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HomeMy WebLinkAbout8964 Concessions - Scope of Work 12.8CITY OF DENTON RFP 8964 PARD ATHLETIC CONCESSION STAND OPERATIONS SCOPE OF WORK The City of Denton is currently accepting bids for the concession rights for various concession stands, sporting events/tournaments, and special events operated by the City of Denton Parks and Recreation Department (PARD). A.Required submission and acknowledging criteria from vendor: A.Provide at least a 15% rebate of total gross sales. Price may be different on category. I.E League play xx %, tournaments xx%, special events xx%. Gross sales are defined as: total money received before any operating expenses, taxes, payroll, or other expenses are deducted.) Contract renewals shall not alter the rebate percentage previously agreed upon by the City. B.Must have a proper transaction, POS, or related system that can provide official paperwork of sale reports. C.Must be able to process credit card payments. D.Must have professional staff and offer great customer service. E.Must propose a description of products to be sold and the corresponding prices for each item. F.Provide valid Health permits, follow all food/health guidelines, and any other safe protocols, due to COVID-19 or related virus. G.Must be able to provide concessions for athletic league night play. Leagues are offered throughout the week and include the following but not limited to: Softball, Soccer, Flag Football. H.Must be able to provide concessions for athletic tournaments and/or special events requesting concessions. I.Site visit may be scheduled and must be requested via questions tab in Ionwave before question deadline. J.Submit all employee food handling certificates. Must have at least 1 manager certification submitted B.If vendor is awarded the contract, the following items must be completed, along with submission with requested documentation. A.Submit proof of insurance, listing the City of Denton as the “additional insured” B.Submit application and cover all fees for building occupancy certificate for buildings that will be mainly used by vendor. C.Schedule inspection for buildings used through the City of Denton Health Dept. D.Key Deposit – The concessionaire will be required to pay a $100 per key deposit to the City of Denton This deposit will be refunded upon return of the key (s). This key works the gate and concession stand locks at the complex. C.Misc. Information A.PARD will provide a yearly schedule of dates will be given at the beginning of the Athletics season. Specific schedules for league and tournament games will be given to the contractor at least four (4) days prior to the start of the league/tournament. Tournament & Leagues are subject to cancelation due to weather or low enrollment. B.PARD may offer additional opportunities to sell at other City of Denton special events. C.Vendor shall make payment to the City of Denton for the amount owed for the prior one-month period of operations. A lump payment shall be made to the City of Denton no later than the 15th day of each month. Check must be made payable to the City of Denton. A sales report must be submitted with each payment. A five (5) dollar per day late fee will be assessed if payment is not received by the 15th of the month following the month being reported. D.Vendor is expected to be open and operating 15 minutes before all competition game times and 15 minutes after the final game begins at complexes. Failure to open the concession operation for scheduled event’s (games) will be considered a violation of the contract terms. This includes, tournaments, practices, game nights, and special events D.Operations of Concession Stand A.FACILITIES & HOURS 1)The North Lakes Concession stand, 2001. W. Windsor Dr., is located between Field #1-4 (4-Plex). This is a permanent concession building with a concession area approximately 600 sq., with A/C available in stand. This concession stand will be operated from March-November for league night games (Mon, Wed, Thu) and tournaments (Sat, Sun) as scheduled by PARD office. 1)Adult Softball Games approximately 6-10 weeks long in spring, summer, and fall. 2)Softball Tournaments on weekends as scheduled from March-November. 2)The Denia Softball stand, 1001 Parvin St., is located in the middle of the complex, between Field #1-4 (4-Plex). This is a permanent concession building approximately 360 sf with a concession area and a small storage with A/C available in stand. This concession stand will be operated from March-November for league night games (Mon, Tue, Thu) and tournaments (Sat, Sun) as scheduled by PARD office. 1)Youth Softball Games approximately 8-12 weeks long in spring and fall. 2)Softball Tournaments on weekends as scheduled from March-November. 3)The Vela Athletic Complex stand, 3801 N. Elm St., is located at the main entrance of the complex. This is a permanent concession building with a concession area approximately 600 sq., with A/C available in stand. This concession stand will be operated March-November for league games on weeknights, and weekends as scheduled by the PARD office. B.PRODUCT & PRICES 1.No Item shall be sold without permission from the City of Denton. All prices on items sold shall be presented to the City of Denton prior to opening. The City of Denton must approve all price changes on existing items and the addition and pricing of new items. 2.The following is a recommended menu: A copy of the price list shall be provided to City of Denton and kept on file with this contract. •Hot Dogs •Hamburgers •Chicken Sandwich •Pizza •Nachos •Frito Pie •Popcorn •Pickles •Packaged chips, candy, and other packaged snacks •Soft Drinks, water, and sport drinks 3.Price of product after initial price scale is approved by the City of Denton. All price increases after the expiration of the initial terms must be approved by the City of Denton. Vendor must give the City a minimum of Thirty (30) days' written notice to request to the Athletics Division. 4.All signage must follow City of Denton Policies. 5.The following items are prohibited from being sold: 6.Party-Poppers, snaps, confetti, cray paper, glitter, or similar type products 7.Any device that could be considered fireworks. 8.Any item that is prohibited by City of Denton, Ordinance, State of Texas, or United States 9.Alcohol and tobacco products C.EQUIPMENT 1.Contractor will be required to supply the necessary equipment for operations, including but not limited to the following: •Microwave •Cheese/Chili warmer •Hot Dog Roller •Any prep, heating, cooling materials needed for menu items •Soda Dispenser/Fountain, Cooler (May be provided by Soda Company) •Extra Refrigerator/Freezers not already in building •Cash Register/Electronic Devices •Note: Stands do not have a grill. Grill set-up must be a proved by the City of Denton. 2.City of Denton will provide the following items: •Electrical, water, and sewer will be provided and paid by the City of Denton. 3.If it is operational, the following equipment is available for concessionaire’s use: •Refrigerator, Freezer, and ice machine (not exclusive use). Should any of this equipment become inoperable, it is the concessionaire’s responsibility to furnish their own equipment. D.CLEANING OF PREMISES 1.Concessionaire shall furnish all labor, services, materials, supplies and equipment necessary to maintain in a clean, orderly, and inviting condition the premises used in the operation of the concession to the satisfaction of the City of Denton. This includes all premises used and occupied by the concessionaire in the operation of concessions, together with the area surrounding the buildings and facility, which are affected, by said operation and items sold by Concessionaire. 2.Concessionaire shall be responsible for all trash within the concession facility and such trash/debris must be removed when operating the concessions. Trash is to be placed in trash bags and placed in appropriate trash receptacles. No trash is to be left over night in the concession facility or in bags sitting outside of facility. Any boxes or large items that do not fit in trash/recycle receptacles must be taken to the dumpster or recycling center. Parks staff will empty trash and recycle receptacles and remove bagged trash daily. E.EMPLOYEES 1.All concession stand workers must be at least 16 years of age and a supervisor must always be on site during operating hours who is at least 18 years of age. 2.The contractor must be able to produce verification of successfully passed background checks for all employees working the concession stands, executed within the past one (1) year. Contractor agrees to maintain updated records of background check and submit copies of these records to the City of Denton upon request. Contractor shall remove any person that the City of Denton determines unacceptable by reason of criminal history or other conduct deemed by the City of Denton to be unsuitable to be working with or near children, or the public. F.LICENSES AND PERMITS 1.The concessionaire will be responsible for obtaining and maintaining all certificates and permits necessary to run a food business in the City of Denton at their own expense. Required permits must be obtained and properly displayed prior to opening to the public. G.INSPECTIONS 1.The City of Denton reserves the right for its representatives to conduct inspections at reasonable times to ensure that fire, safety, and sanitation regulations, and other provisions contained in the agreement, are being adhered to by the concessionaire. H.REPAIRS & MAINTENANCE 1.The City of Denton shall, at its cost and expense, make all ordinary and reasonable repairs required to preserve the building and refreshment stands owned by the City of Denton occupied under this contract. 2.The concessionaire shall maintain the facilities on a day-to-day basis. If the concessionaire damages the facilities the concessionaire will be responsible for repairs. I.SUBLEASE 1.The concessionaire shall not have the authority to sell, sublet, and assign this contract, or any portion thereof to any other person or persons, except upon the written approval of the City of Denton. J.ACCOUNTING RECORDS & REPORTS 1.Concessionaire shall maintain any records necessary to verify the amount of total gross receipts for the contract period, payment of wages, etc... These records shall be available for auditing at the City of Denton’s requests. Such records shall be maintained in accordance with generally accepted accounting principles and may be specifically prescribed by the City of Denton.