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CITY OF REDONDO BEACH
RFP# 2122-007
Event Catering and Facility Management Operations of
Veterans Park Community Center
Issued: January 17, 2022
Proposals Due: March 3, 2022 at 2:30 p.m.
City of Redondo Beach - Purchasing
415 Diamond Street, Door C
Redondo Beach, CA 90277
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TABLE OF CONTENTS
Contents
SECTION ONE: INFORMATION FOR PROPOSERS 4
1.01 INTRODUCTION 4
1.02 BACKROUND 4
1.03 SCHEDULE 5
1.04 SOLE POINT OF CONTACT 5
1.05 SUBMISSION OF PROPOSAL 5
1.06 PRE-PROPOSALCONFERENCE 6
1.07 OBLIGATION OF PROPOSERS 6
1.08 PROPOSALS – REQUIRED INFORMATION 6
1.09 PROPOSAL FORMAT 9
1.11 RIGHT OF REJECTION BY CITY 9
1.14 SELECTION PROCESS 10
1.15 EVALUATION CRITERIA 10
1.16 WRITTEN QUESTIONS 11
1.17 ACCEPTANCE OF TERMS AND CONDITIONS/SPECIFICATIONS 12
1.18 PUBLIC RECORDS ACT 12
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1.19 COST OF PREPARATION OF PROPOSAL 12
SECTION TWO: PROJECT INFORMATION/SCOPE OF WORK 12
2.01 SCOPE OF WORK 12
2.02 DURATION OF CONTRACT 15
2.03 FACILITY DESCRIPITON 15
2.04 CONCESSIONAIRE ROLES AND RESPONSIBILITIES 16
2.05 CITY ROLES AND RESPONSIBILITIES 17
2.06 KITCHEN EQUIPMENT AND ACCESSORIES 18
2.07 FOOD AND BEVERAGE REQUIREMENTS 18
2.08 EMPLOYEE QUALIFICATIONS 18
2.09 INSURANCE REQUIREMNETS 19
SECTION THREE: CONTENT AND SEQUENCE OF PROPOSAL/PROPOSAL FORMS 22
LIST OF ATTACHMENTS 255
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SECTION ONE: INFORMATION FOR PROPOSERS
1.01 INTRODUCTION
The City of Redondo Beach (“City”) is seeking proposals from experienced food/beverage and facility operators for the management of the Veterans Park Community Center (“Facility”), located at 309 Esplanade, Redondo Beach, California (see Attachment A, Location Map). The selected Concessionaire shall:
• Manage the Facility including coordination of staff services; • Provide comprehensive marketing of the Facility for prospective uses; • Provide catering services for all allowable uses of the Facility; • Coordinate Facility bookings and invoicing;
• Provide Facility maintenance and janitorial services; • Provide all chairs, linen, flatware, decorations, etc., and implement an approved parking plan for the Facility.
The Concessionaire shall offer discount pricing for official City events. A complete description of services to be provided is contained in Section Two of this RFP.
1.02 BACKROUND
The Facility is an 11,400 square foot landmark building that is listed on the National Register of Historic Places. It includes a grand ballroom, three meeting rooms, catering kitchen, and mezzanine. Public parking is available at the Pier parking structure; however, valet parking services can also be considered. The Facility previously served as the City’s Main Library from 1930 until 1991. In January 1991, the building incurred major seismic damage from the Sierra Madre earthquake and was closed to the public as a result of the damage. A new Main Library was subsequently built adjacent to City Hall on the Civic Center campus, which allowed the repurposing of the Facility as a multi-purpose community, banquet and events center. The Facility was fully renovated including the following elements:
• Seismic strengthening of the Facility.
• Upgrades to all architectural components.
• Installation of new heating and air conditioning systems. • Installation of new electrical systems.
• Installation of new plumbing and fire suppression systems. • Construction of new and expanded restroom facilities. • Installation of a fully equipped catering kitchen.
• Installation of an elevator to accommodate ADA access. • Construction of two new meeting rooms.
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• Restoration of historic elements as recommended in the Historic Structure Report, 1930 Redondo Beach Public Library Building Historical Rehabilitation.
The building renovation was completed in 1995, at which time the City issued the initial Request for Proposal (“RFP”) for the Facility’s catering and management operations. The Facility has been operated by a private concessionaire since the expiration of that agreement on October 31, 2020. The Facility has remained closed due to precautionary measures associated with the COVID-19 pandemic.
