Okaloosa County BOCC — November 5, 2013 — reading text

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 Packet Pg. 664 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 Packet Pg. 665 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 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 Packet Pg. 666 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