Concession Vendors/Food Trucks Request for Proposals

Issued: September 6, 2019 Proposals Due: October 1, 2019 at 11:00 AM

DeKalb Park District Concession Vendors/Food Trucks

Request for Proposals Executive Summary The DeKalb Park District is seeking proposals for concession vendors at a variety of locations. The District will consider proposals from vendors for single locations or multiple locations. The District will also consider vendors that want to use District facilities for their operations and from vendors that have mobile trucks or carts and wish to use those at District facilities. Ideal vendors will offer a variety of items, both fresh items and prepackaged goods and hot and cold beverages. The vendor should have experience in concessions and food service. In addition, the ideal vendor should be flexible in their schedule and work force. The concession vendor will have flexibility in their menu and will work with the District to provide an exceptional food service experience for the general public and DeKalb Park District’s customers. Proposals are due on October 1. The DeKalb Park District encourages creative and mutually beneficial proposals. Proposals should indicate which site or sites the vendor wishes to provide concession operations and what the vendor proposes offering to the District in terms of compensation. This could be a percentage of sales or a flat monthly fee. Food truck/mobile food carts are also encouraged to submit proposals to offer concession services in the parks. The District will also create a list of food truck/mobile food cart vendors that will be invited to provide services at District events as they are planned.

I. INTRODUCTION The DeKalb Park District (DPD) is seeking seasonal concession vendors and food trucks to provide food and beverage services to the public at District facilities and events. This Request for Proposal (RFP) represents a solicitation by DPD for services. This RFP is intended to encourage vendors to clearly show that they are qualified to provide food and beverage service in a consistent manner for one year, November 1, 2019 – October 31, 2020. Contracts may be renewed on an annual basis for up to 3 additional terms. Each proposal must clearly identify knowledge of concessions operations, food safety practices, and business practices. Requirements and District needs are outlined in this RFP.

II. QUALIFICATIONS AND PROPOSAL INFORMATION

a. Minimum Qualifications Concession vendors/food truck operators must meet these minimum qualifications:

• All food and food products offered for sale shall be from sources approved or considered satisfactory by the DeKalb Public Health Department.

• Vendor is responsible for acquiring and maintaining all necessary licenses, registrations, certifications, and permits required for operation by local, state, and federal law.

• The DeKalb Park District has an exclusive contract with Pepsi to provide fixed fountain beverage, over the counter beverage, and beverage vending services. Proposers must be able to adhere to this exclusive agreement by providing only Pepsi products as part of their concession services and must order product from Pepsi.

• Mobile food carts/trucks, ice cream truck/mobile carts will also be considered as part of the overall work plan proposal.

• License/lease will not include catering or similar service to individuals or groups of individuals using park areas nor will such exclusive right include a right to restrain or prevent park patrons from bringing in their own food, drinks, and convenience items in to any park. All vending machines are excluded from this RFP.

• Sale of tobacco within the parks or at any DPD facility is prohibited. • Sale of alcoholic beverages is prohibited except with an alcohol permit from the District.

Any vendor selling alcohol must also comply with all city, state, and federal regulations. The District will only consider permitting alcohol sales at a very limited number of events.

b. Schedule of Services • Selected vendor(s) shall agree to offer concession services during the days/times of

selected District facility hours of operation, athletic game play, and/or special events. A list of the opportunities available for vendors is below:

• Hopkins Park Ball Fields o Description: There are 4 baseball diamonds at this park where youth baseball

games are played 4 nights per week late May through mid-July and early September through late October. Average daily attendance at this location is 195 people.

o Desired business hours of operations: As games are scheduled, typically weeknights 5:30 pm to 10 pm.

o Space or site available for proposal: Permanent Concession Stand and/or Food Truck/Mobile Concession Stand. Permanent concession stand does not have any food service equipment.

o Utilities: Electrical and water hook-ups are available. • McCormick Park Ball Fields

o Description: There are 3 softball fields at this park where youth softball games are played 4 nights per week late May through mid-July and early September through late October. Average daily attendance at this location is 130 people.

o Desired business hours of operations: As games are scheduled, typically weeknights 5:30 pm to 10 pm.

o Space or site available for proposal: Food Truck/Mobile Concession Stand o Utilities: Electrical and water hook-ups are available.