1.03 SCHEDULE
The timeline for participation in this RFP includes:
Item Date
Issuance of RFP January 17, 2022
Pre-proposal Conference January 31 at 1:30pm
Deadline for Submission of Questions February 10, 2022 at 3:00pm Final Addenda and Answers Issued February 21, 2022
Proposals Due March 3, 2022 at 2:30pm
Evaluation Period March 7 - 10, 2022
Interviews Week of March 14
Contract Award April 2022
1.04 SOLE POINT OF CONTACT
Proposers must direct all questions, clarifications, requests for information, etc. regarding the RFP in writing via email to [email protected].
Proposers may not contact other City officials or staff regarding this RFP.
1.05 SUBMISSION OF PROPOSAL
Proposals shall be delivered by 2:30 p.m. (PDT) on Thursday, March 3, 2022 and addressed to:
City of Redondo Beach – Purchasing
415 Diamond Street, Door 1
Redondo Beach, CA 90277
Attn: RFP # #2122-007
Proposals should be in the form of both an electronic file (i.e. flash drive) and paper copy, one original and five (5) copies. Any proposal not received prior to the time set forth in this RFP (or an addendum) shall be disqualified. - 6-
1.06 PRE-PROPOSALCONFERENCE
An in-person pre-proposal conference and facility tour will convene at 1:30 p.m. (PDT), Monday, January 31, 2021, at the Facility, located at 309 Esplanade, Redondo Beach, CA 90277. Attendance at the pre-proposal conference and facility tour is encouraged but not mandatory for a proposal to be considered. Contact Kelly Orta, Senior Management Analyst at [email protected], to confirm attendance.
1.07 OBLIGATION OF PROPOSERS
Before submitting a proposal, each proposer must examine the RFP thoroughly and become familiar with federal, state and local laws and ordinances that may in any manner affect the operation of the Facility.
1.08 PROPOSALS – REQUIRED INFORMATION
As part of its response to this RFP, each proposer is required to complete and submit the relevant forms and information specified below. The content and sequence of the proposal shall adhere to the following:
A. PROPOSAL FORMS A, B AND C (attached)
B. PROPOSER’S EXPERIENCE AND CAPABILITY
a. Describe your experience in developing and operating food service operations, specifically catering services and management of similar facilities.
b. Provide any literature or brochures on your company. c. Provide a listing of current clients who may be contacted concerning the quality of products and service provided. Include contact name and phone number for each.
d. Provide a listing of all vendors and suppliers you have used during the past two (2) years.
e. Provide at least three (3) letters of reference from clients served with events of 300 or more attendees held in the past two years. f. Provide a profit and loss statement for the past three (3) years of operation prepared by a CPA firm in accordance with generally accepted accounting principles. Include a section which lists any pending lawsuits, tax liens, labor disputes, possessory interest tax due and all licenses.
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g. Provide copies of business tax and other licenses required to operate as a caterer.
h. Provide proof (in the form of letters, etc.) supporting all insurance provisions per paragraph 2.09 of this RFP.
C. OPERATIONAL PLANS
a. Staffing Plan
i. Provide a detailed staffing plan indicating specific staff to be assigned to the Facility (e.g., catering manager, sales coordinator, head chef, and other subordinate staff).
ii. Identify all key personnel to be assigned to the Facility and provide resumes for each.
b. Rental Costs, Food and Beverage Program
i. Describe your recommended fee schedule for rental of the Facility.
ii. Describe the proposed food program for the Facility. Include a sample menu and prices for each item.
iii. Describe your plan for the sale of alcoholic beverages including sample prices for all beverage items.
iv. Describe the method by which pricing will be discounted for City events.
v. Describe the method by which pricing will be adjusted during the life of the contract, if applicable.
vi. Describe any additional services you will provide as part of the food service operation.
c. Marketing Plan
i. Provide a marketing plan describing how you intend to promote the Facility and the services offered therein.
Included within the marketing plan should be a proposed marketing budget.
ii. Provide at least two (2) examples of past advertisements you developed to promote similar facilities and its services. iii. Provide a sample (if applicable) of any special logo or color scheme you intend to use at the Facility.
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b. Customer Satisfaction Program
i. Describe the method you will use to measure user
satisfaction regarding products and services obtained at the Facility.
ii. Describe your method of dealing with customer complaints regarding products and services obtained at the Facility. iii. Include any reporting methods to the City regarding this program.
c. Maintenance Plan
i. Provide a maintenance plan indicating schedules for all routine maintenance functions, and for all proposed
Concessionaire maintenance responsibilities indicated on Proposal Form C.
ii. Provide a detailed budget reflecting staff, materials and supplies, and any outside contracted services for all
maintenance functions.
d. Parking Plan
i. Describe in detail how you expect to provide parking for visitors to the Center. The circle drive adjacent to the building may be used for valet service drop-off and pick-up for Center events. Include projections of number of vehicles generated by various types of events.
ii. Provide copies of any agreements you have with other parties with regard to your parking plan.
D. FINANCIAL RETURN TO THE CITY
a. Complete the attached Proposal Form B which provides information on the percentage of gross receipts to be returned to the City for all commercial activity conducted at the Facility including food and liquor sales; off-site services; and miscellaneous sales made at the Facility. Miscellaneous sales shall include, but not be limited to: equipment rentals, flowers, photographic and valet parking services. Additionally, proposals should also include a minimum annual guaranteed rental fee paid by the Concessionaire to the City.
b. Provide operational pro-forma reflecting estimated revenue versus anticipated expenses for four, one-year periods accounting for years one to four of the contract.
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E. CHANGES TO CONTRACT TERMS AND CONDITIONS
Include any changes or amendments you propose to make to the scope of work, term of agreement, Concessionaire roles, City roles, or standard terms and conditions.
F. ADDITIONAL INFORMATION
Provide any additional data and information you consider essential to the proposal in this section.
1.09 PROPOSAL FORMAT
One original, five (5) copies, and an electronic copy (flash drive) of the proposal and any related information shall be submitted. The proposal shall be enclosed in a sealed envelope, plainly marked in the upper left-hand corner, with the name and address of the Concessionaire, and bear the words, “Proposal: Catering and Facility Management Operations of the Veterans Park Community Center.”
Responses are to comply with the requirements detailed in Section Three of this RFP. Incomplete proposals will be rejected. Incorrectly ordered proposals lacking proper quantity of copies, or other process or content errors or deficiencies will also constitute cause for rejection.
1.10 OPENING OF PROPOSALS
Proposals will be opened and evaluated by a City of Redondo Beach Staff Evaluation Committee. The proposals will not be publicly read (Government Code Section 6250 et.seq.) Once a proposal has been submitted, it will not be returned.
1.11 RIGHT OF REJECTION BY CITY
The City of Redondo Beach expressly reserves the right, at its sole discretion, to reject any and all proposals and solicit new proposals with modified terms and conditions. In the event of any such rejection, the City shall not be liable for any costs incurred in connection with the preparation and submittal of a proposal. The City also reserves the right to waive any informalities in conjunction with the proposals.
1.12 NEGOTIATION OF CONTRACT
The highest-ranking Concessionaire, as determined by the Staff Evaluation Committee, will be requested to enter into negotiations to produce an Agreement for Services. All terms of Concessionaire’s proposal may be subject to negotiation. The City reserves the right to terminate negotiations in - 10-
the event it deems progress toward an Agreement to be insufficient. In that event, negotiations will commence with the second highest ranking Concessionaire.
1.13 TERM OF WITHDRAWAL
All proposals shall be firm offers and may not be withdrawn for a period of ninety (90) days following the date set forth in Paragraph 1.03.
1.14 SELECTION PROCESS
The selection process will be governed by the following rules:
A. Adherence to Format
To be evaluated, a proposal must adhere to the format outlines established in Section Four of the RFP. Each response should be specifically labeled as to the section of the RFP which is being answered.
B. Additional Material
Material and data not specifically requested for evaluation, but which the Proposer wishes to submit, must not appear in the “Proposal” section, but may appear only in the “Additional Information” section. Voluminous or overly elaborate proposals are discouraged.
C. Evaluation by Staff Committee
Evaluation of the proposals will be made by a Staff Evaluation Committee selected by the Recreation, Transit and Community services Director.
Evaluation criteria which the Committee will utilize, but not be limited to, are listed in Subsection 1.11 of this Section. The City may utilize the services of appropriate experts to assist in the evaluation process.
D. Interview
Following evaluation of all proposals, the highest-ranking proposers will be invited to make a verbal presentation to the Staff Evaluation Committee. Final selection will be made upon completion of the interview process. Final award of the Contract will be made by the Redondo Beach City Council.
1.15 EVALUATION CRITERIA
The evaluation criteria to be used in the selection process will include, but may not be limited to, the following:
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A. Concessionaire’s Experience and Capability
1. Concessionaire’s experience and success in operating similar facilities.
2. Financial status of Concessionaire.
3. Proof of ability to obtain Performance Bond or approved alternate form of security and to satisfy all insurance provisions.
B. Operational Plans
1. A staffing plan, including catering manager, sales coordinator, head chef, accounting function and other subordinate staff, as well as a liaison between Concessionaire and the City’s representative.
2. Quality of products and services offered as well as fee schedules for all food and beverages; and method for adjusting pricing.
3. A marketing plan to promote the Facility.
4. A customer satisfaction program, including a plan for resolving complaints from the public regarding operation of the Facility.
5. A maintenance plan, including all daily janitorial services.
6. A parking plan demonstrating Concessionaire’s ability to accommodate visitor parking at the Facility.
7. Any additional services over and above the required services outlined in the RFP.
C. Financial Return to City
1. The percentage of total gross receipts to be returned to the City for all commercial activity conducted at the Facility, and for all off-site services booked at the Facility.
2. Operational pro forma reflecting revenues vs. expenses, and anticipated revenue to be provided to the City.
1.16 WRITTEN QUESTIONS
All questions regarding the meaning or intent of the information provided in this RFP, including procedures, specifications and contract provisions, shall be submitted by email to the Community Services Director on or before Thursday, February 10, 2022 at 3:00 p.m. Each interpretation of or change in the RFP will be made by the City issuing an addendum to all recipients of the RFP, and such addendum shall become part of the RFP requirements.
The City will not be responsible for any oral interpretation of the RFP.
Questions shall be addressed to:
Kelly Orta, Senior Management Analyst
Email: [email protected]
Subject of email must include: Community Services Department RFP #2122-007
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The City will not respond to questions received after the deadline. Responses to the questions will be emailed. All communication regarding this RFP between the City and proposers will be documented and distributed simultaneously to all proposers.
Proposers downloading the RFP and related documents from the City’s website should email [email protected] to register their interest in receiving responses to questions and other updates.
1.17 ACCEPTANCE OF TERMS AND CONDITIONS/SPECIFICATIONS
The proposal submitted will be the basis for the Contract for Services.
Submission of a proposal shall constitute acknowledgement and acceptance of all the terms and conditions contained in this RFP, unless otherwise specified in the proposal.
1.18 PUBLIC RECORDS ACT
Responses to this RFP become the exclusive property of the City of Redondo Beach. At such time as the originating department recommends a Concessionaire to the City Council and said staff report appears on the City Council agenda, all proposals shall be treated as public records and shall be subject to the Public Records Act.
1.19 COST OF PREPARATION OF PROPOSAL
Concessionaire is responsible for all costs incurred in the preparation and submittal of the proposal
SECTION TWO: PROJECT INFORMATION/SCOPE OF WORK
2.01 SCOPE OF WORK
The selected Concessionaire will manage and operate the Facility, providing catering services for weddings and receptions, business meetings, parties and other events. Please see the Building Use section below for a detailed list of approved activities. The Concessionaire will make the Facility available free of charge for official City events on occasion. If catering is required for a City event, the Concessionaire will provide a discounted rate. When booking the Facility, the Concessionaire should provide priority booking to Redondo Beach groups, which consist of at least 51% residents.
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The Concessionaire will be responsible for the daily operation and maintenance of the Facility while assuming all associated financial risk.
Responsibilities will include staffing and marketing the Facility; coordinating all facility scheduling and invoicing; supplying all food and beverage services; providing janitorial and maintenances services; and implementing an acceptable parking plan for the Facility. The City will receive a percentage of all gross sales generated by operation of the Facility. This level of return should be clearly outlined in the proposal. Specific roles and responsibilities of both the Concessionaire and the City are described in paragraphs 2.04 and 2.05.
BUILDING USE
The Facility may be used for following types of activities:
• Wedding ceremonies and receptions, fundraising events, birthday and anniversary celebrations, and other private functions.
• Conferences and seminars, business meetings, trade shows and art exhibits.
• Nonprofit organization meetings.
• City events, celebrations and parties.
To accommodate these functions, it is the City’s intent that the Facility offer food and beverage services ranging from refreshments to elaborate sit-down gourmet dinners and buffets.
OPERATIONAL POLICIES
The following Operational Policies have been established:
• The City, through the Department of Community Services, will oversee the operation and maintenance of the Facility.
• The City will form agreement with a private Concessionaire who will manage all aspects of the Facility’s operations as a banquet, conference and meeting facility.
• The Concessionaire will provide exclusive food and beverage service for all functions held at the Facility.
• The Concessionaire will charge a fee for use of the Facility, with the exception of limited official City events. If the City events require catering, a discounted fee structure will be in place.
• The Concessionaire will be responsible for all costs of staffing, marketing and operating the Facility including building maintenance responsibilities as proposed in Proposal Form C.
