Issued On: July 25, 2019 - nbparks.org · 25.07.2019 · REQUEST FOR PROPOSAL FOR ... halfway...

NORTHBROOK PARK DISTRICT

REQUEST FOR PROPOSAL FOR

FOOD AND BEVERAGE SERVICES

Issued On: July 25, 2019

Date Due:

August 15, 2019 ‐ 2:00 pm CST

At:

545 Academy Drive Northbrook, IL 60062

For:

Sportsman’s Country Club

3535 Dundee Road

Northbrook, Illinois

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SECTION 1: INTRODUCTION

The Northbrook Park District (the “District” or the “Park District”) invites interested organizations to submit

their proposals to provide food and beverage services at the District’s Sportsman’s Country Club

(“Sportsman’s), as outlined in this Request for Proposals (“RFP”). As set forth in more detail in this RFP, the

Park District seeks proposals from qualified organizations interested in operating a year‐round restaurant

at Sportsman’s clubhouse, providing food and beverage services on the golf course (food/beverage cart and

halfway house), providing catering services for special events held at Sportsman’s clubhouse, and offering

other food and beverage amenities at Sportsman’s (collectively, “Food and Beverage Services” or

“Services”).

The selection of the successful firm(s) for the Food and Beverage Services shall be at the District’s discretion. The District reserves the right, in its sole discretion, to reject any and all proposals, or to accept any portion of any proposal, to waive any formality, technicality or irregularity in any proposal, and to be the sole judge of the value and merit of the proposals offered. Such decisions by the District shall be final. SECTION 2: BACKGROUND AND GOLF COURSE INFORMATION

Sportsman’s Country Club is owned and operated by the Park District, an Illinois unit of local government

located in northern Cook County and governed by a seven‐member Board of Commissioners. The District

serves approximately 31,000 residents and its boundaries cover approximately 17 square miles.

Sportsman's, located at 3535 Dundee Road, includes an 18‐hole golf course and a 9‐hole golf course, with a standalone 30‐stall practice range, and is home to the Northbrook Golf Academy. In 2018, the Northbrook Park District launched 2018‐2022: New Places to Play — a capital improvement initiative that will include improvements to the District’s golf courses, practice facilities and a new clubhouse at Sportsman’s Country Club (collectively, the “Project”). This Project was selected in response to community feedback regarding the Park District’s programming and facilities. The Northbrook Park District Board of Park Commissioners (the “Board of Commissioners”) has allocated $12.5 million for this Project.

Over the past year, the Board of Commissioners and the Park District’s Golf Project Team have gained

valuable insight on this important community project. Research through a third‐party market analysis

reveals that a quality food service facility at the Sportsman’s location has great potential. The Park District

is dedicated to its goal of enhancing the overall golf experience at Sportsman’s and to becoming a desired

destination for the entire community 12 months out of the year. In that spirit, the Park District is issuing

this RFP in order to select a qualified organization to partner with the District to provide year‐round

restaurant services and other food and beverage amenities at Sportsman’s for the benefit of golfers and

non‐golfers alike.

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SECTION 3: GENERAL RFP INFORMATION

Each respondent must reply to this RFP by supplying a proposal with all relevant information that meets

the requirements set forth in this RFP.

A. Pre‐submittal Conference

An optional pre‐submittal conference will be held on August 1, 2019 at 2:00 pm CST at the Joe Doud

Administration Building, located at 545 Academy Drive, Northbrook, Illinois. All interested firms will have

the opportunity to discuss the site with Park District staff and present questions as it relates to this RFP.

All questions pertaining to this RFP may be submitted to the email below on or before August 7, 2019.

Molly Hamer, Executive Director

Northbrook Park District

Email: [email protected]

B. Park District Responses to Questions

Responses to questions or requested clarifications or additional information regarding this RFP will be

emailed to all firms no later than August 9, 2019.

C. Examination of the RFP

It is expected that respondents will read this entire RFP package and accompanying documents with care and will submit a completed proposal, including a completed proposal form contained in this package, without alteration. The Park District will not accept a proposal form that has been recreated or reformatted by the respondent. Proposal forms obtained from any source other than the Park District cannot be assumed to be complete, and proposals prepared from such documents are subject to rejection. Also, it is expected that the respondent will carefully review its proposal before submitting to confirm that it is complete. Incomplete proposals may be removed from consideration. Lastly, the respondent’s negligence in these matters, or the failure of the respondent to ask relevant questions before the proposal due date, will not relieve the respondent of any obligations to comply, in every detail, with all provisions and requirements of this RFP package.

D. Submittal Response Date

A total of nine (9) bound copies (one original and 8 copies) and 1 digital copy, including all required forms

and supporting documentation, must be addressed and mailed or delivered to the address listed on the

cover sheet. Proposals must be received on or before 2:00 PM CST, August 15, 2019. It is the sole

responsibility of the respondent to ensure that the District has received the respondent’s proposal on time.

No e‐mail or fax submittals will be accepted.

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E. Modification and Withdrawal of Proposals

A proposal may not be modified, withdrawn or canceled for a period of ninety (90) days after the time and

date designated for receipt of proposal. A firm may withdraw or modify a submitted proposal before the

time and date designated for receipt by providing a written notice to the party receiving proposals on behalf

of the Park District as noted herein.

F. Cancellation of Statement of Qualifications

The Park District reserves the right to cancel this request for services at any time, to elect not to award the

work listed, to reject any or all of the responses, to accept only portions of a proposal and reject the

remainder, to waive any informality or irregularity in any response received, and is the sole judge of the

merits of the respective responses received. The Park District shall have no liability or responsibility to any

firm in the event of cancellation of this RFP.

