1-P26-0020.pdf

REQUEST FOR STATEMENTS OF

INTEREST AND QUALIFICATIONS

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

Phone: (623) 773-7115 Fax: (623) 773-7118

Solicitation Number: P26-0020

City Hall Café

SIQ No. P26-0020

Submissions Due By:

November 17, 2025 @ 5:00 PM MST

Contact:

Jamal Christian Sr | Contract Officer

Address:

City of Peoria | Materials Management

9875 N. 85th Avenue | Peoria , AZ 85345 p 623.773.7780 | f 623.773.7118

E-mail: jamal.christian@peoriaaz.gov

VENDOR CONTACT INFORMATION:

(Complete the Requested Information)

Name of Company

Contact Name

Address City State Zip

Email Address

Authorized Signature mailto:jamal.christian@peoriaaz.gov

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

SECTION 1 – INTRODUCTION AND INFORMATION

1.1 Introduction

The City of Peoria is seeking a vendor interested in operating the café on the first floor of the City of Peoria’s Municipal Building at 8401 W. Monroe Street, Peoria Arizona 85345.

The City Café serves primarily City employees but is also available to visitors and guests who enter City Hall or come to conduct business at the surrounding buildings (City Court, Police Administration, and Main Library).

It is NOT the City’s intent to operate a restaurant, but rather a small café for the convenience of the employees, visitors, and guests utilizing the building. Given the number of meetings held in City Hall in addition to the number of employees and visitors, the City Café offers an added benefit to those who use the building.

The vendor may also have an opportunity to offer catering for City meetings and events. This is not an exclusive right to provide these services, but it is available.

The City reserves the right to bring catered and other food and beverage services onto City property and in City buildings for meetings and other events.

1.2 Vendor Selection and Contract Award

The City will negotiate a contract with the vendor that is successful based on written submissions to this Statements of Interest/Qualifications (SIQ).

The City will consider such factors as the vendor’s relevant experience, proven capability to finance and operate the café, available menu options, reasonable pricing, proposed hours of operation.

1.3 Term of Resulting Contract

The City intends to enter into a one (1) year initial contract term with the successful vendor with six (6) optional 1-year extensions. Contract extensions shall be executed in writing via mutually agreed upon contract amendment. Therefore, the entire contract term shall not exceed seven (7) years.

1.4 Implementation

Upon notification of award, vendor shall have the café fully up and running within thirty (30) calendar days unless otherwise defined in a final agreement.

SECTION 2 – CAFÉ OPERATION REQUIREMENTS

2.1. Cost of Operations

With the exception of costs for heating, cooling, electricity, water and garbage disposal, vendor shall bear, at its own expense, costs of operating the café and shall pay other costs connected with the use of the premises and facilities, including maintenance (except building structure and outside walls and roof, which will be maintained by the City), insurance, any and all taxes, janitor service and supplies, and all permits and licenses required by law.

2.2. Quarterly Report

The City will require the vendor to submit a quarterly report reflecting all sales through the café and catering operations.

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

2.3. Anticipated Services

The City expects the successful vendor to provide for the sale of a variety of food menu items and a varied snack and beverage offerings. The menu items might include, but are not limited to; coffees, teas, juices, soft drinks, sandwiches, salads, and light snacks, such as pastries, bagels, muffins, and similar items. The successful vendor shall have flexibility in selecting the items offered, but the City retains the right to approve of the menu items. There is a small sitting area with tables and chairs which will be provided by the City. The service shall be prompt, sanitary, courteous, and efficient. Complaints about service or food quality shall be dealt with promptly, courteously and to the City’s satisfaction.

If the vendor desires to offer catering services as part of their proposal, the catering menu should be separate from the café menu, offering a diverse range of food and refreshment items to be provided at a variety of City meetings. Vendor is not guaranteed first right of refusal for catering City meetings or events. The City will take into consideration the vendor’s performance and quality of product/service levels when determining selection of the selected vendor to provide catering services.

Vendors shall provide the City with a description of the menu items proposed to be sold, in addition to any other items to be carried for sale. The City reserves the right to reject specific items if, in the opinion of the City, these items are inappropriate for sale in a public building or violate any of the City’s policies.

Although utilization of the use of City Hall Café services is anticipated, no guarantee of the actual usage of food services is implied or expressed by the City of Peoria.

2.4. Description of Available Space

The City of Peoria is offering a space approximately 1,162 square feet in size, adjacent to the lobby of the first floor of City Hall for use by the vendor to open and operate the City Hall Café. See Exhibit B – “General Space Layout” for a general layout of the space. The area is situated off the lobby and near the public elevators that service the rest of the building. The building has entrances at the front and the rear, but public access is limited to the front access doors through security personnel for the building.

The café’s primary clientele will come from City employees working in City Hall and patrons of City services. The first floor contains the City’s Human Resources department, City Clerk’s office, Office of Communications, Mail Room, and a City Hall Art Gallery. The second floor contains the City’s Finance & Budget department and City Attorney’s office. The third floor contains the Mayor and City Council offices.

Other clientele will include the general public and City employees from the surrounding campus which includes the Court, Police Department, Technology building, Main Branch Library and the Development and Community Services Building (See Exhibit C - City Complex Map). There are approximately 600 City employees working at the City Hall Complex on an average day. In addition to this number, many citizens, customers and other visitors frequently visit the City buildings.

2.5. Vending Machines

Vending machine services are not included in this contract. There are currently vending machines located in the break room at City Hall which are owned and operated by the Arizona Business Enterprise Program. The vendor shall not sell items that are sold in the vending machines.

2.6. Hours of Operation

The successful vendor will have the discretion of scheduling hours of operation as deemed best for the success of the business, but the schedule must be approved by the City. The building’s normal operating hours are from 7:00am – 6:00pm Monday through Thursday (excluding holidays). The building is closed on Fridays; vendor will have access to the building on days that the building is closed, however they shall not be open for business. The building will be closed on the following holidays as observed by the City:

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, the Day after Thanksgiving and Christmas Day. Whenever a holiday falls on a Saturday, it shall be observed on the preceding Thursday.

Whenever a holiday falls on a Sunday it shall be observed on the following Monday.

There are also various meetings of the City Council, Management and Budget that may require catering services from time to time. These meetings may be held in the evening hours of 6:00pm to 10:00pm.

The dates and times of these meetings vary, but they are usually known well in advance.

2.7. Equipment List

Exhibit A - (City-owned Equipment List) contains a list of equipment currently in the café that is owned by the City. The vendor shall be responsible to obtain and provide, at its sole cost and expense, all additional equipment and supplies necessary so that the vendor can prepare and serve meals on site.

Prior to execution of the contract, vendor shall provide the City of Peoria with a list of equipment that will be owned by the vendor. Ownership of all vendor-added equipment shall remain with the vendor and only their equipment shall be removed at the end of the contract.

2.8. Building Improvements

Vendors shall propose their plan for utilization of existing City space for review and approval by the City.

The City will provide existing seating (tables/chairs) and the vendor shall provide all additional furnishings and appliances that may be necessary to conduct business in a proper manner and all other items necessary other than improvements provided by the City. Any additional fixed improvements made to the space by the vendor will become property of the City.

2.9. Utilities

The City will provide such light, heating and air conditioning, water and power as are necessary to operate the café. Natural gas is not available in the building. The vendor will be economical in its use of these facilities. All cooking activities shall be done in accordance with the applicable fire code. The kitchen area is not equipped to accommodate a grill or deep fryer, and there are no plans to update the configuration to allow for a grill or deep fryer.

2.10. Garbage Disposal

Vendor shall comply with all City procedures for the disposal of garbage. All waste food will be kept in closed containers until removed from the building. Vendor shall appropriately bag and seal garbage and shall deliver it to a City designated site, adjacent to the premises, from which the City will then remove it.

Vendor shall not pile bags, boxes, cartons, barrels or other similar items in an unsightly or unsafe manner, on or about the premises. The City will provide a scheduled refuse pickup.

