Parks and Recreation Department Request for Proposal Food Service Concessionaire for the City s Municipal Golf Course January 6, 2017 Submitted proposals will be accepted until 4:00 P.M. Pacific Time on January 30, 2017 delivered in sealed envelopes addressed to: I. INFORMATION Chelan City Clerk Attn: Karen Sargeant Chelan City Hall 135 East Johnson Avenue PO Box 1669 Chelan, WA 98816 The City of Chelan is accepting proposals for a food service concessionaire for the City s municipal golf course. The successful Proposer must have operations in place to coincide with the opening of the golf course for the 2017 season. The City provides the following information but makes no assertion as to potential profitability of the food concession. Proposers should do their own research and analysis. The City is happy to provide additional information on the same basis. Program summary and background The City of Chelan (City) is a scenic resort community of 3,900 residents nestled at the edge of the Cascade Mountains and located on the shore of beautiful Lake Chelan in the North Central Washington. The Lake Chelan Valley features extra ordinary year-around recreational opportunities in a world Class environment. The Chelan Valley features an unparalleled combination of breakthrough scenery, vineyards/wineries, orchards, golf, hiking trails, boating and fishing. The community is truly an outdoor paradise. Summer population of Chelan and surrounding resorts and accommodations is estimated at 40,000 in peak tourist season. Opportunity exists for destination dining and other events not specifically related to golf. The City owns and operates the Lake Chelan Golf Course (Course) and has provided food service in a diner snack/bar format for the patrons and guests of the course since 1986 through a contracted concessionaire. The Department of Parks and Recreation (Department) is pleased to offer an exciting opportunity, for a qualified food service proprietor to operate the food service concession at the Course. The proposing individual or company shall demonstrate the ability to perform in this type of business, clearly articulate plans for the operation and document compliance with appropriate laws and regulations. This RFP seeks to generate proposals to provide food service for the course for at least the upcoming 2017 season with a three (3) year renewal option exercisable at the City s sole discretion to an operator who will accomplish the following. Page 1 of 5
Optimize patron participation in the Course food service concession by providing friendly service and quality food and beverages at reasonable prices, thus resulting in the highest quality and service while enhancing possible revenues to the Concessionaire. Display awareness of the demographics and special needs of the patrons in providing concession services. Operate the concession in a manner consistent with the Department s best management practice for cleanliness, maintenance, safety and sanitation. Description of the Concession The Course food service concession is a self-contained operation, which is an integral part of the Golf Course experience. The concession is located inside the clubhouse/pro-shop and is adjacent to an indoor and outdoor covered balcony eating area. The area includes a kitchen equipped with electric range with twin ovens, 6 speed units and 24 griddle top, double fryer, dishwasher, stainless steel sinks, stainless steel prep tables, 2 freezers, 3- door- 4-tap beer cooler, several various sizes of coolers/walk in refrigerator, ice machine, air conditioner and ordering counter. The premises support a full bar area for liquor, beer and wine dispensing. Description of the Premises The premises authorized for the use of the concessionaire shall include the following: Two hundred fifty (250) square feet of floor space in the food preparation area, forty-two (42) square feet of storage space behind the food preparation area, and approximately twenty-four (24) square feet of storage space on the lower floor. Non-exclusive use of the adjacent Common Area, which includes an area within the Clubhouse of approximately One Thousand Two Hundred (1,200) square feet in size, and a deck area outside the Clubhouse of approximately Eight Hundred Eighty (880) square feet in size. Turnkey Approach Proposers should evaluate existing conditions and propose a turnkey approach for a full-service food concession. Additional equipment, modification, or startup will be a financial responsibility of the successful Proposer. Summary of Contract Terms and Conditions of the RFP The following are sections, which in part, will comprise the fundamentals of the agreements for the Concession parameters: Proposal items (The proposed menu) Required Operating Responsibilities Contractual Provisions (City Contract available upon request) II. FORMAT and CONTENT of the PROPOSAL In a written proposal, Proposers should provide a concise response to each of the bulleted items below, and be willing to commit to each of them if selected as the concessionaire. Proposers are encouraged to use the outline below to help ensure a complete submission. Page 2 of 5
