242623PB_Solicitation_Documents.pdf

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 10/11/23 Page 1 of 5

RFP #: 242623PB RFP TITLE: HISTORIC COURTHOUSE CAFE

CONCESSIONAIRE SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified proposer to provide concessionaire services for the Law & Order Café located at 2000 Main Street, 1st Floor, Sarasota, Florida, Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience in operating a food service, restaurant, concession or hospitality establishment.

3.2 Preferred Qualifications

3.2.1. Proposer demonstrates experience operating a food service, restaurant, concession or hospitality establishment in the state of Florida within the past year.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

https://procurement.opengov.com/portal/scgov

RFP Template Revised 10/11/23 Page 2 of 5

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Provide resumes for key personnel demonstrating relevant experience operating food service establishments.

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

References – Provide project references demonstrating the Proposers experience operating food service establishments.

Include name of the establishment, a brief description of the services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information.

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the requested services.

Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided. Provide an innovative approach to generate customer interest and establish repeat customers.

Provide the proposed approach to food menu rotation, adhering to freshness, quantities and County suggested health guidelines, as listed in Health Food Specifications, provided in Part II.

Describe the approach to providing a variety of selections for each type of meal served. i.e. breakfast and lunch items.

Provide detailed breakfast entree, lunch entree and snacks menu, beverage menu, and catering menu that includes proposed pricing list.

Provide a proposed timeline for start up of the concession, including but not limited to, obtaining necessary licenses and equipment.

7.4 Menu Selection with Pricing List

7.4.1. Provide a proposed menu showing the types of foods regularly

RFP Template Revised 10/11/23 Page 3 of 5 provided, as well as healthy snack food options. Provide detailed breakfast entree, lunch entree and snacks menu, beverage menu, and catering menu that includes proposed pricing list.

7.4.2. Describe proposed menu offerings such as beverages, including traditional and health-conscious alternatives.

7.4.3. Describe any additional offerings/a la carte items such as freshly made items, breakfast items, sandwiches, salads, fruits, cheeses, and the like.

7.4.4. Provide associated proposed price lists for all items offered.

7.5 Compensation

Proposers shall submit a revenue sharing proposal indicating a monthly percentage of gross sales to be paid to the County. The proposed percentage shall serve as the starting point for developing a final plan, to be negotiated between the County and the successful Proposer.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

RFP Template Revised 10/11/23 Page 4 of 5

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award a contract to the Proposer who, in the sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be

RFP Template Revised 10/11/23 Page 5 of 5 provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements

9.6 Contract

A draft of the contract that the successful Proposer will be expected to sign (a Concession Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

https://www.scgov.net/government/procurement/contract-templates

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 1 of 5

1. OVERVIEW

Concessionaire shall develop, manage and operate the “Law & Order Café” (Café), an existing café and seating facility, operating within the Historic Courthouse Building, 2000 Main Street, 1st Floor, Sarasota, FL.

2. DEMOGRAPHICS

A. The Historic Courthouse houses the office of the Clerk of the Circuit Court (Clerk) who has approximately 150 employees on site each workday.

B. Approximately 400 members of the public may conduct business during Clerk regular business hours. They may utilize the services of the Café.

C. The Café has an outside entrance which has the potential to realize significant walk-in traffic from other downtown businesses, as well as from the Sheriff’s offices next door and Judicial Center employees from across the street.

D. Potential customers may also result from jury duty, which is typically scheduled at the Judicial Center on Mondays and Wednesdays each week.

Attendees to other court trials/events occurring throughout the week may also utilize the Café.

3. HOURS OF OPERATION

A. The Clerk of the Circuit Court public hours are from 8:30 a.m. to 5:00 p.m., Monday through Friday. Working hours for employees of the Clerk range from approximately 7:45 a.m. – 5:30 p.m., Monday – Friday.

B. Concessionaire shall be responsible for operating Café between the hours of 7:00 a.m. and 3:00 p.m., Monday – Friday, at a minimum.

