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HomeMy WebLinkAboutRFP - P644 CONCESSIONAIRE SENIOR CENTERCity of Fort Collins Admini -tive Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS CONCESSIONAIRE - SENIOR CENTER PROPOSAL NO. P- 664 The City of Fort Collins is requesting proposals from qualified and competent individuals or companies to operate an alcoholic and non-alcoholic beverage concession at the City of Fort Collins Senior Center, using a Tavern License or a Hotel and Restaurant License, which is to be secured by the Concessionaire, in the Concessionaire's name Written proposals, three (3) copies, will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521 Proposals will be received before February 24, 1998, 2 30pm(our clock), Proposal No P- 664. Questions concerning the scope of the project should be directed to the Project Manager, Steve Budner, 970-221-6861 Questions regarding proposals submittal or process should be directed to Jim Hume, Buyer, 970- 221-6776 or fax 970-221-6707 Email address jhume@ci fort-collins cc us Sales prohibited/conflict of interest No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift, gratuity favor, entertainment, kick -back or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Gecerely, V s B O'Neill ll, CPPO Director of Purchasing & Risk Management Page 1 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 City of Fort Collins, Colorado 16. Rental The Concessionaire shall pay to the City $ ## annually for the Concession The agreed upon fee shall be paid to the City no later than 15 days after the effective date of this agreement or the effective date of any renewal period for this agreement 17. Saving Clause If any term or provision of this Agreement is or becomes invalid or unenforceable by reason of a conflict with any applicable laws, statutes, ordinances, rules or regulations, such invalidity or unenforceability shall not affect or impair any other terms or provisions of this Agreement IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals the day and year first above written THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation By James B O'Neill It, CPPO Director of Purchasing and Risk Management Attest - City Clerk CONCESSIONAIRE By Title Approved as to form Carrie Daggett Assistant City Attorney (Seal, if corporation) Request for Proposal, P-664, Concession Agreement Page 4 1J City of Fort Collins, Colorado CONCESSIONAIRE - SENIOR CENTER PROPOSAL NO P- 664 Section 1.0: PROPOSAL REQUIREMENTS 1.1 General Description The City of Fort Collins is soliciting proposals from qualified and competent individuals or companies to operate an alcoholic and non-alcoholic beverage concession at the City of Fort Collins Senior Center, using a Tavern License or a Hotel and Restaurant License, which is to be secured by the Concessionaire, in the Concessionaire's name 1.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal Firms submitting proposals shall submit three (3) copies of the proposal with the following information a Experience in concession operations (Exhibit A) b Financial information (Exhibit A) c Product information (Exhibit A) d Other information requested (Exhibit A) e References (Exhibit A) f Concession fee information (Exhibit B) The proposal must be signed by a duly authorized representative of the firm submitting the proposal The signature shall include the title of the individual signing the proposal Section 2.0• BACKGROUND The Senior Center is a multi -purpose facility designed to accommodate a variety of programs for the community Such programs include stage productions, conferences, meetings, exhibits, socials, dances, and similar events Section 3 0: SCOPE OF WORK 3.1 General The Concessionaire will be responsible for providing alcoholic and non-alcoholic beverages, mixes, a rolling bar meeting applicable Health Department regulations, and any other supplies and equipment necessary for the concession operation The Concessionaire will be required to work in cooperation with catering services Request for Proposal, P-664, Concessionaire -Senior Center Page 2 0 City of Fort Collins, Colorado 3.2 Liquor License (Tavern License or Hotel and Restaurant License) It will be the responsibility of the Concessionaire to secure and complete all documents that are required for the Liquor License applications and it will be the responsibility of the Concessionaire to achieve approval of the license through the Liquor Licensing Authority of the City The Liquor License must be secured and in effect by June1, 1998 The licensed premises shall include the entire Senior Center including the parking lot, patio, adjacent terrace, lounge, and courtyard located on the northwest side of the building Selected Concessionaire MUST have submitted complete application for Liquor License to the City Clerk's office on or before March 2, 1998 All costs of securing and maintaining a Liquor License will be borne by the Concessionaire Typical costs include the following investigation fee, City annual license fee, State annual license fee, extended hours permit fee (City and State) and City Occupational License Tax Liquor licensing questions should be directed to Aimee Jensen, Deputy City Clerk, 970-221-6315 33 Concession Agreement The Concessionaire and the City will enter into a Concession Agreement, a copy of which is attached to these proposal documents (Exhibit