G. Notice of Freedom of Information Act

After award of the contract, all responses, documents, and materials submitted by respondents pertaining to this RFP will be considered public information, subject to inspection. By submitting a proposal or otherwise responding in any way to this RFP, each respondent acknowledges

the following:

1. The District is subject to the Freedom of Information Act, 5 ILCS 140/1, et seq. ("FOIA"), and

any and all information submitted by the respondent to the District is subject to disclosure

to third parties in accordance with FOIA.

2. If a respondent intends for the District to withhold the respondent’s trade secrets,

commercial information, or financial information from disclosure to a third party in response

to a FOIA request, the respondent must include with its proposal submittal a written

notification specifically identifying such information, along with a statement that disclosure

of such information will cause competitive harm to the respondent, as provided by FOIA

Section 7(1)(g), 5 ILCS 140/7(1)(g). Any content not so marked by the respondent at the time

of bid submittal will be presumed to be open to public inspection. The respondent may be

required to substantiate the basis for its claims at a later time.

3. Notwithstanding timely notice received from a respondent in accordance with Section 7(1)(g), the District reserves the right, in its sole discretion and subject only to applicable law, to withhold or release the subject information in response to a FOIA request.

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SECTION 4: SCOPE OF SERVICES

The successful respondent shall provide Food and Beverage Services for Sportsman’s, including providing indoor and outdoor restaurant services at the clubhouse, which will offer breakfast, lunch and dinner and a full‐service bar. The District is open to various breakfast offerings rather than a full‐service breakfast menu. Additionally, the food and beverage vendor will provide on‐course service (food/beverage cart and halfway house) and catering services for special events held at the clubhouse.

SECTION 5: GOALS AND OBJECTIVES

The general goals and objectives of this opportunity are:

A. To enter into an agreement with an experienced organization for the food and beverage concession

operation that complements Sportsman’s and provides consistency and the highest possible quality

food and beverage that will enhance the use of the entire golf course and its surrounding area and

provide comfort and convenience to patrons; and

B. To generate revenue for the Park District through the operation of the restaurant at Sportsman’s

and other food and beverages concessions provided at Sportsman’s.

SECTION 6: THIRD‐PARTY AGREEMENTS

During or prior to the agreement term, the Park District may enter into sponsorship agreements with other

parties for the exclusive use of products or services (e.g. soft drinks). The awardee shall, where applicable,

use the sponsored products or services (and, if required by a sponsor, purchase such products or services

from the sponsor or its designated distributor) or comply with any other sponsorship requirement

exclusively in connection with its business at Sportsman’s, and shall not use or display products which

conflict with sponsor's products without the prior express written permission from the Park District. The

Park District reserves the right to designate areas within Sportsman’s, for the placement of sponsorship

logos including, without limitation, awardee's employees' uniforms and awardee's signage. Violation of

this provision by awardee shall entitle the Park District to confiscate awardee’s performance deposit, if any

is required, and/or shut down awardee on a temporary or permanent basis without terminating the

agreement or entitling awardee to an abatement of fees from the Park District. The awardee may also be

liable to the Park District for lost sponsorship revenue due to awardee’s breach of these provisions.

SECTION 7: SCOPE OF SERVICES

A. Clubhouse Restaurant

The successful respondent will operate a restaurant at Sportsman’s clubhouse year‐round. As part of the

Park District’s master plan for Sportsman’s, the District intends to construct a new clubhouse by late

summer 2021. The Park District, in furtherance of its partnership with the successful respondent, may

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request that the successful respondent provide a limited role in the review of the proposed design of this

new clubhouse. The new clubhouse will be approximately 12,500 square feet, with an indoor dining area

for 80 people and outdoor dining area for 75 people. The Park District envisions the restaurant to be fast‐

casual, offering breakfast, lunch and dinner and a full‐service bar, but the Park District is open to other

dining experiences.

B. Halfway House and Food and Beverage Cart Services

The successful respondent shall provide food and beverage services, including alcohol options, at a half‐

way house located on the golf course and through the use of a food and beverage cart on the golf course.

The District desires the successful respondent to provide a mobile device ordering option from the golf

course and will assist the successful respondent with the technology support to achieve this option.

C. Special Events

The successful respondent will provide services for special events held at Sportsman’s.

D. Vending Machine Operations

The successful respondent shall provide and service vending machine options for Sportsman’s at locations

to be agreed upon with the Park District. The following conditions shall apply: all cold beverage machines

shall be equipped with a Vending Miser or equivalent energy saving device; all snack machines shall be

equipped with a Snack Miser or equivalent energy saving device; and all snack machines shall use LED lights.

The District will contract a third party vending if the successful respondent chooses not to provide vending options as part of the Services.

SECTION 8: SELECTION PROCESS

The District will evaluate and select the firm the District determines is in the District’s best interest to

provide high quality food and beverage services in accordance with the terms of this RFP.

A. Evaluation of Written Submissions

Your proposal must meet the submittal requirements described in Section 11 below. Upon receipt of your

proposal, the Park District will initially process and review it for completeness. Incomplete proposals may

be removed from consideration. Additionally, the Park District will not consider proposals from

respondents that are in arrears or in default with the Park District, or have failed to perform adequately

and faithfully on any previous contract with the Park District.

A Selection Committee, comprised of Northbrook Park District staff and Board members will then review

and evaluate all proposals not removed from consideration in accordance with the general evaluation

criteria set forth below (Selection Criteria) and based on such other information and matters as the

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Committee deems necessary or desirable to determine the qualifications, responsibility, and suitability of

each firm submitting a proposal in response to the RFP. The President of the Board of Park Commissioners

and/or the Board of Park Commissioners may be informed and consulted throughout the review process

about the proposals.

