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HomeMy WebLinkAbout8943 - Scope of WorkRFP 8943 - Supply of Food and Concession Items Scope of Work RFP # 8943 Page 1 of 3 The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: This proposal is for securing the vendor rights to the Water Works Park, Civic Center Pool and DISD Natatorium concession stands operated by the City of Denton Parks and Recreation Department. The City of Denton will grant rights to the successful respondent to provide vendor services for the entirety of the contract period. A. MINIMUM REQUIREMENTS 1. The Aquatics Water Works Park and Civic Center Pool seasons begin in May with an anticipated first order date in early May. It is necessary that the vendor can accommodate biweekly orders through the remainder of the season (Labor Day). The DISD Natatorium operates year-around and will need weekly orders. 2. Vendor minimum order requirements may not exceed $500 or 15 cases. 3. Vendor must be able to accommodate Saturday deliveries. 4. Vendor must be willing to accommodate two emergency deliveries per season in the case of unforeseeable outages. 5. Vendor must notify and gain approval before delivery of any substitutions due to shortages of contracted product on their end. 6. Vendor must submit a monthly itemized invoice to the City no later than the 10th of each month. B. SPECIAL NOTES 1. Water Works Park is located at 2400 Long Road, Denton, TX 76207. It is a preference of the City of Denton that all orders delivered to this address are done so between 9am and 11am or between 4pm and 7pm. Water Works Park closes at 7pm and no orders can be accepted after this time. 2. The Civic Center Pool is located at 515 North Bell Ave, Denton, TX 76201. Orders cannot be delivered to the Civic Center Pool before 11:30am or after 5pm due to operational hours. RFP 8943 - Supply of Food and Concession Items Scope of Work RFP # 8943 Page 2 of 3 3. The DISD Natatorium is located at 2400 Long Road, Denton, TX 76207. It is a preference of the City of Denton that all orders delivered to this site are done weekdays between 5:30am and 4pm. 4. When considering bidding, please keep in mind that the example history provided includes purchasing for a fully operational kitchen at Water Works Park and a concession stand at the Civic Center Pool. The grab-and-go style concession stand at the DISD Natatorium is a new venture. 5. When bidding, if a brand preference is specified for an item of which you do not carry, a like or similar brand may be substituted at approval discretion of the City of Denton. 6. If the City of Denton decides to contract out concession services in the place of utilizing this awarded contract, there will be no penalty. C. EQUIPMENT 1. Vendor may provide complimentary equipment, such as cookie oven, cheese dispenser, etc. for seasonal use based on meeting vendor’s requirement for quantities of product ordered. A separate price sheet for equipment that needs to be leased or purchased will be provided if a specific product requires it, or upon special request from the City of Denton. 2. Equipment that qualifies for trade-in or extended warranty options will be detailed upon request. D. HISTORY E. PRICING Pricing shall be based on a fixed percentage discount off the current published catalog list price, FOB Destination. Vendors must clearly state the percentage discount offered for FY 23-24 (May 2024- September 2024) Water Works Park $110,313.00 Civic Center Pool $13,557.19 Actual $123,870.19 FY 24-25 (May 2025- September 2025) Water Works Park $121,372.95 Civic Center Pool $12,270.05 Actual $133,643.00 RFP 8943 - Supply of Food and Concession Items Scope of Work RFP # 8943 Page 3 of 3 each product line or category. This discount will be applied to the most recent and verifiable catalog price list. • The percentage discount must remain firm (or increase) for the duration of the contract term. • Vendors must provide a copy of the applicable catalog price list(s) at the time of bid submission and upon request throughout the contract period. • The City reserves the right to verify pricing against the published list to ensure accuracy and compliance. • Vendors may update their price lists during the contract period (e.g., annually or as issued by the manufacturer), but the original discount percentage must not decrease unless the vendor provides written documentation from the manufacturer demonstrating that the discount is no longer sustainable. • Price decreases or discount increases are permitted and encouraged at any time during the contract period. • New products may be added to the contract if they are relevant to the scope of work and offered under the same discount structure and terms.