• The Concessionaire will pay the City a percentage of gross revenue as determined by negotiations.
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EMPLOYEE QUALIFICATIONS
• The Concessionaire must assign only qualified, trained, courteous, competent, and reliable personnel to perform the services. The City has the right to require Concessionaire to remove from City premises any employee of the Concessionaire.
• The Concessionaire has a continuing obligation to provide to the City an up-to-date list of all employees assigned to perform the services. • The Concessionaire’s employees shall at all times reflect personal cleanliness and shall be neatly and cleanly uniformed at no expense to the City. Concessionaire’s employees must meet all sanitary standards prescribed for restaurant employees.
• Concessionaire’s employees must posses the ability to communicate effectively with the public and staff. The City’s determination of effective communication is final.
PARKING
There is no on-site parking at the Facility with the exception of a small lot (4 stalls) located on the north side of the building. This lot is intended to accommodate disabled visitors and staff parking. A circle drive directly north of the Facility may be used for valet parking service pick-up and drop-off during Center events.
Nearby parking options include the following:
• The Redondo Beach Pier Parking structure (located to the north of the park) has 1,018 public parking spaces. The current rate for parking is $2.00 for 60 minutes.
• There are approximately 190 metered public parking spaces situated around Veterans Park. The metered spaces cost $.25 for 15 minutes or $1.00/hour with a four-hour limit. These meters are enforced seven days a week, 24 hours per day. No parking is allowed on Thursdays from 5:00a.m. to 3:00p.m. to accommodate the City’s Farmers Market.
VALET PARKING PLAN
Concessionaire shall subcontract with a licensed, insured and bonded valet company to park all vehicles belonging to persons attending events at the Facility. The valet company shall use Circle Drive directly north of the Facility in Veteran’s Park as the drop-off and pick-up point for all vehicles.
Concessionaire shall obtain an off-site parking lot with sufficient spaces for all vehicles for each event. There shall be sufficient valet personnel to ensure that all vehicles shall be removed from the site in a timely manner, and Concessionaire shall instruct valet company that no vehicles shall be parked in any grass or sidewalk area of the park excluding the use of temporary parking along Circle Drive. Use of the entire Circle Drive shall be necessary - 15-
during the entire event and may cause restrictions for short periods of time for traffic that is not related to the event.
CITY ACCESS TO PREMISES
The City shall be permitted access to the premises to make building repairs or to perform regular building inspections on the premises, and at such other times as the City may request.
HOURS AND DAYS OF OPERATION
The Facility shall be open for business seven days per week, 52 weeks per year. Hours of operation shall be between the hours of 9:00a.m. and 10:00p.m. Monday through Thursday; and between the hours of 9:00a.m. and 11:00p.m. Friday, Saturday and Sunday. At its discretion, Concessionaire may add additional time for the following recognized holidays:
New Year’s Day Valentine’s Day
Cinco de Mayo Memorial Day
Independence Day (July 4) Halloween
Thanksgiving Day Hanukkah
Christmas Day Chinese New Year
Additionally, the Concessionaire is required to set regular office hours of at least four hours per day, Monday through Friday.
2.02 DURATION OF CONTRACT
All proposals submitted pursuant to this RFP must be based upon a sevenyear term, with three, one-year options to renew. The seven-year term would commence in spring 2022 and end in spring 2029, as soon as the agreement is approved by the City Council. If the three one-year options to renew were agreeable to both parties, the full term of the contract would be extended to spring 2032 following an annual review.
2.03 FACILITY DESCRIPITON
The Facility is a three-level, 11,400 square foot facility located in picturesque Veterans Park located at 309 Esplanade, Redondo Beach, California (see Attachment B: Veterans Park Plan). Constructed in 1930 as the City’s Main Library, the building has been restored to recapture its historic character and appearance. The Facility features a grand ballroom, meeting rooms, catering facilities, support facilities and an elevator. The building is fully accessible to the disabled. A floor plan of each level is included as Attachment C. Included below is more detailed information on each level and area of the Facility:
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• Main Floor
o A 6,356 square foot grand ballroom.
o A 700-square foot room available for smaller meetings or functions.
o Historical bookshelves, light fixtures and a panoramic view add to the truly unique flavor of the building.
• Lower Level
o Men’s restroom with three water closets, two urinals and two sinks.
o Women’s restroom with six water closets and two sinks. o An 870 square foot catering kitchen equipped with storage cabinets, refrigerator, freezer, sinks, microwave oven and grill capable of serving hot and cold food and beverages. A detailed inventory and diagram of kitchen equipment is included as Attachment D.
