REQUEST FOR PROPOSALS 2018-23 Memorial Arena Concession The City of Dawson Creek invites proposals from individuals or corporations interested in operating the concession at the Memorial Arena, located at 1107 106 th Avenue, Dawson Creek, British Columbia. The City is seeking a 3-year agreement, with the option to renew for a further 3-year term, with the successful proponent to operate the concession from mid-august through to the end of March annually. All documents are available through the City of Dawson Creek website at www.dawsoncreek.ca. The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their bid. Inquiries regarding this Request for Proposals may be directed to the City s contact person, Meagan Pickett, Arena Recreation Programmer at mpickett@dawsoncreek.ca. There will be an optional site visit at 9:00 am (local time), Thursday, May 24, 2018. Alternative site visits may be arranged at the discretion of the City based on availability, by contacting Meagan Pickett, Arena Recreation Programmer at mpickett@dawsoncreek.ca. Proponents must refer to the RFP Documents for the terms governing the submission and selection process. The City reserves the right to accept or reject all or any proposals and to waive any informality, incompleteness or error in any proposal. It is the sole responsibility of the proponent to ensure that its proposal is received at the location and by the time stipulated. Proposals received after the stipulated time will be rejected and returned to the proponent unopened. Faxed proposals are not acceptable and will be rejected. Proposals, sealed in an opaque envelope and clearly marked with the proponent s name and address and the project name, will be accepted up to 2:00 p.m. (local time) June 1, 2018 by: Brenda Ginter, Director of Corporate Administration City of Dawson Creek, 10105-12A Street Dawson Creek, B.C. V1G 3V7
Memorial Arena Concession RFP 2018-23 Page 2 of 16 Introduction The Corporation of the City of Dawson Creek (the City) invites proposals from individuals or corporations interested in operating the Memorial Arena concession. The concession is a 300 square foot space located in the north lobby of the Memorial Arena, at 1107 106 th Avenue, Dawson Creek. The successful contractor will be responsible for the overall management of the concession including but not limited to meeting all health regulations, staffing, supply of food and services, and supply of any additional equipment required. The City will provide several pieces of commercial kitchen equipment which is detailed in Appendix A. Additional specialized equipment will be the responsibility of the Lessee. Proponents are required to satisfy themselves as to the existing conditions of the site and equipment. The information provided is the best available at the time proposals are solicited and proponents shall use the available information as a basis for any proposal. The proponent shall allow for any conditions deemed reasonable and appropriate for the performance of the work as outlined in the Request for Proposal and incorporate such reasonable allowances in their proposal. A proposal shall be prepared and submitted at the sole expense of the proponent and without cost to the City. All Proposals received by the City of Dawson Creek Director of Corporate Administration become the property of the City and as such are subject to the Freedom of Information and Protection of Privacy Act. A proposal, whether or not it has been accepted, and any rights thereunder, shall not be re-assigned by the proponent without the prior written consent of the City. Any such re-assignment shall not under any circumstances relieve the proponent of any liabilities and obligations under the Proposal. Submission of Proposals Instructions to Proponents A maximum of two Proposals will be allowed from each proponent. Submissions must be legible, must not exceed 10 pages (including any graphics/pictures) and must include, but are not limited to, the following: Resume (if individual proponent) or: Company/Organization Profile, and References: o Company information: Complete contact information, company name and years of experience. o Profile: An overview of contractor s services and relevant experience; including any team members you intend to work with. o Three relevant references: Client name, contact person, phone number, operation description, operation duration and results. The proposed fee structure or proposed profit sharing model for sales generated while acting as the concession operator ( the Contractor ), outlining the economic benefit to the City. A plan to incorporate healthy food options into the menu, as outlined at the following link: http://www.health.gov.bc.ca/healthyeating/vending.html. While specific to vending machines, the guidelines can be applied to concessions and cafeterias as well. Proposed operating schedule showing daily, weekly and monthly hours of operation. A sample menu showing several proposed food choices and pricing.
