STATE OF CONNECTICUT STANDARD RFP FOR PSA PROCUREMENTS 7.20.21

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STATE OF CONNECTICUT PROCUREMENT NOTICE

Request for Proposals (RFP) For

Food and Beverage Concession

Services RFP Name: DEEP-BOR-11032025

Issued By The:

Department of Energy &

Environmental Protection

March 12 , 2026 The Request For Proposal is available in electronic format on the State

Contracting Portal by filtering by Organization for the Department of Energy and Environmental Protection https://portal.ct.gov/DAS/CTSource/BidBoard or from the Agency’s Official Contact:

Name: Tenia Seay Address: 79 Elm Street, Hartford, CT 06106 E-Mail: DEEP.parksdivisionRFP@ct.gov

RESPONSES MUST BE RECEIVED NO LATER THAN

April 07, 2026 At 11:59 p.m. EST

The Department of Energy and Environmental Protection is an Equal Opportunity/Affirmative Action Employer.

The Agency reserves the right to reject any and all submissions or cancel this procurement at any time if deemed in the best interest of the State of Connecticut (State).

https://portal.ct.gov/DAS/CTSource/BidBoard mailto:DEEP.parksdivisionRFP@ct.gov

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TABLE OF CONTENTS

Page

Section I — GENERAL INFORMATION A. Introduction B. Instructions

Section II — PURPOSE OF RFP AND SCOPE OF SERVICES A. Agency Overview B. Service Overview C. Scope of Services Description D. Performance Measures E. Contract Management/Data Reporting

Section III — PROPOSAL SUBMISSION OVERVIEW A. Submission Format Information B. Evaluation of Proposals

Section IV — PROPOSAL SUBMISSION OUTLINE AND REQUIREMENTS . . . 14 A. Cover Sheet B. Table of Contents C. Executive Summary D. Main Proposal Submission Questions E. Attachments F. Declaration of Confidential Information G. Conflict of Interest – Disclosure Statement H. Statement of Assurances

Section V — MANDATORY PROVISIONS A. Standard Contract Provisions B. Assurances C. Terms and Conditions D. Rights Reserved to the State E. Statutory and Regulatory Compliance

Section VI — APPENDIX A. Abbreviations / Acronyms / Definitions B. Statement of Assurances C. Proposal Checklist D. Additional Relevant Forms (if applicable)

Section VII — ATTACHMENTS A. Attachment A – Concession Area Map B. Attachment B – Cover Sheet Form C. Attachment C – Sample Contract

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I. GENERAL INFORMATION

A. INTRODUCTION

1. RFP Name and Number. Food and beverage concession services at Gillette Castle State Park, RFP-DEEP-11032025

2. RFP Summary. The Department of Energy and Environmental Protection (“DEEP” or the “Agency”) State Parks Division will use the results of this RFP to select a qualified food and beverage concessionaire to operate the concession building at Gillette Castle State Park.

3. RFP Purpose. The Division of State Parks within DEEP’s Bureau of Outdoor Recreation is seeking proposals from qualified food service vendors interested in providing food and beverage concession services to the general public at Gillette Castle State Parks.

The selected concessionaire(s) will be expected to enter into a three-year contract with DEEP for the exclusive right to operate a concession building on state property.

Said contract may be extended without further competition for a period of less than or equal to the original term of the contract in one-year increments.

4. Commodity Codes. The services that the Agency wishes to procure through this RFP are as follows:

90000000: Travel and Food and Lodging and Entertainment Services 90101701: On site cafeteria management 90101700: Cafeteria services 0101500: Eating and drinking establishments

B. INSTRUCTIONS

1. Official Contact. The Agency has designated the individual below as the Official Contact for purposes of this RFP. The Official Contact is the only authorized contact for this procurement and, as such, handles all related communications on behalf of the Agency. Proposers, prospective proposers, and other interested parties are advised that any communication with any other Agency employee(s) (including appointed officials) or personnel under contract to the Agency about this RFP is strictly prohibited. Proposers or prospective proposers who violate this instruction may risk disqualification from further consideration.

Name: Tenia Seay Address: 79 Elm Street, Hartford, CT 06106 E-Mail: DEEP.parksdivisionRFP@ct.gov

Please ensure that e-mail screening software (if used) recognizes and accepts e-mails from the Official Contact.

2. Registering with State Contracting Portal. Respondents must register with the State of CT contracting portal at https://portal.ct.gov/DAS/CTSource/Registration if not already registered. Respondents shall submit the following information pertaining to this application to this portal (on their supplier profile), which will be checked by the Agency contact.

• Secretary of State recognition – Click on appropriate response https://portal.ct.gov/DAS/CTSource/Registration

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• Non-profit status, if applicable

• Notification to Bidders, Parts I-V

• Campaign Contribution Certification (OPM Ethics Form 1):

https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms

3. RFP Information. The RFP, amendments to the RFP, and other information associated with this procurement are available in electronic format from the Official Contact or from the Internet at the following locations:

• State Contracting Portal (go to CTsource bid board, filter by Department of Energy and Environmental Protection https://portal.ct.gov/DAS/CTSource/BidBoard

It is strongly recommended that any proposer or prospective proposer interested in this procurement check the Bid Board for any solicitation changes. Interested proposers may receive additional e-mails from CTsource announcing addendums that are posted on the portal. This service is provided as a courtesy to assist in monitoring activities associated with State procurements, including this RFP.

