HomeMy WebLinkAbout19- RFP - Bozeman Sports Park Foundation - Sports Park Concessions
BOZEMAN SPORTS PARKS FOUNDATION Page 1 of 8
Request for Proposals – Food & Beverage Services
BOZEMAN SPORTS PARKS FOUNDATION, INC.
REQUEST FOR PROPOSALS
FOR
FOOD & BEVERAGE SERVICES
The Bozeman Sports Parks Foundation, Inc. (“BSPF”) requests proposals from qualified
organizations to provide periodic, non-exclusive food and beverage services (“Services”) at the
Bozeman Sports Park, a BSPF-managed site in Bozeman, Montana. More specific information
about the Services requested and the requirements of any proposal are set forth in the
following Request for Proposals (“RFP”).
SECTION 1 – SUMMARY & INTRODUCTION
1.1 - SUMMARY INFORMATION
ISSUER Bozeman Sports Parks Foundation, Inc.
SERVICES Periodic, event-driven food and beverage service at the Bozeman
Sports Park.
ANTICIPATED TERM May 1, 2019 – November 30, 2019
PROPOSAL DEADLINE 5:00PM (Mountain) on April 5, 2019
SUBMISSION
FORMAT
via mail or email (tony@bozemansportsparks.org )only
verbal responses will not be considered
QUESTIONS Tony Rich, Facilities Manager
Bozeman Sports Parks Foundation
tony@bozemansportsparks.org
MAILING ADDRESS Bozeman Sports Parks Foundation
Attn: Proposal Submissions
PO Box 1126
Bozeman, MT 59771-1126
1.2 - INTRODUCTION & OVERVIEW
BSPF is a Montana nonprofit organization, tax-exempt under 501(c)(3) of the United States
Internal Revenue Code. Founded in 2014, BSPF’s sole purpose is to attract and secure the
support needed to build and maintain publicly-accessible athletic fields for soccer, lacrosse, and
other field sports. Pursuant to an agreement with the City of Bozeman (“City”), BSPF manages
and maintains various City-owned athletic fields and facilities including the Bozeman Sports
Park and Adam Bronken Memorial Sports Complex (“Bronken”). Through this agreement with
the City, BSPF has the authority to award certain contracts for services at said facilities including
the Services described in this RFP.
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Request for Proposals – Food & Beverage Services
Bozeman, Montana has a vibrant and growing population of soccer and lacrosse players,
families, and fans. Already, over 3,000 local youth and adults play organized soccer and 500+
more play lacrosse and participate in an ultimate frisbee league. As a result, on any given week
night and most weekends from Spring through late Fall, fields at the Bozeman Sports Park and
Bronken are used for practices and games. Additionally, Bozeman hosts numerous single- and
multi-day tournaments drawing thousands of additional players and visitors to Bozeman.
From approximately April 1 through October 31, BSPF anticipates that numerous athletic events
and activities will take place at the Bozeman Sports Park. These events and activities include,
but are not limited to, organized practices, games, and single- and multi-day tournaments for
soccer, lacrosse, rugby, ultimate frisbee and/or other field sports and activities. Access to food
and beverage service is one way to improve the overall experience of those attending said
events and activities.
Dates and times of Services, as well as the food/beverage types and quantities needed to
properly support these events and activities, are yet to be determined. Good faith estimates of
services dates and attendance numbers are provided in Section 3.4. Therefore, any submitting
organization (“Offeror”) should anticipate periodic increases and decreases in the need for
Services, as well as be open to discussing with BSPF the types of food/beverages that will be
supplied for any given event or activity.
SECTION 2 – OPEN PROCESS & NON-DISCRIMINATION
2.1 - OPEN PROCESS
It is the intent of BSPF that this request for proposals (“RFP”) be open and available to any
organization that meets the qualifications outlined in this RFP.
2.2 - NON-DISCRIMINATION STATEMENT
BSPF is committed to fostering an environment that emphasizes the dignity and worth of every
member of the community and that is free from harassment and discrimination based on any
status or characteristic protected by applicable Montana law or federal law. This commitment
extends to all facets of BSPF’s business including, but not limited to, the consideration of
submitted proposals and the awarding of contracts.
SECTION 3 – DESCRIPTION OF SERVICES, OFFEROR RESPONSIBILITIES
3.1 - SERVICES
BSPF requests proposals for providing periodic, non-exclusive food and beverage services
(“Services”) described as:
• food and beverage service during periodic events and functions at the Bozeman Sports
Park (NOTE: dates, times, and locations to be determined by BSPF);
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Request for Proposals – Food & Beverage Services
• purchasing, transporting, storing, preparing, selling, and ensuring the freshness of all
food, beverage, and other consumables (“products”) described in this RFP, the Offeror’s
proposal, and any resulting agreement;
• providing all necessary condiments and utensils, napkins, cups, lids, straws, plates, and
similar and necessary smallwares (“smallwares”) for consumption of products;
• providing all necessary equipment and foodservice equipment including, but not limited
to, heating/cooling units, beverage dispensers, food service machinery, and any other
equipment needed for the receiving, storing, transportation, preparation,
merchandising, selling and accounting of products*; and
• providing all cash/payment systems and properly processing all product sales.
*It is anticipated that, from time to time, some BSPF-provided equipment of varying types will
be onsite and available for use. However, neither access nor type can be guaranteed.
Therefore, Offeror must be able to supply all necessary equipment.
Services are to be rendered on-site at the Bozeman Sports Park in, on, or out of facilities
located at the respective premise or from or out of one or more Offeror-provided vehicle or
equipment such as a food-truck, catering vehicle, or similar. Services shall be non-exclusive in
nature.
Based upon BSPF’s experience, it is anticipated that appropriate food include: protein-rich
snacks, granola/energy bars, packaged chips or snack mixes, baked goods (i.e., muffins, bagels,
cookies, etc.), and fresh fruit. Likely beverages include: bottled water, sodas, sports drinks,
energy drinks, and coffee and coffee drinks. During certain events, especially tournaments,
additional food and beverage selections could include: sandwiches, salads take away hot or
cold meal options, fruit smoothies, etc.
3.2 - OFFEROR RESPONSIBILITIES
In addition to providing the Services described herein, Offeror shall also be responsible for the
following:
• providing all Services in a polite and efficient manner that positively reflect upon BSPF;
• monitoring and being responsible for the behavior of Offeror’s employees, volunteers,
representatives, or agents while interacting with BSPF or the public while providing
Services;
• properly accounting for all product sales and providing reports to BSPF as requested;
• collaboratively working with BSPF to determine appropriate products to be offered and
proper price points;
• regularly rotating product selections based a combination of demand, creativity, and
experience;
• operating, maintaining, and returning all BSPF equipment and property in a condition
that is equal to or better than the condition in which said equipment or property was
delivered to Offeror;
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Request for Proposals – Food & Beverage Services
• complying with all applicable laws including, but not limited to, all applicable local,
county, state, and federal codes and laws relating to health, food service, and employee
safety; state and federal wage and labor laws; the Montana Human Rights Act; Montana
Workers Compensation Act; Civil Rights Act of 1964; Age Discrimination Act of 1975; and
the Americans with Disabilities Act of 1990; and
• paying to BSPF a management fee and other remuneration as set forth in Section 4.
3.3 - ADDITIONAL & OMITTED SERVICES
Services or products that have been omitted from this RFP, which are clearly necessary for the
completion of all work, shall be considered a requirement although not directly specified in this
Section 3 or elsewhere in this RFP.
3.4 - ANTICIPATED KEY DATES & ESTIMATED ATTENDANCE
The following is a non-comprehensive list of dates and estimated attendance numbers for
anticipated events at the Bozeman Sports Park and/or Bronken. The actual schedule of events
and attendance numbers will vary.
Date Event Attendance Estimate
May 4-5, 2019 Soccer 1,500 daily
May 18-19, 2019 Soccer and Ultimate Frisbee 1,500 daily
June 1-2, 2019 Soccer and Lacrosse 2,000 daily
July 13-14, 2019 Yellowstone Lacrosse Festival
Aug. 31-Sept.