Memorial Arena Concession RFP 2018-23 Page 3 of 16 Terms and conditions, if any. Please note that proposals are not limited to the above items. Any additional information pertinent to the proposal should be included. Proposals, sealed in an opaque envelope and clearly marked with the proponent s name and address and the project name, will be accepted until the specified closing time by: Brenda Ginter, Director of Corporate Administration City of Dawson Creek, 10105-12A Street Dawson Creek, B.C. V1G 3V7 Proposals shall not be submitted by e-mail or facsimile. Adjustments by e-mail, facsimile, letter or otherwise, to a proposal already submitted are permitted, providing that they do not reveal the value or details of the original proposal. The issuance of this Request for Proposal in no way implies that the City will proceed with an order or contract and will not reimburse any proponent for any costs incurred in preparing and submitting and presenting a proposal. Omissions and Discrepancies If a proponent finds discrepancies in or omissions from the proposal documents, or if they are in doubt as to their meaning, they should advise the City immediately. Inquiries should be directed to the City s contact person. Addenda All responses to questions raised during the RFP period that are not addressed in the original request for proposal documents will be posted on the City website by means of written addenda prior to the closing date and time. Oral instructions or interpretations should not be relied upon. Proponents are solely responsible for ensuring any addenda are downloaded, reviewed, and included in their bid. Processing of Proposals Upon receipt by the Director of Corporate Administration, properly sealed envelopes delivered by or on behalf of a proponent, will be marked as to the time and date of receipt and the envelope will be retained unopened until the opening of proposals. Proposals should contain sufficient detail to support the project being proposed. If necessary, after the proposal has been opened, City staff may clarify any aspect of a proposal with the proponent. In conducting clarification/discussion with proponents, there shall be no disclosure of any information derived from proposals submitted by competing proponents. Conflict of Interest At no time during the proposal stage, evaluation stage, after award, or at any other time shall a City employee, member of Council or appointed committees and commissions be in any way connected
Memorial Arena Concession RFP 2018-23 Page 4 of 16 with the proponent. Proponents are to include with their initial proposal, and at any subsequent time where requested to do so by the City, full details of any employee, person, firm or corporation that could be considered at conflict with the City. Not a Tender This is Request for Proposals (RFP) and not a tender call. No contractual, tort or other legal obligations are created or imposed on the City, or any other individual, officer or employee of the City by the Request for Proposal documentation or by submission or consideration of any proposal by the City. Cost of Preparation of a Proposal Proponents shall be solely responsible for their own expenses in preparation and submission of a proposal and in subsequent negotiations or clarifications, if any, with the City. Evaluation of Proposals In order to fully explore all available options, creative and imaginative proposals are encouraged. Proposals will not be evaluated solely on costs. Selection of the successful proponent will be determined by the City in its sole discretion to be the proposal which is most beneficial to the interests of the City. All proposals will be evaluated for completeness and suitability and according to the following criteria: 1. Overall benefit to the community 2. Economic benefit to City 3. Menu, inclusion of healthy food choices and pricing 4. Quality of the proposal 5. Proposed operating schedule 6. Innovative considerations which would enhance the facility While revenue to the City is clearly a very important factor, the City will select a proponent using the criteria listed above. The City retains the right to select any proposal deemed to be, at the City s sole discretion, in the best interests of and providing the best value for the City, or to reject any or all proposals for budgetary or other reasons. Contractor Requirements: The successful proponent shall be required to enter into an agreement with the City, the execution of which shall be a condition of final and binding acceptance of the preferred proposal, and such agreement shall incorporate the proponent s proposal as performance and implementation criteria. Once awarded, the successful bidder will be required to provide, and keep current for the duration of the contract, the following documentation: City of Dawson Creek Business License Proof of good standing with Worksafe BC $5,000,000 liability insurance naming the City as additional insured
Memorial Arena Concession RFP 2018-23 Page 5 of 16 Appendix A The following equipment is owned by the City as of April 24, 2018: Quantity Equipment Brand Photo # 1 Gas Hot Water Heater Rheem Gas Fury 1 1 Exhaust System Spring Air Exhaust 2 1 Stainless Steel Sink 3 2 Sandwich Bar Fogel 4 1 Fire Suppression System Range Guard 5 1 Steel Counter 6 1 2 Burner American Range 7 1 Grill & Oven American Range 8 2 2 Basket Deep Fryer MKE 9 1 Food Warmer MKE 10 1 Counter Tops 11/11A 1 Freezer True 12 1 Microwave Panasonic 13 1 Stainless Steel Shelving 14 1 30 x18 Stainless Table 15 1 Popcorn Machine Funpop 16 Storage Racks 17 2 Coffee Machine BUNN 18/18A 1 Black Metal Shelf 19
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