As part of its review of the proposals, the Committee may at any time during the review process request

from any respondent: (i) additional information; (ii) to clarify any part of their proposal; (iii) to revise any

part of their proposal; (iv) best and final offers; and (v) any combination of items (i)‐(iv). Additionally, the

Committee may exercise items (i)‐(v) more than once. Information from items (i)‐(v) may be used along

with the other contents of the proposal to aid the Committee in its review and selection. The Committee

may select respondent without exercising any or all of items (i)‐(v).

After conducting such review and making such evaluations, the Selection Committee may select not less

than three (3) qualified firms (unless less than 3 submissions are received) to proceed to the oral interview

stage of the selection process (a “Finalist” and/or the “Finalists”), or may reject all proposals.

B. Oral Interview

At the interview, each Finalist shall be required to present and explain its submission in detail, including a

full discussion of how its approach to the Services satisfies the Selection Criteria. In addition, each Finalist

shall be required to answer questions posed by the Selection Committee. Oral interviews may be video or

tape recorded and, following completion of the selection process, may be subject to release under the

Illinois Freedom of Information Act, 5 ILCS 140/1 et seq.

Following review and consideration of the oral interviews, the Selection Committee may request additional

information from one or more of the Finalists if deemed necessary or desirable by the Selection Committee

to assist it in evaluating a Finalist’s qualifications for the Services, and may request any additional

information pursuant to Section 8A(i)‐(v).

In lieu of or in addition to the interview, the Selection Committee reserves the right to select an applicant

for presentation to the Park District’s Board of Park Commissioners based upon the application only.

C. Ranking

Based upon the written submissions, oral interviews and any supplementary information submitted in

response to the District’s request, and based upon the Selection Criteria, and such other criteria as the

Selection Committee determines appropriate, and any independent investigation (e.g. discussions with

previous clients) as the Selection Committee determines to be necessary or desirable to assist it in

evaluating a Finalist, the Selection Committee will rank the Finalists.

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D. Negotiations

Following such ranking, the Selection Committee may contact the highest‐ranking firm and attempt to

negotiate a contract for the Services, or the Selection Committee may present ranked firms to the Park

Board for a final selection.

The recommendation of the Selection Committee will be subject to the approval of the Northbrook Park

District Board of Commissioners. An award, if made, shall be based on a determination by the Northbrook

Park District Board of Commissioners of the responsible applicant whose qualifications and proposal are

determined to be the most advantageous to the District, taking into consideration the Selection Criteria.

The Northbrook Park District Board of Commissioners reserves the right to accept the RFP response as a

whole or any component thereof and reject the remainder, if it appears to be in the best interest of the

District.

SECTION 9: SELECTION CRITERIA

The Selection Committee shall review the responses to the RFP for the Services. The District will select a

firm based on the following criteria (in no specific order):

A. Completeness of the proposal;

B. Qualifications and experience of firm, including professional qualifications and skills of staff;

C. Experience/Performance ‐‐ Review of past performance on similar food and beverage operations,

evaluations of references, etc.;

D. Financial stability of the firm;

E. Expressed understanding of the nature and scope of the services being requested;

F. License Fee to be paid to the Park District by the applicant;

G. The extent to which the proposed Food and Beverage Services would not interfere with and would

enhance park recreational activities;

H. The extent to which the proposed Food and Beverage Services are consistent with the aesthetic and

functional nature and planned use of the proposed location;

I. The quality, including the creative or innovative nature of the proposed foods and beverages; and

J. Any other factor that the Committee may deem relevant.

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SECTION 10: SUBMISSION PROCESS, DUE DATE AND REQUIRED DOCUMENTS

A total of nine (9) bound copies (one original and 8 copies ‐ original copy of the submittal clearly labeled

“Original.”) and 1 digital copy, including all required forms and supporting documentation, must be

addressed and mailed or delivered to the address listed below, which is the address to be used for all

communication in connection with this RFP:

Molly Hamer, Executive Director

Northbrook Park District

545 Academy Drive

Northbrook, IL 60062

All responses must be received no later than 2:00 pm CST, on August 15, 2019. Responses received later

than the date and time above will be rejected.

Submissions must be presented on 8 ½” x 11” paper bound and inserted in a separate sealed, opaque

envelope and labeled as “FOOD AND BEVERAGE SERVICES FOR SPORTSMAN’S COUNTRY CLUB.”

SECTION 11: SUBMITTAL REQUIREMENTS

Submissions shall include:

A. Letter of Interest

A letter of interest from the firm, introducing any key staff members being proposed to provide the Services,

and highlighting the firm’s proposal for performing the Services as described in the RFP.

The letter of interest should indicate your firm’s understanding of the requirements of the Services. The

letter should be a brief formal letter that provides information regarding the firm’s interest in and ability to

perform the requirements of the RFP. A duly authorized representative of the firm must sign the letter in

response to the RFP. The letter should be on letterhead and state the legal name of the firm, phone number,

fax number, mailing address and e‐mail address.

B. Application

Completion of the application included in this RFP is required for all respondents. The Park District reserves

the right to reject any proposal that does not include a completed application. As part of the application,

each respondent must submit an executed Vendor Compliance and Certification Attachment included in

this RFP, which shall become a part of the agreement with the awardee.

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C. Other Supporting Documentation

Applicants may submit any other relevant supporting documentation which will aid the Park District’s

evaluation of the applicant’s proposal.

D. RFP Response Format

1. Submit a total of nine copies (one original and 8 copies) and 1 digital copy, of your response

for the Services, including all required forms and supporting documentation, with the

original copy of the submittal clearly labeled “Original.”

2. Submissions must be presented on 8 ½” x 11” paper bound and inserted in a separate sealed,

opaque envelope and labeled as “FOOD AND BEVERAGE SERVICES FOR SPORTSMAN’S

COUNTRY CLUB.”