4. Procurement Schedule. See below. Dates after the due date for proposals (“Proposals Due”) are non-binding target dates only (*). The Agency may amend the schedule as needed. Any change to non-target dates will be made by means of an amendment to this RFP and will be posted on the State Contracting Portal and, if available, the Agency’s RFP Web Page.

Item Action Date 1 RFP Released March 12, 2026

2 (*) RFP Site Visit March 17, 2026 9:00 a.m. EST

3 Deadline for Questions March 20, 2026 4 Answers Released March 27, 2026

5 Proposals Due April 07, 2026 11:59 p.m. EST

(*) Proposer Selection (*) Start of Contract Negotiations (*) Start of Contract

April 2026 Dependent on selection and contract process.

5. Contract Awards. The award of any contract pursuant to this RFP is dependent upon the availability of funding to the Agency. The Agency anticipates the following:

• Number of Awards: One (1)

• Contract Term: Three (3) years with the option to extend an additional three (3) years in one-year increments

• Proposed Annual Rent: $5,000 annual fixed rent plus prospective concessionaire proposed percentage of gross annual revenue

6. Eligibility. Any Qualified Entity is eligible to apply. A Qualified Entity is defined as any entity that meets the qualifications described in Section I.B.7 Minimum Qualifications of Proposers and has the capacity to abide by all state and federal rules.

https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms https://portal.ct.gov/DAS/CTSource/BidBoard

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7. Minimum Qualifications of Proposers. To qualify for a contract award, a proposer must have the following minimum qualifications:

• Immediate access to all personnel, supplies, and equipment necessary for a food and beverage concession service,

• Two (2) or more years of experience in the operation of food and beverage concession services; and

• Possess a valid food service license, preferably from the respective Health District in which a proposer is submitting a proposal for under this RFP. However, a valid license from a health department or district in Connecticut will suffice for the purposes of submitting a proposal. Before opening the concession for business, the successful proposer(s) must obtain a food service license and show proof to DEEP, from the respective Health Department for the awarded location and pass all health inspections related to the concession location in question.

Additional preferred qualifications:

• Three (3) or more years of experience in the operation of food and beverage concession services;

• Experience operating at a national, state, or municipal park venue; and

• Experience working in or knowledge of Connecticut.

8. Inquiry Procedures. All questions regarding this RFP or the Agency’s procurement process must be directed, in writing, electronically, (e-mail) to the Official Contact before the deadline specified in the Procurement Schedule. The early submission of questions is encouraged. Questions will not be accepted or answered verbally – neither in person nor over the telephone. All questions received before the deadline(s) will be answered. However, the Agency will not answer questions when the source is unknown (i.e., nuisance or anonymous questions). Questions deemed unrelated to the RFP or the procurement process will not be answered. At its discretion, the Agency may or may not respond to questions received after the deadline. If this RFP requires a Letter of Intent, the Agency reserves the right to answer questions only from those who have submitted such a letter. The Agency may combine similar questions and give only one answer. All questions and answers will be compiled into a written amendment to this RFP. If any answer to any question constitutes a material change to the RFP, the question and answer will be placed at the beginning of the amendment and duly noted as such.

The agency will release the answers to questions on the date(s) established in the Procurement Schedule. The Agency will publish any and all amendments to this RFP on the State Contracting Portal.

9. RFP Site Visit. An RFP site visit will be held to answer questions from prospective proposers and to view the Gillette Castle State Park Concession Building.

Attendance at the site visit is optional, registration is preferred.

To register, email Tenia Seay at DEEP.parksdivisionRFP@ct.gov.

Copies of the RFP will not be available at the RFP Site Visit. Prospective proposers are asked to bring a copy of the RFP to the conference. At the conference, attendees will be provided an opportunity to submit written questions, which the Agency’s representatives may (or may not) answer at the conference. Any oral answers given at the conference by the Agency’s representatives are tentative and not binding on the Agency. All questions submitted will be answered in a written amendment to this

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RFP, which will serve as the Agency’s official response to questions asked at the conference. If any answer to any question constitutes a material change to the RFP, the question and answer will be placed at the beginning of the amendment and duly noted as such. The agency will release the amendment on the date established in the Procurement Schedule. The Agency will publish any and all amendments to this RFP on the State Contracting Portal and, if available, on the Agency’s RFP Web Page.

10. Proposal Due Date and Time. CTSource is the only authorized method to submit proposals in response to this RFP. Proposals must be received on or before the due date and time:

April 07, 2026, at 11:59 p.m. EST.

Proposals received after the due date and time will be ineligible and will not be evaluated. The Agency will send an official letter alerting late respondents of ineligibility.

An acceptable submission must include the following:

• One (1) conforming electronic copy of the original proposal.