• Katz Park Softball Fields o Description: There are 3 softball fields at this park where adult softball games

are played 4 nights per week late April through mid-October. Average daily attendance at this location is 130 people.

o Desired business hours of operations: As games are scheduled, typically weeknights 5:30 pm to 10 pm.

o Space or site available for proposal: Food Truck/Mobile Concession Stand o Utilities: Electrical and water hook-ups are available.

• Kiwanis Park Soccer Fields o Description: There are multiple soccer fields at this park where youth soccer

games are played on Saturday mornings from April to June and from August to October. Average Saturday attendance at this location is 500 people.

o Desired business hours of operations: As games are scheduled, typically Saturday mornings 8 am to 11 am.

o Space or site available for proposal: Food Truck/Mobile Concession Stand o Utilities: Water hook-up is available.

• Sports and Recreation Center o Description: This indoor sports facility has 2 indoor soccer fields and 2

gymnasiums where soccer, softball, and basketball games are scheduled from late October through early April. Average daily attendance at this location is 1500 on Saturdays and 750 on Sundays.

o Desired business hours of operations: As games are scheduled, typically Saturdays 9 am to 6 pm and Sundays 11:30 am to 7 pm.

o Space or site available for proposal: The concession area is approximately 330 square feet in size and is located on the 2nd level of the Sports and Recreation Center, adjacent to the spectator seating area. Equipment in the concessions facility will be included in the monthly rental rate and will remain the property of the District at the conclusion of the contract. Equipment includes a small fryer, microwave, flat-top grill, hot dog machine, cheese machine, chip machine, ice machine, coffee maker, freezer, and refrigerator. It is the responsibility of the vendor to ensure equipment is operational prior to operations.

• Hopkins Park Aquatic Center o Description: The Hopkins Park Aquatic Center is an outdoor aquatics facility that

includes a 50-meter pool, a zero-depth wading pool, a diving well with a high dive, and a spray ground. The facility is open from Memorial Day to the Sunday after school opens. Open swim hours are from 11:30 am to 7 pm on Sunday through Friday and 11:30 am to 5 pm on Saturdays. On average the facility hosts approximately 33,000 visitors each summer.

o Desired business hours of operations: 12:30-4:00 pm. o Space or site available for proposal: The concession area is approximately 225

square feet in size. It is located on the north side of the Hopkins Park Aquatic Center with outdoor seating provided. Equipment in the concession facility will be included in the monthly rental rate and will remain the property of the District at the conclusion of the contract. Equipment includes: Popcorn machine, nacho chip warmer, nacho cheese dispenser, microwave, and upright freezer.

• Hopkins Park Events o Municipal Band Concerts

Tuesdays, June - August 2020 (Exact dates TBD) 8:00 pm to 9:30 pm Hopkins Park

o Movies in the Park

Friday evenings once per month in June, July, & August for 2020 (Exact dates TBD)

Movie begins at dark Hopkins Park

o Space or site available for proposal: Food Truck/Mobile Concession Stand o Utilities: Electrical and water hook-ups are available.

• Music at the Mansion o Wednesdays, June-August for 2020 (Exact dates TBD) o Opening act at 6:30 pm; Main concert at 7:00 pm o Ellwood Mansion grounds o Space or site available for proposal: Food Truck/Mobile Concession Stand o Utilities: Limited electrical and water hook-ups may be available.

• Special Events c. The DeKalb Park District hosts several special events throughout the year. The District will

consider proposals from vendors to offer concession operations at District special events. The District will create a list of vendors to be invited to provide services at the District events and will invite those vendors to all special events for which food service is desired by the District. Vendors will not be given exclusive rights to sell at District events but will be on a list to be invited to each event.

d. Equipment At concession sites where a permanent concession site is available, the District will make existing equipment available to the selected vendor(s). District does not guarantee the status of the equipment and will replace or repair any broken or faulty equipment at their discretion. The vendor is responsible for the maintenance of this equipment for the duration of the contract. Upon conclusion of the contract, the equipment will remain the property of the District and be returned to the District in a clean and functional condition. The selected vendor(s) will be responsible to supply any additional necessary equipment to perform the contract. Any additional equipment the vendor purchases will be at their expense and will remain the vendor’s property at the conclusion of this contract and will need to be removed from the District premises.