• Mezzanine Level
o 1,098 square foot area overlooking the main level.
• Outside Area
o Paved concrete driveway in rear of building for deliveries. o Small parking lot adjacent to building for ADA and staff parking. o Grassy area on the building’s west side available for outside ceremonies and activities.
o Circle drive on the building’s west side, used for valet service pick-up and drop-off for the Center.
2.04 CONCESSIONAIRE ROLES AND RESPONSIBILITIES
Concessionaire shall:
1. Incur the risks associated with operating this Facility for profit and provide the City a percentage of gross sales.
2. The Concessionaire must procure and maintain all necessary permits and licenses during the term of the Agreement. Concessionaire shall be required to obtain and maintain during the course of the Agreement each of the following:
a. City of Redondo Beach business license;
b. County of Los Angeles Health Department permit for food and beverage operations;
c. County of Los Angeles Health Department food handler permit; d. California State Alcoholic Beverage Control Board Liquor License; and
e. California State Board of Equalization sale permit.
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4. Arrange for all rental agreements including all invoices and payments for catering and rental services.
5. Pay monthly rent in the amount of the negotiated percentage of gross sales for food, beverage, outside sales and all commercial activity conducted at the Facility. A minimum annual rent will be established.
6. Maintain a system of books and records in accordance with generally accepted accounting principles reflecting all revenues received and expenses incurred. Accounting records will be subject to audit by the City.
7. Supply high quality, culturally diversified food and beverages.
8. Furnish printed menus and price lists. Prices are subject to review and approval by the City.
9. Assume responsibility for routine building and equipment maintenance including kitchen equipment; all exposed plumbing and plumbing fixtures; all interior electrical fixtures; and replacement of all interior and exterior lights as needed. Please refer to Attachment E for additional details.
10.Assume responsibility for additional building components and equipment maintenance, repair and replacement as proposed in Proposal Form C.
11.Assume responsibility for all utility charges including telephone, internet, electriCity, gas, water and alarm system.
12.Assume responsibility for maintaining the Facility in a first class, neat, clean and wholesome condition at all times.
13.Assume responsibility for refuse collection and removal from premises.
14.Provide chairs (subject to City approval), utensils, pots, pans, table linens, dishes, flatware, stemware and other items necessary for the proper and efficient operation of the services to be performed.
15.Assume responsibility for any damage or loss arising from Concessionaire’s use of any City-owned property or equipment.
16.Assume responsibility for complete staffing of the Facility including hiring, supervision and general employment practices.
17.Respond promptly to all complaints from patrons and report to City on each complaint and resolution thereof.
18.At Concessionaire’s own cost and expense, procure and keep in force all necessary permits and licenses.
19.Provide certificates reflecting compliance with established insurance requirements.
20.Develop and implement an acceptable parking plan to accommodate functions at the Facility.
2.05 CITY ROLES AND RESPONSIBILITIES
City will:
1. Authorize Concessionaire to provide exclusive food and beverage service for all functions at the Facility and to operate the Facility on the City’s behalf.
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2. Review and approve all menus, pricing, marketing and promotion materials; and cleaning/maintenance schedules associated with operation of the Facility.
3. Provide an inventory of tables and kitchen equipment (City shall not provide chairs).
4. Provide building and equipment maintenance, repair and replacement as agreed upon during negotiations with selected Concessionaire, and as needed to complement Concessionaire’s responsibilities as proposed in Proposal Form C.
5. Supply tables and major kitchen equipment, as indicated.
6. Maintain all surrounding grounds including planters, irrigation systems, walkways, turf areas and staff/disabled parking lot.
2.06 KITCHEN EQUIPMENT AND ACCESSORIES
The City will furnish an introductory inventory of kitchen equipment. This equipment will remain the property of the City and will remain on the premises. Concessionaire’s responsibility for kitchen equipment repair and replacement shall be established in Proposal Form C and as negotiated. An inventory of the City-supplied equipment is included as Attachment D.
2.07 FOOD AND BEVERAGE REQUIREMENTS
The Concessionaire shall offer for sale only foods and beverages of such quality as judged acceptable by the City. All of the food items served at the Facility shall be fresh and appealing in appearance. Substitutes for advertised products, fillers, dilatants, or reductions in size of standard manufactured or processed products shall not be permitted.
The City shall have the right to inspect and approve, in the presence of the Concessionaire, all products to be sold by the Concessionaire. Any products found not to be in compliance with the requirements of the Contract will be subject to rejection by the City. In the event the City should reject a product, it shall be immediately removed from the premises and shall not be returned for sale.
