Okaloosa County BOCC — November 5, 2013 — reading text

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 Packet Pg. 660 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 Packet Pg. 661  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 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 Packet Pg. 662 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 Packet Pg. 663 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