Attachment J.5 - Questions and Answers Updated.pdf

Q&A – Live at the Library Catering (030ADV24Q0203) 08/05/2024

1. Does the time of being fully set-up between 3:00p and 4:00p (see C.3.2.a.ii) include time from arriving at the loading dock? For example, could loading and staging occur in the kitchen before the 3:00p time?

Answer: The Library can work with the awardee to arrive earlier, if necessary, but we would recommend no earlier than 2:00 pm.

2. RFQ states, “Since June 2023, the average visitor count has consistently reached 1000, with some nights topping 2000 visitors” (C.1.). Is there data on how many times the service provider can expect 2000 visitors? Or any more granular data on sales or attendance by week, or by month, to give the offeror perspective on sales week by week?

Answer: Historically, we can expect 2,000 guests only 2-3 times per year. For most weeks, the range is 800 – 1,300, with an average of 1,015.

3. Is there a restriction on décor used for the events the contractor may be able to set up in the

Library during event times while they are catering? Potentially branding and or cultural equipment representing their unique restaurant?

Answer: See Solicitation C.3.1.(c) on Page 6. Any further branding or signage will need to be approved by the COR.

4. I have a question about the budget. For example, the contractor comes up with a price they will charge, and their target revenue is $X. If they are charging $X for that month, you are stating you would then not pay them the $X that they were going to receive at all for that month? And per every percentage?

Answer: The Library and the contractor will negotiate and finalize a targeted firm fixed price for providing catering services for Live at the Library for each month. If the contractor’s sales for that month’s events exceed the targeted amount, the Library will not pay the contractor any fee for that month. If the contractor’s sales for that month are less than the targeted amount, the

Library will receive a discount off the fee according to the formula in Section C.3. (Page 5).

5. Is it the percentage over the amount they will be paid or is it if they reach that portion of the budget that they then will have to render a discount of that same percentage to the library?

Answer: See Section C.3.

6. Does the discount count as the library will receive a future amount off of orders, or that the final invoice will be down to the percent that was agreed upon that the contractor did not make. Is there an upfront payment made to secure the contract, or will all funds be made available after every month has been fulfilled?

Answer: The contractor will be paid the fee for services rendered each month according to the formula in Section C.3. Pre-payment is not authorized for this contract. The contractor will submit sales reports and other requested data listed in Section C.3.7 for review by the COR, who will then pay the fee according to the formula in Section C.3 at the end of each month.