Request for Proposal (RFP) - pleasantprairiewi.gov · 1 Request for Proposal (RFP) The Village of Pleasant Prairie is requesting proposals for Food and Beverage Concessions at Pleasant

1

Request for Proposal (RFP)

The Village of Pleasant Prairie is requesting proposals for Food and Beverage Concessions at Pleasant Prairie RecPlex and

Select Village Parks

Disclaimers

This document is the proprietary and exclusive property of the Village of Pleasant Prairie (“Village”) except as otherwise indicated. No part of this document, in whole or in part, may be reproduced, stored, transmitted, or used for design purposes without the prior written permission of the Village.

The information contained in this document is subject to change without notice and is for information purposes only. All proposals submitted must be guaranteed for not less than 120 days.

The Village reserves the right to cancel this request for food and beverage concessions at any time, to elect not to award the work listed, to reject any or all of the responses, to waive any informality or irregularity in any response received, and is the sole judge of the merits of the respective response received. While the Village intends to award all services in this RFP to one Vendor, the Village also reserves the right to contract any portion of these services separately.

Send any inquiries concerning this proposal to:

Send inquiries via email to [email protected]. Inquiries must be received at least 3 working days before the closing date for the receipt of proposals.

Name: Craig Anderson, Director of Recreation, RecPlex

Address: 9900 Terwall Terrace

City, State: Pleasant Prairie, WI 53158

Tel: 262-947-0437

Fax: 262-947-8204

Email: [email protected]

2

PROPOSAL ANNOUNCEMENT The Village is requesting interested Vendors to submit proposals for the operation of all or part of the concession services (“Vendor” or “Vendors”) at several locations within RecPlex and Village of Pleasant Prairie Parks for a three (3) year period from award of agreement. Concession services at designated special events will also be provided by the Vendor(s) selected. First consideration will be given to interested parties that submit a bundled proposal for all locations. However, proposals may be submitted for individual locations. Interested parties must complete the application in its entirety and should attach additional supporting information if necessary. All proposals must be submitted to Attn: Craig Anderson, RecPlex, 9900 Terwall Terrace, Pleasant Prairie, WI, 53158, no later than 4:00 p.m. Friday, July 7, 2017. It is the intent of the Village to have an agreement with the successful vendor(s) by July 28, 2017, with final approval by the Village Board on August 7, 2017 (current agreement expires August 31, 2017). It is expected that concession and vending services will begin no later than September 18, 2017.

RFP SELECTION PROCESS SCHEDULE The Village’s proposed schedule for review of the RFP Submittals and final selection of the Vendor(s) is as follows (all dates are 2017):

June 15 - Pre submittal Meeting

July 7 - RFP Submittal Dateline: 4:00 p.m.

July 10-14 - Evaluation Panel reviews and scores RFP Submittals

July 17-21 - Oral interviews – If needed

July 28 - Contract awards

August 7 - Board vote September 1-17 -Transition

September 18 -Vendor start

Pre-submittal Meeting There will be a pre-submittal meeting for all prospective Vendors. This meeting is scheduled for 2:00 p.m. on June 15, 2017. We anticipate visiting each of the concession areas during this meeting. Please contact Craig Anderson, Director of Recreation, at [email protected] or 262-925-0437, if you cannot attend the meeting and would like to make alternative arrangements.

3

INTRODUCTION AND GENERAL DESCRIPTION

The RecPlex is the largest municipal recreation facility in the United States and is located within Prairie Springs Park on Hwy 165 (1.5 miles east of I-94) in Pleasant Prairie, Wisconsin. RecPlex is considered the center for recreation and leisure activities for the community and the southeastern Wisconsin – Northern Illinois region. This impressive $32 million recreation and fitness complex includes a Field House, Fitness Center, Water Park, Aqua Arena with Olympic size pool, and an Ice Arena with two NHL-size rinks that overlooks picturesque Lake Andrea, a 110 acre spring fed lake. The facility and the park boast over 1.5 million visitors annually. The Village of Pleasant Prairie intends to award a contract(s) for a vendor(s) to provide concessions at the RecPlex and select surrounding parks. Vending The RecPlex/Village will supply and manage all vending machines for public consumption. Beverage Contract The RecPlex/Village has a contracted beverage supplier. All beverages sold and served must be purchased through the Village account. All beverages sold must be approved by the RecPlex/Village. Special Events (Various Locations) The Village hosts many annual events that will provide an opportunity for significant revenue for the Village's concessions Vendor(s). Off-Premises Private Catering/Take-out Selected Vendors are permitted and encouraged to use the Village facilities for providing offsite catering services to private clientele provided sales are accounted for and attributed to the Village site and this does not interfere with providing excellent service to RecPlex/Village consumers.

