HomeMy WebLinkAboutconcession_aat_2011_2012_seasonCITY OF AUBURN PARKS ARTS RECREATION REQUEST FOR PROPOSAL CATERING CONCESSION SERVICES AT AUBURN AVENUE THEATER 1 PROJECT DESCRIPTION OBJECTIVES The City desires to enter into an agreement with a single vendor to provide quality concession services within the concession area of the Auburn Avenue Theater during City sponsored programs events for the 2011 2012 Season running from September 2011 June 2012 see attached listing of performance dates 2 PROJECT REQUIREMENTS Interested parties shall submit a written statement of qualifications to the City of Auburn Parks Arts Recreation Department which should include enough information to demonstrate the approach and ability to accomplish the following tasks Provide concession services during performing art programs at the Auburn Avenue Theater from September 2011 June 2012 see schedule A for performance dates and times Provide any necessary equipment or materials to operate concession Set up stock and staff a concession operation during the performing art events Concession must be set up and ready to serve when the box office opens one hour prior to the start of the performance Provide evidence of Commercial Liability Liquor Liability and Completed Operations Insurance coverages in the amounts of 1 000 000 general aggregate and 1 000 000 per occurrence for general liability liquor liability completed operations bodily injury personal injury and property damage Name the City of Auburn as Additional Insured and Worker s Compensation as required by the State of Washington Ability to maintain adequate liquor license permits to serve beer and wine at performances at the Auburn Avenue Theater Meet all applicable City codes and Health Department regulations and permits Provide cleanup and removal of any concessionaire materials at the end of every performance Provide a listing of proposed items and price ranges for same include at least the following A Coffee Service B Beverage Service beer wine soda water C Snacks D Light meal options Detail a proposed percentage of gross revenue to be paid to the City reference number as a percentage of gross sales not to include taxes
Please provide a statement outlining how contractor will document and report revenues and expenditures If selected must provide City of Auburn with copy of Auburn business license insurance certificates liquor license and public health permits 3 PROPOSAL REQUIREMENTS Format Although there is no maximum proposal length proposals should be kept to the minimum length necessary to address the requirements of this RFP Proposals shall be on 8 X 11 size paper with pages numbered sequentially Site visitation If desired a site tour with personnel from the Auburn Avenue Theater can be arranged by calling Julie Brewer at 253 804 5042 4 PROPOSAL CONTENTS Signature Proposal shall be signed by an authorized person whose signature will bind the business or business entity Valid Period Include a statement that the proposal will remain valid for sixty 60 days from the date of submission Approach to the Project Outline how you will approach the delivery of the desired services as outlined in each of the project requirements item 2 above Qualifications Include the name of project manager and names of key personnel who may be working at the concession area include any relevant experience relevant licenses and permits relevant education or certificates and anticipated manpower allocation to the concession area Conflict of Interest Proposal shall include a statement that no conflicts of interest exist in the provision of the services Performance Schedule Proposal shall include a statement of ability to accommodate the concession area for all the performances indicated in the RFP See attachment A References Proposal should include a list of references for which the service provider has performed similar services of similar size scope and complexity This list shall include the name contact person address and phone number of each party for whom the service was provided as well as a description of and date of service provided 5 PROPOSAL AGREEMENTS The City anticipates providing to the successful proposer the following site location garbage pickup services for concession services only at the Auburn Avenue Theater utilities needed during scheduled concession times City staff responsible for monitoring of site and City staff contact and a process for resolving problems City will not assume responsibility for equipment or supplies
6 RFP SELECTION PROCESS SCHEDULE The Department s proposed schedule for review of the RFP Submittals and final selection of the concessionaire is as follows August 3 2011 RFP Available August 16 2011 RFP Submittal Dateline 5 00 PM August 17 26 2011 Evaluation Panel reviews RFP RFP interviews if needed RFP notifications to respondents September 6 2011 Concessionaire Awarded Submittal of Proposals Submissions must include 2 copies of proposal and a one electronic copy of the proposal in a PDF format on a CD in a sealed envelope clearly marked RFP for Auburn Avenue Theater 5 00 p m Tuesday August Concessions and be submitted at or before 16 2011 At the following address City of Auburn Parks Arts and Recreation th 910 9 Street SE Auburn WA 98002 Attn Julie Brewer Late faxed or e mailed proposals will not be accepted Review Proposals will be evaluated by the Arts Events staff Those deemed most qualified