4. SCOPE OF SERVICES

A. Concessionaire shall provide, at their expense, all food, beverages, and other items to be sold by the Café.

B. Compensation payments shall be sent to the County, via US Mail, in the form of a check, by the 10th day of each month.

C. Concessionaire shall offer competitively priced, professional food service.

All proposed products, services and pricing, or changes to same, shall be reviewed and approved by the County.

D. Concessionaire shall offer fountain sodas (fountain equipment to be procured by Concessionaire).

E. Concessionaire shall maintain adequate pre-prepared food quantities to ensure that many of the menu items will always be available.

F. Concessionaire shall accept multiple payment methods including cash, credit and debit card payments.

Revised 10/07/20 Part II - Page 2 of 5

G. Concessionaire shall provide custom professionally designed signs and submit them to the County for pre-approval of sign design and intended location of installation.

H. Concessionaire shall design, print and provide professionally created paper takeaway menus, to be reviewed and approved by the County prior to printing.

I. The following is a general framework of the amenities offered by the County, and the services to be provided by the Concessionaire.

i. Café is equipped with a three-compartment sink, hand-washing sink, cabinetry, countertops, tables, and chairs. Concessionaire shall provide all other necessary equipment meeting the requirements of this RFP. Installation of any and all equipment must be coordinated with the County in advance.

ii. Concessionaire shall prepare substantially all food off-site or utilize fresh pre-prepared foods. Enough space is available for reheating foods/toasting breads that were prepared elsewhere or for assembling custom sandwiches, salads, and the like using refrigerated ingredients.

iii. The Historic Courthouse is on the National Register of Historic Places.

As such, the building is subject to certain restrictions regarding activities which could negatively impact the structure. The Café contains no facilities or ventilation which would accommodate full cooking, frying or baking of food products. Acceptable methods of food preparation include microwaving, sandwich presses, crock pots and soup warmers, toasting, and steamer tables, with additional methods to be approved by the County on a case-by-case basis. See Attachment 1 – Interior Floor Plan and Pictures.

iv. A selection of breakfast, lunch, snacks, and beverages must be made available for purchase. A portion of the offerings must be vegetarian and kosher. Ingredients for menu items should be available upon request. See Attachment 2 – Sample Menu Items.

v. The County’s wellness initiative of creating a healthy environment by offering healthy and nutritious food selections including fresh fruits and vegetables; whole grain products; low fat, low sugar and low sodium foods; and light and reduced calorie selections must be supported. At least half of the foods offered should be healthy as described in Attachment 3 – Healthy Food Specifications.

vi. Concessionaire is encouraged to offer daily specials. At least one healthy special should be featured (if other specials are featured) for an equal or less monetary amount as comparable foods.

vii. Concessionaire shall provide a variety of high-quality coffee selections.

viii. The use of disposable versus non-disposable utensils and chinaware is at the Concessionaire’s discretion. However, if disposable equipment is chosen, “green”/biodegradable choices are preferred. Regardless of

Revised 10/07/20 Part II - Page 3 of 5 whether the Concessionaire primarily provides disposable or non-disposable utensils and chinaware, disposable utensils and containers must be supplied for those customers who choose to remove their food from the Café area for consumption.

ix. A comprehensive marketing effort may be required in order to maximize sales volume, due to the location of the Café within the Historic Courthouse. Concessionaire may wish to familiarize themselves with the immediate area, including potential customer base(s) and menu price points at surrounding venues.

J. Concessionaire shall offer meeting catering services to Courthouse and neighboring County facilities.

K. County employees will be permitted to consume foods not purchased from Concessionaire in the Café seating area.

5. CONCESSIONAIRE RESPONSIBILITIES

A. Concessionaire must obtain any and all required food service and retail beverage license(s) from the Department of Business and Professional Regulation (DBPR) to permit the legal operation of the concession, including, but not limited to, a State Permanent Food Service Seating License through the Florida Department of Business and Professional Regulation or a qualifying Annual Food Permit through the Florida Department of Agriculture and Consumer Services License, as applicable, within 30 calendar days of Agreement execution, but in no event later than the start of operations.

