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HomeMy WebLinkAboutRFP - 7242 CONCESSION - EVENT BEVERAGE SERVICES FOR THE LINCOLN CENTERCity of fort Collins Purchasing Financial Services Purchasing Division 215 N. Mason St. 2ntl Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/Purchasing REQUEST FOR PROPOSAL 7242 CONCESSION — EVENT BEVERAGE SERVICES LINCOLN CENTER 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 Lincoln Center, the City's cultural arts facility, 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, 2nd Floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 pm (our clock) on June 3, 2011. Reference for Proposal No. 7242. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to the Facility General Manager, Ty Sutton, 970-221-6733, email: tsutton@fcgov.com Questions regarding proposals submittal or process should be directed to David Carey, CPPB, Buyer, 970-416-2191, email: dcarey@fcgov.com A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcqov.com/eprocuremen A Pre -Proposal Meeting will be held on Thursday, May 26, 2011 at 3:30 PM. at the Lincoln Center facility in the Administration Office Conference room located off of Canyon and Magnolia. The City will allow potential concessionaires to examine the concession areas at that time and answer questions pertaining to the proposal. The meeting is not mandatory, but suggested 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 II, CPPO, FNIGP Director of Purchasing & Risk Management RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 1 of 42 Exhibit B 7242 CONCESSION — EVENT BEVERAGE SERVICES LINCOLN CENTER PROPOSALFORM The proposer, , (an individual) (a partnership)(a corporation) hereby enters its proposal for 7242 Concession -Event Beverage Services for the Lincoln Center per the Request for Proposal document. Concession Fee Proposal: The Concessionaire shall pay, annually, as rental to the City, percent (_ %) of the gross sales from the concession operation and/or a fixed amount of $ year. Gross sales are defined as total concession sales excluding sales tax. Signature: Title: Company Name: Date: Street: Phone #: City: Fax #: State/Zip: Email: RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 10 of 42 Exhibit C SAMPLE CONCESSION AGREEMENT THIS AGREEMENT made and entered into this _ day of 20_, 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 Lincoln Center, located at 417 West Magnolia, Fort Collins, Colorado. 2. Term The initial term of this Agreement shall begin on July 1, 2011, and end June 30, 2012 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 Lincoln Center, using a Liquor License (Tavern License or a Hotel and Restaurant License) secured by the Concessionaire and in the Concessionaire's name. The Lincoln Center Event Coordinator will coordinate all service requests for private events at the Lincoln Center between the hosts and the Concessionaire. Hosts shall pay the Lincoln Center according to the agreement between the two parties. The Concessionaire will prepare the contracts based on information from the Event Coordinator. The Concessionaire is required to submit to the Lincoln Center an itemized invoice no less than one business day after each private event. Lincoln Center will receive deposits and invoice payments from the customers. The Lincoln Center will prepare a monthly report and pay the Concessionaire by the first and fifteenth of each month. 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 NACC, 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 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 RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 11 of 42 5. Contingency In the event the Concessionaire is not able to obtain all licenses and permits required to operate the concession at the Lincoln 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 current Lincoln Center Bar price list must be honored for all events already contracted for the remainder of the season July 2011 — July 2012 (Exhibit H). 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 Lincoln Center users. 8. Dress Code All Staff shall be required to be in the same uniform at all times while on the premises, as approved by the Performing Arts Center Manager. 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 City Facility. Clean up includes removal of all drink containers including bottles and cups, and proper disposal into recycling or composting bins in the designated garbage collection area. 