Okaloosa County BOCC — November 5, 2013 — RFP-Food and Beverage Services for ECCC — reading text

FOOD & BEVERAGE SERVICES/CATERING FOR THE EMERALD COAST CONVENTION CENTER RFP #: TDD __-__ RFP DUE: ___________, 2013 @ 4:00 P.M. THE INTENT OF THIS RFP IS TO OBTAIN PROPOSALS TO PROVIDE FOOD & BEVERAGE SERVICES/CATERING RELATED TO THE EMERALD COAST CONVENTION CENTER  REQUEST FOR PROPOSAL/QUALIFICATIONS FOR FOOD & BEVERAGE SERVICES/CATERING FOR THE EMERALD COAST CONVENTION CENTER The Okaloosa County Board of County Commissioners (“Board” or “County”), under the provisions of Section 287.055, Florida Statutes, and Board policy, requests proposals and qualifications from professional firms to provide food and beverage services/catering for the Emerald Coast Convention Center. Firms desiring consideration shall provide an unbound original and five (5) bound copies of their statement of qualifications/proposals. All proposals must be in sealed envelopes reflecting on the outside thereof “Proposal for Food & Beverage Services/Catering for the Emerald Coast Convention Center.” Copies of the RFP may be obtained from the Okaloosa County Purchasing Department; 850-689- 5960 or by downloading them from our website @ www.co.okaloosa.fl.us (Departments, Purchasing, Vendor Registration & Opportunities) which will link you to the Florida On Line Bid System (Bid Net) where our specifications will be posted). Proposals must be delivered to the Okaloosa County Purchasing Department at the address listed below no later than 4:00 p.m. (CST) _________, 2013 in order to be considered. All proposals should be addressed as follows: Okaloosa County Purchasing Department Attn: Richard Brannon 602-C North Pearl St. Crestview FL 32536 //Signed// 00/00/2013 Richard L. Brannon Date Purchasing Director Page 1  OKALOOSA COUNTY EMERALD COAST CONVENTION CENTER FOOD & BEVERAGE SERVICES/CATERING REQUEST FOR PROPOSALS SECTION 1: INFORMATION TO PROPOSERS REQUEST: This document is a Request for Proposals (RFP) from organizations that possess the experience, expertise and proven record of quality food and beverage services preparation and presentation, inclusive of comprehensive safety policies and excellent record of food and kitchen safety. The terms “proposer,” “contractor,” “respondent,” “concessionaire,” and “firm” are used herein interchangeably to mean any individual or entity which submits a proposal in response to this RFP. BACKGROUND: The Emerald Coast Convention Center (ECCC) is a facility administered by the Okaloosa County Tourist Development Department (TDD) under the direction of the Board. The ECCC will be producing and hosting conventions, trade shows, entertainment events, regional sporting events, association events and civic functions on a year-round basis. Providing exceptional food and beverage services will play a vital role in the success of these events. The ECCC houses a 6,000 sq. ft. kitchen with food production capabilities of 1,500 simultaneous sit down meals, with full infrastructure in place for expansion of capabilities. Main ballroom capacity for banquet style seating is 1,742 people. PROPOSAL INFORMATION: Copies of the RFP may be obtained from the Okaloosa County Purchasing Department; 850-689-5960 or by downloading them from our website @ www.co.okaloosa.fl.us (Departments, Purchasing, Vendor Registration & Opportunities) which will link you to the Florida On Line Bid System (Bid Net) where our specifications will be posted). PROPOSAL SUBMITTALS: Firms desiring consideration shall provide an unbound original and five (5) bound copies of their statement of qualifications/proposals. All proposals must be in sealed envelopes reflecting on the outside thereof “Proposal for Food & Beverage Services/Catering for the Emerald Coast Convention Center.” Upon submission, all proposals become the property of the County which has the right to use any or all ideas presented in any proposal submitted in response to this RFP whether or not the proposal is accepted. TIME AND DATE DUE: Proposals must be delivered to the Okaloosa County Purchasing Department at the address listed below no later than 4:00 p.m. (CST) _________, 2013 in order to be considered. All proposals should be addressed as follows: Okaloosa County Purchasing Department Attn: Richard Brannon 602-C North Pearl St. Crestview FL 32536 Page 2 PROPOSAL OPENING: Proposal Opening shall be public on the date and time specified on the proposal form. It is the proposer’s responsibility to assure that its proposal is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are NOT ACCEPTABLE. Note: Crestview, Florida is “not a next day guaranteed delivery location” by delivery services. NO PROPOSAL INFORMATION: If not submitting a proposal, respond by returning this proposal, marking it “NO PROPOSAL” and explain the reason. Repeated failure to quote without sufficient justification shall be cause for removal of the supplier’s name from the proposal mailing list. Note: To qualify as a respondent, proposer must submit a “No Bid” and it must be received no later than the stated proposal opening date and hour. QUESTIONS & ADDENDA: Proposers shall examine all RFP documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the RFP shall be directed to Richard Brannon, Okaloosa County Purchasing Department, 850-689-5960. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all proposers. The County shall not be held responsible for oral interpretations given by any County employee, representative or agent. PROPOSAL EXPENSES: All expenses for making proposals to the County shall be borne by the Proposer. PUBLIC DISCLOSURE: Proposals are subject to Public Records inspection thirty (30) days after the proposal opening or if an award is made earlier than this time as provided by Section 119.071(1)(b), F.S. No review of the proposal documents shall be conducted at the public opening of the proposals. The County will make public at the opening, the names of the business entities that submitted a proposal and any amount presented without any verification of the mathematics or completion of the proposal. ERRORS OR OMISSIONS: Once a proposal is submitted, the County shall not accept any request by a proposer to correct errors or omissions in the proposal. RIGHT TO WAIVE AND REJECT: A. The Board, in its absolute discretion, may reject any proposal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. B. There is no obligation on the part of the County to award the proposal to the lowest proposer, and the County reserves the right to award the proposal to proposer submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa county, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final. C. The Board reserves the right to waive any informalities or reject any and all proposals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this Page 3  proposal and to accept the proposal that in its judgment will best serve the interest of the County. D. The Board specifically reserves the right to reject any conditional proposal and will normally reject those which made it impossible to determine the true amount of the proposal. DISQUALIFICATION OF PROPOSERS: Any of the following reasons may be considered as sufficient for the disqualification of a proposer and the rejection of its proposal(s): A. More than one proposal for the same work from an individual, firm or corporation under the same or different name. B. Evidence that the proposer has a financial interest in the firm of another proposer for the same work. C. Evidence of collusion among proposers. Participants in such collusion will receive no recognition as proposers for any future work of the County until such time the participant has been reinstated as a qualified proposer. D. Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded. E. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. F. Default under previous contract. G. The Board, in its absolute discretion, may reject any proposal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. LOCAL PREFERENCE: Okaloosa County reserves the right to grant a preference to in- county proposers only when proposals are received from firms located in states, counties, municipalities or other political subdivisions which offer preference to proposers located in such jurisdictions. The amount of preference given to local proposers will be the same as that given by the state, county, municipality or other political subdivisions in which a proposer is located. If the jurisdiction in which a proposer is located offers a preference to its local firms, that proposer must plainly state the extent of such preference to include the amount and type of preference offered. Any proposer failing to indicate such preference will be removed from the County proposal list and any and all proposals from that firm will be rejected. Note: The certification form is enclosed and is made a part of the proposal package. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and Page 4 may not transact business with any public entity in