualified caterers and/or bar service providers to better serve our customers. The customer will select the caterer and/or bar service provider for each private event. Therefore, the actual number of events and value of each contract for any caterer and/or bar service provider is unknown, and no guarantees are to be implied or assumed 2. ABOUT SOUTHLAKE Southlake is located in the heart of Northeast Tarrant County within the Dallas - Fort Worth Metroplex, approximately 5 miles northwest of DFW airport. The City consists of 21 square miles and has approximately 27,000 residents. Located within 20 miles of downtown Dallas and downtown Fort Worth, Southlake is a vibrant, attractive, safe, healthy and fiscally sound community that epitomizes both economic and environmental RFQual1502C520DK150005 1
sustainability. We offer quality neighborhoods and a high standard of living, with abundant opportunities for learning, shopping, working, recreation and enjoyment of parks and open spaces. Southlake quality of life is among the highest in the region due to its safe neighborhoods, community programs and excellent schools. Southlake has consistently been ranked as one of the best places to live by D Magazine and Fort Worth Magazine. The Dallas Business Journal reported on a 2012 quality of life study by On Numbers in which Southlake was listed as the top DFW city and third among 1,145 cities throughout the southern United States. In 2013, the Dallas Morning News reported Southlake as one of the Best Neighborhoods in DFW, with an overall rating of five stars. Southlake grew by 205 percent between 1990 and 2000, one of the highest population growths in Texas during that time. Although still robust, growth has slowed in recent years. The ultimate build-out population, estimated at 35,000 could be reached by 2030. Southlake has become a premier community in the Dallas-Fort Worth metropolitan area. The City s dedication to quality development, sound fiscal policies and effective strategic management has made it an exemplary community. These attributes have led to the development of several high quality facilities within the City such as Town Hall, Department of Public Safety (DPS) Headquarters, Bicentennial Park, Bob Jones Nature Center & Preserve, North Park, and more recently, the DPS North facility. The Marq Southlake is the next facility to be added to that list. RFQual1502C520DK150005 2
3. ABOUT THE MARQ SOUTHLAKE A Community Recreation Center to meet the needs of Southlake citizens has been a priority in the Parks Master Plan since 1996. The Community Recreation Center was also ranked as one of the top priorities in the 2009, 2011 and 2013 Citizen Surveys. In August 2009, the City Council, Southlake Parks Development Corporation (SPDC) and Parks and Recreation Board made the development of a potential Multipurpose Community Facility their number one priority for Fiscal Year 2010. During the feasibility study process, City Council narrowed the scope of the facility to a Community Recreation Center that would include events, conference and meeting space; a new senior center; an outdoor amphitheater; and traditional recreation center components. The development of a Community Recreation Center was included in the Southlake 2030 Parks, Recreation & Open Space/Community Facilities Master Plan adopted by City Council in March 2013. In August 2013, the City Council officially approved the schematic design of a Community Recreation Center with a phased development and construction approach. Phase 1 of the facility is currently under construction and scheduled for completion late this year. We are currently taking bookings for events and meetings at Phase 1. Construction of Phase 2 is scheduled to begin in Fall 2016, followed by an anticipated opening in January 2018. The Marq Southlake is located in the southwest corner of Bicentennial Park, the City s premier park facility. It is one of Southlake s largest parks and features baseball complexes, Liberty Gardens, and the Southlake Tennis Center. Additional improvements at Bicentennial Park this year include a 1.3 acre playground, the Texas Rangers Miracle League Field, a large baseball field, new concession/restroom facility, enhancements to the original baseball 4-plex, park boulevard connection to White Chapel Blvd., new Parks Division office, and enhanced landscaping, irrigation, trails and parking. 4. PURPOSE Through the Request for Qualifications process, the City intends to review the qualifications of all interested vendors. The City will select multiple catering vendors and bar service providers to represent The Marq Southlake s Preferred Caterer and Bar Service Provider List. The anticipated review schedule is as follows: RFQual Release July 10, 2015 1 st Published Advertisement of RFQual July 11, 2015 2 nd Published Advertisement of RFQual July 18, 2015 Deadline for Submission of Questions July 20, 2015 RFQual Submittal Deadline July 31, 2015 Notify Selected Vendors Week of August 3, 2015 RFQual1502C520DK150005 3
5. SCOPE OF SERVICES The Marq Southlake s Sales Specialist is responsible for booking events and processing room reservations. When a client indicates they wish to have food and/or beverages served at their event, a list of the preferred caterers and bar service providers will be provided to them. The Marq Southlake will promote these preferred caterers and bar service providers for banquet and meeting room rentals. Clients will be encouraged to select from the list of preferred caterers and/or bar service providers. Clients will be allowed to use a caterer not included on the preferred list for an additional fee. However, if client requires bar service not provided by the caterer, he/she will be required to select a bar service from the preferred list. The Marq Southlake shall conduct an annual review of all preferred caterers and bar service providers. Those who are in compliance with all terms and conditions, and who continue to provide quality food and service shall remain active on the Preferred Caterer and Bar Service Provider List. Vendor must agree to abide by all rules and regulations of The Marq Southlake. The City reserves the right to qualify additional vendors in the future by reissuing this Request for Qualifications when in the best interests of the City. This shall result in an expansion of the Preferred Caterer and Bar Service Provider List. Minimum Qualifications to Submit Request for Qualifications 1) Form W-9 Tax ID form 2) Company is fully permitted and licensed in compliance with the state, county, city, and U.S. government code requirements and regulations pertinent to your business. Caterers serving alcohol and bar service providers must provide all necessary liquor licenses from the TABC. Bar staff must be TABC certified. 3) Vendor s kitchen location must be within a 50 mile maximum range from The Marq Southlake. 4) Insurance: The submitter, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: a. Worker s Compensation and Employer s Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; b. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; RFQual1502C520DK150005 4
c. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. 5) Company must have been in business a minimum of five (5) consecutive years providing catering and/or bar services at banquet/meeting centers for a wide variety of events. 6) Must accept all forms of payment i.e. cash, check, cashier s check, or credit/debit card. 7) Must have received a Health Inspection Report with a minimum of eighty (80) on a one hundred point scoring system or no more than twenty (20) demerits on a demerit based system in the previous five (5) years health inspection reports. 8) No past or current lawsuits for failure to pay other vendors or provide services agreed upon with customers. 6. SUBMISSION REQUIREMENTS To simplify evaluation and to assure that each submittal receives the same consideration, all submittals are to follow the format described in this section. Respondents are encouraged to submit concise and clear responses to the RFQual. All submittals shall be divided into the following content parts: Part 1 - Letter of Interest and Executive Summary Provide a letter explaining your interest and understanding of the scope of services. Include an Executive Summary summarizing relevant qualifications and experience. The length of the Letter and Executive Summary shall be brief, no more than two (2) pages. Part 2 - Respondent Profile, History, Flowchart and Organizational Chart with Staff Profiles Provide the following information relative to your business: (If you intend to subcontract some of the proposed work to another vendor, similar information must be provided for each subcontractor). a. List business name and business address, including telephone number, email address and facsimile numbers. b. Indicate the year your business was established. c. Describe the experience and qualifications of key personnel that are involved in service delivery. Provide resumes for each. d. Describe your current staffing levels. e. Identify any cuisine or specialty preparations that will be prepared by a subcontractor on your behalf. f. Describe subcontractor s qualifications and experience. Part 3 - Experience in Providing Catering Services for Similar Facilities a. Provide a list of relevant experience, including names and locations of venues. RFQual1502C520DK150005 5
b. Provide a list of inventory/ working capital you own to accomplish off premise catering successfully. c. Provide pictures of uniforms to be worn by all catering/bar service staff. d. Advise if your company has had any health or safety code violations in the last five (5) years that have resulted in a hearing and/or license suspension or revocation. e. Provide pictures of food and/or beverage presentations. (Not applicable to bar service providers) Part 4 - Proof of Minimum Qualifications Provide documented proof of the items outlined in the minimum qualifications including those of any subcontractor. Part 5 Diversity in Menu (Not applicable to bar service providers) Provide a description of the meal and/or beverage types (breakfasts, lunches, dinners, bar and other dining needs) and diversity of cuisine and/or beverages offered; as well as, service styles. Although the City encourages multiple package offerings, a Preferred Caterer may provide only one package if that is their specialty. a. Provide a multi-level price list and menu selection to accommodate a broad range of food and/or beverage options and service styles for The Marq Southlake s customers. b. List all specialty diets that the caterer can accommodate. Part 6 References Provide names, addresses and phone numbers of references that would be capable of explaining and confirming your business s capacity to successfully cater and service functions at The Marq Southlake. a. Five Corporate References b. Five Customer References c. Have you ever cancelled a contract with a client? If yes, please explain. Part 7 Miscellaneous Include any miscellaneous information you feel is relevant to your submittal. 7. EVALUATION FACTORS Emphasis Factor 30% Qualifications and experience of the company 30% Diversity in Food and/or Beverage Menu 15% References 15% Company s capability to meet event requirements of The Marq Southlake s customers 10% Vendor Kitchen Location Distance from The Marq Southlake RFQual1502C520DK150005 6
8. CONTACT INFORMATION AND QUESTIONS The following shall be the contact person(s) for this request for qualification: Dona Roth Kinney, Events & Hospitality Manager 1400 Main Street, Suite 210 Southlake, Texas 76092 dkinney@ci.southlake.tx.us All questions regarding this RFQual shall be sent via email to dkinney@ci.southlake.tx.us. Persons submitting questions will not be identified. The City reserves the right to amend any aspect of this RFQual by formal written Addendum prior to the submittal deadline and will endeavor to notify all potential Submitters, but failure to notify shall impose no obligation or liability on the City. 9. SUBMITTALS Request for Qualifications must be submitted electronically. The Submitter must visit http://www.securebidusa.com and register. Once registered for this complimentary service, the Submitter may submit required documents electronically by selecting the appropriate Submission Identification. The preferred format is in Adobe Reader format (.pdf). 10. SUBMITTAL DEADLINE All submissions must be received electronically by July 31, 2015 by 12:00 P.M. CST. It is the Submitters responsibility to have the documents correctly and electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted. The time and date of receipt as recorded within the SecureBid electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances. 11. ORGANIZATIONAL VALUES The selected vendor is expected to conduct business in a manner consistent with the City's organizational values. Organizational Values Values are the fundamental principles that guide how members of the organization conduct themselves in pursuit of the mission and vision of the organization. Together, the values provide an ethical framework for decision making and action. In 2005 as the City Council was working on creating a strategic direction with city staff they brainstormed a series of value statements that they wanted the city organization to adhere to. After further discussing these statements and pairing them down to a select few they drafted values definitions. Those agreed values are shown below: RFQual1502C520DK150005 7
SOUTHLAKE VALUES: INTEGRITY INNOVATION ACCOUNTABILITY COMMITMENT TO EXCELLENCE TEAMWORK Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. Since these values were adopted in 2005, they have become the banner statement for what is expected of our City Council members, city employees, as well as all other city volunteers. To serve as a constant reminder to us these statements are posted throughout all of our work. From City Council presentations, to agendas and memos, to employee training one would be hard pressed to not understand what the City of Southlake is all about. RFQual1502C520DK150005 8