1,2019
Yellowstone Kick-Off Classic Soccer Tournament 5,000 daily
In addition to these events, it is expected that Offeror will also provide Services on other dates
as requested by BSPF. Offeror may also attend and vend on other dates and times including,
but not limited to, practices and other events with the prior written approval of BSPF.
SECTION 4 – MANAGEMENT FEE
If awarded, a contract for the Services outlined in this RFP shall include a minimum
management fee of two hundred dollars ($200) plus five percent (5%) of gross monthly sales
paid to BSPF. Offeror may offer a higher management fee by increasing the flat fee and/or
percentage of gross monthly sales. Offeror’s proposed management fee shall be set forth in the
response to this RFP.
SECTION 5 – MINIMUM QUALIFICATIONS, INSURANCE
5.1 - MINIMUM QUALIFICATIONS
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Request for Proposals – Food & Beverage Services
In addition to the ability to provide the Services herein described and fulfilling the
responsibilities outlined in this RFP, Offeror must also have the following minimum
qualifications:
• Legally able do business and provide all Services in the City of Bozeman, Gallatin County,
and the State of Montana.
• Offeror must have, at the time of submitting this RFP, and must maintain for the
duration of the expected term of services, any and all required licenses, endorsements,
and other certifications necessary to provide the services described in this RFP and
including in the proposal.
• Offeror must have, at the time of submitting this RFP, or shall acquire prior to the
execution of any contract (if any), insurance as described in Section 5.2.
• Proven experience in food/beverage services, catering, preparing and providing
food/beverage in a licensed/insured location, or other related industry or experience.
• Proven commitment to high-quality customer service.
5.2 - INSURANCE
Offeror shall have, or shall acquire, general liability insurance with a combined single limit for
bodily injury, personal injury, and property damage of $1 million per occurrence and
$2,000,000 aggregate per year to cover claims that may be caused by any act, omission, or
negligence by Offeror or Offeror’s employees, volunteers, representatives, or agents.
The City of Bozeman and BSPF and its officers, directors, employees, volunteers,
representatives, and agents are to be covered and listed as additional insureds on Offeror’s
insurance for liability arising out of activities performed by or on behalf of Offeror, including
BSPF’s supervision of Offeror, products, services, and the premises used.
Offeror’s insurance shall be the primary insurance with respect to BSPF, its employees,
volunteers, representatives, and agents and shall apply separately to each project or location.
Any insurance maintained by BSPF shall be in excess of Offeror’s insurance and shall not
contribute to it.
Said insurance must be in place on or before the execution date of a resulting contract, if any,
between Offeror and BSPF and must remain in place for the duration of the Term stated in this
RFP or the resulting contract, if any, whichever is longer.
SECTION 6 – PROPOSAL REQUIREMENTS
6.1 - REQUIRED INFORMATION
This is an open and competitive process. BSPF will accept proposals from any qualified
organization that meets the requirements set forth herein. To be considered “complete,” a
proposal must include the following minimum requirements:
1. Offeror’s legal business name.
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Request for Proposals – Food & Beverage Services
2. An overview of Offeror’s history, including the date of incorporation, responsible parties,
and related experience.
3. A clear statement that describes Offeror’s proposal to deliver the Services to be provided in
sufficient detail. Creativity in product selection is encouraged.
4. A clear statement of the Offeror’s ability to fulfill all additional responsibilities outlined in
this RFP.
5. A clear explanation of Offeror’s offered management fee.
6. Proof of proper liability coverage.
7. Proof of workman’s compensation insurance, independent contractor exemption, or
documentation of corporate officer status.
8. Confirmation of agreement with BSPF’s non-discrimination policy as set forth in Section 2.
9. Three (3) professional references, including contact name, phone number, and brief
description of professional relationship.
10. The name, contact information, and signature of Offeror’s duly authorized officer or agent.
11. Signed Non-Discrimination Affirmation Form
6.2 - PROPOSAL FORMAT & ADDITIONAL REQUIREMENTS
1. Proposals must be in written form using the following formatting requirements:
• Page size: 8.5”x 11”
• Margins: 1” from each edge
• Minimum font: 12 pt
• Page limit: none
NOTE: Attachments that are not generated by Offeror (i.e., proof of insurance, etc.) are
excepted from the above-listed format requirements.
2. Each page must include the Offeror’s name.
3. Ensure each item in Section 6.1 is provided.
4. Provide complete answers/descriptions. Read and answer all questions and requirements.
Don't assume the evaluation committee will know what your company capabilities are or
what items/services you can. Proposals are evaluated based solely on the information and
materials provided in your response.
5. Use the required format.
6. Submit your response on time. Note all the dates and times listed and be sure to submit all
required items on time. Late proposal responses are never accepted.
SECTION 7 – PROPOSAL DEADLINE, REVIEW PROCESS
7.1 - SUBMISSION PROCESS, DEADLINE
Proposals shall be submitted in writing via mail or via email only. Verbal proposals and hand-
delivered proposals will not be accepted. Only one (1) copy of each proposal is required.
Proposals must be received by BSPF by 5:00 PM (Mountain) on April 5, 2019. Late proposals, as
well as any proposal that is incomplete when received by BSPF and is not completed by Offer
before the stated deadline, will not be considered.
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Request for Proposals – Food & Beverage Services
All proposals submitted in response to this RFP become the property of the City of Bozeman
and BSPF and public records and, as such, may be subject to public review.
7.2 - REVIEW PROCESS
All complete proposals received by the deadline will be reviewed by a committee comprised of
members of the BSPF Board of Directors. Proposals will be reviewed and scored based upon: 1)
ability to deliver Services requested; 2) ability to fulfill stated requirements; 3) proposed
management fee; 4) related experience; and 5) creativity and appropriateness of anticipated
product offerings.
SECTION 8 – INDEPENDENT NATURE; RESERVATION OF RIGHTS
8.1 - INDEPENDENT NATURE; NON-EXCLUSIVITY
BSPF and Offeror are separate entities, independent from one another. Neither BSPF’s offer of
this RFP nor Offeror’s response shall create an actual or implied employment relationship or
contractual relationship between BSPF and Offeror. The Services described in this RFP shall be
non-exclusive in nature.
8.2 - NO COMMITMENT TO AWARD
While BSPF has every intention of awarding a non-exclusive service contract as a result of this
RFP, issuance of this RFP in no way constitutes a commitment to award and execute a contract.
In submitting a proposal in response to this RFP, Offeror expressly acknowledges that said
submission is done of Offeror’s own free will, is neither induced or compelled by BSPF, that
BSPF has made no commitment or promise to Offeror, and that Offeror’s submission in no way
constitutes a contract with BSPF nor creates any contract rights.
In the event BSPF does award a non-exclusive service contract or any other contract resulting
from this RFP, the terms of that contract shall control and supersede the provisions of this RFP.
8.3 - RESERVATION OF RIGHTS
BSPF, in its sole discretion, expressly reserves the right to:
• Cancel or terminate this RFP;
• Reject any or all proposals received in response to this RFP;
• Waive and undesirable, inconsequential, or inconsistent provisions of this RFP which
would not have a significant impact on any proposal;
• Not award or not proceed with the award of any contract related to this RFP; or
• If a contract is awarded, to terminate said contract for any lawful reason.
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Request for Proposals – Food & Beverage Services
NON-DISCRIMINATION AFFIRMATION FORM
_________________________ [name of entity submitting] hereby affirms it will not discriminate on
the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of
actual or perceived sexual orientation, gender identity or disability in the performance of work
performed for the City of Bozeman and BSPF, if a contract is awarded to it, and also recognizes
the eventual contract, if awarded, will contain a provision prohibiting discrimination as described
above and that this prohibition shall apply to the hiring and treatment of the
_________________________ [name of entity submitting] employees and to all subcontracts it
enters into in performance of the agreement.
Signature of Proposer: ______________________________
Person authorized to sign on behalf of the proposer