AGR-ISF Grandstand Concession B-50848 Q and A FINAL 3.16.26.docx

AGR-ISF-Grandstand Beer Concession Operation Questions regarding B-50848

1.1.1 Why is State only offering a 2-year Contract?

The term of the contract has been established as two years in accordance with the Department’s planning and operational requirements. Bidders should prepare their proposals based on the two-year contract term specified in the solicitation.

The following three items regarding notices do not appear to align by date. Can you please clarify?

1.2.9 ….. Vendor must provide Department, no later than August 1 of each contract year, with a complete list of drinks Vendor intends to sell pursuant to this contract, including the following details: volume in ounces, selling price, alcohol by volume (as applicable), and location product will be ofered.

1.2.11.1 If the Department determines an alternate ounce size is appropriate and notifies Vendor of such in writing, Vendor must provide the item(s) in the alternate ounce size. Department will provide such notice by July 15 of the contract year unless exigent circumstances prevent such.

1.2.11.2.3 Vendor provides a compelling reason based on unavoidable and unforeseen circumstances. Vendor shall make such a request by July 15 of the contract year unless exigent circumstances prevent such.

Vendors are anticipated to be evaluating items for sale for the Fair well before August 1, and identifying if any of the items they might like to sell are not available in the required size, and providing that information to Department in advance. Department will provide a determination about the alternate item size by July 15, which then allows Vendor an additional 2 weeks to determine what they want to purchase and offer for their menu. The date in 1.2.11.2.3 should be “July 1”; that will be corrected in contract. Vendors are welcome to propose changes to dates, and any other terms, in their bids.

1.2.13.4 Will Department provide more space to accommodate more than 2 approved vendors, ie beer trucks?

1.2.13.4 is not about space for beer trucks. Please see 1.2.3 of the contract, which includes: “The number of designated areas, and locations, of Vendor’s break room(s), hospitality area(s), accounting office(s), space for holding products and supplies for this contract during the month of August, etc., located within the Grandstand Building and Multi-Purpose Arena, shall be at the sole discretion and approval of the Illinois State Fair Management. Vendor and Department will do a physical walk through of the selling venues in the second quarter of each year of this contract, on a mutually agreeable date, to identify product and supply holding areas and other locations.

If this “approved providers” falls past the July 1 date, will vendor still be required to report volume, ounces alcohol volume by July 15 (or August 1)?

The information required in 1.2.9. is required by August 1.

1.2.13.8 Who is responsible for making and displaying “21 or over” and “ We ID”, signage?

Vendor is responsible

1.2.13.10.5 Who monitors those ticket holders who enter the Grandstand SRO with items not sold by vendor?

1.2.13.10.5 states that the vendor is responsible for staffing and enforcement of this provision throughout the facility, including patrons entering the facility.

1.2.14.1 What is the departments definition of “digital point of sale”?

1.2.14.1. says “reasonably similar and equivalent to a Square or Clover point of sale system, that digitally tracks sales and all types of transactions”.

1.4.4 Can you please explain how digital staf and parking credentials can be transferred when there may be a last-minute staf cancellation(s), addition(s) and replacement(s)?

The information requested is not required for the preparation or submission of this bid. ISF will coordinate with awarded vendor on procedures, including any processes related to staff additions, cancellations, or replacements, with the appropriate event staff after contract award.

1.4.11 & 1.4.12 Who is the Grandstand Manager?

Identification of specific facility staff is not relevant to the bid requirements. Bidders should base their submissions on the specifications and requirements outlined in the IFB. The awarded vendor will be provided with the appropriate staff contacts necessary to coordinate and perform the required work.

1.4.16 Can the vendor be provided a copy of the Illinois State Fair policies and rules to the public?

The Illinois State Fair policies and rules are public information and are available on the Illinois State Fair website. Bidders are encouraged to review the information directly on the website.

2.2.1 & 2.2.2: If the State is suggesting a percentage of Gross Sales as its fee, why is the State limiting the per unit serving price?

Affordability at the Fair is important to the Department. Establishing a maximum per unit serving price helps ensure that beverage items remain reasonably priced and accessible to fairgoers while still allowing vendors to operate within the terms of the solicitation.

2.2.1 & 2.2.2: If the goal is to maximize Gross Sales, which ultimately maximizes the fee the State collects, wouldn’t the State let the market dictate the price per unit?

While gross sales are a factor, the Department’s goal is to balance revenue generation with maintaining affordability for fairgoers. Establishing maximum per unit serving prices helps ensure that beverage items remain reasonably priced and accessible to the public attending the Fair.

Could the State provide additional context regarding the rationale for the proposed change in payment to the Illinois State Fair, and whether the existing case/keg-based method might remain an acceptable option in the bid process?

The payment methodology outlined in the Invitation for Bids is prescribed by the Department and must be adhered to by all bidders. There is not a meaningful way to compare bids otherwise. Any prior methods, including the case/keg-based approach, are not applicable and will not be considered for this solicitation. Bidders are required to base their proposals solely on the payment structure as specified in the IFB.

Changes to the contract are as followed, new contract attached with changes made: