For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityoftampa

City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Food and Beverage Services for the Tampa Convention Center

26-P-00051

Convention & Tourism

Michelle Estevez, Senior Procurement Analyst

2555 E. Hanna Ave.

Tampa, FL 33610

Phone: (813) 274-8836

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE

B - DMI-40-Form-LOI-Letter-of-Intent_SLBE

C - DMI-71-Form-for-RFQ-RFP-Evaluation-Points-V4-SLBE

D - ADA Requirements

E - Exhibit_A_-_TCC_Floor_Plans

F - Exhibit_B_-_Gross_Sales_10.23.2025

G - Exhibit_C_-_TCC_Smallwares_Inventory

H - Exhibit_D_-_Asset_Inventory

I - Exhibit_E_-_Catering_Menu_2025

J - Exhibit_F_-_Waterfront_Site_Plan_

K - Exhibit_G_-_Tampa_CC_Financial_Jul_2024_to_June_2025_(003)

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Food and Beverage Services for the Tampa Convention Center, RFP # 26-P-00051 will be received by the

Director of Purchasing, City of Tampa, until Friday, January 23, 2026; 3:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Michelle Estevez (michelle.estevez@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. MANDATORY PRE-PROPOSAL CONFERENCE

A MANDATORY PRE-PROPOSAL CONFERENCE will be held at 10:00 am,Monday, December 8, 2025, at 333 South Franklin

Street Meeting Room 401 Tampa, FL 33602 to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

NOTE: Any Proposer who fails to attend a mandatory pre-proposal conference will not be eligible to submit a proposal on the project. All Proposers must be present and signed in prior to the start of the mandatory Pre-Proposal

Conference. Anyone not signed in at the commencement of the presentation from the Procurement Contact will be considered late and will not be allowed to submit a proposal on the project.

1.3. MANDATORY SITE VISIT

A MANDATORY SITE VISIT shall immediately follow the pre-proposal conference. This shall be the only site visit for Proposers prior to the RFP opening. PROPOSERS THAT HAVE NOT PERFORMED THE MANDATORY SITE VISIT AT THIS DESIGNATED TIME

SHALL NOT BE CONSIDERED.

1.4. INSTRUCTIONS

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. BACKGROUND

The mission of the TCC is to have a major economic impact for Tampa and the surrounding region and our vision is to be an industry leading facility that promotes a culture of hospitality, service, and partnership. It is the goal of TCC to secure, enhance, and increase business while providing an environment that will create opportunities for repeat clients of the venue. TCC is seeking a partner for these services that shares and is dedicated to this mission.

2.2. PROPOSER SUBMITTALS

The following must be submitted in the proposal:

1. Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the

Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the Proposer; or litigated and determined that the Proposer was in default.If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

2. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the

Company in the last five years.If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.3. MANAGEMENT

If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

2.4. COORDINATION WITH THE CITY

The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

2.5. INTRODUCTION

The City of Tampa (“City”) seeks proposals in response to this request from firms qualified and experienced in providing quality management of catering, restaurant and bar operations, and concession services to patrons attending conventions, trade shows, banquets, family entertainment events, sporting events, etc., along with those living and working in the downtown area, to enter into an exclusive relationship with the City to provide those services at the Tampa Convention Center (TCC), located at 333 South Franklin

Street, Tampa, Florida 33602.

The scope of work consists of providing professional food and beverage and other limited support services for TCC events using the kitchen(s), concessions, and portable equipment. The work shall include the purchase, preparation, sales/marketing and service of food, alcoholic and non-alcoholic beverages and other related food items for catered and non-catered events at TCC. The work will include the operation of a permanent restaurant, bars, and concession stands, and catering and portable food/beverage services for citywide conventions, entertainment events and banquet functions that serve over 350,000 guests every year.

The City will enter into a hybrid commission profit arrangement with the Successful Proposer for an initial term of five (5) years with an additional option of (1) 5-year renewal, at the sole approval of TCC. The Tampa Convention Center will administer the contract on behalf of the City. Tampa Convention Center will have active oversight in the day-to-day operations of the Successful Proposer and final authority to direct planning, budgets and operational issues. The goal is to provide the highest quality of catering and concessions in both product and services and to maximize the financial return to the City.

This section will define the work to be accomplished as well as the tasks to be performed by the Successful Proposer under the terms and conditions of this RFP as well as the responsibilities of the City representative(s).