• The proposal must be complete, properly formatted and outlined, and ready for evaluation by the Screening Committee.

Applicants must use the electronic proposal submission functionality within CTSource.

11. Multiple Proposals. The submission of multiple proposals is not an option for this procurement.

II. PURPOSE OF RFP AND SCOPE OF SERVICES

A. AGENCY OVERVIEW

DEEP is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making affordable, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut’s economy and creating jobs and to fostering a sustainable and prosperous economic future for the state.

B. SERVICE OVERVIEW

DEEP State Parks established a concession building at Gillette Castle State Park to provide public access to food and beverages to park visitors. This location has been without concession services for the 2024 and 2025 recreation season.

To elevate the public’s experiences at these locations, DEEP is seeking to enter into a contract with a qualified concessionaire under the service authorization of Conn. Gen. Stat.

23-26, to provide food and beverage services to the public.

State Park Location Description: Gillette Castle State Park, East Haddam

• Activities: Camping, Hiking, Historic Castle Tours, Picnicking

• Facilities: Bathrooms, Picnic Tables, Concession Building, Terrace, Castle, Visitor Center

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• Park visitation: Approximately 100,000 day-use visitors annually

• Visit https://ctparks.com/parks/gillette-castle-state-park to learn more about Gillette Castle State Park.

C. SCOPE OF SERVICE DESCRIPTION

1. Service Expectations The successful respondent (the “concessionaire”) shall provide concession services at Gillette Castle State Parks in accordance with the Contract resulting from this RFP and all applicable Federal, State, and local regulations concerning the operation of a food service concession and food safety practices.

The concessionaire will be expected to enter into a three-year contract with DEEP for the exclusive right to provide a full-service food and beverage concession operation to the general public at the state park concession buildings identified in Attachment A - Concession Area Map.

The concessionaire will be solely responsible for all aspects of the concession operation. The concessionaire will provide all personnel, equipment, and supplies needed to operate the concession, keep complete records of the concession operation, prepare and serve all foods and beverages, keep the concession area clean, and remove all trash and recyclable materials from the premises. DEEP does not provide direct support for the concession;

materially, financially, logistically, or otherwise. The concessionaire is expected to be operationally self-sufficient. However, DEEP will publicize the concession to the extent of its available resources.

More specifically, the concessionaire responsibilities and services include:

a) Operation of sales of food and beverage goods including the acquisition, storage, preparation, and sale of goods.

b) General maintenance to the facilities and associated concessions equipment required due to normal usage including, but not limited to, regular cleaning, maintenance and repair of concession equipment, regular cleaning within the footprint of the concession facilities floors, walls, counters, and general concession areas interior.

i. The concessionaire is also responsible for the upkeep of cleanliness of the outside areas, counters on the exterior of the Park Concession stand, the dining area and decking in the designated area.

ii. Litter and trash within the concession area must be removed daily from the park by the concessionaire unless authorized for disposal in a DEEP Park Dumpster by the Park Supervisor. A rough sketch of the concession area for the park is indicated in Attachment D - Concession Areas.

c) The menu is subject to the review and approval of the DEEP Park’s Director or designee and shall include light fare typical of similar venues, for example items such as breakfast sandwiches, hot dog, hamburgers, light sandwiches, chips, snacks, ice cream and hot and cold beverages. This is not a required nor an exhaustive list. A menu of items shall be discussed and approved by DEEP for inclusion of items for sale.

d) Quality of Merchandise: All foods, drinks, beverages, confections, refreshments and the like, sold or kept for sale, shall be of first quality, wholesome and pure, and shall conform in all respects to Federal, State and Municipal Laws, Ordinances and Regulations.

https://ctparks.com/parks/gillette-castle-state-park

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e) Equipment Expectations: The concessionaire will be expected to provide any and all equipment required to operate the concession building. The concessionaire will be responsible for any repair, maintenance or replacement of said equipment.

f) Prices and Posting: The concessionaire shall provide in writing all pricing for DEEP’s review and approval of the commodities available for sale. The prices of all items shall be posted in full and open view of the public while the concession is open.

g) Prohibited Articles: No intoxicating beverages, tobacco products or illegal/illicit articles of any kind shall be kept, sold, given away, advertised or used in or about the premises. The sale of glass bottled goods is also prohibited.

h) Licenses, Permits and Taxes: During the term of the contract the Concessionaire shall, at its sole expense, pay all taxes and license fees associated with concession operations that shall accrue or become due under the laws of the United States, the State of Connecticut, and of the Municipal Code of the Town of the respective Park location. The Concessionaire shall be responsible for obtaining all necessary licenses, permits, certifications, inspections and other such items under the laws of the United States, the State of Connecticut, and of the Municipal Code of the respective park Town location. Upon request by DEEP, the Concessionaire shall provide proof of such documentation.

i) Payment: The successful respondent, as concessionaire, shall agree to pay to DEEP rent of $5,000 plus a percentage of gross revenue. Said amount shall be evaluated annually during the month of September. Subject to an increase for an amount not more than 5%. Any increase shall go into effect in May of the following year.

j) All existing equipment and repairs/improvements thereto shall remain property of DEEP unless otherwise agreed upon.

k) Advertising: The concessionaire shall be responsible for any advertising and signage for the concession and shall submit to DEEP for approval prior to posting. DEEP will publicize the concession to the extent of its available resources.

l) Pest Control: The concessionaire shall be responsible for maintaining adequate pest control of the facilities.

