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

excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. PROTECTION OF RESIDENT WORKERS: The Board actively supports the Immigration & Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States, (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U. S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification. The contractor shall establish appropriate procedures and controls so no services or products under the contract documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirement. DISCRIMINATION: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a proposal on a contract to provide 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 award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. CONFLICT OF INTEREST DISCLOSURE FORM: The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All proposers must disclose with their proposals the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Additionally, all proposers must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the proposal, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he/she is an officer or employee of the County, disclosing his/her or spouse’s or child’s interest and the nature of the intended business. Note: The certification form is enclosed and is made a part of the proposal package. IDENTICAL TIE BIDS: Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals which are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug-free workplace program. Note: The certification form is enclosed and is made a part of the proposal package. SECURITY FOR FAITHFUL PERFORMANCE 1. Simultaneously with its delivery of the executed contract, the successful proposer shall deliver to the Board, an executed performance-payment bond in the amount of $50,000 as security for faithful performance of the contract and for payment of all persons Page 5  performing labor or furnishing materials in connection therewith, prepared on the form provided by the surety company. Performance-Payment Bond shall be issued by one and only one, Surety Company licensed to do business in the State of Florida and listed by the United States Treasury Department in the current department circular 570 and titled “Surety Companies Acceptable on Federal Bonds”. Note: A Cashier’s Check or Certified Check in the amount of $50,000 will be accepted in lieu of a Surety Bond. 2. If within ten (10) days after the acceptance of the proposal, the successful proposer shall refuse or neglect to execute the contract and to furnish the required performance- payment bond properly signed by the proposer and the surety or sureties satisfactory to the owner, the proposer shall be deemed to be in default and the owner will retain his proposal security as liquidated damages, but not as a penalty. The owner reserves the option to accept the proposal of any of the other proposers within ten (10) days from such default, in which case such acceptance shall have the same effect as to such proposer as though he were the original, successful proposer. 3. The Performance-Payment Bond, along with Certificate of Insurance and any other necessary contract documents, will be returned to the successful proposer upon satisfactory completion of the contract. Proposals will not be considered from vendors who are currently involved in official financial reorganization or bankruptcy proceedings. SECTION 2: FORM OF PROPOSAL PROPOSAL FORMAT: Proposals MUST be submitted in the following format: a. Letter of Interest – including information on the location of the firm’s office that will be the lead office for this contract, if there are multiple office locations. b. Business Credentials – provide a synopsis of the proposer’s qualifications, to include specific capabilities; also the credentials of the chief operations management team and the proposer’s top officers. c. Registration – Certificates – attach any registrations or certificates of operation that may be applicable. d. Experience and Qualifications - provide a listing of completed or on-going projects with a description of the work performed by the firm that is similar to the services described herein. e. Project Management Organization – describe the organizational structure that will be utilized to provide services under this RFP. The proposer must identify key personnel to be assigned to the projects, describe their respective areas of expertise, and provide a resume of their qualifications, education and experience. f. Specific inclusions regarding proposed catering services: Page 6 1. STAFFING PLAN: Specify the number of staff that will be dedicated to the operations at the ECCC. Ongoing staff training and professional development programs shall also be included in this section. Identify proposed minimum staffing guidelines for all front of house positions including: 1) Table Service Breakfast, 2) Table Service Lunch, 3) Table Service Dinner, 4) Buffet Breakfast, 5) Buffet Lunch, 6) Buffet Dinner, 7) Reception Served, 8) Hosted Bar, 9) Cash Bar, include both number of servers used per number of guests and number of captains per number of servers. Include a detailed explanation of all pre-employment screening and background checks performed by your firm. The successful proposer shall agree to perform full background checks on all employees, at the successful proposer’s expense, prior to assignment at the ECCC. Also include how you will ensure that any subcontractors that you are utilizing will be approved through this same process. 2. SUBCONTRACTORS: Identify any operational areas where you intend to use subcontractors. Identify the services and roles that each subcontractor would assume in providing services. 3. ECONOMIC BENEFIT: Submit a narrative explaining the direct economic benefit to be realized by Okaloosa County if it were to select your firm. For the term of this engagement, detail the revenue-maximizing activities, employment, subcontracting, and support services contracting as economic stimulus that your entity may generate that would directly benefit Okaloosa County. 4. OPERATIONS PLAN: Submit an Operations Plan describing in specific detail the strategies, policies and procedures to be used in providing the services described in this RFP. The proposer shall have the ability to simultaneously facilitate multiple contracts on the same day. Provide examples of your firm’s capabilities to support multiple and concurrent catering events. Identify the type and style of service that is being proposed to serve a banquet held in the Grand Ballroom, with an attendance of 1,600 ppl. Include any unique and creative material (menu, pricing, design, etc.). Identify and cost out the staffing required to deliver this service. Identify the type and style of service that is being proposed to serve a three (3) day trade show with an average attendance of 2,500 booths for attendees (concession) and different packages for exhibitors. 5. MENU: Provide proposed sample menus for both concessions and catered food and beverage at ECCC. Include pricing, portion size where applicable and a listing of the minimum purchasing standards your company adheres to for all major food provisions. Prices for catered functions are to be inclusive of all costs, but exclusive of service charge and sales tax. Prices for Concessions and bar items are to be inclusive of all costs and sales tax. 6. VALUE ADDED SERVICES: Describe any value added benefits that your firm can provide to the County. Use this section to describe any other cost saving measures or benefits not outlined in prior sections. Page 7  7. ACCOUNTING: A general outline of the proposer’s accounting policy and procedures and any software that would be used in the control of the food and beverage services at ECCC. 8. QUALITY CONTROL: Identify measurable quality control programs that proposer currently has in effect in similar facilities. 9. FEE: Provide a percentage commission fee to be paid to the County which shall be based on the gross receipts of all sales of services made to the County clients and exhibitors. Include an outline of all pricing, rates, and fees for all services described herein. The proposed fees paid to the County shall be all- inclusive, unless otherwise directed herein, and shall include, but not be limited to, any and all costs associated with labor, personnel, supervision, insurance and administration necessary to perform the work, and any and all of the costs necessary to perform the work in a professional and efficient manner as described in the Scope of Services. g. References – List five (5) references representative of past experience similar to the services described herein to include, at a minimum, a contact person, company name, phone # and a brief description of the project. h. Additional Information & Comments – The contents under this heading are left to the discretion of the proposer. Material must be relevant to the proposal. i. Liability & Indemnification Form – To the fullest extent permitted by law, contractor shall indemnify and hold harmless the Okaloosa County Board of County Commissioners, Okaloosa County Tourist Development Council and the Emerald Coast Convention Center, its officers and employees from liabilities, damages, losses, and costs including but not