2.6. BACKGROUND AND STATISTICAL INFORMATION

The mission of the TCC is to have a major economic impact for Tampa and the surrounding region and our vision is to be an industry leading facility that promotes a culture of hospitality, service, and partnership. It is the goal of TCC to secure, enhance, and increase business while providing an environment that will create opportunities for repeat clients of the venue. TCC is seeking a partner for these services that shares and is dedicated to this mission.

TCC is located directly on the waterfront in the heart of Downtown Tampa. TCC offers state-of-the-art services to compete with facilities throughout the nation. The venue covers over two city blocks, featuring 2,000+ feet of waterfront access. TCC has over

600,000 gross square feet with 200,000 square feet of exhibit space, divided into three contiguous halls. The ballrooms combine to create 36,000 square feet with banquet seating of 3,600 or space for 4,100 guests. TCC has 52 meeting rooms that offer over 60,000 square feet of flexible space, along with 22 restrooms. TCC has recently upgraded meeting rooms, ballrooms, restrooms, and all food & beverage cafés and restaurants. A large capital expansion project was completed in 2023 which expanded the meeting and convention spaces by 20,000 square feet.

The Tampa Convention Center has two sets of boat docks with utilities situated on a seawall that borders the Bay and the Hillsborough

River. The south set of docks is home to several businesses that offer water-related activities to the public. Adjacent to the waterfront is The Sail Plaza bar and entertainment space that boasts a 360-degree water view including Big Ray’s Fish Camp restaurant, restrooms, and a large plaza area completely outfitted for events and concerts.

TCC hosts approximately 300 event days annually. Events held at TCC include banquets, conventions, trade shows, conferences, meetings, corporate functions, sporting events, and consumer shows. Floor diagrams of the TCC and any additional information about

TCC can be viewed online at: http://www.thetampacc.com. The TCC operates 24 hours a day, 365 days a year.

Annual Gross Revenue for Catering, Concessions, and Big Rays/Sail at TCC

FY 2022 FY 2023 FY 2024 FY2025*

Gross Revenue $11,407,292 $15,681,756 $ 16,152,299 $ 15,972,310

Attendance 311,114 367,872 312,423 419,738

*As of 10/21/2025

Actual Sales

Fiscal Year Concession Sales Catering Sales Sail Plaza Bar/Big Rays Total Gross Sales

2022 $ 1,600,335 $ 5,922,173 $ 3,884,784 $ 11,407,292

2023 $ 2,684,240 $ 8,306,375 $ 4,691,142 $ 15,681,756

2024 $ 2,239,585 $ 9,323,858 $ 4,588,856 $ 16,152,299

Actuals

2025*

$ 1,975,407 $ 8,982,192 $ 3,792,521 $ 14,750,120

Projections

$ 1,982,437 $ 9,486,650 $ 4,092,521 $ 15,972,310

Projections

$ 1,765,841 $ 9,670,839 $ 4,625,000 $ 16,118,525

*As of 10/21/2025

Ten Year Summary By Event Type

Event Type Events # of Days I/O Days Attendance

Consumer Show 101 391 145 864,882

Convention with Exhibits 280 1,471 467 1,262,323

Entertainment 0 0 0 0 http://www.thetampacc.com/

Food Function 135 109 29 77,710

General Meeting 441 957 140 477,672

TCC Internal Use 683 573 52 201,387

Trade Show 96 178 31 132,967

City of Tampa 276 450 46 44,666

Sports 107 420 173 639,917

Definitions

The following terms shall have the assigned meanings for this Solicitation:

“Accounting Period” shall mean one (1) calendar month.

“Advertising and Promotions Accrual Fund” shall mean the account established and maintained by the Selected Proposer for the marketing efforts for TCC and the City of Tampa destination.

“Alcoholic Beverages" shall mean all alcoholic drinks, beers and wines, regardless of where they are provided, in what packaging or format, or to whom they are provided.

"Branded Products" shall mean those food service items which are advertised, marketed and sold as part of a franchise or license agreement between Successful Proposer and a third party franchisor and/or licensor and with respect to which Successful Proposer is required to pay royalty fees and/or shared advertising costs to the franchiser or licensor in consideration of the right to sell such items in the TCC.

