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

limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the contractor and other persons employed or utilized by the contractor in the performance of this agreement. NOTE: The County reserves the right to make such investigation and solicit additional information or submittals as it deems necessary to determine the ability of any proposer to perform the services described herein. SECTION 3: SELECTION SELECTION CRITERIA: The following criteria are to be utilized in the evaluation of qualifications for development of the short list of those to be considered for interviews and/or potential negotiations: a. Fixed pricing and costs. b. Demonstrated experience and expertise in the food and beverage industry. c. Demonstrated ability to develop and implement operational protocol for comprehensive preparation and delivery of food and beverage services. Page 8 d. Demonstrated ability to develop and implement food and kitchen safety procedures. e. Management and supervisory experience. f. Demonstrated experience in the development and implementation of any training program and attached documentation. g. Any past filed complaints, grievances or food and beverage violations. h. Any past safety violations. The statements of qualification/proposal will be reviewed by a review and selection committee appointed by the Board. The committee will select those firms deemed to be most responsive and may hear presentations by those firms. Once a firm is selected by the Board, the County and the firm shall negotiate the terms of a contract. SECTION 4: SCOPE OF SERVICES The scope of services shall include, but are not limited to, provisions of staff, product, menu variety, preparation, service and clean-up of food preparation, service and serving venue areas. This service shall be provided with the majority of the preparation using the existing kitchen facility. The automatic vending will be operated by the County and will be excluded from this contract. PERMITS AND CERTIFICATIONS: The contractor shall obtain, at its own expense, all licenses, permits and certifications necessary to provide the services described in this RFP. ECCC RESPONSIBILITIES: Provide the kitchen space and food preparation, serving and clean up equipment. Act as a conduit with the client base, providing food and beverage information, contracts, contact information and operational scheduling, along with arranging client and contractor meetings as necessary. Responsible to pay for electricity, gas and water. REPONSIBLITIES OF CONCESSIONAIRE: Concessionaire shall be responsible for all aspects of the food service operation, including, but not limited to, the following: Upon award of the contract, concessionaire shall assign a qualified representative to answer questions relating to the food service operation from prospective users of ECCC. Receiving all food, merchandise, supplies, and food equipment at ECCC food receiving area, and then moving these items to kitchen and storage in ECCC. Moving supplies and equipment from storerooms in ECCC to areas where such supplies and equipment are required for food and beverage preparation and service functions. The loading dock will be shared by concessionaire, ECCC and any other entity with prior approval of the Page 9 County. Deliveries must be scheduled so that the activity will not be in conflict with any move-in or move-out of any event. Certain light hand deliveries may be made at the back of ECCC, using the employee entrance. Unless otherwise directed by the County, the covering and draping of tables, placing of decorations (i.e., flags, balloons, drapes, flowers, table stands with numbers, etc.) on tables, cleaning and removing of all service ware and table cloths and draping at the completion of the function in areas where food service functions are held. It is specifically understood and agreed that the County shall be responsible for the setup and tear-down of all tables and chairs except those used for break service and those specifically required by concessionaire for serving and staging. Delivering and dispensing all food, beverage, supplies, and other articles for portable concession stands and portable bars and portable carts. Concessionaire shall be responsible for scheduling semi-annual inspections by the Board of Health as required. Copies of the inspections shall be forwarded to the County for review. Concessionaire further agrees to operate within the framework of ECCC event schedule. ECCC agrees, when possible, to build reasonable time periods into the event schedule for set-up and removal of concessionaire’s equipment. However, if necessary, concessionaire shall provide adequate staff to perform required set-up and removal to accommodate ECCC schedule. Concessionaire is responsible for the development and execution of an acceptable Sales & Marketing Program for the catering and concessions services at ECCC. All advertising and promotional materials require prior approval of the County before it is printed, published, or broadcast. Concessionaire shall comply with all OSHA and ADA requirements. STAFFING: Concessionaire shall provide services and represent the County in a professional manner. If at any time the County determines that the Food & Beverage Manager is unsatisfactory, concessionaire shall within thirty (30) days replace him/her with one who is satisfactory to the County. ECCC shall not be liable to concessionaire if any Food & Beverage Manager’s contract with concessionaire is breached, modified and/or terminated. Concessionaire is required to have its next senior level of management to the Food & Beverage Manager visit ECCC a minimum of once every other month (6 times a year). TRAINING AND SUPERVISION: Concessionaire shall train and closely supervise all its employees so that they are aware of and habitually practice the high standards of cleanliness, courtesy and service required. The concessionaire shall have a fully comprehensive food, beverage and kitchen operation safety plan, with validated employee training procedures. SERVING OF ALCOHOL BEVERAGES: Concessionaire shall manage and maintain all liquor operations and licenses at the ECCC. The County shall have the sole right to determine at which events alcoholic beverages may be sold. Concessionaire shall at all times exercise total independent, prudent, reasonable judgment in the serving of alcoholic beverages. Page 10 Concessionaire shall use only qualified and supervised personnel with training and experience in the sale of alcoholic beverages. The decision to refuse service of alcoholic beverages to any individual shall be the sole responsibility of concessionaire. Concessionaire shall be required to have all staff including management, involved in the service of alcoholic beverages, to complete an Alcohol Awareness Training Program that has been approved by the State of Florida. ATTIRE: All employees of concessionaire shall be neatly attired in uniforms that clearly and properly identify concessionaire. The design of such uniforms shall be subject to prior approval of the County. All employees of concessionaire are required to wear a name identification tag at all times while at ECCC. Concessionaire’s management personnel shall be neatly attired in normal business attire at all times. ACCESS TO ECCC: All employees of concessionaire shall enter and leave ECCC via the entrance(s) so designated by the General Manager. Only those employees actually working shall be permitted in ECCC without charge. At no time shall concessionaire permit the free entrance of any person not an employee for such event or events, and no surplus of employees will be permitted for any event. UNPERMITTED CONDUCT: Alcohol consumption and/or use of narcotic substances by employees of concessionaire will not be tolerated, and infractions will cause immediate removal from ECCC. The County reserves the right at all times to require any employee of concessionaire to immediately leave the premises. DISCRIMINATION: Concessionaire shall not prescribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age, sex, or which is in violation of applicable laws concerning the employment of individuals with disabilities. SUBCONTRACTORS: The use of subcontractors shall require prior approval by the County. UTILITIES: Concessionaire shall pay two (2) percent of its total gross receipts to ECCC in exchange for the electricity, gas and water service provided by ECCC for concessionaire’s operation. Said payment shall be made monthly fifteen (15) days after the close of each accounting period. The telephone equipment is owned by the ECCC and will be supplied to concessionaire at no cost. The cost of local and business only long distance charges will be covered by the ECCC. Concessionaire shall develop an effective and continuous energy management and conservation program. OPERATIONS: It is expected that the proposal would consist of fixed hourly personnel costs, menus, product costs and discounts that allow the ECCC to be competitive in the current marketplace while realizing an acceptable food and beverage service revenue income. Once the fixed costs are negotiated and contracts are signed, each event will be developed separately relative to the amount of hours and necessary equipment to complete the assigned project. Page 11 The contractor shall be able to produce all ranges of morning, daytime and evening meal menus, with sufficient variety to cater to all incoming requests. The contractor shall develop and implement an operational protocol that will meet the needs of the events industry, often consisting of “fast track” service, last minute changes and continual pre-event, event and post event monitoring. The contractor shall notify ECCC staff when equipment structures or fixtures are damaged or require repair. SALES: ECCC’s patrons shall not be infringed upon by any activity of concessionaire or any of its employees or subcontractors. The activities of concessionaire shall be such as to render service to the patrons in a dignified manner; and no undue pressure, coercion or persuasion shall be used by concessionaire in an attempt to influence the patrons to use the services or products of concessionaire. All concessionaires’ sales shall be conducted and operated within the rules and regulations as promulgated by the County and shall in no way interfere with the orderly operation of any event. The sales shall only be conducted at such times from and at such locations as are designated by the County. PROGRAMMING: Programming for all events requiring the services of concessionaire shall be performed by the County. Any programming offered by concessionaire utilizing ECCC facilities may be allowed or denied in the sole discretion of the County, and if allowed will be incorporated into the official calendar of events, providing that said activities are consistent with County policies. QUALITY ASSURANCE: The contractor shall have a comprehensive quality assurance program and be able to immediately address any complaints or issues brought forth by either the ECCC client or the County. COOPERATION: Concessionaire shall not interfere