GENERAL CONDITIONS

VILLAGE EQUIPMENT The equipment provided at each location by the Village is listed in Exhibit B. The Vendor will need to pay for repairs or purchase new equipment should failure occur any time during the contract. The Vendor is allowed to install new or supplemental equipment and remove the same equipment upon expiration of the agreement. Any equipment that is to be added must first be approved by the Village and any additional cost associated with the added equipment must be paid for by the food service Vendor. Any alterations to Village owned equipment or space must be at the agreement of the Village. Any known equipment and/or interior modifications/upgrades in LA Grill/Splash Bar, is to be included in RFP submittal. The Village’s Information Technology team will provide technical support during the setup and configuration of Point-of-Sale terminals and any other technology devices requiring access to

4

the Internet. RecPlex has a public facing connection to the Internet with basic firewall and web filter protection in place. Free public wireless is also available. The Village accepts no responsibility or liability for the security of the public facing connection to the Internet. Any device(s) connected to said interface must be secured using the devices security protocols.

MAINTENANCE REQUIREMENTS The Village will be responsible for all exterior and structural systems maintenance for each facility where concessions are provided. The Vendor will be responsible for maintaining and cleaning all concession areas and designated eating areas including concession storage areas, to the satisfaction of Village management. HOURS OF OPERATION The Village will establish minimum hours of service for each operational area, based on business volume and customer service needs. The Vendor shall keep these minimum hours, unless prior arrangements are made with an appointed designee for each service area. These hours may vary seasonally, but must be agreed upon between the successful Vendor and each area's Village designee. An event/activity schedule will be available to concession staff one (1) week in advance of event/activity to adjust hours as necessary. Any variance in hours must be approved by the RecPlex staff designee and posted in a professional manner. During regular operations, a Village staff member will be on duty to assist patrons and unlock/lock the facility in coordination with Vendor staff. During weekend or evening events, the Vendor will be responsible for facility supervision and securing the building at the conclusion of the event. The Village shall issue keys for the Food Service Facilities to the Vendor and Food/Beverage Manager only. The Vendor manager shall be solely responsible for entrusting these keys to their key personnel for locking and securing the Food Service Facilities at all locations. MENUS AND SIGNAGE The Village understands that menu selections and pricing are a core business component of the concessions business, and the chosen Vendor will have the right and responsibility to set menu selections and pricing that serve the needs of the patrons at each facility. Current menus and pricing information is available upon request. Vendor must clearly display all food prices. Signage shall be professionally done, be aesthetically pleasing and in good taste. Handwritten notes for menu items or pricing will not be considered acceptable. All signage and menu costs are the responsibility of the Vendor. Vendor has exclusivity on all naming and branding rights, with Village approval. Exterior signage opportunities may be available to the Vendor(s). The Village retains the right to approve all signage and sign location prior to installation. The Village reserves the right to review and make reasonable changes to the menus and pricing for each location. Vendor must clearly display its company name and logo at each location to distinguish itself from the Village.

5

AVAILABLE SITES/LOCATIONS

RecPlex o Splash Bar Concessions (RecPlex Main Lobby) - Existing Space

Approx. 600 Sq. ft. incl. storage o Skate Bar Concessions (Ice arena main lobby currently known as LA Grill) -Existing Space

Approx. 750 Sq. ft. incl. storage o Special Events-5-10 per year—

Mobile (temporary stands) bidder provides o Aqua Arena Concessions-Existing Space-Some modifications may be necessary

Approx. 750 Sq. ft. incl. storage o RecPlex day camp/school lunches

Prairie Springs Park o North Ballfield Concessions-

Mobile (temporary stands) bidder provides o South Ballfield Concessions

Approx. 150 Sq. ft. incl. storage o Special Events

Mobile (temporary stands) bidder provides o Utilities Available

Pleasant Prairie Park o Space or site available for proposal: No permanent concessions facilities

available. All concessions must be mobile. o Utilities available: Power and water available; no hot water.