C) and made a part thereof A copy of the Concessionaire's Sales/Use Tax License must be submitted with the signed agreement Section 4.0: CONCESSION FEE In your written response provide a proposed concession fee to be paid to the City Request for Proposal, P-664, Concessionaire -Senior Center Page 3 City of Fort Collins, Colorado Section 5 0• Evaluation 5.1 Evaluation and Assessment of Proposal An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below Firms shall be evaluated on the following criteria The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating Recommended weighing factors for the criteria are listed adjacent to the qualification The award may be made on the basis of written evaluations or up to three top -rated firms may be called in for interviews Interviews will be evaluated using the same criteria Weighting Qualification Standard Factor 30 Scope of Proposal Does the proposal show an understanding of the required services? Does the proposal show an understanding of the special requirements of a concession operation in the Senior Center? Are the products of suitable quality? 20 Qualifications Is the vendor qualified to perform the services? Does the vendor have similar concession experience? 1 0 Motivation Is the vendor interested in providing this service? 1 0 Concession Fee Amount paid to the City? 2 0 Firm Capability Does the vendor have an experienced staff? Is the vendor financially stable? 52 Reference Evaluation (Top -ranked firms) The Project Managers will check references using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory 53 Qualification and Standard a Overall Performance - Would you hire this vendor again? b Schedules -Did the vendor meet promised schedules? c Problems -Did the vendor anticipate problems? Were problems solved quickly and effectively? d Job Skills -Did vendor personnel exhibit the necessary skills? Section 6 0 Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal Request for Proposal, P-664, Concessionaire -Senior Center LIS Exhibit A CITY OF FORT COLLINS City of Fort Collins, Colorado QUALIFICATION STATEMENT FORM CONCESSIONAIRE - SENIOR CENTER P- 664 FINANCIAL On a separate sheet, please provide information on your financial ability to operate this concession EXPERIENCE On a separate sheet, provide concession operating experience for yourself and your staff PRODUCTS On a separate sheet, list the products you intend to serve along with proposed prices OTHER Have you ever held or do you currently hold any financial interest, direct or indirect, in any retail liquor establishment, distillery, importing or wholesale liquor license? YES NO If "YES", explain such interest on a separate sheet Attach copies of any written agreement or details of any oral agreement, by which any person (including a corporation) will share in the profit or gross proceeds of this concession, and any agreement relating to the concession which is contingent or conditional, in any way, upon volume, profit, sales, giving of advice or consultation Do you plan to be an active participant in the management and operation of the concession YES NO If "NO", on a separate sheet, explain your intended management arrangement REFERENCES List references for entities which you have provided similar services within the last two years Request for Proposal, P-664, Concessionaire -Senor Center Exhibit B City of Fort Collins, Colorado CITY OF FORT COLLINS PROPOSALFORM CONCESSIONAIRE - SENIOR CENTER PROPOSAL P- 664 Proposal Opening (our clock) The proposer, , (an individual) (a partnership)(a corporation) hereby enters its proposal for the Alcoholic Beverage Concession for the Senior Center per the Request for the for Proposal Concession Fee Proposal - Signature Title Company Date Street Phone # City Fax # State/Zip Email Request for Proposal, P-664, Concessionaire -Senior Center 0 Exhibit C CONCESSION AGREEMENT City of Fort Collins, Colorado THIS AGREEMENT, made and entered into this _ day of 19, by and between THE CITY OF FORT COLLINS, COLORADO, a municipal corporation, hereinafter referred to as the "City," and , an individual, hereinafter referred to as "Concessionaire " WITNESSETH: 1. Premises covered by concession agreement The premises covered by this Agreement shall be the City of Fort Collins Senior Center located at 1200 Raintree Drive, Fort Collins, Colorado, including all areas of the Senior Center and the parking lot, patio, adjacent terrace, lounge, and courtyard located on the northwest side of the building 2. Term The initial term of this Agreement shall begin on June 1, 1998, and end May 31, 1999 unless terminated sooner as herein provided At the sole discretion of the City of Fort Collins this Agreement may be extended for additional one-year terms, up to four (4) additional one-year terms Written notice of renewal will be provided to the Concessionaire and mailed no later than 30 days prior to contract end 3 Services The Concessionaire will operate an alcoholic and non-alcoholic beverage concession at the Senior Center, using a Liquor License (Tavern License or a Hotel and Restaurant License) secured by the Concessionaire and in the Concessionaire's name Individuals or organizations hosting events at the Senior Center and desiring to use the Concessionaire's services shall be responsible for entering into an agreement with the Concessionaire for such services Hosts shall be responsible