2. Staffing Expectations The concessionaire is expected to provide at its sole expense, a sufficient number of qualified staff to operate and maintain the concession operation and building in a safe and professional manner.

• Staff shall wear professional and appropriate attire for the work being completed, while adhering to any legal requirements, such as Public Health Codes. The Park and Recreation Supervisor of the designated Concession Stand shall have final discretion on what constitutes as professional, appropriate attire for the park location.

• Operation as Independent Contractor: Operations of the facilities shall be conducted as an independent contractor. In no way shall the Concessionaire, or employees or agents thereof, be considered an employee or agent of the State-DEEP. The selected concessionaire is responsible for payment of their employees and all applicable taxes related thereto.

• Standard Wage Rates for Certain Workers: Contractors shall comply with all provisions of Connecticut [General Statutes 31-57f] Standard Wage Rates for Certain Service Workers and shall pay wages in accordance with the current wage rates provided by the Department of Labor. Information regarding this Statute and how and when it applies can be obtained from DOL’s web site at https://portal.ct.gov/dol/divisions/wage-and-workplace-standards/standard-wage-rates?language=en_US https://portal.ct.gov/dol/divisions/wage-and-workplace-standards/standard-wage-rates?language=en_US https://portal.ct.gov/dol/divisions/wage-and-workplace-standards/standard-wage-rates?language=en_US

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3. Hours of Operation Expectations The State Park locations within this RFP are open to the public daily from 8:00A to sunset.

The concessionaire(s) will have access to the concession building during normal park operating hours only. Alternative access may be approved at the discretion of the locations Park and Recreation Supervisor.

At minimum, the concessionaire(s) will be expected to operate the following schedule:

• Saturdays, Sundays, and holidays from the weekend before Memorial Day through

Labor Day from 10:00 a.m. through 6:00 p.m. (8 hours).

• Weekdays during the months of July and August from 11:00 a.m. through 5:00 p.m.

(6 hours).

• On any day from the third (3rd) Saturday of April, or the execution of the contract, through the fourth (4th) Tuesday in October, the concessionaire may operate the Park Concession for any period between 9:00 a.m. and one-half hour before sunset.

Gillette Castle State Park offers Castle Tours throughout the year. The concessionaire will be expected to operate the following schedule in addition to the minimum schedule above:

• Weekends and Holidays from Labor Day through Columbus Day from 10:00 a.m.

through 4:00 p.m. (6 hours).

• Weekends from Thanksgiving through Christmas from 10:00 a.m. through 3:30 p.m.

(5.5 hours).

4. Health Department, Inspections, Maintenance, Security, and Utilities Expectations The concessionaire will be responsible for all aspects of:

• Health Department Inspections - The scheduling of inspections and for paying any fees charged for such inspections.

• Health Department Permits - The obtaining and maintaining a “permit to sell” from the local health department prior to the start of annual operation.

• Public Health Code - Conforming to the Public Health Code of the State of Connecticut concerning the storage, handling, and vending of food and beverages.

• Maintenance of Fire Suppression Systems - The annual maintenance of the fire suppression system for the grill exhausts, including periodic removal of cooking grease build-up in the exhaust ducts. The clean-up of the building in the event of a system discharge, and for recharging the fire suppression system. Any maintenance required under the warranty or as recommended by the manufacturer.

• Right of Inspection - DEEP shall maintain the right of access and inspection of the facilities at any time during the term of the contract.

• Security - The concessionaire at Gillette Castle State Park will be issued specific keys as requested, to be assigned to key employees, along with an alarm code. Keys and alarm codes should not be shared or distributed outside of the assigned employee.

• Utilities and Suppliers – The concessionaire at its sole expense shall set up the billing and payment for utility service (electric/water/gas) and suppliers.

5. Insurance Expectations The concessionaire will be expected to furnish evidence of insurance. A Certificate of Insurance (COI) covering the following limits will be required for each year an awarded contract remains in effect, and shall be submitted by the concessionaire to the Department

Department of Energy and Environmental Protection Page 10 of 11 of Energy and Environmental Protection initially at time of Contract execution and subsequently, by May 1 of each year the awarded contract is in effect:

• Commercial General Liability insurance providing a total limit of $1,000,000 for all damages arising from bodily injury to or death of all persons in any accident or occurrence and for all damages arising from the destruction of or damage to property in any one accident or occurrence. In cases where any insurance policy shows an aggregate limit, the aggregate shall apply solely to the concession operation or the aggregate limit shall be not less than $2,000,000.

