10-Attachment C Scope of Services.docx

ATTACHMENT C: SCOPE OF SERVICES

SOLDIER HOLLOW AND WASATCH MOUNTAIN GOLF COURSES FOOD & BEVERAGE CONCESSION

All Scope of Services Requirements MUST be met by Offeror for their response to be considered. Any breach of requirements once the Contract has been awarded constitutes breach of Contract by the vendor and the Contract may be terminated immediately.

Concessionaires shall provide concession services according to the following specifications.

A. GENERAL

1. CONCESSION SERVICE AREA AND CONCESSION PREMISES. The designated Concession Service Area shall include the clubhouses and golf courses at Soldier Hollow Golf Course and Wasatch Mountain Golf Course, and the Concession Premises as described below. Concessionaire’s use of the Concession Service Area shall not be exclusive and shall be alongside and compatible with use by the public and park employees.

The Concession Premises shall include the food service area of the clubhouses at both golf courses along with the snack shacks at each. The Concessionaire shall use the food service area solely to provide products and services as described herein. The snowmobile concessionaire is allowed to use the Wasatch Mountain clubhouse parking lot, entryway, restrooms, and banquet area for winter operations. If Concessionaire plans to provide food service during the golf off- season at Wasatch Mountain, the Division and Concessionaire will agree on how best to provide that service.

Concessionaire will be required to provide the facilities, improvements, and equipment necessary to fulfill the terms of the resulting contract. This requirement can be met by either using the existing concessionaire facilities, improvements, and equipment or by providing new facilities, improvements, and equipment subject to Golf Program Manager and Division Construction Program Manager approval.

0. INSURANCE REQUIREMENTS. Concessionaire must follow all insurance requirements contained within Attachment A: State of Utah Standard Terms and Conditions for Services to include a commercial general liability insurance policy with limits of $1 million per occurrence and $3 million aggregate.

0. UTILITIES.

a. Responsibility. Concessionaire shall pay for all utilities (electricity, gas/propane, water, sewer, and associated hookups) directly related to the operation of the concession facilities, including food preparation, storage, and concession-controlled dining or restroom areas. The Division shall pay for utilities serving public areas not under the Concessionaire’s control, including general restrooms, common areas, exterior lighting, and golf course irrigation.

b. Energy Efficiency. Concessionaire shall operate all utilities efficiently, including turning off lights and adjusting heating and air conditioning when areas are not in use. The Division may conduct periodic inspections and provide recommendations for energy-saving practices.

c. Incentives and Penalties. The Division may establish baseline utility usage targets for concession-controlled areas. Concessionaire may receive a credit or rebate for usage below the baseline. Noncompliance with energy efficiency requirements may result in assessment of fees or reduction of incentives.

d. New Connections or Modifications. Any new utility connections or modifications require prior written approval from the Golf Program Manager. Concessionaire must submit plans and specifications, wet-stamped by a licensed engineer, along with a detailed cost estimate.

e. Communication and Data Services. Concessionaire shall provide its own telephone, data, or television services independent of the Golf Course’s systems.

f. Modifications and Agreements. Any modifications to utility responsibilities, operational practices, or energy efficiency measures may be made by mutual written agreement between the Concessionaire and the Golf Program Manager. Such agreements shall not alter the overall intent of this Utilities provision and shall be documented in writing.

0. OPERATING SCHEDULE. The final Operating Schedule will be agreed upon between the Golf Program Manager and Concessionaire. The Division proposes the following minimum concession operation days and hours of operation as follows:

Soldier Hollow Golf Course Annual Course Open through Annual Course Close (generally March through November): 6:00 a.m. to 7:00 p.m. daily

Offseason (generally December through February): 8:00 a.m. to 4:00 p.m. daily

Wasatch Mountain Golf Course Annual Course Open through Annual Course Close (generally March through November): 6:00 a.m. to 7:00 p.m. daily

Exceptions from the agreed upon designated days and times must be pre-approved by the Golf Program Manager in writing. Concessionaire is welcome to be open above and beyond these hours but must be open for business the above hours at a minimum. If the golf course is closed or unavailable to the public for any reason, then Concessionaire is not required to be open and operating during the same period of time.