3. A cover sheet containing the name of the firm making the proposal including the name,

address, and telephone number of a specific contact person for this RFP.

4. A Table of Contents: All requested information must be presented in the order as listed

within the Submittal Requirements.

5. Any supplemental information you wish to provide. These additional supporting documents

should not exceed thirty (30) pages. All submittals shall be bound and on 8.5” x 11” paper.

The contents of the response to this RFP by the successful firm will be referenced in any

contract awarded for these Services.

Submittals become the property of the District. Copyrighted, patented or trademarked brands, processes,

slogans, logos, goods, services, and the like should be clearly indicated for the protection of the applicant.

The cost of preparation of proposals shall be the sole obligation of the submitting firms; the District is not

liable for any costs incurred by submitting firms. The District, at its sole discretion, may waive any

formalities, technicalities, or irregularities, and may act in what it determines to be in the District’s best

interest. Submissions will not be returned to the individual or the company that has submitted the proposal.

Submissions are due on or before August 15, 2019 at 2:00 pm CST at the following address:

Molly Hamer

Executive Director

Northbrook Park District Administration Building

545 Academy Drive

Northbrook, Illinois 60062

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The Park District reserves the right to request any further additional documentation that it deems necessary

at any stage of the review and award process, to assist it in making a selection.

SECTION 12: GENERAL CONDITIONS OF CONTRACT

The provisions below will be incorporated into the agreement with the awardee but are not inclusive of all

required agreement terms. They are meant to inform applicants in the preparation of applications. For

purposes of this section, any reference to “Vendor” shall mean the successful respondent.

A. Payment Terms

The District seeks proposals for an annual flat license fee (see the Application); however, the District will

consider other payment options. Prospective Vendors are welcome to offer other terms for consideration.

Payments will be made at specified times throughout the year, to be determined during contract

negotiation.

B. Term

It is the intent of the Park District to execute a contract with the successful Vendor for a period of three (3) years, with the Park District’s option to renew for a maximum of two (2) successive three (3) year terms. C. Hours of Operations

The District will establish minimum hours of service for each operational area, based on business volume

and customer service needs. The Vendor will be expected to keep these minimum hours, unless prior

arrangements are made with an appointed Park District representative. These hours may vary seasonally,

but must be agreed to between the successful Vendor and the Park District.

D. Menus, Signage and Inventory

1. The District understands that menu selections and pricing are a core business component of

the food and beverage business, and the chosen Vendor will have the right and responsibility

to set menu selections and pricing that serve the needs of the District patrons.

2. The District retains the right to approve all signage and sign location prior to installation. The

District reserves the right to review and make reasonable changes to the menus and pricing

for each location. Vendor must clearly display its company name and logo at each location

to distinguish itself from the Park District.

3. Vendor must clearly display all food prices. Signage should be professionally done and in

good taste. Handwritten notes for menu items or pricing will not be considered acceptable.

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4. Vendor must maintain enough stocked food, beverages and accessories to serve the public.

All food and beverage items shall be purchased from reliable and reputable suppliers

and, if required by law, all foods and beverages will be approved by authorized

governmental agencies. Food and beverage items shall be consistently high in quality

and shall at all times be sanitary.

E. Furniture, Fixtures and Equipment

1. The Park District intends to provide standard furniture, fixtures and equipment (“FF&E”)

necessary to operate the restaurant at the clubhouse, and to operate the halfway house and

a food and beverage cart. A complete list of this FF&E is to be determined. Vendors may

include in their proposals specialized vendor‐owned equipment which can be installed

during construction of the clubhouse.

2. The District will pay for any maintenance arising from normal wear and tear needed on FF&E

owned by the District. The Vendor will need to pay for repairs to District‐owned FF&E that

are caused by misuse or negligence of the Vendors’ employees.

3. The Vendor is allowed to install new or supplemental FF&E approved by the District and

remove the same FF&E upon expiration of the agreement. Any FF&E that is to be added by

Vendor must first be approved by the District and any additional cost associated with the

added FF&E must be paid for by the Vendor.

F. Utilities

The Park District will provide electricity, hot and cold running water, and Vendor shall pay the District

for all utility costs.

G. Maintenance and Sanitation Requirements

The District will be responsible for all exterior and structural systems maintenance for the clubhouse and

other facilities at Sportsman’s. The Vendor will be responsible for maintaining and cleaning all food and

beverage areas daily and regularly including the clubhouse kitchen, dining room, outdoor eating area, all

Sportsman’s food and beverage storage areas, the halfway house (excluding bathrooms) and food and

beverage cart. This would include, but is not limited to, daily cleaning after closing, and more frequent

periodic cleaning during periods of high use. District staff will conduct periodic inspections to ensure that

each food service space is meeting all Village and state and/or county health department sanitation codes.

Vendor will be responsible for the proper disposal of all refuse related to the Food and Beverage Services into containers provided by the District. Boxes must be broken down and placed in the appropriate containers. The garbage area must be kept clean. H. Professional Requirements

The Vendor will be expected to conduct their business with a high degree of professionalism and in

character appropriate to serve facility clientele. Most importantly, Vendor and any third‐party supplier of

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services or materials is required to maintain similar philosophies to the District’s mission, vision, and guiding

principles found in Exhibit A along with the understanding that the food service operation must function

first and foremost for the golfers, facility patrons, and members of the community.

I. Personnel

1. Vendor shall select, hire, train, furnish, deploy, discipline, discharge and supervise all

employees, volunteers, agents, subcontractors and independent contractors (collectively

“Personnel”) deemed necessary or advisable by the Vendor in order for the Vendor to

perform the Services. Also, the Vendor will assume full responsibility for the actions of all

Personnel, and shall be solely responsible for their supervision, daily direction and control,

remuneration, severance pay and claims, withholding taxes, insurance, social security

licenses and all other actions related to Vendor’s Services. Further, all Personnel provided

by Vendor will be deemed to be employees or contractors of Vendor and will not for any

purpose be considered employees or contractors of the Park District.