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 Lincoln 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 Lincoln 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 are permitted. RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 12 of 42 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, , 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 out 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 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: "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. $1,000,000 --Commercial General Liability with Combined Single Limit; $2,000,000 Aggregate RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 13 of 42 2. Statutory --Workers' Compensation Coverage A 3. $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. 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. 16. Rental The Concessionaire shall pay annually, as rental to the City, _ percent (_%) of the gross revenues from the concession operation (and/or a fixed amount of $ ). Gross revenues are defined as total concession sales excluding sales tax. All such sums shall be payable annually to the City, with payment due forty-five (45) days after the close of the fiscal year. Concurrent with the annual payment, the Concessionaire shall submit a complete accounting of its concession operation for the preceding year. The Concessionaire shall keep adequate and proper business records which will include all expenses and receipts of the concession. Upon the City's request, all of such records shall be made open and available for inspection and audit by the City. 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. RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 14 of 42 This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that: a. As of the date of this Agreement: 1. Contractor does not knowingly employ or contract with an illegal alien; and 2. Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the `Basic Pilot Program") in order to confirm the employment eligibility of all newly hired employees. b. Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter, until Contractor is accepted or the public contract for services has been completed, whichever is earlier. The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued. d. Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. e. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Contractor shall: 1. Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Contractor shall RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 15 of 42 not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. f. Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. g. If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Contractor shall be liable for actual and consequential damages to the City arising out of Contractor's violation of Subsection 8-17.5-102, C.R.S. h. The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals this day and year first above written. THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation in James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 16 of 42 CONCESSIONAIRE: By: Print Name Title Date: RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 17 of 42 EXHIBIT D AFFIDAVIT PURSUANT TO C.R.S. 24-76.5-103 I, , swear or affirm under penalty of perjury under the laws of the State of Colorado that (check one): I am a United States citizen, or I am a Permanent Resident of the United States, or I am lawfully present in the United States pursuant to Federal law. I understand that this sworn statement is required by law because I have applied for a public benefit. I understand that state law requires me to provide proof that I am lawfully present in the United States prior to receipt of this public benefit. I further acknowledge that making a false, fictitious, or fraudulent statement or representation in this sworn affidavit is punishable under the criminal laws of Colorado as perjury in the second degree under Colorado Revised Statute 18-8-503 and it shall constitute a separate criminal offense each time a public benefit is fraudulently received. Signature Date INTERNAL USE ONLY Valid forms of identification p --- current Colorado driver's license, minor driver's license, probationary driver's license, commercial driver's license, restricted driver's license, instruction permit p --- current Colorado identification card p--- U.S. military card or dependent identification card T--- U.S. coast guard merchant mariner card T --- Native American tribal document The following forms of identification may be accepted through February 28, 2007" P --- original birth certificate from any state of the United States i ---certificate verifying naturalized status by U.S. with photo and raised seal ---certificate verifying U.S. citizenship by U.S. government, e.g., U.S. passport P--- order of adoption by a U.S. court with seal of certification p--- valid driver's license from any state of the U.S. or the Dist. of Columbia excluding AK, HI, IL, MD, MI, NE, NM, NC, OR, TN, TX, UT, VT and WI I --- valid immigration documents demonstrating lawful presence, e.g., current foreign passport with current 1-551 stamp or