1-Request for Letters of Interest.pdf

CITY OF TARPON SPRINGS, FL

Procurement Services

324 East Pine Street P.O. Box 5004

Tarpon Springs, Florida 34688-5004 Phone (727) 942-5615

REQUEST FOR LETTERS OF INTEREST

No. 270031-R-PH

CONCESSION SERVICES FOR THE 2027 RECREATION EVENTS

GENERAL INFORMATION:

The City of Tarpon Springs invites submissions of Letters of Interest (LOI) from qualified independent Vendors to provide concession services for the 2027 Recreation Events for the City’s Recreation Division.

Letters of Interest will be accepted on a continuous basis and reviewed monthly (at a minimum).

Vendors will be selected on a “rotation” basis. Multiple vendors may be scheduled for any one (1) event.

Selection will be made to provide for a good variety of food/drink choices for event attendees.

INSTRUCTIONS:

Each LOI submitted should include the Response Cover sheet contained herein and be submitted to Patty Hall, CPPB, Senior Procurement Analyst, by email to phall@ctsfl.us or by mail to City of Tarpon Springs, Procurement Services, PO Box 5004, Tarpon Springs, Florida 34688-5004.

BROADCAST:

The Request for Letters of Interest will remain open and available from the City for as long as the City is accepting LOIs. The City may, in its sole discretion, close the Request for Letters of Interest at any time, and not accept further proposals or submittals, as it may determine in its best interests.

CONTACT INFORMATION:

Any questions regarding this Request for Letters of Interest should be submitted in writing via email to Patty Hall, CPPB, Senior Procurement Analyst, phall@ctsfl.us.

mailto:phall@ctsfl.us

REQUEST FOR LETTERS OF INTEREST

1. Purpose:

The City of Tarpon Springs is seeking independent Vendors to provide concession services for the Sunset Beach 2027 Concert Series and other various events. Vendors will be selected on a “rotation” basis. Multiple vendors may be scheduled for any one (1) event. Selection will be made to provide for a good variety of food/drink choices for event attendees. The event schedule is as follows:

Sunset Beach Concert Series @ Sunset Beach: 6-9pm

February 4 March 4 April 1 May 6

June 3 July 1 August 5 September 2

October 7 November 4

In the event of inclement weather, the concert will be held on the following Thursday. Vendor will be notified by 5 p.m. on concert day if the concert has been rescheduled.

Sunset Beach Movie Night @ Sunset Beach: 6-9pm Saturday, March 6 @ 6pm Saturday, April 10 @ 6pm Saturday, May 8 @ 6pm Saturday, October 2 @ 6pm

Tarpon Springs Easter EGG-Stravaganza @ Sports Complex: 10am-1pm Saturday, March 20

Juneteenth Celebration @ Dorsett Park: 10am-1pm Friday, June 18

Back to School Splash and Ecofest @ Splash Park: 10am-1pm Saturday, September 18

Halloween Bash @ Sports Complex: 10am-1pm Saturday, October 23

2. Location

Concerts and movie nights are located at Sunset Beach, 1800 Gulf Rd, Tarpon Springs, FL.

THERE IS NO PERMANENT STRUCTURE FOR THE AWARDED VENDORS TO OPERATE

CONCESSION SERVICES OUT OF.

Other events are held at various locations in Tarpon Springs including:

Splash Park, 508 Live Oak Street

Dorsett Park, 500 E Harrison Street

Tarpon Springs Sports Complex, 150 N. Jasmine Ave.

IT IS HIGHLY RECOMMENDED THAT INTERESTED PARTIES VISIT EVENT LOCATIONS

PRIOR TO SUBMITTING THEIR LETTER OF INTEREST.

3. Scope of Work

Drink/Sundries Service: Services may include, but are not limited to, the sale of non-alcoholic beverages, sundries, snacks, ice cream, lemonade, shaved ice, etc.

Full Service: Services may include, but are not limited to, all of the above with the addition of items such as sandwiches, hot dogs, hamburgers, etc.

Proposers should identify how they intend to offer their services and commodities for sale to the public (cart, trailer, semi-permanent structure, etc.). Space requirements need to be identified for the conduct of business including point of sale, locations, and storage within the park.

4. Special Services Contract

Any contract or agreement resulting from this Request for Letters of Interest shall be executed as a Special Services Contract between the City and the proposer.

5. Legal Requirements

Proposers are advised that this Request for Letters of Interest is subject to all legal requirements contained in all applicable Federal and State Statutes, City Ordinances, and to the Standard Terms and Conditions and the purchasing policies and guidelines of the City of Tarpon Springs.

Where a conflict may exist between this solicitation and any statute, policy or guideline, the higher authority will prevail.

6. Minimum Hours of Operation

Proposers will operate concession services during each specific event’s schedule. During most events, arrival time is approximately 1 hour to 1 and a half (1-1/2) hours before event start time.

All contractors should operate the entire event time. Contractors that leave the event early may not be chosen for future events. The concession area shall operate consistent with all applicable County, State and Federal laws. Any deviation from the operational hours set forth in this agreement will require prior written approval from Recreation Division. In the event of inclement weather, the contractor may request from the Recreation Superintendent or their designee, authority to cease operations until the weather improves.