PAYMENT TERMS The Village prefers a minimum flat monthly rate plus percentage of sales; however the Village will consider other payment options. PROFESSIONAL AND LEGAL REQUIREMENTS The Vendor will be expected to conduct their business with a high degree of professionalism and in character appropriate to serve facility clientele. Most importantly, any outsourcing Vendor is required to maintain similar philosophies to the Village's mission, vision, and guiding principles along with the understanding that the food service operation must function first and foremost for members/guests of the facility/event(s). The Village expects Vendor staff to be in uniform and wearing a nametag. Vendor's staff shall appear clean, neat, orderly and otherwise appropriate for the services being provided. Regular cleaning of the food service areas and the patron eating areas shall be completed by the Vendor. This would include, but is not limited to, daily cleaning after closing, and periodic cleaning during periods of high use. Village staff will conduct periodic inspections to ensure

6

that each food service space is meeting all Village sanitation codes. Federal, state and local laws, rules, regulations and requirements are required to be met regarding sanitation, business licensing, safety, employment, and any other legal requirement necessary for the Vendor to provide concession services to the Village as provided in this RFP. Vendors are responsible for obtaining and maintaining all necessary licenses and permits, at its sole cost and expense, during the terms of its services with the Village. NOTICE

The Village is pursuing possible retail/restaurant locations along Terwall Terrace in proximity to RecPlex.

MISCELLANEOUS VENDOR REQUIREMENTS

Vendor must maintain enough stocked food, beverages and accessories to serve the public need at each location.

Vendor is responsible for providing/use of charcoal/gas grill with its location to be determined by Village.

Vendor will be responsible for the proper disposal of all concession-related refuse and recycling into containers provided by the Village. Boxes must be broken down and placed in the appropriate containers. The garbage and recycling areas must be kept clean.

Vendor and Village will work cooperatively to resolve any scheduling conflicts and if there is any unusual occasion when resolution cannot occur, Village events will have priority.

Gross sales reports generated through a Point of Sale system for each location must be provided monthly to the Village.

Audited annual Financial Statements must be provided annually to the Village.

Selected Vendor must comply with the insurance requirement as described in Exhibit A. EXECUTION OF CONCESSION AGREEMENT Upon selection of the Vendor(s), a final Concession Agreement will be negotiated and executed between the selected Vendor(s) and the Village. EVALUATION OF PROPOSALS The submitted proposals will be evaluated based on the following: completeness and accuracy of application, Vendor qualifications, Vendor experience, Vendor quality, interviews with Vendor and key staff, references from previous and current company clients and interview.

7

CONSIDERATIONS

The Village will be assessing each submission with respect to the financial proposal and how advantageous the potential revenues will be to the Village.

Financial soundness and stability of the Vendor.

Quality of menu and food preparation expertise in meeting Village standards.

Ability to provide all requested services in a timely fashion.

Understanding of the nature and scope of services being requested by the Village.

Ability to provide effective concession management and operational (sales, patron usage, etc.) status reporting to the Village.

Performance on previous similar license agreements or concessions, if available. The Vendor shall furnish a description of three (3) similar agreements, complete with contact person name, contact phone number and email address dates of project and duration of project.

Qualifications and experience of the Vendor and its staff. INTERVIEW Qualified Vendors and key staff and representatives from prior clients may, at the Village's option, be asked to participate in an interview to fully discuss how their approach to this project satisfies the evaluation criteria set forth above. SELECTION OF A FOOD AND CONCESSIONS VENDOR The Village will select the Vendor best qualified to provide the desired food and beverage services in a manner most advantageous to the Village from a financial as well as customer service perspective.

8

CONCESSION & VENDING SERVICES APPLICATION

Company Name ___________________________________________________

Mailing Address _________________________________________________

Phone # (__) __-___Ext. Email ___________________________

Contact Person _______________________ Title _______________________

Submission of Written Proposals:

Each respondent must submit an original and two copies of its RFP submission answers to all

the questions below to:

Craig Anderson

Director of Recreation

RecPlex

9900 Terwall Terrace

Pleasant Prairie, WI 53158

Answers must be provided with supporting information as necessary.

1. Please describe your organization (Corporation, LLC, sole proprietor, etc.):._________

______________________________________________________________________________

______________________________________________________________________________

2. Provide information on other locations your organization currently operates or has operated

within the last three years. Please include the name of the specific contact of the company your

organization worked with and a phone number for each

locaton________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

_____________________________________________________________________________

3. Identify the person in your organization that will be directly responsible for operating the

specified concession services.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

4. Does this person currently hold a sanitation license? Please note you will be required to meet

all the necessary local and state statutes pertaining to sanitation of food service facilities, as well

as business licensing. YES___ NO___

9

5. Have you or any other principal in your organization been involved in a legal dispute related

to your business operations? YES___NO___ If yes, please describe the outcome of any legal

proceedings or indicate if proceedings are ongoing.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

7. If selected, can you meet a deadline of September 18, 2017 (or sooner) for start of services?

YES__ NO__ If not, please propose an alternate date: _____________

8. Provide a complete menu of proposed beverages and food items along with a suggested sales

price for each item, for each location. This menu will be used by the Village as a component of

the decision making process. Changes in the menu for good cause will be allowed at the sole

discretion of the Village.

10. In general, what hours do you propose staffing Village facilities?

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

11. All proposals must separate the expected monthly fee to the Village defined by each

concession location. It is the goal of the Village to enter into a three-year agreement with the

chosen Vendor. Proposals will be evaluated on the expected net income to the Village, as well as

the firms overall qualifications and track record.

Location Monthly Fee Commission Commission Commission

Splash Bar __________ Year 1 _____ Year 2 _____ Year 3 _____

Ice Arena __________ Year 1 _____ Year 2 _____ Year 3 _____

Beach & Ballfields __________ Year 1 _____ Year 2 _____ Year 3 _____

Other (list) __________ Year 1 _____ Year 2 _____ Year 3 _____

12. Please provide any other relevant information that you think will help your RFP review;

equipment updates/remodeling/etc. (separately).

10

References

Please provide a description of and contact information from previous/similar projects:

1. Company/Agency Name: ______________________________________________

Contact Information: ___________________________________

Dates & Description of Services provided: _______________________

2. Company/Agency Name: ______________________________________________

Contact Information: ___________________________

Dates & Description of Services provided: ____________________________

3. Company/Agency Name: _____________________________________________

Contact Information: ___________________________________

Date & Description of Services provided: _______________________

Submitted by: ______________________________Title__________________________

Print Name: _______________________________________

Date: ___/____/_____

EXHIBIT A-INSURANCE REQUIREMENTS

Vendor shall obtain insurance of the types and in the amounts listed below. The successful respondent shall carry the following insurance coverage in amounts not less than indicated below. The Village shall also be named as an additional insured.

Worker’s Compensation – Statutory limits. Employer’s Liability - $2,000,000.

Commercial General Liability – on an occurrence basis for bodily injury, property damage and personal injury as provided by the standard commercial general liability policy. A combined limit of $2,000,000 is required.

An Errors and Omission / Professional Liability Policy – on an occurrence basis for claims and liability associated with errors or incompetence. A combined single limit of $2,000,000 is required.

Comprehensive Automobile Liability – for bodily injury and property damage arising out of owner, non-owner, and hired vehicles. A combined single limit of $2,000,000 is required.