visa, current foreign passport with 1-94, 1-94 with asylum status, unexpired Resident Alien card, Permanent Resident card or Employment Authorization card 'A waiver may be available where no identification exists or can be obtained due to a medical condition, homelessness, or insufficient documentation to receive a Colorado I.D. or drivers license. Contact your department director. RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 18 of 42 Exhibit E BAR SERVICE RATES All alcohol must be purchased through the Lincoln Center's Bar Service Bottled Beer Domestic Beer $5.00 Imported Beer $6.00 Microbrew Beer $6.00 Non-alcoholic Beer $4.00 House Wine By the glass $6.00 By the bottle $28.00 Champagne Domestic bottle $28.00 Special Order bottle Varies Complete toast service $5.00/glass Includes champagne, stemware, server Mixed Drinks Well drinks $6.00 Premium drinks $8.00 Top Shelf Cocktails $9.00 Cash Bar $200 minimum sales, $150 deposit Hosted Bar $500 deposit plus 18% gratuity RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 19 of 42 REQUEST FOR PROPOSAL NO. 7242 CONCESSION — EVENT BEVERAGE SERVICES LINCOLN CENTER 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. City Facilities: Lincoln Center, located at 417 West Magnolia The Lincoln Center is the City of Fort Collins's cultural arts facility providing diverse presenters of professional theatre, dance, music, visual arts, and conference services. Each year, 225,000 people attend 350 performances, art exhibitions, and more than 900 special events. The facility is in the midst of an historic $8 million renovation and expansion that will be completed summer of 2011. The renovation and expansion project will infuse new life into this community treasure, focusing on improving the patron experience and performer amenities. Will include expanded lobbies, renovated and new restrooms, an elevator, a new dressing room complex, three (3) new bar areas, renovating the Canyon West Room into a Grand Ballroom, acoustical improvements for both theaters, a new Founders Room, a new Roof Top Deck and a new art gallery. The project will also be LEED Gold certified. B. Scope of Services The Concessionaire will be responsible for providing staff, alcoholic and non-alcoholic beverages, mixes, and any other supplies and equipment necessary for the concession operation for all contracted functions at three (3) fixed areas (First Level Main Lobby, Mini Theater Lobby, and Second Level Lobby), and two (2) portable bar units. Fixed area locations elevations, and City owned equipment schedules per attached Exhibit G. Concessionaire must be able to properly staff all areas and bar units simultaneously, as required by City Representative, both the Performing Arts Center Manager and Event Coordinator. The City retains the right to serve, independent of the Concessionaire, non-alcoholic beverage's (i.e. punch, coffee, cider & soft drinks) at some City functions. The Concessionaire will be required to adhere to the Lincoln Center's Sustainability Plan by using recyclable and/or compostable cups, napkins, stirrers and all other drink ware, as approved by the Performing Arts Center Manager or Event Coordinator. The Concessionaire will be required to work in cooperation with catering services and vending machine services concessionaire. RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 2 of 42 EXHIBIT F EQUIPMENT INVENTORY (SUPPLIED BY THE CITY) Eauioment Schedule and location Der attached Exhibit G ITEM 1: WASTE CABINET, WET/DRY Quantity: One (1) ITEM 2: UNDERBAR CORNER/ANGLE FILLER Quantity: Two (2) ITEM 3: UNDERBAR HAND SINK UNIT Quantity: One (1) ITEM 4: UNDERBAR BOTTLE DISPLAY UNIT Quantity: One (1) ITEM 5: UNDERBAR CORNER/ANGLE FILLER Quantity: Two (2) ITEM 6: UNDERBAR ICE BIN/COCKTAIL STATION Quantity: One (1) ITEM 7: UNDERBAR SINK UNITS Quantity: One (1) ITEM 8: UNDERBAR CORNER/ANGLE FILLER Quantity: Two (2) ITEM 9: UNDERBAR SINK UNITS Quantity: One (1) ITEM 10: BACKBAR STORAGE CABINET, REFRIGERATED Quantity: One (1) ITEM 11: BACKBAR STORAGE CABINET, REFRIGERATED Quantity: One (1) 7. (L) Door hinged left. ITEM 12: ICE DISPLAY, BAR Quantity: One (1) ITEM 13: BACKBAR STORAGE CABINET, REFRIGERATED Quantity: Two (2) ITEM 14: ICE DISPLAY, BAR RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 20 of 42 Quantity: Two (2) ITEM 15: WASTE CABINET, WET/DRY Quantity: One (1) ITEM 16: UNDERBAR HAND SINK UNIT Quantity: One (1) ITEM 17: SODA GUN HOLDER & TUBING CHASE Quantity: Two (2) ITEM 18: UNDERBAR ICE BIN/COCKTAIL STATION Quantity: Two (2) ITEM 19: UNDERBAR CORNER/ANGLE FILLER Quantity: Two (2) ITEM 20: UNDERBAR SINK UNITS Quantity: One (1) ITEM 21: BACKBAR STORAGE CABINET, REFRIGERATED Quantity: One (1) ITEM 23: ICE DISPLAY, BAR Quantity: Two (2) ITEM 24: UNDERBAR DRAIN/WORKBOARD UNIT Quantity: One (1) ITEM 25: UNDERBAR ICE