"Capital Investments" shall mean Contractor's required funding of available cash for Equipment, TCC Capital Improvements, uniforms, Smallwares , fixtures, furnishings, finishes and construction affixed to the TCC building(s) or TCC property, by more than an electrical or gas connection as mutually agreed to in writing by the parties herein.

“Catering Sales" shall mean any pre-arranged food and beverage related functions at an established price per person or per meal, provided to Licensees and their invitees pursuant to the terms and conditions of agreement(s) between the Licensee and the

Contractor or between the Licensee and the City of Tampa.

“Commissions" shall refer to the percentage of gross receipts due to the City for the Foodservice rights granted by the Contract resulting from this Solicitation.

“Contract” shall mean the resulting agreement between TCC and the successful proposing vendor for the provision of services requested by this Solicitation.

“Direct Operating Costs” shall mean the actual out-of-pocket costs of the Foodservice operation incurred at the TCC and paid for by

Contractor. These costs include the actual expense of the product including corporate rebates, on-site payroll, payroll taxes, fringe benefits and other operating expenses, such as repairs, maintenance, cleaning, credit card fees, office supplies and Accrual Funds. Any fees such as insurance allocated by Contractor's corporate office must be verified to be less cost than if such service or product was procured directly at the TCC. Direct Operating Costs do not include any corporate overhead or corporate administrative expenses, customer refunds due to inferior products and/or services or pre-opening expenses which may be required but not reimbursable from

TCC. These exclusions include without limitation: regional, area and corporate supervision and expenses; off-site services such as accounting, payroll, facility planning, auditing, legal, purchasing, personnel and public relations; management recruiting fees; business profit taxes; fidelity bonds; inventory shortages and/or cash shortages; late fees.

“Equipment Repair Maintenance & Replacement Accrual Fund” shall mean the account established and maintained by the Selected

Proposer for the maintenance, repair, and replacement of equipment used by Selected Proposer in the provision of services described by this Solicitation.

“Food and Beverage” shall mean all products and services related to the preparation, provision, and service of food and drinks to event attendees.

“Foodservice” shall mean all furniture, point of sale register, and machinery, except Smallwares and Capital Improvements, used for the receiving, storing, transportation, preparation, merchandising, selling and accounting of product. Equipment shall not be affixed to the building except by electrical or gas connections without written permission from the Director.

“Licensee" shall mean any person or entity that may from time to time enter into any agreement with the City or the Contractor for the use of the TCC for a particular purpose.

“Net Profit" shall mean for any Accounting Period, the excess, if any, of gross receipts over the sum of applicable and/or pro-rated

Direct Operating Costs, Commissions and City-approved amortization.

“Non-Allowable Expense" shall refer to expenses of Contractor that may not be included in Direct Operating Costs nor deducted from gross receipts in determining Net Profits.

“Reserve Funds” shall mean both the Advertising and Promotions Accrual Fund and the Equipment Maintenance & Replacement Accrual

Fund.

“Smallwares" shall refer to the service ware, utensils, crockery, glassware, dishware, cutlery and place settings used in the Foodservice operation. Contractor must provide 3000 standard place settings approved by the City. A place setting is comprised of 2 salad forks, 2 dinner forks, 1 dessert fork, 3 teaspoons, 1 soup spoon, two knives, 1 11-1/8" plate with plate cover, 1 9" plate, 1 8-3/8" plate, 2 6-

3/8" plates, 1 11" pasta bowl, 1 coffee cup, 2 saucers, 1 bouillon cup.

“Solicitation” shall mean this Request for Proposals, all publicly posted questions and answers, any issued addenda, and all associated exhibits and attachments for the provision of Foodservices to the City, as solicited on the City’s OpenGov procurement portal.

“Successful Proposer” shall mean the vendor selected, through competitive process and evaluation, by TCC and the City for the provision of services described by this Solicitation.

Definitions shall apply to both singular and plural forms of usage.

2.7. GOALS AND OBJECTIVES

The City intends to award a contract to a Successful Proposer to be the exclusive provider of the Food and Beverage Services described herein and responsible for managing and operating all food and beverage services within the Tampa Convention Center, a 600,000 sq.

ft. facility located in Tampa, Florida.