2.11. Recycling

The vendor shall agree to participate in the City’s recycling program. The vendor will agree, to the best of their ability, to use the “Going Green” mentality when ordering products that may be made from recycled sources or that can be recycled after their use. All recyclables will be kept in closed containers until removed from the building. The vendor shall be responsible for delivering recyclable items to the designated site, adjacent to the premises, from which the City will then remove it. The City will provide a scheduled recyclables pickup.

2.12. Sustainability Innovation

The City is interested in ideas that align with Peoria’s sustainability and wellness goals. (i.e. no-foam, composting, recycling, use of tower garden concept, etc) and is willing to support the vendor in those endeavors.

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

2.13. Cleaning of Space

The vendor will be required to maintain the space in a clean and orderly condition at all times. Floors, ceiling walls, counters shall be thoroughly deep-cleaned on a weekly basis to remove all food, dirt, dust, and food and beverage spillage from these surfaces. If inspections performed by the City reveal deficiencies, the vendor shall immediately bring the conditions into compliance. Standards must meet or exceed those established by Maricopa County and the State of Arizona. The City will be responsible for grease trap cleaning as well as cleaning the remainder of City Hall such as the lobby, restrooms, etc.

2.14. Menu Products & Pricing

Vendor shall propose a menu, with pricing, prior to use. The City of Peoria must approve all listed menu items. Any significant changes in menu, items must be consented to by the City of Peoria.

2.15. Marketing & Signage

The vendor will be responsible for their own marketing campaign, advertisements, etc. The City will work with the vendor to establish a “presence” on the City’s internal website (intranet). The City will also work with the vendor to issue a press release at the time of the opening of the café. The vendor will be permitted to place signage for the café in the direct vicinity, outside the building and in other City buildings to advertise the café and its location. The City of Peoria is in a Planned Area Development; therefore, the locations and size of all signage must be approved by the City of Peoria, Facilities, and Planning Departments. Removable signage, such as sandwich boards, shall be uniform in size and design.

Vendor shall be responsible for its removable signage.

2.16. Telephone & Internet Access

The City will provide a telephone with City phone number and voicemail. Vendor will be responsible for providing point of sale equipment. The Café is equipped with public internet (Wi-Fi).

2.17. Building Upkeep & Maintenance

The City will be responsible for upkeep and maintenance of the building’s electrical, plumbing, heating, cooling, and fire alarm systems. Building temperature controls will be determined by the Facilities Manager and may be adjusted on a case-by-case basis only, should specific circumstances justify.

Vendor may request adjustments; however, final approval of any adjustments to the temperature controls is by the Facilities Manager. At the conclusion of the contract, vendor will be responsible for returning the café to its original condition. The vendor will pay for any building damages done during the course of their business operations, outside normal wear and tear.

2.18. Badge Access

All vendor’s employees are required to have a City of Peoria background check. Approval of this background check is based upon the sole discretion of the City of Peoria recommendation. If approved, vendor’s employees will be issued identity/access badges to gain access to areas of the building that are necessary for the vendor to conduct their normal business functions.

2.19. Personnel/Staff

Vendor shall retain responsible and competent manager to supervise the café operations. The manager shall be authorized to represent and act on behalf of the vendor. Employees shall be experienced and efficient workers and be clean, courteous and neat in appearance and shall be properly licensed as food handlers. Upon award, the vendor shall provide, in writing, the names and telephone numbers (including cellular number), of the vendor’s owner and on-site manager. At the request of the City, vendor shall furnish the City with a list of employees and the City reserves the right to perform a security background investigation (as described in above section) on those employees performing services under the contract.

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

2.20. Public Health Standards

Vendor shall hold a current City of Peoria Business License and shall maintain the café to Grade-A standards. In addition, vendor shall comply, in all respects, with federal, state and municipal food laws, ordinances and regulations. Vendor shall obey all applicable mandates of the Maricopa County Department of Public Health and shall provide a copy of all Health Department inspection reports and requirements to the City.