• The operation of all motor vehicles, including those hired or borrowed, used in connection with this contract shall be covered by Automobile Liability insurance providing for a total limit of $1,000,000 for all damages arising from bodily injuries to or death of all persons in any one accident or occurrence and for all damages arising from the destruction of or damage to property in any one accident or occurrence. In cases where any insurance policy shows an aggregate limit, the aggregate shall apply solely to the concession operation or the aggregate limit shall be not less than $2,000,000.

• The concessionaire shall carry Worker’s Compensation insurance in accordance with the requirements of the laws of the State of Connecticut.

• The concessionaire shall carry Fire Liability Insurance coverage in at least the amount of the appraised value of the concession building used by the concessionaire.

• Said coverages are to be provided by insurance companies licensed by the State of Connecticut.

• The State of Connecticut shall be listed as an Additional Insured on all required coverage, and written evidence of that endorsement shall be included with the evidence of insurance along with the submission of the COI and declaration page prior to any contract performance.

6. Financial Expectations A proposer shall provide evidence that the business is financially stable. Proposals should include at minimum:

• Two (2) years of most recent annual audited financial statements; or any financial statements prepared by a Certified Public Accountant for the business.

• The proposer shall affirm that the firm has not been formally found to have engaged in financial impropriety, is not subject of current, pending or past litigation and is not in violation of state and federal law.

7. Additional Concessionaire Responsibilities

• The Concessionaire shall be responsible for providing condiment dispensers, soda dispensers, cream and milk dispensers, portable signage and other support equipment in accordance with plans and specifications submitted by the Concessionaire and approved by DEEP as to construction, location, color and/or finishes.

• The Concessionaire shall provide and maintain cash registers or electronic payment software. The food service provider shall at all times have enough cash on hand to make change for any purchase from the establishment.

• The Concessionaire agrees to not modify the facilities in any way including but not limited to installing equipment, furniture, pictures or advertising displays without the consent of the DEEP State Park Division Director.

DEEP may choose to promote the service on CTParks.com or CTVisit.com and through related newsletters and social media.

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D. PERFORMANCE MEASURES

The following performance metrics highlight key priorities that will be analyzed with providers/vendors collaboratively during the life of the contract. This is not an exhaustive list, but rather an indication of significant performance metrics of interest to DEEP. DEEP looks forward to working with providers/vendors to define additional important performance metrics.

• Food and Beverage Inspections – DEEP may, in its sole discretion, conduct unannounced food and beverage inspections. The concessionaire shall provide a range of food and beverage items proportionate to one meal to DEEP’s authorized representative for food tasting purposes. The concessionaire shall cooperate fully with the DEEP representative to facilitate the representative’s task of completing the inspection. Upon such inspection, the concessionaire shall remove or substitute any food items that the DEEP deems, in its sole discretion, does not meet the standards of the Agency.

• Validated Complaints - Validated complaints are expected to be addressed per each specific incident. The concessionaire will be provided with reasonable opportunity to address each incident and adjust operation as necessary. Compounding or continued incidents will be addressed in the following manner:

o The first incident will be addressed by DEEP Park Staff. After the first validated report of poor performance or noncompliance, the Contractor shall be given a reasonable opportunity to cure the performance and compliance issues.

o The second incident may result in a conference involving the concessionaire, Customer, and DEEP Staff.

o The third incident may result in termination of an awarded Contract.

E. CONTRACT MANAGEMENT/DATA REPORTING

As part of the State’s commitment to becoming more outcomes-oriented, the Department of Energy and Environmental Protection, seeks to actively and regularly collaborate with concessionaire providers to enhance contract management, improve results, and adjust service delivery and policy based on learning what works. Reliable and relevant data is necessary to ensure compliance, inform trends to be monitored, evaluate results and performance, and drive service improvements. As such, the Department of Energy and Environmental Protection reserves the right to request/collect other key data and metrics from providers/vendors.

The concessionaire will be expected to provide an annual report on revenue prior to the start of the next season’s start.

III. PROPOSAL SUBMISSION OVERVIEW

A. SUBMISSION FORMAT INFORMATION

1. Required Outline. All proposals must follow the required outline presented in Section IV – Proposal Outline. Proposals that fail to follow the required outline will be deemed non-responsive and not evaluated.

2. Cover Sheet. The Cover Sheet is Page 1 of the proposal. Proposers must complete and use the Cover Sheet form provided by DEEP in Attachment D – Cover Sheet.

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3. Table of Contents. All proposals must include a Table of Contents that conforms with the required proposal outline.

4. Executive Summary. Proposals must include a high-level summary, not exceeding two

(2) pages of the main proposal and cost proposal. The summary must also include the organization’s eligibility and qualifications to respond to this RFP.

5. Attachments. Attachments other than the required Appendices or Forms identified in the RFP are not permitted and will not be evaluated. Further, the required Appendices or Forms must not be altered or used to extend, enhance, or replace any component required by this RFP. Failure to abide by these instructions will result in disqualification.

6. Style Requirements. THIS IS AN ELECTRONIC SUBMISSION. Electronic submissions are required to conform to the following:

• Paper Size: Letter: 8.5” x 11”

• Page Limit: 25 pages in length, including any attachments

• Font Size: 12 point

• Font Type: Arial

• Margins: 1.0”

7. Pagination. The proposer’s name must be displayed in the header of each page. All pages, including the required Appendices and Forms, must be numbered in the footer.