e. Menu Foods and beverages offered for sale shall be sold at reasonable prices. The vendor shall charge fair, reasonable, and nondiscriminatory prices for each unit of sale or service. It is agreed that all articles sold or used under this agreement will be of good quality determined by Superintendent of Recreation or his/her designee. The successful vendor shall always keep on public display the prices, rates, and charges which may be made for the sale of goods and services to the public. Concession signage shall be attractive, professional, and ADA compliant. The vendor shall operate, serve, and dispense quality foods and beverages with adequate portions. Such operations shall be in an environment of complete cooperation with District personnel. The Vendor shall always comply with all applicable laws and regulations of the United States, the State of Illinois, DeKalb County, and the City of

DeKalb, and all applicable health rules and regulations. All foods must always be fresh and of best quality.

f. Personnel The vendor will be responsible for hiring the necessary personnel or soliciting the necessary volunteers to conduct operation of the concessions. The vendor will comply with all federal, state, and local laws related to minimum wage, social security, nondiscrimination, Fair Labor Standards Act, unemployment compensation, and workers’ compensation. The vendor shall always provide an active, qualified, and competent supervisor of the facility who shall be authorized to represent and act for the vendor in matters pertaining to the day-to-day operation of the facility. The vendor further always agrees to have enough attendants on duty to render adequate service to the public. All employees and/or volunteers of the vendor shall be neat and properly dressed and shall be courteous to the public. Employees and/or volunteers shall follow the DeKalb Park District customer service standards. A copy of these standards will be provided to vendors. At the request of the Superintendent of Recreation or his/her designee the vendor shall provide name badges for all employees/volunteers and shall dismiss any employee/volunteer whose conduct is contrary to the interest of the District.

g. Utility Bills & Maintenance For vendors utilizing District facilities for operations, it is agreed that the DeKalb Park District shall pay all utility bills and provide for repair and maintenance for the building/facility, other than routine daily cleaning/maintenance procedures. The DeKalb Park District shall have the right to enter the facility operated by the vendor at any reasonable time to examine the premises and make any repairs and improvement that it deems necessary. Any equipment furnished by the District under the contract will be maintained by the selected vendor(s). Any additional equipment needed by the vendor will be the vendor’s financial responsibility to purchase. Any purchased equipment will remain the property of the vendor. The vendor shall repair any damages resulting from negligence or neglect of daily routine cleaning and maintenance on his/her part or on the part of any of his/her employees or agents, to District property or equipment. Failure to make said repairs after receiving written notice from the District will result in District repair, the reimbursement of which shall be paid by the vendor within fifteen (15) days after notice. Failure to make such payment shall place the vendor in default of their contract and subject to termination of the contract, at the discretion of the District. Upon termination of the contract the premises must be cleaned and returned to the District in the same condition or better than they were at the start of the contract.

h. Improvements It is agreed that any permanent improvements or additions made to District concession facilities shall become the property of the DeKalb Park District at the completion, termination or default of this contract. Vendor specifically agrees that no structural

alternation shall be undertaken without the written approval of the Superintendent of Recreation of the DeKalb Park District. All improvements or additions to existing building are the financial responsibility of the vendor unless otherwise stated in District planning documents. The District will approve and hire any contractors needed for improvements.

i. Garbage Disposal The vendor will remove all garbage generated from the operation is placed into designated trash or recycling containers. Disposal costs shall be the responsibility of the DeKalb Park District. The vendor is accountable and responsible for cleaning and trash removal of immediate area adjacent to concession location(s).

j. Insurance Insurance coverage requirements are as follows:

A. Worker’s Compensation insurance with the Illinois statutory limits and Employer’s Liability insurance with minimum limits of $1,000,000 each accident.

B. Commercial General Liability Insurance, Personal Injury, Bodily Injury and Property Damage on an “Occurrence Basis” with limits of liability not less than $2,000,000 per occurrence combined single limit.

C. Automobile Liability insurance covering all owned, hired and non-owned vehicles with limits of $2,000,000, single limit, per occurrence for bodily injury and property damage.