The services shall include:

a. Catering for events, exhibitions, conferences

b. Concession stands and permanent food court operations

c. Alcohol service in accordance with applicable laws and permits

d. Vending and mobile food units as needed

e. TCC restaurants and bars

The Successful Proposer shall provide subject matter guidance to The Tampa Convention Center for overall design and location placement, (as it relates to compatibility of the TCC infrastructure). The Successful Proposer shall utilize the existing front of house locations, back-of-house storage areas, and current inventories on all assets owned by TCC related to food and beverage. The

Successful Proposer may be requested to bring in their own equipment to supplement the needs of a given show/event and propose new locations for selling/advertising. The Successful Proposer shall provide to TCC a percentage share of revenue, based on gross sales of all food and beverage revenue in accordance with the Contract.

TCC is an award-winning venue with a reputation for unsurpassed quality. It is the intent of the City of Tampa to maintain this status with consideration given to food quality, and the overall guest experience. All work is to be performed in a well-planned, thorough, and professional manner by utilizing accepted industry methods in strict compliance with all local and state codes, ordinances, laws, and policies. The City desires the resulting contracts to this Request for Proposal to be in the spirit of a common set of goals and objectives in a partnership setting with the successful proposer.

2.8. Exclusions

The Contract will be for the rights to provide food services for all areas located within TCC and the exterior to include The Sail Plaza excluding:

1. Back of house areas such as the locker rooms, break rooms, etc.

2. City of Tampa Functions including TCC

3. Restaurant and Food Shows are exempt from these exclusive rights, as allowed by law

Unique catering requirements of the TCC’s Licensee’s, such as Kosher, Indian and other ethnic foods, not regularly prepared by the

Successful Proposer, may be excluded from these rights, if so, directed by the TCC. In addition, events for which the TCC is not the promoter and for which the promoter or Licensee may have unique food and beverage or sponsor requirements, may also be excluded at the TCC’s discretion.

If TCC does request any food service for their in-house or marketing activities, the Successful Proposer will provide those services at their direct cost for service labor and product without any salaried labor costs or overhead charges. Such charges are excluded from

Gross Receipts.

In the event that the TCC shall seek to bring any special events to the facility, including without limitation, Olympics, National Political

Conventions, Super Bowl related events or other similar events, the TCC shall have the right to exclude certain foodservice rights of the

Successful Proposer, and the Successful Proposer acknowledges that TCC may make such modifications to the agreement that are required for TCC to obtain any such event.

2.9. FINANCIAL TERMS/REVENUE SHARE STRUCTURE

The following items are nonnegotiable requirements for the project:

The term will be for a five-year hybrid Contract with a profit split shared between TCC and the Successful Proposer. The City reserves the right to extend the Contract for up to an additional one (1) five- years term.

Compensation Model

The TCC is looking for the Successful Proposers to present effective models that would benefit both the Successful Proposer, as well as the TCC, while serving as an effective model to drive increased sales, client satisfaction, mutual profitability, innovation and the overall goals of the TCC. Successful Proposer shall pay commissions to TCC on the gross sales revenue monthly, and based on the revenue share percentage proposed. The revenue share percentage shall remain firm throughout the entire Contract term.

Reserve Fund(s)

The Successful Proposer shall participate in two (2) Reserve Funds, with the initial funding level set at three and one half percent 3.5% of gross sales for items listed below as Equipment Repair Maintenance & Replacement Accrual Fund and one and one half percent 1.5

% of gross sales for items listed in the Advertising and Promotions Accrual Fund below. The TCC and the Successful Proposer will review the percentage(s) on an annual basis with the potential to update the amount. This fund will be managed by the designated representative of the TCC and shall be used to provide for costs relating to:

1. Equipment Repair Maintenance & Replacement Accrual Fund

A. Smallwares

B. Equipment replacement

C. Repair and maintenance

D. Funding for other foodservice related activities

E. Structural modifications or capital purchases that the TCC, through consultation with the Successful Proposer, deems necessary.

2. Advertising and Promotions Accrual Fund

On an annual basis, the Successful Proposer shall provide a proposed Reserve Fund budget for the following fiscal year which includes a projection of total expected contributions and planned expenditures with descriptions of use. The budget will also include a three-year plan focused on major costs related to equipment replacement and improvements. Any monies left over at the end of each fiscal year will be rolled into the next year. The Successful Proposer may, with written permission from the TCC, authorize disbursements from the Reserve Funds for approved expenses.

The Proposer will indicate, in the Capital Investment portion of their submittals, the investment that the Proposer will make in the food services over and above the current level of equipment which will remain on-site for the Successful Proposer’s use. A listing of all such

Existing Equipment is provided in Exhibit D.