8. Packaging and Labeling Requirements. All proposals must be submitted through CTSource.

9. Declaration of Confidential Information. Proposers are advised that all materials associated with this procurement are subject to the terms of the Freedom of Information Act (FOIA), the Privacy Act, and all rules, regulations and interpretations resulting from them. If a proposer deems that certain information required by this RFP is confidential, the proposer must label such information as CONFIDENTIAL prior to submission. In subsection C of the proposal submission, the proposer must reference where the information labeled CONFIDENTIAL is located in the proposal. EXAMPLE: Section G.1.a.

For each subsection so referenced, the proposer must provide a convincing explanation and rationale sufficient to justify an exemption of the information from release under the FOIA. The explanation and rationale must be stated in terms of (a) the prospective harm to the competitive position of the proposer that would result if the identified information were to be released and (b) the reasons why the information is legally exempt from release pursuant to C.G.S. § 1-210(b).

10. Conflict of Interest - Disclosure Statement. Proposers must include a disclosure statement concerning any current business relationships (within the last three (3) years) that pose a conflict of interest, as defined by C.G.S. § 1-85. A conflict of interest exists when a relationship exists between the proposer and a public official (including an elected official) or State employee that may interfere with fair competition or may be adverse to the interests of the State. The existence of a conflict of interest is not, in and of itself, evidence of wrongdoing. A conflict of interest may, however, become a legal matter if a proposer tries to influence, or succeeds in influencing, the outcome of an official decision for their personal or corporate benefit. The Agency will determine whether any disclosed conflict of interest poses a substantial advantage to the proposer over the competition, decreases the overall competitiveness of this procurement, or is not in the best interests of the State. In the absence of any conflict of interest, a proposer must affirm such in the disclosure statement. Example: “[name of proposer]

Department of Energy and Environmental Protection Page 13 of 14 has no current business relationship (within the last three (3) years) that poses a conflict of interest, as defined by C.G.S. § 1-85.”

B. EVALUATION OF PROPOSALS

1. Evaluation Process. It is the intent of DEEP to conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. When evaluating proposals, negotiating with successful proposers, and awarding contracts, the Agency will conform with its written procedures for POS and PSA procurements (pursuant to C.G.S. § 4-217) and the State’s Code of Ethics (pursuant to C.G.S. §§ 1-84 and 1-85).

Final funding allocation decisions will be determined during contract negotiation.

2. Evaluation Review Committee. DEEP will designate a Review Committee to evaluate proposals submitted in response to this RFP. The Review Committee will be composed of individuals, Agency staff or other designees as deemed appropriate. The contents of all submitted proposals, including any confidential information, will be shared with the Review Committee. Only proposals found to be responsive (that is, complying with all instructions and requirements described herein) will be reviewed, rated, and scored.

Proposals that fail to comply with all instructions will be rejected without further consideration. The Review Committee shall evaluate all proposals that meet the Minimum Submission Requirements by score and rank ordered and make recommendations for awards. The Agency Head will make the final selection. Attempts by any proposer (or representative of any proposer) to contact or influence any member of the Review Committee may result in disqualification of the proposer.

3. Minimum Submission Requirements. To be eligible for evaluation, proposals must

(1) be received on or before the due date and time; (2) meet the Proposal Format requirements; (3) meet the Eligibility and Qualification requirements to respond to the procurement, (4) follow the required Proposal Outline; and (5) be complete. Proposals that fail to follow instructions or satisfy these minimum submission requirements will not be reviewed further. The Agency will reject any proposal that deviates significantly from the requirements of this RFP.

4. Evaluation Criteria (and Weights). Proposals meeting the Minimum Submission

Requirements will be evaluated according to the established criteria. The criteria are the objective standards that the Review Committee will use to evaluate the technical merits of the proposals. Only the criteria listed below will be used to evaluate proposals.

• Qualifications (35%) o Qualifications - Demonstration and documentation of the ability to meet the qualifications as described in Section I.B.7. Proposals which meet the preferred qualifications will be scored higher.

o Experience – Demonstration of the ability to meet the minimum expectations of Experience as described in Section I.B.7. Proposals which meet the preferred Experience will be scored higher

• Service Expectations (35%) o Operating Schedule - Demonstration of the ability to meet or exceed the minimum operation schedule. Proposals exceeding the minimum operation schedule will receive higher scores.

o Staffing – Demonstration of the ability to staff the concession operation with qualified staff to meet the operating schedule.

o Rent – Demonstration of the ability to meet or exceed the proposed annual rent requirement. Complete and itemized financial plans will be scored higher.

• Menu (30%)

Department of Energy and Environmental Protection Page 14 of 15 o Selection - Demonstration of the ability to meet or exceed the minimum expectations for menu options. Wider varieties of offerings (e.g. grilled items, fresh foods, snacks) will be scored higher than limited varieties or offerings (e.g. ice cream, novelty items) o Pricing – Demonstration of the understanding of competitive pricing and local pricing standards. Proposals which offer a range of prices and low cost options will be scored higher than prices that seem higher than local pricing standards.