2.21. Assignment and Subletting

Vendor shall not assign, sublet or otherwise transfer rights of the contract to any other persons, company or corporation nor allow such persons, company or corporation to occupy the premises, without the written consent of the City being first obtained.

2.22. Surrender of Premises

The vendor shall surrender the premises at the expiration or termination of the contract, and any fixed improvements added to the space will become property of the City.

2.23. Real and Personal Property

Upon termination of the contract through passage of time or otherwise, all rights, title or interest of the vendor in or to any of the improvements and fixtures, including carpets, shelving, counters, that have been affixed to the real property shall immediately be vested in the City. All other personal property of the vendor, such as fixtures and equipment that has not been attached or affixed to the premises shall remain the property of the vendor upon such termination of the contract.

SECTION 3 – SUBMITTAL REQUIREMENTS FOR STATEMENT OF QUALIFICATIONS

3.1. Site Visit

Please contact Jamal Christian | Contract Officer at jamal.christian@peoriaaz.gov to set up a date and time to visit the site.

3.2. Evaluation Criteria

In accordance with the City of Peoria Procurement Code, awards shall be made to the responsible vendor whose proposal is determined in writing to be the most advantageous to the City, based upon the evaluation criteria listed below. The evaluation factors are listed in their relative order of importance.

A. Vendor’s Experience / Qualifications B. Understanding of the City’s Requirements C. Business Approach / Business Plan D. Accounting / Financial Controls

The City reserves the right to consider historic information and facts, whether gained from the vendor’s proposal, questions and answer conferences, references, or other source and the views of the evaluator(s) with prior contract or service delivery experience with any of the vendors, while conducting the evaluations.

mailto:christine.finney@peoriaaz.gov

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

3.3. Vendor Proposal Requirements:

Interested vendors must submit a proposal for consideration. The following items should be addressed in the proposal submission:

A) Vendor’s Experience / Qualifications:

• Provide a general overview and history of your company or business, number of years in business, number of employees, type of food business, and where you do business. Identify the location of your primary place of business/office.

• Identify proposed key staff members who would be involved in providing the services and submit resumes of the owner and proposed on-site manager detailing their qualifications.

• Favorable Evaluation by Maricopa County Department of Environmental Health Service - provide copies of most recent safety and health evaluations from the Department of Environmental Health Services.

B) Understanding of the City’s Requirements

• In the form of a written narrative, indicate an understanding of all the requirements outlined by the City.

C) Business Approach / Plan

• Proposed Menu (include pricing)

• Plan for providing incentives such as a “daily special” to enhance sales and customer satisfaction.

• Description of the type of serving arrangement and counter interaction. Include a mockup or drawing for intended use of space.

• Schedule for hours of operation.

• Cleaning schedule/plan.

• An effective and continuous energy management and conservation plan.

• Description of green/sustainable processes, procedures and supplies (such as no-foam, composting, recycling, use of tower garden concept, etc).

• A plan for recycling and sustainability.

• Standards for the review of food quality, staffing levels, dress codes, new product & menu development, and marketing & promotion.

• Operating policies to include examples of hiring, training, termination, performance evaluations, discipline policy, salary levels, as well as incentive programs.

• Description of your company’s involvement with the community (i.e. activities supported, nonprofit involvement).

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

D) Accounting / Financial Controls:

• Accounting and financial control systems to be implemented by the vendor (i.e. forms, operating procedures, policies, etc.) related to cash handling, inventory control, audit, data processing, management/client information reporting, and financial accountability and reporting.

3.4. SIQ Submittal Information

• SOQs shall be submitted through The City of Peoria’s Purchasing Portal (Bonfire) website at https://peoriaaz.bonfirehub.com/portal under the appropriate solicitation opportunity. Submissions submitted elsewhere or under the wrong solicitation will not be considered.

• No faxed or email SOQs will be considered. Proposals must be submitted through the Procurement Portal (Bonfire).

