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

with the free distribution of food, beverages or any other items of any nature whatsoever, where such distribution has been authorized by the County. Free samples may be given away by or on behalf of or with permission of any person or organization that has properly engaged ECCC for meetings, trade shows, cooking schools, exhibitions, conventions and the like at the discretion of the County. POLICIES: The County reserves the right to implement policies, rules and regulations governing the general provision of food and beverage to maintain a consistency of kind and quality of food and beverage service, compatibility of food and beverage products with the events at ECCC and other parameters of food and beverage service which shall be adhered to by concessionaire. COUNTY EVENTS: Concessionaire shall provide food and beverage service requested by the County as part of its in-house activities. The charge to the County for said services shall be at a 30% discount for all food and non-alcoholic beverages and alcoholic beverages at a 50% discount from concessionaire’s standard approved retail prices. EQUIPMENT: The County will provide the kitchen space and food preparation, serving and clean up equipment. All such equipment will remain the property of the County and must not be loaned or removed from the ECCC. No modifications or alterations may be made to this equipment without the written approval of the County. Page 12 In conjunction with the County, concessionaire shall maintain all equipment and small wares in a good repair, including maintenance or repair necessitated by ordinary use. KITCHEN AREA: The kitchen area may be leased to the Concessionaire at an agreed upon price to the County and payable monthly separate from commission check. This will allow the Concessionaire to utilize this space for their offsite catering events/activities not related to County clients or subject to any commission. MAINTENANCE OF PREMISES: Concessionaire shall be responsible for keeping clean, covered, polished and in good repair, all bars, equipment, and other facilities, either permanent or temporary, as are used by it in the performance of this agreement. Damage incurred to the property of the County as a direct result of negligence or lack of maintenance on the part of concessionaire is a non-allowable expense charged directly to concessionaire. Concessionaire shall maintain all food and beverage service facilities in a clean and sanitary condition in accordance and consistent with all applicable rules, demands and requirements of law, pertinent health and other authorities of Okaloosa County and the State of Florida and any other governmental entity having jurisdiction. The County shall engage exterminators to control vermin and pests as is necessary or required by law. Such extermination shall be supplied in all areas where food is prepared, dispensed or stored. Concessionaire shall make available to the County all areas under their direct control to enable the exterminator to carry out the said service. Concessionaire shall supply a manager to supervise the exterminator when in the areas where food is prepared, dispensed or stores. The entire area, including the floors in the seating areas when a cafeteria operation is in place and the area, within a radius of 25 ft. of each food service area, shall be kept free and clear by concessionaire from all nuisance and damage to floors, walls, windows or other property in said radius by reason of concessionaire’s operation in said areas. Concessionaire shall employ the necessary personnel before, during and after the house of any event to comply with these provisions. In the event that concessionaire does not sufficiently clean the stated areas, the County will clean the same and submit an invoice to concessionaire for services rendered as a non-allowable expense. TRASH: All food service and serving areas shall be regularly monitored by concessionaire for cleanliness and trash removal during events. All refuse and waste materials created by concessionaire’s operations in all food service areas shall be promptly disposed of after each event by concessionaire directly into a compactor designated by the County, from which it shall be removed by the County. Waste foods shall be kept in closed metal or plastic containers until removed from ECCC. Such removal shall be made promptly during and after the event to a central collection area designated by the County, from which it shall be removed by the County. Nothing contained here shall be construed to alter or affect any duty that concessionaire has or may have under applicable local, state or federal laws and regulations. PRODUCT TO BE SOLD & PRICES The concessionaire shall have the right, subject to other provisions of these specifications, to sell product of a food and beverage nature, including alcoholic beverages within the ECCC. Page 13 PRICING: Concessionaire’s rights shall extend to the food and beverage service needs of the patrons of ECCC as stated above only to the extent that concessionaire maintains availability and quality with a competitiveness to other commercial vendors. Maximization of the use of the facilities of ECCC is the goal of ECCC and all efforts shall be made by concessionaire not to discourage use of ECCC facilities by reason of concessionaire’s exorbitant pricing, unavailability of service, inferior quality or other non-competitive practices. The County reserves the right to intercede in the negotiations in those instances where the County determines that concessionaire is failing to provide competitive and representative services. If concessionaire consistently fails to perform for a particular portion of the food and beverage services then the County may obtain service from other vendors for such portion without terminating the agreement, this does not prevent the County from proceeding with notifying concessionaire that they are in default. The General Manager agrees to meet with concessionaire to review products to be sold and prices to be charged on an annual basis. Prices shall be set by mutual agreement of the County and concessionaire; and in case of conflict, the decision of the County shall control. Whenever unique economic conditions result in unusual cost increases to concessionaire, the County will consider a request by concessionaire for price changes at times other than the annual date specified above. Concessionaire shall submit a detailed written price schedule for all items it proposes to sell showing size, weight, grade, cost, and price of item along with a price comparison sheet of the local market which shall be subject to final approval of the County. All prices of all products submitted by the proposer and accepted by the County shall become part of this agreement as a basis for current and future pricing. Proposers must propose a food and beverage service that allows for competitive pricing, with service availability and capability for a 24 hour 365 days per year operation for all ECCC functions at all times to the extent convenient to the utilization of ECCC by its show managers, and patrons. Sales by concessionaire from ECCC to persons and entities off the premises of ECCC shall be subject to the consent of the County. QUALITY: Concessionaire recognizes that the quality of items sold and services performed at ECCC is a matter of highest concern and is the essence of the agreement. All food, beverages and other items sold or kept for sale at ECCC shall be of first quality, wholesome and pure and must conform in all respects to all applicable federal, state, county health statutes, ordinances and regulations. No imitation, adulterated or misbranded article shall be sold or kept for sale and all merchandise offered for sale at ECCC shall be stored and handled with due regard for sanitation, and shall conform with the quality, type, size, and weights as agreed upon and approved by the General Manager. All food products sold to individuals through various outlets shall be prepared and handled to provide fresh, high quality products. Concessionaire shall only serve fresh brewed coffee; the use of instant liquid or freeze-dried coffee will not be permitted. Written policies shall be developed and adhered to regarding shelf life of all perishable merchandise. All merchandise kept for sale shall be subject to inspection and approval or rejection by the County. Any article rejected by the County in good faith as not being first quality, wholesome and pure shall be removed from the premises and shall not be offered for resale. Concessionaire shall comply with industry standards of beer, wine, and other alcoholic beverages regarding quality, quantity, storage and handling. SELECTION OF VENDORS/SUPPLIERS: The County informs all proposers that it reserves the sole right to grant advertising and sponsorship exclusivity from time to time for food and beverage supplies consumed in ECCC. Concessionaire shall not execute any supplier contracts for supplies at ECCC. Pursuant to the said exclusivity granting rights, the County reserves the final right to specify any or all of concessionaire’s product sources of supply; provided however, concessionaire shall, in Page 14 its sole discretion, select the vendors of the supply sources and shall not be obligated to use sources of supply whose level of quality, services and/or prices are not competitive with the marketplace. It is the intent of the County to be able to receive the full benefit of the exclusive outlet rights for food and beverage products; provided, competitive levels of quality, services and/or prices are maintained. RECORDS, ACCOUNTING & AUDITING All concessionaire’s operations must conform to all applicable local, state and federal rules, regulations and laws. Concessionaire must procure and keep in force during the entire period of the agreement all permits and licenses required by law. Concessionaire shall have existing, develop or purchase as part of the initial Capital Investment a software system that address at a minimum a Supplier Database, Inventory Data Base, Recipe Data Base, Customer Data Base, Purchasing & Receiving, Accounting, Catering Management, and Concession Management. Concessionaire shall maintain an original set of books and records of sales, receipts and inventory regarding operations at ECCC, all in accordance with generally accepted accounting procedures. Said records and procedures shall be sufficient to clearly reflect all direct and indirect cost of any nature incurred in the performance of this agreement including original invoices of all materials brought on the premise. Concessionaire shall also maintain payroll summaries, copies of payroll, tax returns, deposit receipts and bank statements. Page 15  INSURANCE REQUIREMENTS Contractor’s Insurance A. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. B. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. C. All insurance shall include the interest of all entities names in and its respective agents,