D. Deductibles: The vendor shall be responsible for payment of all deductibles contained in any insurance required hereunder.

E. Insured: All policies shall name the vendor as insured. F. Cancellation Notice: All policies shall include the following language: “Should

any of the above policies be canceled before the expiration date thereof, the issuing insurer will mail 30 days written notice to the certificate holder named on this certificate.”

G. Additional Insured: All policies include the following language, “The DeKalb Park District their officers, agents, employees, and volunteers, all boards, commissions and /or authorities and board members, including employees and volunteers thereof are added as additional insured.”

H. Subcontracting any of the services is prohibited without written permission of the Executive Director of the DeKalb Park District. If any work is sublet in connection with the contract the selected vendor(s) shall require each subcontractor to effect and maintain at least the same types and limits of insurance as fixed for the vendor.

I. The provisions requiring the vendor to carry said insurance shall not be construed in any manner as waiving or restricting the liability of the vendor under this contract.

J. In recognition that small vendors may find it challenging to meet these insurance requirements, the District has the authority to vary from the specified limits as deemed necessary.

K. If, during the term of the contract, changed conditions or other pertinent factors should in the reasonable judgment of the DeKalb Park District render inadequate insurance limits the selected vendor(s) will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be effected at the selected vendor(s)’ expense, under valid and enforceable policies, issued by the insurers of recognized responsibility which are well-rated by national rating organizations and are acceptable to the District.

L. Hold harmless/Indemnity: a. The selected vendor(s) agrees to save harmless and defend the DeKalb

Park District against and from any or all liability, loss, or damages (including without limitations, fees and expenses of attorneys, expert witnesses, and other consultants) which the DeKalb Park District may suffer as a result of claims, demands, costs, or judgments against it arising from, out of, or in consequence of the performance of this agreement, excepting only such liability, loss, or damage as shall have been occasioned by the sole negligence of the DeKalb Park District it’s officers, agents, or employees.

b. The selected vendor(s) agrees that it is its responsibility and not the responsibility of the District to safeguard the property and materials used in performing this contract. Further the Vendor agrees to hold the DeKalb Park District harmless for any loss of such property and materials used pursuant to the selected vendor(s) performance under this contract.

k. Licenses

Vendor is responsible for acquiring and maintaining all necessary licenses, registrations, certifications, and permits required for operation by local, state and federal law. Proposal submittal must include copies of all concessions or other licenses required to provide the requested services.

l. Advertising

Vendor shall not employ or use any persons known as “criers” or other noise makers as a means of attracting attention to the vendor’s business, not approved by the District, or to the extent of creating a nuisance. Vendor must secure written permission from the DeKalb Park District to use any District owned intellectual property including logos and photos. Use of the District’s intellectual property without written permission from the DeKalb Park District is strictly prohibited.

m. Payment of Sales Tax Vendor is solely responsible for calculating and remitting state and local sales tax on items sold. Copies of sales tax returns shall be available upon the District’s request.

n. Compliance with Laws The selected vendor(s) shall not permit on the premises any gambling or games of chance, or install or operate, or permit to be installed or operated, any device or

conduct any activities which, in the opinion of the District, are contrary to good morals or are otherwise objectionable. No weapons, including concealed guns, or dangerous/hazardous materials are to be brought to or stored on site.

b. District Point of Contact

In order to avoid any potential confusion, and to minimize the burden to District staff, the District requires that all questions concerning the RFP must be directed in writing to Greg Bruggeman by email at gbruggeman@dekalbparkdistrict.com. Individuals or firms interested in submitting a proposal are asked not to contact other members of the DeKalb Park District team or Board Members in connection with the RFP.

c. Proposal Submission Instructions Please note that vendors may submit proposals for one area of operation or for several. Responses should be direct and to the point, providing enough detail so that they can be understood. Proposals should include the following information:

• Business name, Address, Telephone, Email, Website • Contact Person Name • Concession Vending Experience • Location/Events for Proposed Services • Proposed Menu Items • Any and all tenant improvements desired. • Electrical and water requirements • References • Proposed Fee to the District (Monthly Rate; Per Event Rate; Percentage of Sales)

• All applicants are encouraged to visit the site (or sites) prior to submitting a proposal.