0. ADDITIONAL CONCESSION BUILDINGS AND STRUCTURES.

. Any new Concessionaire-owned buildings and structures must be portable type construction without foundations or permanent type concrete stem walls, and constructed and maintained in a manner consistent with other park facilities, i.e. theme, coloring, etc.

. Any new construction for buildings, structures, or infrastructure such as water, electricity, or sewer, must have architectural and engineering plans “wet stamped” and approved by the Division before beginning any construction project. The Division will determine if the building needs to follow local building codes or follow Division of Facilities and Construction Management building codes. The Division will also determine if bonds are necessary for the project. Concessionaire is responsible for any costs associated with construction plans, specifications, and any fees required by the Division. Any construction project must be performed by a competent, licensed contractor.

0. DIVISION EQUIPMENT MAINTENANCE. All Division equipment used by the Concessionaire shall be maintained in good condition. Any breakdown, repair, or replacement will be the Concessionaire’s responsibility.

The Concessionaire agrees to accept any Division equipment in its present condition, as-is. The actual list of current equipment owned by the Division and provided for Concessionaire use will be agreed upon with the awarded Offeror and included in the final Contract.

0. REQUIRED CLEANINGS. The Concessionaire shall maintain the assigned Concession Premises in good condition and perform all repairs and replacements to the satisfaction of the Division. This includes, but is not limited to, the following tasks:

a. Daily Cleaning and Maintenance

· Cleanliness of the Concession Premises, including dining areas, foyer, and entrance areas.

· Trash removal.

· Daily carpet cleaning.

b. Periodic Cleaning

· Carpet shampooing: Minimum twice per year — once in the spring before the golf season and once in the fall after the golf season.

· Steam cleaning of the grill hood: Minimum once per month.

· Window and door cleaning and repairs.

· Replacement of light bulbs as needed.

· Service of fire sensors and fire extinguishers in dining areas.

· Upkeep of balconies and handrails.

· Proper waste oil removal and disposal.

c. Equipment Maintenance

· Perform all Division-required maintenance tasks, including cleaning appliance filters, to ensure proper function of equipment and facilities.

· All tasks must be completed in a timely manner.

d. End-of-Season and Special Event Cleaning

· Complete cleaning of all facilities at the end of each season and at the end of the Contract term.

· Approved special functions shall also require complete cleaning of the Concession Premises.

B. REQUIRED CONCESSION SERVICES

The Concessionaire shall provide, operate, and maintain the required concession services as well as any related support facilities and services in accordance with this RFP and the resulting contract to such an extent and in a manner considered satisfactory by the Division. The required services identified here represent the minimum requirements the Concessionaire is required to provide. Except for any such items that may be provided to the Concessionaire by the Division, the Concessionaire shall provide the personnel, equipment, goods, and commodities necessary for providing, operating, and maintaining the required concession services in accordance with this RFP and the resulting contract.

The Division will not contract with any other vendor to provide the listed concession services within the designated Concession Service Area throughout the term of the resulting contract. Any services Concessionaire or the Division wish to include in the contract beyond those identified as required concession services in the resulting contract must be added to the contract by amendment.

1. FOOD SERVICE. Provide full food service to golf course visitors to include a variety of hot and cold foods and beverages for the agreed upon Operating Schedule. Final menu items must be approved by the Golf Program Manager, and the concessionaire shall provide certain products required by the Division to ensure consistency with guest expectations, including but not limited to fountain Coca-Cola beverages. All food services are subject to requirements of the Wasatch County Health Department and the State of Utah, and Division rules and standards. Concessionaire must ensure that all proper licenses and certificates are obtained prior to operation and that all fire protection requirements are met. Concessionaire shall ensure that kitchen and wait staff complete documented training in fire safety and first aid, and that records of such training are maintained and available for review by the Division. Concessionaire must also ensure that proper licenses are renewed prior to operation each year.

The Division may enter into agreements for tournaments that include a food component. Tournament organizers will be required to negotiate food and beverage with the awarded Concessionaire and provide the Concessionaire a first right of refusal to provide the service. If the tournament organizer and the Concessionaire are unable to reach an agreement for an event, the tournament organizer may find alternative food and beverage options for the event.