2. Vendor shall perform background checks on all Personnel including criminal background checks, a check against the national sex offender database, fingerprinting, and such other checks as may be required by applicable law, similar to those conducted by the Park District on its employees.

3. The District expects Vendor’s Personnel to be in uniform and wearing a nametag. Vendor’s

Personnel should appear clean, neat, orderly and otherwise appropriate for the services

being provided.

J. Reporting and Record Keeping Requirements

1. Gross sales reports must be provided monthly to the District.

2. Audited annual Financial Statements must be provided annually to the District. 3. Vendor, its subcontractors and affiliates shall keep records relating to their operation of the

Food and Beverage Services, including customer data and sales reports. It is the Park District’s preference that a point of sale system is used that allows immediate viewing and real time reporting of transactions. All records will be made available to the Park District upon request.

K. Insurance

1. Generally

The applicant shall procure and maintain at all times during the contract term, at the

applicant’s own expense, the types of insurance specified below, with insurance companies

authorized to do business in the State of Illinois, satisfactory to the Park District and carry a

minimum policyholder rating of not less than “A” as listed in the Best’s Key Rating Guide,

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covering all operations under the agreement, whether performed by the awardee or by any

subcontractors. Upon request from the Park District, the awardee will be required to submit

a Certificate and Endorsement for review.

2. Certificates of Insurance

The awardee shall furnish to the Park District, in duplicate, certificates of insurance of

required insurances, signed by the insurance company or companies, certifying to the name

and address of the awardee so insured, the description of the work covered by such policies,

and the dates of their expirations, with a further certification from said insurance companies

that their policies will not be changed, cancelled, or terminated without thirty (30) days

prior notice in writing to the Park District.

3. Additional Insured

Except for Worker’s Compensation Insurance, the awardee shall make the Park District, its

respective Board members, officers, agents, and employees, individually and collectively, an

additional insured with respect to liability arising out of the awardee’s work, or work insured

by or for the awardee. The additional insured endorsement shall be on a primary, non‐

contingent basis with waiver of subrogation in favor of the Park District as to all required

insurances. In addition: (i) the awardee expressly understands and agrees that any

insurance coverage and limits furnished by the awardee shall in no way limit the awardee’s

liabilities and responsibilities specified in the contract, or by law; (ii) the awardee expressly

understands and agrees that any insurance maintained by the Park District shall apply in

excess of and not contribute to insurance provided by the awardee under the contract; and

(iii) the awardee hereby waives any and every claim for recovery from the Park District for

any and all injuries and losses arising under the agreement or in any way related to the work

including, but not limited, to any claim for loss of or damage to the work or to the contents

thereof.

4. Insurance Coverage Amounts

The Park District shall have the authority to modify the types and amounts of insurance

required herein during the term of any contract.

a. Worker’s Compensation and Employer’s Liability Insurance: Worker’s

Compensation and Occupational Disease Insurance, in accordance with the laws of

the State of Illinois, or any other applicable jurisdiction, covering all employees of

the firm, including Employer’s Liability coverage with limits of not less than $500,000

each accident or illness.

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b. General Liability Insurance (Primary and Umbrella): Commercial General Liability

Insurance or equivalent with limits not less than $1,000,000 combined single limit,

per occurrence and in the aggregate amount of $2,000,000 for bodily injury,

property damage, and personal injury. Coverage to be included is personal and

bodily injury, independent contractors, broad form property damage and

contractual liability coverage. The Park District is to be named as an additional

insured on a primary, non‐contributory basis with a waiver of subrogation in favor

of the Park District on the primary and excess policies. These insurances shall apply

as primary to and without contribution from, the Park District’s insurance program.

The general aggregate shall apply specifically and solely to this location.

c. Automobile Liability: The awardee shall purchase and maintain, during the life of

the contract, Comprehensive Automobile Liability Insurance, which shall include all

owned, non‐owned, hired or rented vehicles with limits of liability of $1,000,000

combined single limit.

d. Blanket Employee Dishonesty: The awardee shall purchase and maintain, during

the life of the Park District, Blanket Employee Dishonesty Liability Insurance with

minimum limits of $100,000 per occurrence. This coverage shall be extended to

provide coverage to funds and/or property held by the awardee on behalf of the

Park District.

e. Excess (Umbrella) Liability Insurance shall be maintained with limits not less than

$5,000,000. The insurance shall apply excess of General Liability, Automobile

Liability, and Employer’s Liability. The Park District is to be added as an additional

insured with waiver of subrogation in favor of the Park District. This Excess

(umbrella) insurance shall apply as primary to, and without contribution from, the

Park District insurance program.

f. Employment Practices Liability Insurance shall be maintained with coverage of at

least $1,000,000 for claims relating to the employment practices of the awardee

assigned to the provide the Services pertaining to the awardee’s employees, and

include a Wage and Hour coverage endorsement.

g. Property Insurance: When any personal property owned by the awardee is located

in a Park District building, it is required that property insurance be carried at 100%

replacement cost value (the Park District cannot be responsible for loss of or damage

to property caused by insurable hazards, including, but not limited to, fire, wind,

explosion, smoke, or theft.)