for all event coordination with the Concessionaire Hosts shall pay the Concessionaire according to the agreement between the two parties 4. Licenses, permits, and taxes The Concessionaire shall obtain and pay for all licenses, permits and taxes, required by law or necessary for the operation of the concession at the Senior Center, including but not limited to a Liquor License, Liquor Occupation Tax, Sales/Use Tax License, etc Any such licenses or permits held by the Concessionaire in connection with the concession are to be surrendered by the Request for Proposal, P-664, Concession Agreement Page t City of Fort Collins, Colorado Concessionaire at the time of termination of the Agreement and the Concessionaire expressly agrees to surrender all of such licenses or permits and not oppose any new license or permit applications by such person as the City may select The Concessionaire shall collect and remit sales taxes on all taxable sales in the manner prescribed by law 5 Contingency In the event the Concessionaire is not able to obtain all licenses and permits required to operate the concession at the Senior Center, this Agreement shall become null and void and both parties shall be released from further obligations under this Agreement 6. Pricing All prices charged for beverages provided by the Concessionaire shall be approved by the City's Representative The Concessionaire shall provide sufficient numbers of price lists to fulfill customer requests for such lists 7 Equipment and Storage The Concessionaire shall be responsible for providing all supplies, linens, inventory and equipment, including cold storage required to operate the concession In addition, glassware rental must be available from Concessionaire upon request of Senior Center users 8 Dress Code All Concessionaire staff shall be required to be in a uniform approved by the City's Representative 9. Maintenance The Concessionaire shall be required to provide all cleanup and maintenance connected with the sale or dispensing of alcoholic and non-alcoholic beverages at the Senior Center However, the City shall pay all utility and trash removal costs in connection with the concession 10. Sale of Alcoholic Beverages The sale or dispensing of alcoholic beverages will be made only in connection with events scheduled at the Senior Center No alcohol shall be dispensed or consumed in other areas not described herein Alcohol shall be served only in connection with programs presented primarily for adult audiences No alcohol shall be available for programs presented primarily for minor audiences No advertising of alcoholic beverages will be displayed at the Senior Center at any time At all scheduled conventions, meetings and conferences, the Concessionaire shall be limited to serving alcoholic beverages during the times specifically designated by the sponsor of the event Donations of liquor by the Concessionaire to the City for fund raising events is permitted Request for Proposal, P-664, Concession Agreement Page 2 City of Fort Collins, Colorado 11. Regulations and Administration The Concessionaire must conduct all concession operations in accordance with all applicable ordinances, laws, statutes, rules and regulations of any authority having lawful jurisdiction over the premises This Agreement shall be administered by the City's Representative, Stephanie Howell, 221-6113, or other person designated in writing by the Purchasing Director 12 Independent Contractor/Indemnification The Concessionaire is an independent contractor and not an employee of the City of Fort Collins The City shall not be responsible for any liabilities of the Concessionaire arising out of the concession herein granted The Concessionaire hereby agrees to indemnify, save and hold harmless the City and its officers, employees, agents and representatives from any and all liability or loss that may be incurred or claimed by any person as a result of injury to person or property, arising directly or indirectly our of the operation of the concession, including, without limitation, any debts incurred by the Concessionaire and any liability arising out of the Colorado Dram Shop Act, Section 13-21-103, C R S 13. Insurance The Concessionaire shall carry adequate liability insurance to cover its operation of the concession in at least the following limits $500,000 combined single limit - General liability $300,000 liquor liability The Concessionaire shall cause the City to be named as an additional insured on any such liability insurance policy, shall obtain and deliver to the City a certificate of such insurance and shall obtain an endorsement stating that such insurance shall not be cancelable except on notice to the City 14 Assignment The Concessionaire shall neither assign any of the rights nor delegate any of the duties imposed upon it under the provisions of this Agreement without having first obtained the written permission of the City 15 Default In the event the Concessionaire defaults in any performance required by this Agreement, and if such default is not corrected within five (5) days after written notice setting forth the same is delivered to the Concessionaire, then, at the option of the City, the Agreement may be terminated and, upon such termination, all rights the Concessionaire has in the concession shall immediately cease and terminate Request for Proposal, P-664, Concession Agreement Page 3