A. Other Capital Investment(s) shall be applied to, but not limited to, the following areas:

i. Build-out or rebranding of retail dining outlets within the interior and/or exterior of the campus, to match market trends and guest expectations. TCC is not committed to any current retail restaurant/concession stand concepts or license agreements throughout the campus. Creation of a high-end tasting room to host private events and VIP experiences, complete with custom interior design, premium culinary equipment, and small-format service infrastructure.

ii. Guest experience enhancements such as display kitchens, chef’s counters, or experiential tasting activations.

iii. Renovation and modernization of concession stands, catering prep areas, and kitchen infrastructure.

iv. Purchase of commercial-grade culinary and service equipment, including energy-efficient appliances.

v. POS system: Upgrade existing cash registers to provide for an integrated POS system to all permanent and portable sales locations including Banquet Bars. Systems to also include contactless payment options, mobile ordering, and real-time inventory control integration and tracking.

vi. Continued guest experience enhancements, such as new interior and exterior concession/lobby furniture, designed for durability, aesthetic quality, and public usability.

vii. Upgrading place settings to 4,500 settings. (4,000 standard settings and 500 premium settings)

viii. Transportation Vehicles, pallet jacks, forklifts, and scissor lifts for commissary, kitchen and warehouse.

ix. New uniforms for all employees.

x. New or refurbished portables.

xi. Improvement of the TCC kitchen delivery area to improve efficiency, such as overhead rolling doors.

B. Ownership of Improvements - All fixed capital improvements made under Contract shall become the sole property of the Tampa

Convention Center upon installation.

The accounts for the Reserve Funds must be set up so that no disbursements may be made unless co-signed or approved by the TCC

Executive Director. Successful Proposer shall provide the City with a monthly statement of the balance of the account. Successful

Proposer further agrees that the City may perform an annual audit (or more frequently if the City at its sole discretion deems it necessary) of the account and books and records related to the expenditures from the account. The City reserves the right to withdraw from any account within the Reserve Funds at the City’s discretion to discharge the obligations for which the account is maintained, and to use such funds from one Reserve Fund for purposes of fulfilling the purpose of any other required Reserve Fund.

Successful Proposer will prepare a Commission and profit and loss statement, in a format directed by the City, for each Accounting

Period and shall submit same with a check for the profit share to the City no later than fifteen (15) days following the close of the preceding Accounting Period. In any Accounting Period in which there are no Net Profits, the Successful Proposer shall accrue such loss until the next Accounting Period to cover those losses. The Successful Proposer will prepare an annual reconciliation of all losses or profits with the statement and Net Profit payment for the last Accounting Period of each Contract year. In any Contract year that has no Net Profits, Successful Proposer will absorb all such losses. The City shall have no financial responsibility for net losses. Successful

Proposer shall also submit a Commission/Net Profit by Event Report that shows commissions/Net Profits by Event using a combination of direct and pro-rated methods as agreed by the City no later than fifteen (15) days following the close of the preceding Accounting

Period.

Successful Proposer will provide all working inventory necessary to effectively manage the food services. Successful Proposer shall submit detailed plans of such Capital Investments to the City for approval at least thirty (30) days (or such a less period acceptable to the City) prior to making any expenditure. Successful Proposer shall be responsible for all required permitting, licensing and compliance with all applicable federal, state and local statutes, rules, regulations, and codes associated with said Capital

Investments. Capital Investments shall be mutually agreed upon by Successful Proposer and City.

A. Capital Investment Plan & Approval - Within 30 days of Contract execution, Successful Proposer shall submit a detailed Capital

Investment Plan to the TCC Executive Director for review and approval. This plan shall include:

i. All planning and permitting. No expenditure on capital funds shall proceed without TCC Executive Director’s written approval.

Successful Proposer shall work in close coordination with the City of Tampa, as applicable, on any structural or mechanical improvements requiring permitting or inspection.

ii. Itemized list of proposed improvements and purchases

iii. Estimated costs and timelines

iv. Design renderings or layouts for any physical modifications

v. Equipment specifications and sustainability features

vi. Intended impact on service quality, revenue generation, and guest satisfaction

vii. All physical installations (e.g. furniture, trash/recycling systems, tasting room, upgrades to current infrastructure, new construction and/or renovation) must be complete and operational no later than 6 months from Contract execution.

viii. Monthly progress reports and milestone updates shall be provided to the TCC Executive Director throughout the planning and installation period.