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h. Liquor Liability and Contingent Liquor Liability Insurance: Liquor Liability and

Contingent Liquor Liability Insurance in the amount of $1,000,000 per occurrence

and $2,000,000 aggregate. The Park District shall be named as an additional insured

with waiver of subrogation in favor of the Park District.

i. (All Risk) Property Insurance coverage for the awardee’s personal business

property, business interruption, and extra expenses. Coverage shall include property

on premise and in transit of equipment, including electronic data processing

equipment, owned by the Park District and leased or used by the awardee in

connection with the operation of the contract. When any personal property owned

by the firm is located in a Park District building, it is required that property insurance

be carried at 100% replacement cost value (the Park District cannot be responsible

for loss of or damage to property caused by insurable hazards, including, but not

limited to, fire, wind, explosion, smoke, or theft.) The policy shall include the Park

District and all subcontractors as Named Insureds and shall waive subrogation

against any and all Named Insureds.

j. Other Insurance: In certain instances, the Park District, or its risk management

agency, PDRMA, may determine that other or additional insurance coverage may be

required, and will so advise the awardee with an addendum to the contract outlining

the specific type of insurance and limits required.

L. Termination

1. Termination for Convenience

The Park District reserves the right to terminate the agreement for convenience, without

showing cause, at any time upon giving 90 days written to the awardee. The Park District will

only pay for the goods delivered and accepted and/or services performed prior to the date

of such termination. The awardee will not be paid or reimbursed for any anticipatory profits

or for other amounts that have not been earned up to the date of such termination.

2. Termination for Cause

Failure on the part of the awardee to fulfill any of the contractual obligations shall be

considered just cause for termination of the contract, and the Park District shall have against

the awardee all remedies provided by law and equity. The Park District shall have the option

of paying for services performed and/or goods delivered and accepted by the Park District

that are in compliance with the requirements of the contract prior to the date of termination,

or the Park District may return the unused or unconsumed goods to the awardee without

obligation for payment thereof or for any shipping costs associated therewith.

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M. Successors and Assigns

The agreement will bind and inure to the benefit of the awardee, the Park District and its successors and

assigns. The awardee shall not attempt to nor shall it directly or indirectly assign, transfer or convey all or

any portion of this agreement or its rights or obligations hereunder without the prior written consent of the

Park District (which consent may be withheld in the Park District’s sole discretion). In furtherance of and

without limiting the foregoing, the awardee shall not attempt to nor shall it directly or indirectly delegate

or subcontract all or any portion of its responsibilities or obligation hereunder without the prior written

consent of the Park District (which consent may be withheld in the Park District’s sole discretion). Any of

the following events shall also be deemed an assignment of the agreement for purposes of this paragraph:

(i) the sale or transfer of a majority of the stock of or ownership interest in the awardee to one or more

third parties through a single or series of transactions; (ii) the merger, consolidation or reorganization of

the awardee with or into any third party; or (iii) any other transaction(s) that result in a “change in control”

of awardee. The Park District shall not be required to recognize or give effect to any assignment, transfer,

conveyance, subcontracting, or delegation that is or was made in violation of this paragraph.

N. General Compliance with Laws The awardee and each of its respective subcontractors will comply in all material respects with all federal,

state, and local laws, statutes, ordinances, codes, executive orders, regulations, and permits applicable to

or affecting any work or services performed under the agreement, including but not limited to all sanitation,

business licensing, sale of alcoholic beverages, safety, employment, and any other legal requirement

necessary for the awardee to provide Food and Beverage Services to the District as provided in the RFP.

Each respondent shall execute and submit with its proposal, the Vendor Compliance and Certification

Attachment included in this RFP, which shall become a part of the agreement with the awardee. The

awardee is responsible for obtaining and maintaining all necessary licenses and permits, at its sole cost and

expense, during the term of its services with the District.

O. Anti‐discrimination

The awardee will not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age,

marital status, physical or mental handicap, unfavorable discharge from military service, parental status or

sexual orientation with respect to employment practices, in providing access to Sportsman’s or any food

and beverage concessions, providing the Services under the agreement, soliciting for or purchase of goods

and services, or subcontracting of work in the performance of the contract.

P. Waiver

To the fullest extent permitted by applicable law, the awardee will waive any limits to the amount of its

obligations to indemnify, defend or contribute to any sums due under any losses, including any claim by an

employee of the awardee that may be subject to the Workers Compensation Act, 920 ILCS 305/1 et. seq. or

any other related law or judicial decision (Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991)).

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The Park District does not waive any limitations it may have on its liability under the Illinois Workers

Compensation Act, the Illinois Pensions Code, or any other statute or judicial decision.

SECTION 13: SCHEDULE FOR SELECTION PROCESS

The following is the tentative schedule for selection for the successful respondent:

A. RFP issuance July 25, 2019.

B. Submission of questions from applicants no later than August 7, 2019.

C. Responses to questions no later than August 9, 2019.

D. Proposals due no later than August 15, 2019 at 2:00 PM CST.

E. Selection Committee evaluates proposals and notifies Finalists of interviews on August 21, 2019.

F. Selection Committee interviews September 9‐September 13, 2019.

G. Selection Committee begins negotiation with Finalist week of September 16, 2019.

H. Selection Committee recommends to District Golf Operations Committee week of October 14,

2019.

I. Park District Board approval of proposal scope and fee October 23, 2019.

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EXHIBIT A – MISSION, VISION

AND

GUIDING PRINCIPLES

19

APPLICATION

FOOD AND BEVERAGE SERVICES FOR SPORTSMAN’S COUNTRY CLUB

Instructions: Please read “Examination of the RFP” paragraph in Section 3 of this RFP. It is expected that each applicant will have read this entire document with care, and failure to do so will be at the applicant’s own risk. Complete all sections and provide all documents requested in the application. Incomplete applications and/or applications without the required documentation may be removed from consideration and not reviewed.

Company Name __________________________________________________________

Mailing Address __________________________________________________________

Phone # (_____) _____‐_______ Ext. _____ Email _______________________________

Contact Person __________________________ Title ____________________________

Answers must be provided with supporting information as necessary.