• Solicitation Amendments: Any changes to the solicitation document will be in the form of a Solicitation Amendment. Amendments are posted on The City of Peoria’s Purchasing Portal (Bonfire) website at https://peoriaaz.bonfirehub.com/portal under the appropriate solicitation opportunity. Interested parties are cautioned to check the Purchasing Portal (Bonfire) for amendments prior to submitting their proposal. The City will not be held responsible if a vendor fails to receive any amendments issued.

Note: The City shall not be responsible for any oral changes to the scope of work or specifications made by any employees or officer of The City and interested parties are cautioned not to rely on any such changes.

3.5. SOQ Due Date

• SOQs are due no later than 5:00 P.M. on November 17, 2025, unless the solicitation is otherwise extended or cancelled via formal Solicitation Amendment.

3.6. Disqualification

Please be advised that failure to comply with the following criteria may be grounds for disqualification and will be strictly enforced:

• Receipt of SOQ by the specified date and time

• Submitting false documentation

• Not submitting all required documentation/information

3.7. Questions

All questions regarding the solicitation should be sent in writing to the designated purchasing agent via email or through Messages/Opportunity Q&A on The City of Peoria’s Purchasing Portal (Bonfire).

The designated purchasing agent for this solicitation is:

Jamal Christian Phone: (623) 773-7780

Email: jamal.christian@peoriaaz.gov https://peoriaaz.bonfirehub.com/portal mailto:jamal.christian@peoriaaz.gov

Materials Management Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

All questions must be submitted no later than the date and time indicated on The City of Peoria’s Purchasing Portal (Bonfire).

Note: Contact with City staff, other than the designated contact person indicated in the SOQ, regarding this solicitation is strictly prohibited during the SOQ process.

3.8. General Information

• Instructions: The City of Peoria shall not be held responsible for any oral instructions. Any changes to this SOQ shall be in the form of a published addendum.

• Costs: The City of Peoria will not be responsible for any costs incurred by any vendor submitting an SOQ or responding to this notice. The City reserves the right to waive any irregularities in any submittal and to reject all submittals and re-advertise or cancel the project in its entirety, at its sole discretion. The City reserves the right to request clarification or additional information.

• Material: All materials submitted in response to this solicitation become the property of The City, and may become a part of any resulting contract. Award or rejection of a proposal does not affect this right.

• Disclosure of Sensitive Information: The City reserves the right to restrict disclosure of sensitive facility information, including floor plans, blueprints, and other security-related documents. Such information will only be released at The City’s discretion during the solicitation process.

3.9. Protest Policy and Procedures

• The City of Peoria Protest Policy and Procedures are contained within The City of Peoria Procurement Code, Chapter 26 - Administration, Section 26-121 which is available online at https://www.peoriaaz.gov/government/city-law/city-code.

• The specific protest procedures are contained in the Materials Management “Procurement Guidelines” and can be accessed at https://www.peoriaaz.gov/procurement.

3.10. Exhibits

Exhibit A - City-Owned Equipment List Exhibit B - General Space Layout Exhibit C - City Complex Map https://www.peoriaaz.gov/government/city-law/city-code https://www.peoriaaz.gov/procurement

EXHIBIT A

Materials Management

Procurement

9875 N. 85th Ave., 2nd Fl.

Peoria, Arizona 85345-6560

Phone: (623) 773-7115

Agreement Number: P19-0007

Exhibit A – City Owned Equipment

3 Compartment Sink Mop Sink Prep Sink Hand Sink Soap Dispenser Towel Dispenser Backflow Valve Phone/Phone Lines Data Lines/WIFI Storage Cabinets Insulated Ice Bin Electric Cold Pan Cabinetry Counter Tops Grease Trap Floor Drains Garbage receptacle Seating and Tables Lighting Fire Extinguishers Portal for Grease trap disposal Desk/chair Employee Lockers Cable Ready Lounge seating and tables-front Water heater HVAC lines and returns GFCI receptacles for all equipment 3-panel menu boards

EXHIBIT B

Phone: (623) 773-7115

Exhibit B - General Space Layout

EXHIBIT B

Phone: (623) 773-7115

Exhibit C - City Complex Map