BIN/COCKTAIL STATION Quantity: Two (2) ITEM 26: UNDERBAR BOTTLE DISPLAY UNIT Quantity: One (1) ITEM 27: UNDERBAR SINK UNITS Quantity: One (1) ITEM 28: UNDERBAR SINK UNITS Quantity: One (1) ITEM 29: WASTE CABINET, WET/DRY Quantity: One (1) ITEM 30: UNDERBAR HAND SINK UNIT Quantity: One (1) ITEM 31: PORTABLE BAR UNITS Quantity: Two (2) RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 21 of 42 RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 22 of 42 04VN0I00 `SNIIIOO IHOd `VIIONDVW'M Ll4 SNIII03iNOjA0AII3 NOIIVAON3N'8 SNOIII(30 ' N31N30 NIOONII -" - - d bIIONJtlW 'M G64 OCI"OlOO SNIIIOO 1NO- �. , o SNIIIOO 1210=1 j0 AlIO I NOIIVAON3N '8 SN011lOC]V U31N30 NI00NII Oa"0100'SNIIIOO1NOd.'VIION9VW'MLl4 SNIIIOO iNOI JO AIIO - =� t� r.. �_ g �._1 � �, !' 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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 theatres or in the backstage areas without permission of the Performing Arts Center Manager. The Lincoln Center plans to allow alcoholic and non-alcoholic beverages into the theatres for select performances. 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, beverage service shall be available for at least one hour before the event and during intermissions or at other times as requested by the Performing Arts Center Manager. At all scheduled conventions, meetings and conferences, the Concessionaire shall be limited to serving beverages during the times specifically designated by the sponsor of the event. Donations of liquor for fund raising events are permitted only with written permission by the Performing Arts Center Manager. The Lincoln Center will allow local, non-profit presenters to provide donated liquor in the lobbies in conjunction with their theatre performances. The Lincoln Center will not allow any group renting a conference room space to use donated liquor for special events or receptions. Concessionaire agrees to coordinate with the customers for all necessary legal obligations associated with the events. 2. Equipment and Storage The Concessionaire .shall be responsible for providing all supplies, inventory and miscellaneous equipment required to operate the concession. City will provide equipment per the attached list, Exhibit I. In addition, glassware rental must be available from Concessionaire upon request of City Facility users. The City will provide secure storage areas for limited inventory and equipment. 3. Dress Code All Staff shall be required to be in the same uniform at all times while on the premises, as approved by the Performing Arts Center Manager. Name tags are required at all times, as approved by the Performing Arts Center Manager. 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Yu�Moll# �� JE a� zw w �� d 0 CF w w 0 0 J W 0 Z 0 w W N ZQOZ 2� Z J O x0OZ ; Z Z 0 - - � Of U�00 O 2 O Z Z W U L J r OOVM0100'SNI11001210:l 'VII0N9VW 'M LW SN11103 laOA JO urO NOIIVAON311 I SNO11140V M31N33 N10ONI1 ®IIIIIIIIIIIIIIIIIIIIIIII oil IIIIIIIIII �1111111111111111m3l 6 w J F �_ 0 =w U � u a w 0 O O J LL a Z O U w W L J 4. Prices Prices charged for beverages provided by the Concessionaire must be approved by a City Facility Representative. The current Lincoln Center Bar price list must be honored for all events already contracted for the remainder of the season July 2011 — July 2012 (Exhibit E). The Concessionaire shall be required to provide ample price lists to be distributed to customers, in a format as approved by the Performing Arts Center Manager. The price list is not intended as a guide for the concessionaire's list, only as a temporary price list for the convenience of Lincoln Center customers. 5. Reporting and Payment The Concessionaire will maintain daily sales records, itemized by type of beverage and payment, in an electronic format. The Concessionaire will give the Performing Arts Center Manager a written report every two (2) weeks. The Concessionaire will pay the Lincoln Center monthly the commission as agreed to in the contract, by the fifth day of each month. The Concessionaire will give the Performing Arts Center Manager an annual sales report, by January 31s` of each year of the agreement, detailing sales by private events and by area (First Level Main Lobby, Mini Theater Lobby, and Second Level Lobby). Failure to pay charges or provide monthly reports may result in termination of the Concession Agreement. 6. Private Events The Lincoln Center Event Coordinator will coordinate the service requests for private events at the Lincoln Center between the customers and the Concessionaire. The Concessionaire will prepare the contracts based on information from the Event Coordinator. The Concessionaire is required to submit to the Lincoln Center an itemized invoice no less than one (1) business day after each private event. Lincoln Center will receive deposits and invoice payments from the customers. The Lincoln Center will prepare a monthly report and pay the Concessionaire on the first and fifteenth of each month. 