1. Please provide a description of the applicant: a) type of organization (corporation, LLC, sole proprietor, etc.);

b) size of organization; c) how many years the applicant has been in business; d) applicant’s professional affiliates;

and e) any other relevant information that describes the applicant (attach separate sheets if necessary). Please

attach an organization chart of applicant:

2. Provide information on other locations your organization currently operates or has operated within the last

three years. Please include the name of the specific contact of the company your organization worked with and

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a phone number for each location.

3. Identify the key personnel in your organization that will be directly responsible for operating the food and

beverage services and their roles (attach separate sheets if necessary). Please attach resumes of all key

personnel, which should include, but is not limited to: years of experience, degrees and licensure. Attach any

certifications, awards, training or licensing that will assist in qualifying your firm for the Services, including but

not limited to sanitation licensing and licenses to serve alcohol in Illinois. Please note you will be required to

meet all the necessary local and state statutes pertaining to sanitation of food service facilities, as well as business

licensing.

4. Are you are licensed to serve alcohol in the State of Illinois? YES NO What training

related to serving alcohol would be provided to your staff?

5. On additional sheets, please provide a detailed summary of how your firm is qualified for these Services. The

applicant must have professional expertise, experience, and qualifications in the following areas:

a) Operations and Management of a high‐quality food and beverage operation;

b) Ability to maintain a food and beverage operation;

c) Maximization of revenue and customer volume;

d) Highly‐efficient and cost‐effective operations;

e) Optimizing use of the space; and

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f) Marketing and customer engagement.

6. On additional sheets, discuss your team’s role, methodology and approach to the scope of Services. Firms

may suggest different approaches to achieving the objectives (attach additional sheets if necessary).

7. On a separate sheet, provide a detailed description of the food and beverage services for the entire golf

course, including providing restaurant services at the clubhouse, catering for special events, and on‐course

services (halfway house and food and beverage cart). Provide a complete menu of proposed beverages and food

items along with suggested sales price for each item. This menu will be used by the District as a component of

the decision‐making process. Changes in the menu for good cause will be allowed at the sole discretion of the

Park District.

8. The applicant must submit banking and insurance references (include name, titles and contact information)

and the three (3) most recent years audited financial statements of applicant or applicant’s principles,

information sufficient to demonstrate applicant’s financial capability to operate the Food and Beverage Services,

and such other information acceptable to the Park District.

9. The applicant must describe in detail all legal actions for the past five (5) years in which the applicant, or any

of the applicant’s owners, partners, shareholders, officers or principals has/have been involved, including such

actions of another organization of which the applicant’s owner(s), partner(s), shareholders, officers or principals

was/were also owner(s), partner(s), shareholders, officers or principals (attach additional sheets if necessary):

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a. A debtor in bankruptcy:

b. A defendant in a lawsuit for deficient performance under a contract:

c. Judgements, claims (liquidated damages, etc.), arbitration proceedings or suits pending against it:

d. A party to any lawsuits or arbitration proceedings with regard to any contract:

e. Ever been temporarily or permanently debarred from a contract awarded by any local, state, or

federal agency:

f. Has been assessed penalties for any statutory or administrative violations, including MBE, WBE or

Equal Employment Opportunity violations:

g. A respondent in an administrative action for deficient performance providing services:

h. A defendant in any criminal action:

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i. Has any key person in your firm (or predecessor, if applicable) ever been convicted of or charged with

any state or federal crime such as embezzlement, theft, forgery, bribery, falsification or destruction of

records, receipt of stolen property, criminal anti‐trust violations, bid rigging, bid rotating, or the like?

10. Please provide applicant’s estimated gross revenue by source including but not limited to:

a. Restaurant (breakfast, lunch and dinner):

b. Golf related F&B:

c. Special Events:

d. Other:

11. All proposals must provide a proposal for: a) the expected annual license fee to the District; and b) an annual

vending commission of the gross proceeds (all monies deposited in the vending machines less change

returned to the depositor without any deductions of any kind) collected from the vending machines. It is the

goal of the District to enter into a three‐year agreement with the chosen Vendor. The District currently is

seeking an agreement based on a flat fee, although it will entertain other options. Proposals will be evaluated

on the expected net income to the District, as well as the firm’s overall qualifications and track record.

Year 1 Year 2 Year 3

Licensee Fee

Vending Commission

Identify all other revenues to be generated from the Food and Beverage Services and your proposal for

sharing the same.

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References

Please provide a description of and contact information from previous/similar projects:

1. Company/Agency Name:

Contact Information:

Dates & Description of Services provided:







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Signature

If someone other than the President of the company signs, submit a copy of the company’s by‐laws, a resolution, or

power of attorney demonstrating that person’s authority to bind the company contractually.

I, (typed or printed name of the person signing below)__________________________________________________,

do solemnly swear (or affirm) that I have read and understood the contents of this application and to the best of my

knowledge, information and belief, the facts and representations set forth in the application are true and correct and

no material facts have been omitted. I do further swear or affirm that I have full power and authority to bind the

applicant.

Applicant:

(Print or type name of company/firm)

Submitted by: ____________________________________Title

(Print or type name and title of President or Authorized Officer/Representative)

Signature:

(Written signature of President or Authorized Officer/Representative)

Address:

City/State/Zip:

Cell Number:

Date: ______/______/______

Notary:

Notary Seal

860536v<UNDEFINED>

VENDOR COMPLIANCE AND CERTIFICATION ATTACHMENT

Note: The following certifications form an integral part of the Agreement between the Northbrook Park

District and the Vendor. Breach by the Vendor of any of the certifications may result in immediate

termination of the Vendor’s services by the Park District.