0. CATERED EVENTS. Offer catering for special events and functions such as weddings, parties, and other hosted events. Concessionaire shall ensure the Concession Premises are kept clean and maintained according to the requirements in the resulting contract.

0. DISCOUNTED SERVICES FOR STATE ENTITIES. Concessionaire shall offer discounted rates for use of space, food, beverage, and related services to State entities, including but not limited to the Governor’s Office and Utah Department of Natural Resources – Parks Division. Discounted rates shall be provided upon request and in accordance with guidelines established by the Division.

0. SNACK SHACK OPERATIONS. Operate the snack shacks on the Silver Course and Mountain Course at minimum for large tournaments and busier days. Snack shack operating hours and days will be mutually agreed upon by the Golf Program Manager and Concessionaire.

0. RESTROOM JANITORIAL SERVICES. Provide janitorial and sanitation services for the clubhouse restrooms to include hourly checks and cleaning a minimum of two times per day with one of those cleanings to include mopping the floors. Concessionaire will also be expected to perform a monthly deep cleaning of these facilities. Services must be provided days the Concessionaire is operating as agreed upon between the Golf Program Manager and Concessionaire. The Division shall provide janitorial and paper products.

0. FOOD AND BEVERAGE CARTS. Serve beverages and snack food items on the golf courses during play using Concessionaire’s own food and beverage cart(s). Concessionaire shall have a minimum of one cart each for Soldier Hollow and Wasatch Mountain and use them at a minimum during peak times, including holidays, tournaments, and special events.

C. ADDITIONAL POTENTIAL CONCESSION SERVICES

Offeror is welcome to include any other services that may be mutually beneficial. Any services outlined here will be considered by the Division and may be added to the list of required concession services in the resulting contract. The Division reserves the right to decide to authorize these additional services.

The concession services listed below are provided to give Offeror an idea of potential service opportunities that may be mutually beneficial. Offeror is welcome to include any other services not already specified in this RFP.

1. OFF-SEASON FOOD SERVICE. Provide food service during the golfing off-season. If a Concessionaire will offer food service during winter, they also need to pay for or provide snow removal in the parking lot and sidewalks at the building.

0. BEVERAGE VENDING MACHINES. Provide vending machines on the course for after hours vending of various beverages, specifically including water.

D. FINANCIAL ASSURANCE OF PERFORMANCE

The successful Offeror will be required to provide financial assurance of performance in the amount of $20,000.00 by performance bond or an irrevocable letter of credit. Proof of adequate financial assurance must be delivered to the State within 60 days of the Offeror receiving notice of the contract award. If the successful Offeror fails to deliver the required financial assurance, the Offeror’s proposal may be rejected and award of the contract may be made to the next highest scoring offeror. The successful Offeror will forfeit the performance bond or irrevocable letter of credit if, at any time during the term of the contract, the Offeror fails to provide the required concession services as identified in the RFP and the eventual contract. This includes losses resulting from concessionaire negligence that impacts scheduled events or the provision of contracted services. The successful Offeror will also forfeit the performance bond or irrevocable letter of credit if Offeror fails to be open for business by whatever date is agreed upon between the Offeror and the Division.

The required financial assurance may need to remain in effect for the duration of the contract. If the financial assurance is a performance bond, it shall be a bond provided by a surety company authorized to do business in this State. The bonding company must be listed in the U.S. Department of the Treasury Circular 570: Companies Holding Certificates of Authority as Acceptable Securities on Federal Bonds and as Acceptable Reinsuring Companies.

E. BACKGROUND CHECKS

Prior to signing the contract resulting from this RFP, the Division reserves the right to request a background check of each person that may assist in providing services to determine the person's fitness and qualifications to fulfill the service requirements of this solicitation and the resulting contract.

Upon request by the Division, the Offeror shall obtain, at Offeror's expense, a criminal background check from the Utah Department of Public Safety, Bureau of Criminal Investigation for anyone who will perform the work described in this solicitation and Offeror’s proposal. Offeror shall provide the Division with the results of each criminal background check obtained at the request of the Division.