Note: As part of its evaluation of the Staffing Plan, the Review Committee will review the proposer’s demonstrated commitment to affirmative action, as required by the Regulations of CT State Agencies § 46A-68j-30(10).

5. Proposer Selection. Upon completing its evaluation of proposals, the Review Committee will submit the rankings of all proposals to the Commissioner or Agency Head. The final selection of a successful proposer is at the discretion of the Commissioner or Agency Head. Any proposer selected will be so notified and awarded an opportunity to negotiate a contract with the Agency. Such negotiations may, but will not automatically, result in a contract. Any resulting contract will be posted on the State Contracting Portal. All unsuccessful proposers will be notified by e-mail or U.S. mail, at the Agency’s discretion, about the outcome of the evaluation and proposer selection process. The Agency reserves the right to decline to award contracts for activities in which the Commissioner or Agency Head considers there are not adequate respondents.

6. Contract Execution. Any contract developed and executed as a result of this RFP is subject to the Agency’s contracting procedures, which may include approval by the Office of the Attorney General. Fully executed and approved contracts will be posted on State Contracting Portal and the Agency website.

IV. REQUIRED PROPOSAL SUBMISSION OUTLINE AND REQUIREMENTS

A. Cover Sheet

B. Table of Contents

C. Executive Summary

D. Main Proposal

E. Attachments (clearly referenced to summary and main proposal where applicable)

F. Declaration of Confidential Information

G. Conflict of Interest - Disclosure Statement

H. Statement of Assurances

A: Cover Sheet

The Respondent must use the provided Cover Sheet Form to capture the following information:

• RFP Name or Number:

Department of Energy and Environmental Protection Page 15 of 16

• Legal Name:

• FEIN (not required for currently contracted providers/vendors:

• Street Address:

• Town/City/State/Zip:

• Contact Person:

• Title:

• Phone Number:

• E-Mail Address:

• Authorized Official:

• Title:

• Signature:

Legal Name is defined as the name of provider, vendor, CT State agency, or municipality submitting the proposal. Contact Person is defined as the individual who can provide additional information about the proposal or who has immediate responsibility for the proposal. Authorized Official is defined as the individual empowered to submit a binding offer on behalf of the proposer to provide services in accordance with the terms and provisions described in this RFP and any amendments or attachments hereto.

B: Table of Contents

Respondents must include a Table of Contents that lists sections and subsections with page numbers that follow the organization outline and sequence for this proposal.

C: Proposer Executive Summary

The page limitation for this section is two (2) pages briefly describing how the Respondent meets the eligibility and qualification criteria outlined in the Proposal Overview and a brief overview of why the Respondent should be selected for the activities highlighted in the scope of services.

D: Main Proposal Submission Requirements To Submit a Responsive Proposal:

***Please note the maximum total page length for this section is twenty-five (25) (all appendices and other attachments should be referred to in section D and then placed in section E. The Agency Review Committee will not read answers longer than twenty-five (25) pages in this section.

4.1 Name of the State Park(s) for which the proposal is being submitted. A proposal should include any and all desired locations when multiple locations are available.

4.2 Proposer’s Representative Information

1. Name(s)

2. Primary Telephone Number(s)

3. Normal Hours of Availability

4.3 Business Information

1. Qualifications

• Proposers must be at least 18 years of age, and must be able to legally work in the United States of America for the entire term of the contract.

• Provide a statement of your organization’s qualifications and food service experience. Where applicable, the statement should include a history of annual

Department of Energy and Environmental Protection Page 16 of 17 gross receipts for the Proposer’s three most recent years of operating a food and beverage concession.

2. Legal Status If the Proposer is a firm or corporation, describe the organization’s legal status (e.g., sole proprietorship, partnership, limited partnership, corporation, subchapter S corporation). Report the states in which the organization is registered to do business.

3. References Include three (3) letters of reference from recent clients. Provide the following information for each reference: name, title, company address, and phone number.

4. Conflict of Interest Include a disclosure statement concerning any current business relationships (within the last three (3) years) that may pose a conflict of interest, as defined by C.G.S. § 1-85.

4.4 Outline of Work

1. Hours of Operation

Describe the schedule you propose to operate the concession. Schedules should address days of the week and hours of the day, and meet the minimum requirements found in Section II – C. Scope of Services Description. Also, schedules may vary seasonally. Discuss proposed schedules for the periods generally corresponding to:

• Prior to Memorial Day weekend

• Memorial Day weekend through Fourth of July weekend

• Fourth of July weekend through Labor Day weekend

• After Labor Day weekend

2. Staffing Plan Describe the personnel needed to operate the concession

• What positions (i.e., manager, assistant manager, cook, sales clerk, etc.) will be assigned to work the concession?

• How many personnel will be assigned to meet the schedule described in

Subsection 4, below?

• Describe the level of responsibility vested in the on-site managing personnel and the extent of onsite supervision exercised over staff-level employees.