Sites vary in locations and in description; some have permanent concession facilities while others will require mobile carts or trailers.

• Proposers are expected to examine all specifications and instructions. Failure to do so will be at the proposer’s risk.

• Failure to include in the proposal all information requested may be cause for rejection of the proposal.

• Any samples, CDs, DVDs or any other items submitted with the proposal will not be returned to the proposer. All proposals become the property of the DeKalb Park District.

To be ecologically focused, it is preferred that proposals and exhibit documents be submitted in a PDF format through email or a Dropbox. The subject line of the email should read PROPOSAL: CONCESSION SERVICES. Any proposals received after the deadline will not be considered. Paper proposals will also be accepted. Applicants assume all costs associated with submission of the proposal. All proposals are due on or before October 1, 2019 at 11:00 AM to:

Greg Bruggeman DeKalb Park District 1403 Sycamore Road DeKalb, IL 60115

815.758.6663 gbruggeman@dekalbparkdistrict.com

III. Selection Criteria Proposals will be evaluated and ranked. The DeKalb Park District reserves the right to reject any and all proposals, to make an award based directly on the proposals or to negotiate further with one or more vendors. The District reserves the right to reject all proposals and request new proposals. The vendor(s) selected for the award will be chosen based on apparent greatest benefit to the District, including but not limited to:

1. Days and Hours of Operation How many days per week and during what hours do you intend to operate the concession? What date would you prefer to open and when would you prefer to close? 2. Products/Services Offered for Sale What products do you intend to offer? What price? What size(s)? What nutritional options do you intend to offer? Please list all proposed items and unit prices. 3. Concession Experience/Business Reference Please list at least three (3) business references that will support, document or verify your performance in providing concessions and/or operating a business. 4. Compensation/Cost Proposal

VII. TIMELINE Request for Proposals Issued: September 6, 2019 RFP Questions Deadline: September 20, 2019 at 11:00 AM Proposals Due: October 1, 2019 at 11:00 AM Interviews with Vendors (If necessary): October 4, 2019 Board approves vendors: October 17, 2019 Concession/Vending Operations begins: November 1, 2019

The District will make every effort to administer the proposal process in accordance with the terms and dates as discussed in this RFP. However, we reserve the right to modify the proposal process and dates as deemed necessary.

VIII. OTHER TERMS AND CONDITIONS

• Nothing in this RFP will preclude the District from utilizing services from other food/concession vendors to compliment this agreement and provide services to the District.

• The contract may be terminated by either party by giving the other party no less than thirty (30) days written notice. Under no circumstances will any damages be paid as a result of termination of this contract.

• Termination for Cause: In addition to any other termination rights under this Contract, if Contractor fails to perform to the District’s satisfaction any material requirement of this Contract or is in violation of a material provision of this Contract, the District shall provide written notice to Contractor requesting that the Breach or noncompliance be remedied within

the period of time specified in the District’s written notice, which shall be no fewer than sixty (30) days. If the Breach or noncompliance is not remedied by that date, the District may: (i) immediately terminate the Contract without additional written notice; or, (ii) enforce the terms and conditions of the Contract. In either event, the District may also seek any available legal or equitable remedies and damages.

• Immediate Termination for Cause: In addition to any other termination rights under this Contract, the District may terminate this Contract, in whole or in part, immediately upon notice to Contractor if it is determined that the actions, or failure to act, of Contractor or its agents, employees, or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property. This Contract may be terminated immediately if the Department determines that Contractor fails to meet any of the applicable requirements established by DeKalb Park District Park Ordinance Code or generally accepted personnel policies.

• The District reserves the right to reject any or all proposals, to waive any irregularities, or informalities in any proposal or proposal procedures, and to accept or reject any item or combination of items. The award will be to the proposer whose proposal complies with all the requirements set forth in this RFP, and whose proposal in the opinion of the District, is the best proposal taking into consideration all aspects of the proposer’s response, including the total net cost to the District.

• Submissions will not be returned. • Late submissions will not be accepted.