may be invited to an interview with staff tentatively scheduled during the month of August 2011 The evaluation that shall determine which of the service provider s are most qualified to provide the services required based upon the following criteria Total overall impression of the proposal submitted 5 points Pricing structure of food items offered 25 points Experience in the service being proposed to be offered 15 points Experience of the staff 15 points Compensation 15 points Meets all the business requirements stated 10 points References 15 points Upon completion of the review period up to 30 days the City shall notify those proposers whose proposals are being considered for further evaluation within that 30 day time frame Award A recommendation for concessionaire will be forwarded to Parks Arts Recreation Director The City reserves the right not to award a contract to reject any and all proposals to negotiate with prospective contractors and to waive informalities and irregularities in proposals received
General Conditions All materials submitted will become property of the City The City reserves the right to reject all proposals and to waive minor irregularities in any submittals The City reserves the right to request clarification of information submitted to request additional information from the service provider and to request an interview with the service provider selected by the City The City reserves the right to determine the most qualified service provider and to develop negiotiate and submit award to the selected service provider a contract for the services encompassed in the RFP The City reserves the right to award the contract to the next most qualified service provider as determinded by the City if the successful service provider does not execute a contract within thirty 30 days after notification of the award of the bid Any proposal may be withdrawn until the date and time set above for submittal of the proposal Any proposal not so timely withdrawn shall constitute an irrevocable offer for a period of ninety 90 days for the services described in the attached specification or until one or more of the proposals have been approved by the City whichever occurs first The City shall not be responsible for any costs incurred by the consultant in preparing submitting or presenting its response to this RFP The scope of services set forth in this RFP represents an outline of services which the City anticipates the successful proposer to perform and is presented for the primary purpose of allowing the City to compare proposals The precise scope of services to be incorporated into the Services Agreement shall be negotiated between the City and the successful proposer The City requests that proposer suggest changes to the scope of services as a part of the proposal in order to achieve the City s stated Project Objectives if such is found necessary The City expects to award this proposal to one concessionaire Questions may be referred to Julie Brewer Arts Events Manager at 253 804 5042 or jbrewer@auburnwa gov
EXHIBIT A 2011 2012 Performance Schedule for Concessions at Auburn Avenue Theater Set up must be completed and ready to sell when the box office opens 1 hour prior to start of performance SEPTEMBER 2011 September 16 2011 7 30 PMPerforming Arts Season Showcase OCTOBER 2011 October 7 2011 7 30 PMOctober Comedy at the Ave October 14 2011 7 30 PMThe Wizard of Oz October 15 2011 7 30 PMThe Wizard of Oz October 16 2011 2 00 PMThe Wizard of Oz October 21 2011 7 30 PMThe Wizard of Oz October 22 2011 2 00 PMThe Wizard of Oz October 22 2011 7 30 PMThe Wizard of Oz October 31 2011 7 30 PMMovie Night of The Living Dead Costume Contest NOVEMBER 2011 November 4 2011 7 30 PMSeattle International Comedy Competition Week 1 November 10 2011 7 30 PMSeattle International Comedy Competition Week 2 November 19 2011 7 30 PMTed Vigil A John Denver Tribute DECEMBER 2011 December 3 2011 6 00 PMNational Lampoon Christmas Vacation December 9 2011 7 30 PMAn Inspirational Christmas With Elvis December 11 2011 2 00 PMMen of Worth A Winters Carol JANUARY 2012 January 13 2012 7 30 PMJanuary Comedy at the Ave January 22 2012 2 00 PM Peter Pan 1924 Silent Film with Live Harp Performance January 28 2012 7 30 PMDeadwood Revival FEBRUARY 2012 February 12 2012 2 00 PM Swingin At The Sands A Sinatra Tribute February 17 2012 7 30 PMFebruary Comedy at the Ave February 25 2012 7 30 PMHorse Crazy Cowgirl Band MARCH 2012 March 3 2012 7 30 PMGlobal Heat March 9 2012 7 30 PMBuddy Holly Tour Of Stars March 10 2012 7 30 PMBuddy Holly Tour Of Stars March 16 2012 7 30 PMMarch Comedy at the Ave March 17 2012 7 30 PMSt Patricks Day Bash with Tillers Folley APRIL 2012 April 6 2012 7 30 PMJet City Improv April 7 2012 7 30 PMSavani World Quintet April 20 2012 7 30 PMApril Comedy at the Ave April 28 2012 7 30 PMThe Diamond Experience MAY 2012 May 4 2012 7 30 PMBold Grace The Voyages of the Pirate O Malley May 5 2012 7 30 PMBold Grace The Voyages of the Pirate O Malley May 11 2012 7 30 PMTwisted Flicks
May 12 2012 7 30 PMKelly Eisenhower May 18 2012 7 30 PMMay Comedy at the Ave JUNE 2012 June 1 2012 7 30 PMAuburn Community Players June 2 2012 7 30 PMAuburn Community Players June 3 2012 2 00 PMAuburn Community Players June 8 2012 7 30 PMAuburn Community Players June 9 2012 7 30 PMAuburn Community Players June 10 2012 2 00 PMAuburn Community Players June 16 2012 7 30 PMJune Comedy at the Ave