B. Concessionaire shall be fully responsible for obtaining and paying for all necessary licenses.

C. Concessionaire must abide by all rules and laws governing food preparation and food service as set forth by the health department and local and state laws. The County shall be notified within 24 hours of any inspection(s) and provided a copy of any resulting reports.

D. Concessionaire shall operate the Café in a business registered in the Concessionaire’s own name and not in the name of the County.

E. Concessionaire shall be required to retain, at its expense, accurate financial records including revenue and expense reports, Florida State Sales Tax Returns and Federal Payroll Tax Returns that shall be made available to the County upon request.

F. The Café facility has been named the “Law & Order Café” and will retain this name. Concessionaire may incorporate their own business name into the “Law & Order Café” name for local name recognition purposes and marketing, if they so choose, for example: Law & Order Café presented by [Concessionaire]”.

Revised 10/07/20 Part II - Page 4 of 5

G. All costs associated with the operation and management of the Café shall be the responsibility of Concessionaire except for basic utilities (water and electricity) and structural and mechanical services.

H. Concessionaire shall provide all equipment not already provided by the County, that is necessary to perform the services described herein.

I. Concessionaire shall provide trained personnel who shall always conduct themselves in a professional and courteous manner.

i. Concessionaire crew must have at least one employee on site that can effectively communicate in English with County staff and the public.

ii. Concessionaire shall provide a qualified employee who shall be present during the course of the day, who can make on-site decisions, and shall act as a fully authorized agent of Concessionaire. The qualified employee shall be knowledgeable about all procedures and practices applicable to the contracted service requirements and conditions.

iii. Concessionaire’s employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

J. Concessionaire shall provide maintenance services including:

i. Bag and place all refuse in on-site dumpsters and keep all garbage contained and surrounding areas clean.

ii. Clean all surfaces (tabletops, food preparation areas, etc.) within the Café in a manner conforming with health regulations.

iii. Utilization of the County’s Integrated Pest Management (IPM) best practices for least toxic method of controlling pests (see Attachment 4

- Sarasota County IPM Procedural Guidelines). The County will provide Integrated Pest Management (IPM) services for the Café, kitchen and adjacent areas.

iv. Maintain the area in which the café is in good repair (except for HVAC, electrical and water systems, which shall be maintained by the County) and in accordance with all applicable local, state and federal requirements.

v. Utilization of standard “Green Cleaning” procedures and cleaning products that have a Green Seal label.

K. Mandatory Kick-Off Meeting: Upon approval of the contract, Contractor shall attend a mandatory kick-off meeting with County representatives to discuss important information related to the contract and scope of work.

Additional performance meetings may be required during the term of the contract. The County shall not be responsible for payment to Contractor for any briefings or meetings held between the County and Contractor, as these meetings are to the mutual benefit of both parties.

L. Concessionaire shall provide the County’s Administrative Agent with either two (2) points of contact (a primary and a secondary) along with each

Revised 10/07/20 Part II - Page 5 of 5 contact’s phone number. If the phone number or points of contact change during the duration of the contract, Concessionaire shall immediately notify the County’s Administrative Agent of the change and provide updated information.

M. Concessionaire is responsible for any damage to County or third-party property caused by Contractor or their employees. Restoration shall be made to the County’s satisfaction.

N. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices. Contractor shall be responsible for all trash and debris disposal from the work site.

O. Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager or the County’s Administrative Agent.

P. All proposed improvements to the Facility, including potential additions or changes to the County-owned on-site equipment, must be submitted in writing to the County for review and approval. Except for personal property, all improvements shall revert to County ownership upon termination or expiration of the resulting agreement.

6. COUNTY RESPONSIBILITIES

A. The County will provide use of the location, as well as cabinetry, tables, and chairs in the Café.

B. The County will provide electricity and water to the Café at no cost to Concessionaire.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.