HomeMy WebLinkAboutRFP - P1127 CONCESSION EVENT BEVERAGE SERVICES- MULTIPLE FACILITIESREQUEST FOR PROPOSAL
P1127 CONCESSION — EVENT BEVERAGE SERVICES
MULTPLE FACILITIES
The City of Fort Collins is requesting proposals from qualified and competent individuals or
companies to operate an alcoholic and non-alcoholic event beverage concession at the Northside
Aztlan Community Center (NACC), Lincoln Center, and/or 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, four (4) copies, will be received at the City of Fort Collins' Purchasing Division, 215
North Mason, 2i' Floor, Fort Collins, Colorado 80524. Proposals will be received before May 20th,
2008, 3:00 pm (our clock). Proposal No. P1127 Concession -Event Beverage Services -Multiple
Facilities.
Questions concerning the scope of the project should be directed to the appropriate Facility Manager.
➢ Northside Aztlan Community Center (NACC): Steve Budner, 970-221-6861, Email:
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➢ Fort Collins Senior Center: Barbara Schoenberger, 970-224-6026, Email:
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➢ Lincoln Center: Jill Stilwell, 970-221-6733, Email:jstilwell@fcgov.com
Questions regarding proposals submittal or process should be directed to David Carey, CPPB, Buyer,
970-416-2191. Email address: dcarey@fcgov.com
If delivered, they are to be sent to 215 North Mason Street, 2Id Floor, Fort Collins, Colorado 80524. If
mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Download the Proposal/Bid from the BuySpeed Webpage,
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Come by Purchasing at 215 North Mason St., 2n0 floor, Fort Collins, and request a
copy of the Bid.
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.
Sincerely,
James B. O'Neill 11, CPPO, FNIGP
Director of Purchasing & Risk Management
PROPOSAL NO. P1127
CONCESSION — EVENT BEVERAGE SERVICES
MULTIPLE FACILITIES
A. Background
The City of Fort Collins (City) is soliciting proposals from qualified and competent individuals or
companies to operate an alcoholic and non-alcoholic event beverage concession, at the City
Facilities listed below„ using a Tavern License or a Hotel and Restaurant License, which is to
be secured by the Concessionaire, in the Concessionaire's name.
Concessionaire may submit prgnosal for one or all listed CCit Facilities.
City Facilities:
1. Northside Aztlan Community Center (NACC), located at 112 East Willow
2. Fort Collins Senior Center, located at 1200 Raintree Drive
Above (2) facilities are multi -purpose; each designed to accommodate a variety
of programs for the community. Such programs include weddings, receptions,
conferences, meetings, exhibits, socials, dances, and similar events.
3. Lincoln Center, located at 417 West Magnolia
The Lincoln Center is the City of Fort Collins's cultural arts center providing
diverse presenters of professional theatre, dance, music, visual arts, and
children's programs
B. Scope of Services
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 for all contracted functions.
The City will have the option to serve non-alcoholic beverage's (i.e. punch, cider & soft drinks)
at some City functions.
The Concessionaire will be required to work in cooperation with catering services and vending
machine services concessionaire.
Facility requirements include
1. Sale of Alcoholic, Beverages (Lincoln Center Only)
The sale or dispensing of alcoholic beverages will be made only in connection with
events scheduled at the Lincoln Center to patrons of or participants in such events.
There shall be no service of alcoholic beverages to the general public at any time other
than during a scheduled event.. No alcohol shall be dispensed or consumed in the
concert hall or in the practice stage areas without permission of the CLRS Director.
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. In connection with performing arts presentations, alcohol shall be available
for only one hour before the event and during intermissions or at other times as
requested by the CLRS Director. 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 for fund raising events are permitted. Concessionaire may charge
for labor with approval from Lincoln Center Director. Concessionaire agrees to work with
user on working out necessary legal obligations.
2. Equipment and Storage
The Concessionaire shall be responsible for providing all supplies, inventory and
equipment required to operate the concession. In addition, glassware rental must be
available from Concessionaire upon request of City Facility users. The City will provide
a secure storage area for inventory and equipment.
3. (Dress Code
All Staff shall be required to be in same uniform approved by the City Facility
Representative.
4. Prices
Prices charged for beverages provided by the Concessionaire must be approved City
Facility Representative. The Concessionaire shall be required to provide ample price
lists to be distributed to custorners.
5. 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 City Facility.
However, the City shall pay all utility and trash removal costs in connection with the
concession.
6. Advertising
No advertising of alcoholic beverages will be displayed at the City Facility at any time.
7. Service Start Date: s (Approx.)
Northside Aztlan Community Center (NACC): June 1, 2008
Lincoln Center: January '1, 2009
Fort Collins Senior Center: June 1, 2008
C. Liquor License (Tavern License or Hotet 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 before the service start date. The
licensed premises shall include the entire NACC including the parking lot, patio, adjacent
terrace, lounge, and courtyard located on the northwest side of the building.
Selected Concessionaire MUS-f have submitted complete application for Liquor License to the
City Clerk's office on or before May 27, 2008.
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 perrnit fee (City and State) and City Occupational License Tax.
Liquor licensing questions should be directed to Aimee Jensen, Deputy City Clerk, 970-221-
6315.
D. Concession Fee
1. For the NACC, the Concessionaire shall pay annually, as rental to the City, either a
percentage of the gross revenues from the concession operation and/or a fixed dollar
annual amount.
2. For the Fort Collins Senior Center, the Concessionaire shall pay annually, as rental to
the City, a fixed dollar annual amount. Current Concessionaire pays $1,200 annually.
3. For the Lincoln Center, the Concessionaire shall pay annually, as rental to the City,
either a percentage of the gross revenues from the concession operation and/or a fixed
dollar annual amount. Current Concessionaire pays 2% of gross revenues.
Gross revenues are defined as total concession sales excluding sales tax.
E. Proposal Requirements
Firms submitting proposals shall submit four (4) copies of the proposal with the following
information:
1. Experience in concession operations. (Per Exhibit A)
2. Financial information. (Per Exhibit A)
3. Product information. (Per Exhibit A)
4. Other information requested. (Per Exhibit A)
5. References. (Per Exhibit A)
6. Concession Fee information. (Per 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.
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
F. Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
G. Miscellaneous
The City expects to enter into a Concession Agreement ("Agreement") with the chosen vendor
that shall incorporate this RFP and their proposal. The anticipated terms and conditions of the
Agreement are set forth in the attached document (Exhibit C). However, the City may include
additional terms and conditions ire the Services Agreement as deemed necessary.
A copy of the Concessionaire's Sales/Use Tax License must be submitted with the signed
agreement.
Concessionaire must comply with all applicable laws, rules and regulations governing their
activities and obtain all applicable licenses or permits.
H. Review and Assessment
Firms will be evaluated on the following criteria. These criteria will be the basis for review of the
written proposals and interview session.
The City of Fort Collins reserves the right to select a vendor for this project on the basis of
written proposals submitted only.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating. Weighting factors for the criteria are listed adjacent to the
qualification.
Weighting
Qualification
Standard_ `--- `---
Factor
3.0
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
listed City Facilities? Are the products of suitable
quality?
2.0
Qualifications
Is the vendor qualified to perform the services? Does the
vendor have similar concession experience?
1.0
Motivation 1
Is the vendor interested in providing this service?
2.0
Concession Fee
Amount paid to the City?
2.0
Firm Capability
Does the vendor have an experienced staff? Is the
vendor financially stable?
I. Reference Evaluation (Top Ranked Firm)
The Project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
Qualification
Standard
Overall Performance
Would you hire this firm again?
Timetable
Did the vendor meet promised schedules
Completeness
Has tiu company been responsive to client needs? Has the company
anticipated problems? Were problems solved quickly and effectively?
Cost
Has original pricing been increased substantially?
Job Knowledge
Do firm and personnel have the necessary knowledge and skills?
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