DeKalb Park District Concessions Proposal

APPLICANT INFORMATION Applicant’s Name:

Business Name:

Business Address:

City: Zip:

Primary Contact & Title:

Secondary Contact & Title, if applicable:

Phone:

Phone:

Email:

Email:

Business Website:

DESCRIBE YOUR BUSINESS AND PROPOSED SERVICES In this section, please describe your proposed business and any positive financial, environmental, social, or cultural benefit to the DeKalb Park District. Please be as descriptive as possible.

Type of Business

Specify if the organization is a corporation, partnership, not-for-profit, sole proprietorship, joint venture, etc. Explain any details or factors needed to clarify your organizational and financial structure.

Experience in Business

How long has the proposed business been in the concessions business? Describe the business below.

Proposed Services

Describe the services proposed for the Department. Please describe your services and business philosophy. How does your business enhance the park, event, or program?

Presentation

Please describe your cart, awning and/or equipment and attach photos. Pictures of your proposed set-up/ equipment are required.

How will your employees be attired?

Proposed Schedule of Operations

What are your dates of operation? How many days a week will you be in the park? How many hours each day? The operational season is November 1 – October 31.

References

Please provide up to three financial or business references. These could include banks, clients, suppliers, or any other organization you have worked with in the past.

Name of Reference:

Phone:

Email:

Description of Relationship:

Name of Reference:

Phone:

Email:

Description of Relationship:

Name of Reference:

Phone:

Email:

Description of Relationship:

MENU Provide an overview of your proposed menu. Pricing should be without tax.

Menu

ITEM UNIT of MEASURE PRICE COMMENT Example: Small Soda 16 oz $1.25

FINANCIAL PROPOSAL AND BUSINESS OFFER Based on your expert experience in the seasonal concessions business and having 1.) thoroughly read the enclosed contract and RFP documents; 2.) asked the DeKalb Park District any questions you may have had about the terms, conditions, and responsibilities described herein; 3.) visited the proposed sites; 4.) sought legal and financial advice as needed; and 5.) researched the applicable laws, ordinances, statutes and regulations, you make the following firm and irrevocable offer to pay concession fees as show below:

Financial Proposal

You are proposing on the full concession season of November 1 – October 31. Below are two options: 1. Monthly rental fee and 2. Percent of gross sales. Please choose the box and amount you choose to bid.

☐ MONTHLY RENTAL FEE: I/We shall make a concession rental fee of

$

Please express this as a dollar amount to be paid to the DeKalb Park District each month of this contract. Amount is due on the 15th of each month.

☐ PERCENT OF GROSS SALES: I/We shall pay a percentage of sale in the amount

of:

Please express this as a percentage of gross to be paid to the DeKalb Park District each month of this contract; if this option is chosen, vendor will be required to supply monthly income statements to the DeKalb Park District along with payment. Amount is due on the 15th of each month.

AT TIME OF PERMITTING, ALL VENDORS ARE REQUIRED TO HAVE ON FILE: • INSURANCE: Prior to the commencement of use of Premises pursuant to

this Agreement, the Concessionaire shall secure and maintain in force atno expense to the DeKalb Park District at all times during the effectivedate of this Agreement, proof of insurance listing the DeKalb ParkDistrict as an additional insured. It is your responsibility to obtain thecorrect insurance.

Menu Cont.

• CITY OF DEKALB BUSINESS LICENSE Vendors agree to comply with all applicable city laws and ordinance, DeKalb Park District policies, and all applicable requirements of state and federal law.

Location Concession Stand

Food Truck/ Cart Space Seasons Include in your

Proposal? Amount

Hopkins Park Ball Fields 1 1 May - July &

Sept - Oct Yes No $

McCormick Park Ball Fields

1 May - July & Sept - Oct Yes No $

Katz Park Softball Fields

1 April - October Yes No $

Kiwanis Park Soccer Fields

1 April - June & Aug - Oct Yes No $

Sports and Recreation Center

1 1 Oct - April Yes No $

Hopkins Park Aquatic Center 1 1 June - Aug Yes No $

Municipal Band Concerts

1 Tues, June - Aug Yes No $

Movies in the Park

1 3 Nights June - Aug Yes No $

Music at the Mansion

1 Wednesdays, June-Aug Yes No $

Special Events 1 - 5, depending on the event

4th of July, Kickball Yes No $

SIGNATURE Applicant Signature Date