HomeMy WebLinkAboutRESPONSE - RFP - P1037 SOUTHRIDGE RESTAURANT/SNACK BAR CONCESSIONAIRE (22)1
SPECIFICATIONS
Included in the “Request for Proposals” package is a draft copy of the Agreement that the
Concessionaire and the City will sign. All of the elements of the agreement are considered as
part of the specifications for the proposals requested. This specification sheet amplifies the
major provisions of the SouthRidge Concession operation, as well as defines and provides
clarification of several specific points.
1. The Concessionaire and the City shall sign an agreement which will grant to the
Concessionaire the operation of the SouthRidge Golf Course Restaurant/Snack Bar
Concession Space Area. The duration of the agreement will be for the calendar year 2007
with four possible one-year renewal options (if desired by both parties) for the calendar
years 2008, 2009, 2010 and 2011; with possible extensions of the original five-year term
for up to five additional one-year terms if performance is satisfactory and subject to City
Council approval.
2. The Concession Area must be opened for business from 6:30 a.m. to sundown daily at a
minimum for the months of April, May, June, July, August, and September; and from 10:00
a.m. to 4:30 p.m. daily at a minimum during the months of October, November, December,
January, February, and March. However, the Concessionaire shall not be required to
operate the concession when the golf course is closed due to bad weather or other
reasons. Any other hours of operation will be mutually agreed upon between the
Concessionaire and the Manager of Golf. Breakfast, lunch, and dinner services are all
equally important.
3. The Concessionaire operator must have been in this type of business for at least two (2)
years within the past five (5) years, or have sufficient other similar past experience to
satisfy in the judgment of the Committee to meet this requirement.
4. The financial condition of the Concessionaire must be of such standing that adequate
staffing, supplies and appropriate operational permits as necessary can be
purchased/obtained in order to open the concession area for full business no later than
April 1, 2007. The Concessionaire must obtain and pay for all licenses and taxes
necessary for the operation, and must obtain a Hotel-Restaurant with Optional Premises
Liquor License for alcoholic beverage sale and consumption. The premise is defined as
the Golf Clubhouse and Patio, Bunker House, and the entire Golf Course grounds of the
SouthRidge Golf Course. The Concessionaire shall also provide and pay for any Worker’s
Compensation, Social Security withholding, payroll taxes, Possessory Interest Tax, and/or
any other taxes that might be required by government authorities. Tangible proof of
financial ability to operate this concession will be required if you are interviewed.
5. Insurance Requirements.
A. The Concessionaire will provide from insurance companies, acceptable to the City,
the insurance coverage designated hereinafter and pay all costs.
The Concessionaire also indemnifies the City. Before commencing work under this
Request for Proposal, the Concessionaire shall furnish the City with certificates of
insurance showing the type, amount, class of operations covered, effective dates and
date of expiration of policies, and containing substantially the following statement:
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“The insurance covered by this certificate will not be canceled or materially altered,
except after ten (10) days written notice has been received by the City.”
In the case of the breach of any provision of this requirement, the City, at their option,
may take out and maintain, at the expense of the Concessionaire, such insurance as
the City may deem proper and may deduct the cost of such insurance from any
monies which may be due or become due to the Concessionaire under this
agreement. The City, its officers, agents, and employees shall be named as
additional insured on the Concessionaire “general liability” insurance policy for any
claims arising out of work performed under this agreement.
B. Insurance coverages shall meet the following insurance limits:
1. $150,000 -- Liquor Liability
2. $1,000,000 -- Commercial General Liability with Combined Single Limit ;
$2,000,000 Aggregate
3. Statutory -- Workers’ Compensation Coverage A
4. $100,000/$500,000/$100,000 -- Workers’ Compensation Coverage B
5. $1,000,000 -- Products Liability
In the event any work under this agreement is performed by a sub-contractor, the
Concessionaire shall be responsible for any liability directly or indirectly arising
out of the work performed under this agreement by a sub-contractor, which
liability is not covered by the subcontractor’s insurance.
6. The Concessionaire shall control the conduct and demeanor of its agents and employees.
Upon objection from the City concerning conduct or demeanor of any such person, the
Concessionaire shall immediately take all lawful steps to address or remove the cause of
the objection. Also, if the City so requests, the Concessionaire agrees to supply and
require its employees to wear suitable attire and to wear or carry badges or other suitable
means of identification, the form for which shall be subject to prior and continuing approval
of the City.
7. The Concessionaire acknowledges and agrees that certain services provided by the
Concessionaire will require that employees, agents, and volunteers of the Concessionaire
act in positions of trust which will entail the handling of and accounting for funds of the City
and City property, or direct contact with youth and other members of the general public.
Accordingly, the Concessionaire agrees that all employees, volunteers, and other
representatives or agents of the Concessionaire in positions of trust, as defined, shall be
screened using the City’s contractual background screening procedure, with such costs
associated with said screenings to be fully paid by the Concessionaire.
8. The personal conduct of the Concessionaire and its staff has a direct impact on the quality
of performance. Unacceptable personal conduct/behavior by the Concessionaire, as
defined, can result in immediate or early termination of the Agreement, as also defined.
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9. The Concessionaire must maintain an adequate stock of supplies on hand for all
occasions as needed to supply the golfers’ needs. The primary purpose of the concession
area is to provide a service to the golfers. Creative thinking people who will be there, be
open, and be ready are important to the success of this operation. Also, cooperation with
the Golf Professional is an essential element of this operation.
10. The Concessionaire shall keep and maintain proper business records concerning every
aspect of the concession operation, and employee management, including expenses and
receipts. All records, including Income Tax Records are to be open for inspection and audit
by the City. Also, the concession operator must submit to the City complete operation
records at the close of each operating season showing all expenses and gross income.
11. “Gross Sales” includes all revenues received by the Concessionaire for performing the
concession service, except Sales Tax.
12. The City pays for all trash and recycling removal services, utilities, and the basic
Clubhouse security system at the SouthRidge Golf Course. The Concessionaire shall pay
for all telephones, cash registers, credit card machines, ATM’s, customer televisions, cable
or satellite service, expanded security systems, and for snow removal from the parking lot
for Concessionaire functions when the Golf Course is closed for play.
13. The Concessionaire shall submit to the City for review a list of all prices and items which
are to be sold at the concession area. Prices and items may be changed or increased
periodically, but any and all changes/increases must be reviewed by the Manager of the
Golf Division.
14. Smoking instruments and tobacco products of any kind will not be sold at the
restaurant/snack bar, clubhouse, Bunker House, or on the grounds of the golf course.
Smoking is not permitted in any areas of the clubhouse, on the adjacent patio within 20
feet of entrances, or the Bunker House.
15. The operation of the concession granted under the agreement shall, at all times, conform
with all applicable State and Federal laws and regulations, and municipal ordinances, as
well as all rules, regulations, policies, and procedures as adopted by the City of Fort
Collins, or any of its Boards, Services Areas, Departments, or Divisions having jurisdiction
over golf courses.
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