11

EXHIBIT B-Equipment list-verified after contract is given

Location Type of Equipment Owner

Front lobby concessions storeroom Chest Freezer Dippin’ Dots

Front lobby concessions storeroom Stand-Up Freezer Village

Front lobby concessions storeroom Stand-Up Freezer Village

Front lobby concessions storeroom Stand-Up Freezer Village

Front lobby concessions storeroom Rolling Single-Door Pepsi Cooler (Aquafina Decal) Pepsi

Front lobby concessions storeroom Double Door White Cooler with Sliding Glass Doors Pepsi

Front lobby concessions storeroom /Beach during beach season Rolling Dippin' Dots Freezer Dippin’ Dots

Front lobby concessions storeroom /Beach during beach season

Small Black Pretzel Warmer with Large Plastic Pretzel on Top J&J

Front lobby concessions storeroom /Beach during beach season Small Black & Silver Microwave Village

Front lobby concessions storeroom /Beach during beach season Pizza Warmer Village

Hall Ice Maker Village

Hall Chest Freezer Dippin’ Dots

Hall Stand-Up Freezer Village

Hall Pepsi Double-Sliding Door Cooler Pepsi

Hall Metal Double-Door Cooler Village

12

Hall Nesco Roaster Village

Front Desk/ Guest Services Desk Pepsi Cooler Countertop Model Pepsi

Iceplex Desk/ Pro-shop Pepsi Cooler Countertop Model Pepsi

Fitness Desk Single-Door Small Stationary Pepsi Cooler Pepsi

Aqua Pretzel Warmer Metal Large Unit J&J

Aqua Popcorn Machine Small Silver Village

Aqua Microwave Silver Village

Aqua Large Double-Door Pepsi Cooler Pepsi

Aqua Large Double-Door Pepsi Cooler Pepsi

Aqua Fountain Machine Pepsi

Aqua Storage Closet/ Beach during beach season Small Hot Dog Roller Village

Aqua Storage Closet Large Silver Microwave Village

Aqua Storage Closet Stand-Up freezer Village

Iceplex Storage Closet Single-Door Rolling Pepsi Cooler (Lifewater decal) Pepsi

Iceplex Storage Closet Rolling Dippin' Dots Push Cart Dippin’ Dots

Pump Room Cheese Machine Black Village

Pump Room Cheese Machine Black Village

Pump Room Cheese Machine White Village

Pump Room Percolator Village

13

Pump Room Percolator Village

Pump Room Percolator Village

Pump Room Hot Dog/Bun Steamer Village

Pump Room Triple-Bay Warmer Village

Pump Room Popcorn Machine Red Village

Pump Room Cookie Oven Village

Pump Room Coffee Brewer/Pot Gordons

Pump Room Small Pizza Oven Village

Pump Room Pretzel Warmer Black Plastic J&J

Pump Room Large Coffee Maker (Reinhart) Reinhart

Stand RediHEAT Bag Village

Stand Small Chest Freezer Village

Stand Cappuccino Machine Reinhart

Stand Polar Shock Machine Pepsi

Stand Smoothie Machine Badger Popcorn

Stand Ice Cream Machine Village

Stand Fountain Machine Pepsi

Stand Coffee Machine Gordon

Stand Large Single-Door Cooler Pepsi (Lifewater Decal) Pepsi

14

Stand Popcorn Machine Large Metal Village

Stand Cheese Machine Village

Stand Pretzel Warmer Metal Large Unit J&J

Stand Pizza Warmer Village

Stand Microwave Silver Village

Stand Microwave White Village

Stand Reach-In Freezer with Sliding Black and Glass Doors On Top Village

Stand Reach-In Freezer with Sliding White and Glass Doors On Top Dippin’ Dots

Stand Cookie Oven Village

Stand Hot Dog Roller Large Village

Stand Cheese Machine Village

Stand Toaster Village

Stand Soup Warmer Village

Stand Pizza Oven Large Village

Stand Pizza Oven/Warmer Combo Village

Stand Prep Table Small Village

Stand Prep Table Large Village

Beach Small Metal Refrigerator??? Village

Beach Ice Maker Village

15

Beach Pepsi Soda Fountain Pepsi

Ice 2-Basket Fryer Village

Ice Prep Cooler/Table Village

Ice Stand-Up Cooler Village

Ice Popcorn Machine Village

Ice Ansul System Village

Ice Grill/Skillet Village

Ice Refrigerated Drawers Village

Ice Walk-In Freezer Village

Ice Double-Door Refrigerator Village

Ice Beverage Dispenser Pepsi

Ice Coffee Machine Reinhart