7. Utilities, Maintenance and Janitorial Duties 7.1 Utilities. The City shall pay all charges for water, storm water, sewer, gas, trash collection, recycling, basic facility security system, natural gas and electric services to the Concession Space. 7.2 Maintenance and Repair. The City shall maintain and repair the Concession Space and City equipment and fixtures. Concessionaire shall submit all requests for repairs or maintenance to the City Representative. 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E1S 3�IGGI ltI5s5�tF Y�Fi1��e99i F�4�Ii9a i �P @•3 ��e3 � ?i ta�l�i 3ii ��" Y1 1�v2 7�a 4�l9 j� 1 . S. & � 31 °�d F Y e.. @@jE i dF-app 3 NI EF i iiip ,� yya @4 4FI � � 1� p pg 4°'93eF`a 1F�li iI jIF �� EfEFde ��i�H�� �3� F� I 3 al5 9E' °q���ill ! 3�S38�e��� ag°�i�e��g��� ��e9': asra.a,a � �48$S4i�Flq \7 LL - � LL1cr, o ' Q p . O 1 O O O w J O J LL Z O w rn L I 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 Lincoln Center including the parking lot, all grounds, and terrace. Selected Concessionaire MUST have submitted complete application for Liquor License to the City Clerk's office within one (1) week after execution date of agreement. 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. D. Concession Fee The Concessionaire shall pay annually, as rental to the City, either _ of gross revenues from the concession operation OR a fixed dollar annual amount. 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 and contact information for 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 ninety (90) days after the day of submittal. G. Miscellaneous RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 6 of 42 7.3 Cleaning and Janitorial. The Concessionaire shall keep the Concession Space/Area and its fixtures clean and in good sanitary condition as required by the ordinances, resolutions, statutes and health, sanitary and police regulations of the City of Fort Collins, County of Larimer and State of Colorado. 7.4 Trash. The Concessionaire is responsible for the ongoing cleanliness of the Concession Space/Area in order to provide a clean and orderly appearance for patrons, including but not limited to, removal of all drink containers including bottles and cups, and proper disposal into recycling or composting bins in the designated garbage collection area, and removing trash accumulations to designated trash containers. 8. Equipment In addition to the Concession Space, the City shall provide the following 8.1 Equipment as listed on Exhibit F, attached hereto and made a part hereof; 8.2 Lighting fixtures for general area illumination; and 8.3 Heat and air conditioning. 8.4 The Concessionaire shall provide and pay for all telephones, cash registers, POS System, credit card machines, and expanded security systems. 9. Advertising Any advertising by the concessionaire at the City Facility at any time requires the written permission of the Performing Arts Center Manager. 10. Service Start Dates (Approx.) Lincoln Center: July 15, 2011 11. Hours The Concession area(s) and portable bar units must be fully staffed and operational during all scheduled events as required by the Performing Arts Center Manager and/or Event Coordinator. 12. Estimated Revenue The estimated combined annual gross revenue for the concession operations is $250,000 C. 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 RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 5 of 42 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 in 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 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 RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 7 of 42 Overall Performance Would you hire this firmagain? Timetable Did the vendor meet promised schedules Completeness Has the company been responsive to client needs? Has the company anticipatedproblems? 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? RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 8 of 42 Exhibit A 7242 CONCESSION — EVENT BEVERAGE SERVICES LINCOLN CENTER QUALIFICATION STATEMENT FORM Experience Provide concession operating experience for yourself and your staff. 2. Financial Provide information on your financial ability to operate this concession. 3. Products List the products you intend to serve along with proposed prices. 4. Other Information 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 in proposal. 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", explain in proposal your intended management arrangement. 5. References List references for entities which you have provided similar services within the last two (2) years. RFP 7242 Concession -Event Beverage Services - Lincoln Center Page 9 of 42