Business Plan Keeping in mind the demographics of the Course customers, the resort-oriented spirit of the Valley and the goals and requirements of the City and Parks Department, (as set forth in this RFP), Proposers are encouraged to offer creative and innovative ideas to provide for a first-rate food concession. What will draw patrons to your concession? What will keep them coming back? What will be your specialty? What will be your concession s signature? Accordingly, Proposers are to provide detailed responses to the following: Provide your proposed menu and prices for all items, including: o A la carte items, combos, parties, etc.; o Plans to accommodate various parties and tournaments; o Sample menus Include staffing/ supervision considerations, at a minimum: o How many staff members will work each shift? o How many staff members will work during peak hours? o Plans for management/supervision during each shift, including the extent of each supervisor s responsibility. Describe your customer service philosophy; Indicate your plans to market and advertise the concession to increase and or maintain your customer base; Provide a specific plan to maintain and monitor customer satisfaction; Provide a schedule of maintenance of both the premises and equipment; Include a contingency plan to maintain optimal service in the event of an equipment failure or breakdown; and Percentage of gross revenues or other financial compensation you propose to pay the City. o Previous Concessionaire 2016 Payment Totals: Utilities Fee Concession Fee Leasehold Tax (12.84%) Totals Totals $3,250 $5,625.00 $722.25 $9,597.25 Qualifications and Experience Describe your experience in and knowledge of the food service industry; (The following are some examples demonstrating your experience and knowledge levels that you should address.) o Ownership of your company o Current business license number (if any) o Number of years in business o Will the proposer be on site to operate the concession? Please explain. o Estimated number of employees o Other resources available to you to support operation during peak times or special events o Indication of financial stability and a simple financial plan that includes start-up, operations budget and anticipated profits. o Identify available capital, and any needed resources to support your operation; o Include examples (existing or proposed) of a personnel policies or operating procedures or any supporting information to demonstrate company capabilities. Are there any judgments, claims, arbitration proceedings, or lawsuits pending or outstanding against your organization or its officers? Page 3 of 5
Provide the background and qualifications for key personnel. Proposers will screen employees for criminal history to ensure that persons with criminal history or crimes of violence against others will not be working at the concession; Provide a minimum of three (3) references to contact, to verify past performance; Have you or key personnel been charged or convicted of a crime or been released from prison in the last 10 years? If so, please explain the nature of the offense, date, court and description of the offense. NOTE: The City will investigate only criminal charges and/or convictions that relate to fitness to perform the concession for which you are applying and such convictions will not necessarily disqualify you from consideration for the proposal. III. SCOPE OF SERVICES At a minimum, the successful Proposer will be required to provide concession services when the Course opens in early spring until it closes in late fall. (The City is receptive to any potential proposals for year-round operation of this concession). The selected concessionaire will be required to operate the concession seven days a week. Scheduling flexibility will be coordinated through the Golf Professional (the building manager.) The concessionaire: Will provide a quality selection of hot and cold food and beverages at a reasonable price. Also make available for purchase healthy snack and beverage alternatives. Will maintain equipment in wholesome appearance and good working condition and repair at no cost to the City. Is authorized to serve alcohol beverages in the dining area and inside the golf course boundaries, and will comply within the parameters set forth by the Washington State Liquor Control Board. Is responsible for picking up rubbish in and around the immediate area. Is responsible to collect and recycle their used cardboard, metal, plastic containers, etc. Shall be required to purchase all soft drink beverages for the concession from the City s soft drink beverage contractor. IV. MINIMUM QUALIFICATION REQUIREMENTS for the RFP Staff will evaluate all proposals received on or before the proposal due date and time at the location specified in the Request for Proposals to determine whether they meet the minimum requirements set forth in this request as follows: Completeness Staff will evaluate proposals on the completeness and quality of content as described above. Delivery Four (4) copies of proposals will be accepted until 4:00 P.M. Pacific Time on February 22, 2017 delivered in sealed envelopes addressed to: Chelan City Clerk Attn: Karen Sargeant Chelan City Hall 135 East Johnson Avenue PO Box 1669 Chelan, WA 98816 Late entries will not be accepted. Proposers are encouraged to begin preparing proposal immediately to allow timely and complete submission. Right to Reject - The City reserves the right to reject any and/or all proposals, as it shall deem to be in best interest of the City. Right to Award At its sole discretion, the City will award in a manner most advantageous to the City, all factors considered. Page 4 of 5
Right to Negotiate The City reserves the right to negotiate with the successful proposer selected to achieve an arrangement that meets the needs of the City and provides the desired level of service. In accordance with Title VI of the Civil Rights Act of 1964, the City hereby assure that no business or person shall, on the basis of race, color, national origin or sex, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under the City s programs, activities, or services. In addition, the selected concessionaire, with regard to the work performed during the contract, shall affirmatively support nondiscrimination practices, including in the selection and retention of subcontractors and in the procurement of material and equipment. Page 5 of 5