• Describe the minimum experience required for employees of various positions.

• Describe the dress code and personal hygiene standards for all personnel.

Describe any uniform items (e.g., shirt, hat, name tag, etc.) to be worn and by whom.

3. Commodities and Price List Submit menu and price list. DEEP expects that light fare typical of similar venues is offered but does not require that specific foods or beverages be included in a menu.

DEEP does prefer menus that include healthy options. Provide a sample menu with a price list. Describe any non-consumable items you would have for sale (i.e. sun tan lotion, flip-flops, etc.).

4. Equipment Describe the equipment you propose to supply for operating the concession. The concessionaire must supply all other equipment needed to fulfill the proposed Scope of Work. Describe any equipment that is already in your possession and available for use at the concession and describe the equipment that you will need to acquire.

4.5 Financials

Department of Energy and Environmental Protection Page 17 of 18

1. Proposed Annual Rent and Expenditures Describe the annual rent expectations, including the proposed payment of percentage of revenue and payment schedule. Identify any necessary capital investments, proposed renovations or work necessary to begin operations, the method or process by which such investments will be calculated or determined, any financial or economic considerations, estimated projected revenue, and detailed and itemized cost estimates where applicable.

2. Annual Audited Financial Statements Provide two (2) years of the most recent annual audited financial statements; or any financial statements prepared by a Certified Public Accountant for the business.

Include affirmation that the firm has not been formally found to have engaged in financial impropriety, is not subject of current, pending or past litigation and is not in violation of state and federal law.

E: Attachments

Attachments other than the required attachments identified are not permitted and will not be evaluated. See the Proposal Checklist in Appendix C for a list of relevant attachments.

Further, the required attachments must not be altered or used to extend, enhance, or replace any component required by this RFP. Failure to abide by these instructions may result in disqualification.

F: Declaration of Confidential Information

If a proposer deems that certain information required by this RFP is confidential, the proposer must label such information as CONFIDENTIAL prior to submission. The proposer must reference where the information labeled CONFIDENTIAL is located in the proposal.

EXAMPLE: Section G.1.a. For each subsection so referenced, the proposer must provide a convincing explanation and rationale sufficient to justify an exemption of the information from release under the FOIA. The explanation and rationale must be stated in terms of (a) the prospective harm to the competitive position of the proposer that would result if the identified information were to be released and (b) the reasons why the information is legally exempt from release pursuant to C.G.S. § 1-210(b).

G: Conflict of Interest – Disclosure Statement

Proposers must include a disclosure statement concerning any current business relationships (within the last three (3) years) that pose a conflict of interest, as defined by C.G.S. § 1-85. A conflict of interest exists when a relationship exists between the proposer and a public official (including an elected official) or State employee that may interfere with fair competition or may be adverse to the interests of the State. The existence of a conflict of interest is not, in and of itself, evidence of wrongdoing. A conflict of interest may, however, become a legal matter if a proposer tries to influence, or succeeds in influencing, the outcome of an official decision for their personal or corporate benefit. In the absence of any conflict of interest, a proposer must affirm such in the disclosure statement. Example:

“[name of proposer] has no current business relationship (within the last three (3) years) that poses a conflict of interest, as defined by C.G.S. § 1-85.”

H: Statement of Assurances

Place after Conflict of Interest-Disclosure Statement. Sign and return Appendix VI – B.

Statement of Assurances.

Department of Energy and Environmental Protection Page 18 of 19

V. MANDATORY PROVISIONS

A. STANDARD CONTRACT PROVISIONS

Refer to Attachment B – Sample Contract for the Standard Contract Provisions.

B. ASSURANCES

By submitting a proposal in response to this RFP, a proposer implicitly gives the following assurances:

1. Collusion. The proposer represents and warrants that the proposer did not participate in any part of the RFP development process and had no knowledge of the specific contents of the RFP prior to its issuance. The proposer further represents and warrants that no agent, representative, or employee of the State participated directly in the preparation of the proposer’s proposal. The proposer also represents and warrants that the submitted proposal is in all respects fair and is made without collusion or fraud.

2. State Officials and Employees. The proposer certifies that no elected or appointed official or employee of the State has or will benefit financially or materially from any contract resulting from this RFP. The Agency may terminate a resulting contract if it is determined that gratuities of any kind were either offered or received by any of the aforementioned officials or employees from the proposer, contractor, or its agents or employees.

3. Competitors. The proposer assures that the submitted proposal is not made in connection with any competing organization or competitor submitting a separate proposal in response to this RFP. No attempt has been made, or will be made, by the proposer to induce any other organization or competitor to submit, or not submit, a proposal for the purpose of restricting competition. The proposer further assures that the proposed costs have been arrived at independently, without consultation, communication, or agreement with any other organization or competitor for the purpose of restricting competition. Nor has the proposer knowingly disclosed the proposed costs on a prior basis, either directly or indirectly, to any other organization or competitor.

4. Validity of Proposal. The proposer certifies that the proposal represents a valid and binding offer to provide services in accordance with the terms and provisions described in this…