The City reserves the right to allow food and beverage to be brought into the Facility for designated City sponsored functions. This food and beverage will be served independent of the Concessionaire.
2.08 EMPLOYEE QUALIFICATIONS
1. The Concessionaire must assign only qualified, trained, courteous, competent, and reliable personnel to perform the services. The City has the right to require Concessionaire to remove from City premises any employee of the Concessionaire.
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2. The Concessionaire has a continuing obligation to provide to the City an up-to-date list of all employees assigned to perform the services.
3. The Concessionaire’s employees shall at all times reflect personal cleanliness. Unkempt and unclean employees shall not be tolerated.
4. The Concessionaire’s employees shall at all times be neatly and cleanly uniformed at no expense to the City. Concessionaire’s employees must meet all sanitary standards prescribed for restaurant employees.
5. Concessionaire’s employees must possess the ability to communicate effectively with the public and staff. The City’s determination of effective communication is final.
2.09 INSURANCE REQUIREMNETS
Without limiting Concessionaire’s indemnification obligations under this Agreement, Concessionaire shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Concessionaire, its agents, representatives or employee.
A. Maximum Scope of Insurance
Coverage shall be at least as broad as:
• Insurance Services Office Commercial General Liability coverage (occurrence from CG 0001)
• Insurance Services Office form number CA 0001 (ED. 1/87) covering Automobile Liability, code1 (any auto).
• Workers’ Compensation insurance as required by the State of California.
• Employer’s Liability Insurance.
B. Minimum Limits of Insurance
Concessionaire shall maintain limits no less than:
• General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage. The general aggregate limit shall apply separately to this project/location.
• Automobile Liability: $100,000,000 per accident for bodily injury or disease.
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C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self -insured retentions as respects the City, its officers, officials, employees and volunteers or (2) Concessionaire shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administrations and defense expenses.
D. Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
• Additional Insured Endorsement
General Liability: The City, its officers, elected and appointed officials, employees and volunteers are to be covered as insureds with respect to liability arising out of work performed by or on behalf of the Concessionaire. General liability coverage can be provided in the form of an endorsement to the Concessionaire’s insurance, or as a separate owner’s policy.
Automobile Liability: The City, its officers, elected and appointed officials, employees and volunteers are to be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Concessionaire.
For any claims related to this project, the Concessionaire’s insurance coverage shall be primary insurance as respects the City, its officers, elected and appointed officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, employees or volunteers shall be excess of the Concessionaire’s insurance and shall not contribute with it.
Each insurance policy required by this shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.
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Each insurance policy required by this clause shall be endorsed to state that the inclusion of more than one insured shall not operate to impair the rights of one insured against another insured, and the coverages afforded shall apply as though separate policies had been issued to each insured.
Each insurance policy shall be in effect prior to awarding the agreement and each policy or a successor policy shall be in effect for the duration of the project. The maintenance of proper insurance coverage is a material element of the agreement and failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of agreement on the Concessionaire’s part.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII and which are authorized to transact insurance business in the State if California by the Department of Insurance.
F. Verification of Coverage
Concessionaire shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on the City authorized forms provided with the agreement specifications. Standard ISO forms which shall be subject to City approval and amended to conform to the City’s requirements may be acceptable in lieu of City authorized forms. All certificates and endorsements are to be received and approved by the City before the agreement is awarded. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.
G. Subcontracts
Concessionaire shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
H. Risk Management
Concessionaire acknowledges that insurance underwriting standards and practices are subject to change, and the City reserves the right to make changes to these provisions in the reasonable discretion of its Risk Manager.
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SECTION THREE: CONTENT AND SEQUENCE OF PROPOSAL/PROPOSAL FORMS
City of Redondo Beach
CATERING AND FACILITY MANAGEMENT OPERATIONS OF THE
VETERANS PARK COMMUNITY CENTER #2122-007
PROPOSAL FORM A
In accordance with the City of Redondo Beach Request for Proposals (RFP), we are pleased to offer the City the considerations described on the attached sheets for the privilege of providing catering and facility management operations for the Redondo Beach Veterans Park Community Center.
The undersigned Proposer hereby understands, warrants and agrees:
1. That the Proposer has read, understood and agrees to provide catering and management services in accordance with the terms, conditions and specifications contained in the RFP.
2. That the Proposer is fully qualified and capable of providing the services described in the RFP.
3. That the Proposer will, if awarded a Contract by the City Council, enter into a Contract and provide a performance bond, cashiers or certified check in a mutually agreed upon amount, made payable to the City of Redondo Beach.
4. That all of the information contained in or supplementing this proposal is true and correct to the best of the Proposer’s knowledge.
COMPANY OR CORPORATE NAME _________________________________ ADDRESS_________________________________________________________ TELEPHONE NO.____________________ FAX NO._____________________ EMAIL____________________________________________________________ CONTACT PERSON_________________________________________________ TITLE_____________________________________________________________ SIGNATURE_______________________________________________________ Typed Name and Title________________________________________________ - 23-
City of Redondo Beach
CATERING AND FACILITY MANAGEMENT OPERATIONS OF THE
VETERANS PARK COMMUNITY CENTER RFP #2122-007
PROPOSAL FORM B
PROPOSED FINANCIAL ARRANGEMENT
Indicate your proposed financial return to the City of Redondo Beach by completing the following. No other form of financial proposal will be considered.
YEARS 1-3
ITEM CATEGORY PERCENTAGE OF
GROSS SALES
1 All Commercial Activity, Friday, __________%
9:00 a.m. – Sunday midnight
2 All Commercial Activity, Monday - __________%
Thursday, 9:00 a.m. – 10:00 p.m.
3 Off-Premise Sales (if applicable) __________%
4 Minimum Annual Guaranteed Rental $__________
YEARS 4-7*
ITEM CATEGORY PERCENTAGE OF
GROSS SALES
1 All Commercial Activity, Friday, __________%
9:00 a.m. – Sunday midnight
2 All Commercial Activity, Monday - __________%
Thursday, 9:00 a.m. – 10:00 p.m.
3 Off-Premise Sales (if applicable) __________%
4 Minimum Annual Guaranteed Rental $__________
* Subsequent year percentages will be negotiated if the contract is renewed for Years 8-10. - 24-
City of Redondo Beach
CATERING AND FACILITY MANAGEMENT OPERATIONS OF THE
VETERANS PARK COMMUNITY CENTER #2122-007
PROPOSAL FORM C
PROPOSED MAINTENANCE RESPONSIBILITIES
Indicate your proposed maintenance responsibilities by completing the following. No other form of maintenance proposal will be considered.
ITEM CATEGORY
PERCENTAGE
CONCESSIONAIRE
RESPONSIBILITY
7-YEAR
CAP*
1 Maintenance, repair and replacement of
kitchen equipment and tables.
2 Maintenance, repair and replacement of
carpeting, flooring, doors, gutters and
downspouts.
3 Maintenance, repair and replacement of all
major building systems including HVAC
system, elevator, electrical system, plumbing
and sewer systems.
4 Maintenance, repair and replacement of
foundation, bearing and exterior walls,
subflooring and roof.
The City may conduct annual maintenance audits to ensure that the Concessionaire is adhering to the building maintenance responsibilities established in the Contract for Services. The City may also require maintenance contracts for building components such as the elevator and the HVAC system if Concessionaire proposes to take partial or full responsibility for these items.
* Subsequent year caps will be negotiated if the contract is renewed for Years 8-10. - 25-
City of Redondo Beach
CATERING AND FACILITY MANAGEMENT OPERATIONS OF THE
VETERANS PARK COMMUNITY CENTER #2122-007
LIST OF ATTACHMENTS
ATTACHMENT A Location Map
ATTACHMENT B Floor Plan (3)
ATTACHMENT C Kitchen Equipment Inventory (2)
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ATTACHMENT A
LOCATION MAP
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ATTACHMENT B
VETERANS PARK COMMUNITY CENTER FLOOR PLAN
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LI ...IJ
VETERANS PARK COMMUNITY CENTER
29 C C 0 Cl O C
30 ATTACHMENT C
EQUIPMENT INVENTORY
Quantity
1 Description
Ice Machine
1 Ice Bin
1 Refrigerator
2 Work Table
1 Sink
1 Over shelf
1 Roll-In Freezer
1 Hand Sink
1 Slicer
1 Roll-In Refrigerator
1 Urn Stand w/ Sink
1 Microwave Oven & S/S Shelf
4 Heated Food Carrier
1 Fire Suppression System (part of canopy
hood)
1 Canopy Hood
31 Quantity Description
1 Griddle/0.B. Range wt 2 Oven
1 Pot Sink Assembly
1 Pot Rack
1 Rack Shelf
1 Garbage Disposal
1 Warewasher
5 Shelving
1 Floor Trough & Grate
1 Water Softener
35 66" Round Table
3 60" Round Table
19 36" Round Table
4 8' Banquet Table
14 6' Banquet Table
3 5' Serpentine Table
3 60" ½ Round Table