7. Fees

Each awarded vendor will pay the City a fee of $45.00 for each scheduled event. Fees may be due up to two (2) weeks prior to scheduled concert. The $45.00 fee will only be waived for events cancelled by the City.

8. Staffing

Proposer should employ a sufficient number of personnel to meet concession operations demand. Employees must be identified by a uniform and nametag. The City reserves the right to approve uniforms. Employees must maintain personal hygiene and appearance in accordance with food and food preparation sanitary procedures.

9. Permits

Proposer will be responsible to obtain, at its sole expense, all required permits from all applicable regulatory agencies, which are necessary to allow proposer to operate the concession area.

10. Utilities

Proposer shall be responsible for supplying all utility services needed to perform concession services including, but not limited to, electricity, sewer, water, etc. Any generator used must be under 70dB noise level. Quiet generator preferred.

11. Insurance

Contractor shall carry the following minimum types and amounts of insurance at its own expense, for the contract period:

A. The insurance required must be written by an insurer authorized to do business in the State of Florida and also have an “A” policyholder’s rating and a financial rating of at least Class VIII in accordance with the most current A.M. Best Company, Inc. Key Rating Guide. Prior to the time the contractor is entitled to commence any part of the project, work, or services under this contract, Contractor shall procure, pay for, and maintain at least the following insurance coverages and limits. Said insurance shall be evidenced by delivery to the Purchasing Department of the City of Tarpon Springs of a Certificate of Insurance executed on a standard ACORD form, listing all coverage and limits, expiration dates and terms of policies, and all endorsements whether or not required by the City. The insurance requirements shall remain in effect throughout the term of this Contract, or any Contract extension.

Commercial General Liability Each Occurrence $500,000 General Aggregate $500,000 Products-Completed Operations Aggregate $500,000

Automobile Liability Each Occurrence Combined Single Limit $500,000 General Aggregate $500,000

Worker's Compensation Statutory Limits

Employer's Liability Each Accident $500,000 Disease Each Employee $500,000 Disease Policy Limit $500,000

B. Each Insurance Policy shall include the following conditions by endorsement to the policy:

1) Each policy shall require that thirty (30) days prior to expiration, cancellation, non-renewal, or any material change in coverages or limits, a notice thereof shall be given to the City by certified mail to: City of Tarpon Springs, c/o Procurement Services, P.O. Box 5004, Tarpon Springs, Florida, 34688-5004. Contractor shall also notify City, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal, or material change in coverage received by said Contractor from its insurer; and nothing contained herein shall absolve Contractor of this requirement to provide notice.

2) Companies issuing the insurance policy, or policies, shall have no recourse against City for payment of premiums or assessments for any deductibles which all are at the sole assessments for any deductibles which all are at the sole responsibility and risk of Contractor.

3) The term "CITY" shall include all Authorities, Boards, Commissions, Divisions, Departments, and offices of City and individual members, employees thereof in their official capacities, and/or while acting on behalf of the City.

4) City of Tarpon Springs shall be endorsed to the required policy or policies as an “Additional Insured” or “Additional Named Insured”, endorsed on the policy/policies.

5) The policy clause "Other Insurance" shall not apply to any insurance coverage currently held by City to any such future coverage, or to City's Self-Insured Retentions of whatever nature.

12. Acceptance of Offer

The signed Letter of Interest submittal will be considered an offer on the part of the Proposer.

Such offer shall be deemed accepted upon execution of the Agreement.

13. Background Checks

The Proposer (at their expense) shall provide the City of Tarpon Springs with background checks on all of the Proposer’s employees who will perform services at City facilities. These must be either a Tier 1 background check plus eVerify documentation or a Tier 2 background check.

Persons without a background check clearance or persons with any of the following criteria will not be allowed access to City facilities:

a. Be listed on the FBI's list of suspected terrorists

b. Have an outstanding arrest warrant against them

c. Been convicted of a 1st or 2nd Degree Felony

d. Been convicted for drugs or lewd and lascivious behavior

e. Be listed on the Sexual Offender and Predator list

14. Letter of Interest Submittal

a. Response Cover Sheet

b. Letter of Interest – Proposer should include information such as:

i. Length of time in business

ii. Experience in preparing/serving the type of food proposed

iii. List of other events where the vendor provided concession services

iv. How they propose to provide services (food truck, concession tent, etc.)

v. Any special space requirements

vi. Description (or picture) of uniform

vii. Approximate number of staff that will work the event(s)

c. Proposed menu

d. Promotional flyer (if available)

15. Scheduling

It is the intent of the City to create a list of qualified vendors interested in providing concession services at the 2027 events. Interested vendors may be scheduled for one (1) or more event during the year and multiple vendors may be scheduled for any one (1) event.

Considerations in scheduling of vendors:

• Best variety for the event attendees

• Best value for the event attendees

Letter of Interest No. 270031-R-PH Concession Services for the 2027

Recreation Events

Response Cover Sheet

Proposers Name:

Proposers Address:

City/State/Zip:

Phone: Fax:

Email:

Printed Name:

Title:

By signing below, I agree to pay the City of Tarpon Springs a fee of $45.00 for each event I am scheduled to provide concession services for.

Authorized Signature:

Date: