Farmers_Market_RFP_Evaluation_Questions_from_2025.docx

Vendor Questionnaire List of questions vendors should answer as part of their response

1. Proposal

1.1. Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

1.2. Qualifications*

Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years).

*Response required

1.3. Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below) No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below) No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

1.4. Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

Please confirm *Response required

1.5. Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

*Response required

1.6. Non-Discrimination Policy, Debarment Certification & Non-Collusion Declaration* Please download the below documents, complete, and upload.

*Response required

1.7. Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

*Response required

2. Vendor Application

2.1. Provide Website and/or Social Media Account*

*Response required

2.2. Market Preference*

Please indicate which location you are applying for in order of preference (If there is a location you are not interested in, do not include it in your listing).

There are two markets available:

Saturday Pico (2200 Virginia Ave) Sunday Main Street (2640 Main Street) Select all that apply Saturday Pico (2200 Virginia Ave) Sunday Main Street (2640 Main Street) *Response required

2.3. Booth space*

Vendors are typically issued a 10ft x 10ft vendor space. Please indicate if your operations would require additional space, onsite parking, accommodations for a large vehicle, additional equipment or electrical needs.

*Response required

2.4. Name and address of permitted Certified Commercial Kitchen that you utilize for storage/preparation* Public Health Requirements and Permits for SMFMS require all selected prepared food vendors to produce, package, store and/or clean their products in a Certified Commercial Kitchen. This application is not for Cottage Foods, or foods made in a home kitchen.

*Response required

2.5. Do you have a Public Health Operating Permit for the permitted food facility listed above?* Yes No *Response required

2.6. Do you have a Permitted Food Facility Sharing Agreement (if applicable)?* Yes No *Response required

2.7. lf you do not have copy of the Public Health Operating Permit, please explain.* *Response required

2.8. VALUE AND PRODUCT CONCEPT*

*Response required

2.9. Submit a photo of your full proposed menu and pricing.*

File must be .pdf, .jpg or .doc only Links to external websites are not accepted.

*Response required

2.10. GMO (Genetically Modified Organism) products are strictly prohibited at Santa Monica Farmers Markets, please confirm there are no GMO ingredients used in any proposed menu items.* Please confirm *Response required

2.11. Submit a photo of booth layout including signage and product placement.* Links to external websites are not accepted.

*Response required

2.12. List organic ingredients and indicate if they are sourced from California Farmers.* *Response required

2.13. SUSTAINABILITY - WASTE REDUCTION*

Describe waste reduction measures, policies or practices your organization utilizes such as recycling, customer incentives, composting and compostable food containers.

*Response required

2.14. SUSTAINABILITY - ENERGY EFFICIENCY*

Describe energy efficiency/conservation measures, policies or practices your organizations utilizes such as compact fluorescent, LED or halogen lamps, occupancy sensors and energy star rated equipment.

*Response required

2.15. SUSTAINABILITY - WATER EFFICIENCY*

Describe water efficiency/conservation measures, policies or practices your organization utilizes such as aerators, flow restrictors and water efficient nozzles.

*Response required

2.16. SUSTAINABLE BUSINESS CERTIFICATIONS*

List any certifications or awards earned as a sustainable or “green” business. (Example: City of Santa Monica Green Business Certification Program, City of Santa Monica Sustainable Quality Awards, City of Los Angeles Green Business, LEED Certifications). If this does not apply, answer n/a.

*Response required

2.17. LOCATION*

Please indicate the city in which your business is located. Preference for businesses located in Santa Monica.

*Response required

2.18. Insurance Requirements*

Vendors are required to provide insurance as outlined.

Please confirm *Response required

3. Regulatory Compliance Vendors and their employees are responsible for knowledge and compliance with the following.

3.1. Santa Monica Farmers Market Rules, Regulations and Policy Guide* Please confirm *Response required

3.2. Health Code Requirements for Community Events in Los Angeles County* Please confirm *Response required

3.3. City of Santa Monica Fair and Festival General Requirements and Guidelines* Please confirm *Response required

3.4. City of Santa Monica Container Ban Ordinance*

Please confirm *Response required

3.5. City of Santa Monica Single Use Carry Out Bag Ban*

Please confirm *Response required