The Undersigned Vendor hereby certifies, affirms and agrees as follows:

A. Vendor has carefully read and understands the contents, purpose and legal effect of this document

as stated above and hereafter in this document. The certifications contained herein are true,

complete and correct in all respects.

B. Vendor shall abide by and comply with, and in contracts which it has with all persons providing any

services on its behalf shall require compliance with, all applicable Federal, State and local laws and

rules and regulations included without limitation those relating to 1) fair employment practices,

affirmative action, and prohibiting discrimination in employment; 2) workers’ compensation; and 3)

workplace safety.

C. To the best of Vendor’s knowledge, no officer or employee of Vendor has been convicted of bribery

or attempting to bribe an officer or employee of the State of Illinois, or any unit of local government,

nor has any officer or employee made an admission of guilt of such conduct which is a matter of

record.

D. Vendor is not barred from bidding on or entering into public contracts due to having been convicted

of bid–rigging or bid rotating under paragraphs 33E‐3 or 33E‐4 of the Illinois Criminal Code. Vendor

also certifies that no officers or employees of the Vendor have been so convicted and that Vendor

is not the successor company or a new company created by the officers or owners of one so

convicted. Vendor further certifies that any such conviction occurring after the date of this

certification will be reported to the Northbrook Park District, immediately in writing, if it occurs

during the bidding process, or otherwise prior to entering into the Agreement therewith.

E. Pursuant to the Illinois Human Rights Act (775 ILCS 5/2‐105), Vendor has a written sexual

harassment policy that includes, at a minimum, the following information: (i) a statement on the

illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a

description of sexual harassment utilizing examples; (iv) the Vendor’s internal complaint process

including penalties; (v) the legal recourse, investigative and complaint process available through the

Illinois Department of Human Rights and Human Rights Commission and directions on how to

contact both; and (vi) protection against retaliation as provided by Section 6‐101 of the Illinois

Human Rights Act. Vendor further certifies that such policy shall remain in full force and effect. A

copy of the policy shall be provided to the Illinois Department of Human Rights upon request.

F. (i) Vendor’s proposal was made without any connection or common interest in the profits

anticipated to be derived from the Agreement by Vendor with any persons submitting any proposal

for the Agreement; (ii) the Agreement terms are in all respects fair and the Agreement will be

860536v<UNDEFINED>

entered into by Vendor without collusion or fraud; (iii) no official, officer or employee of the Park

District has any direct or indirect financial interest in Vendor’s proposal or in Vendor; (iv) the Vendor

has not directly or indirectly provided, and shall not directly or indirectly provide, funds or other

consideration to any person or entity (including, but not limited to, the Northbrook Park District and

the Park District’s employees and agents), to procure improperly special or unusual treatment with

respect to this Agreement or for the purpose of otherwise improperly influencing the relationship

between the Park District and the Vendor. Additionally, the Vendor shall cause all of its officers,

directors, employees, (as the case may be) to comply with the restrictions contained in the

preceding sentence.

G. Vendor knows and understands the Equal Employment Opportunity Clause administered by the

Illinois Depart of Human Rights, which is incorporated herein by this reference, and agrees to

comply with the provisions thereof. Further certifies that Vendor is an “equal opportunity

employer” as defined by Section 2000 (e) of Chapter 21, Title 42 of the United States Code

Annotated and Executive Orders #11246 and #11375 as amended, which are incorporated herein

by this reference.

H. Vendor is not barred from contracting with the Park District because of any delinquency in the

payment of any tax administered by the Illinois Department of Revenue, unless it is being contested.

Vendor further certifies that it understands that making a false statement regarding delinquency to

taxes is a Class A misdemeanor and, in addition, voids the Agreement and allows the Park District,

a municipal entity, to recover in a civil action all amounts paid to the Vendor.

I. If Vendor has 25 or more employees at the time of the RFP, Vendor knows, understands and

acknowledges its obligations under the Illinois Drug Free Workplace Act (30 ILCS 580/1 et seq.) and

certifies that it will provide a drug‐free workplace by taking the sections required under, and

otherwise implementing on a continuing basis, Section 3 of the Drug Free Workplace Act. Vendor

further certifies that it has not been debarred and is not ineligible for award of this Agreement as

the result of a violation of the Illinois Drug Free Workplace Act.

J. Vendor shall comply with the requirements and provisions of the Freedom of Information Act (5

ILCS 140/1 et. seq.) and, upon request of the Northbrook Park District’s designated Freedom of

Information Act Officer (FOIA Officer), Vendor shall within two (2) business days of said request,

turn over to the FOIA Officer any record in the possession of the Vendor that is deemed a public

record under FOIA.

VENDOR

By:

Its:

STATE OF )

)SS

COUNTY OF

860536v<UNDEFINED>

I, the undersigned, a notary public in and for the State and County, aforesaid, hereby certify that

___________ appeared before me this day and, being first duly sworn on oath,

acknowledged that he/she executed the foregoing instrument as his/her free act and deed and as the act

and deed of the Vendor.

Dated:

(Notary Public)

(SEAL)

860536v<UNDEFINED>

Notice

A. This RFP is not a contract

B. This RFP is not an offer of employment.

C. The cost of preparation of proposals shall be the sole obligation of the respondent. D. All submitted proposals, whether accepted or rejected, are the property of the

Northbrook Park District. E. Elements and/or tasks in a proposal may be added or deleted at the discretion of the

District pending negotiation of the scope of services and compensation. F. All services and related documents, ancillary reports and the final report will be the

property of the Northbrook Park District. G. All potential proposers are reminded that information contained in submitted material

and recorded interviews will become public record upon opening of proposals by the District.

H. The firm selected to perform the services must enter into a Park District agreement.

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