The Successful Proposer will be responsible for confirming that inventory is onsite when they transition the account and will have thirty days to make the TCC aware of any variances. Funding of required improvements and variances will be borne by Successful Proposer.

Successful Proposer must return all City and Successful Proposer owned Equipment and Smallwares in good condition, normal wear and tear excepted.

2.10. SUCCESSFUL PROPOSER RESPONSIBILITIES

The Successful Proposer shall provide the highest quality, top-tier service to the TCC's clients, patrons and staff, on a consistent basis, and shall continuously strive to meet and exceed the expectations of the TCC's clients and patrons, without limitation, the exclusive rights to all food and beverage services, all catering and banquet services, operation of all mobile and fixed concession stands, retail locations and off-site catering. Successful Proposer agrees that throughout the term of its Contract to adhere to the duties, responsibilities and standards, including without limitation, those addressing personnel and staffing, products and prices, maintenance, and accounting. Regarding the number of clients served, at various times of day and night, and in places about TCC’s premises or off premises, such service shall be provided in accordance with the needs of clients. Failure to provide any food and beverage service in accordance with Contract shall be a material breach of Contract, such that the Successful Proposer shall, subject to reasonable notice provided, be deemed in default.

A. Generally. Successful Proposer will exclusively operate the food and beverage services at a level consistent with the highest-class convention centers in North America and during all events held at the Tampa Convention Center provide banquet services at a level consistent with banquet services provided by Marriott, Omni, and Lowes hotels. The food and beverage services will be provided during hours as may be reasonably requested with appropriate notice by the TCC’s highest ranking officer (referred to herein as the

“Executive Director”) to adequately meet the demands of its customers.

B. Concessions. Successful Proposer will provide and sell to individual customers food, beverages, and merchandise from permanent or portable stands, carts and kiosks for events as requested or required by the TCC. Successful Proposer will post and display all menu items and prices at all permanent and portable stands for food, beverages, and merchandise offered for sale at those locations. All signs and menus must be consistent with the graphics of the Tampa Convention Center and must be approved by the TCC Executive

Director.

C. Catered Events. Successful Proposer will provide all food and beverage services servicing tables, bars, linens, skirting, place settings and appropriate room and table décor on a timely basis for all catered events, but Successful Proposer is not responsible for set-up, servicing or teardown of banquet tables, registration tables, gift tables, or other tables not used for food and beverage service.

Successful Proposer will remove the serving tables, bars, linens, skirting, place settings and room and table décor immediately following the concluding of each catered event. The catering menus will be used exclusively for TCC. At the termination of Contract, Successful

Proposer will assign to the TCC, all catering contracts and catering deposits for catered scheduled to occur after the effective date of termination.

D. Special Services. In addition to the specified food and beverage services, the Successful Proposer shall provide specialized services associated with certain convention/trade show activities. These specialized services shall include, but not be limited to:

i. Various snack-type and catered meals in the areas utilized by clients, similar to the room service normally associated with hotels, including, but not limited to, the following services

ii. Plated and buffet-style meals.

iii. Coffee/snack service at stations located within a show office or in meeting room areas (normally sold in quantity amounts, i.e. per gallon, per each, per dozen. etc.).

iv. Constant and frequent attention to ensure food and beverage items are kept fresh and in adequate supply.

E. Conventions, Conferences, and Trade Shows. Except as provided for herein, Successful Proposer will provide food and beverage services for all conventions, conferences, trade shows and other events held at the Tampa Convention Center. Successful Proposer will set and drape service and buffet tables, provide all decor for all refreshment breaks and coffee services for all food and beverage services for all conventions, conferences, and trade shows as is consistent with the service expectations set forth herein.

F. In-House Events. Successful Proposer will provide food and beverage services requested by the TCC Executive Director as part of

TCC’s in-house, non-revenue generating events.

G. Exhibitor Services. During events in which areas are utilized for exhibitor product display purposes, the Successful Proposer shall provide services to clients or their exhibitors for purposes of entertaining patrons, or for their personal consumption. Exhibitor services shall include, but not be limited to, the following: Storage and/or refrigeration and delivery of exhibitor products; Preparation (i.e., cooking assembly, etc.) of exhibitor products.

H. Personnel Service. The Successful Proposer occasionally shall provide personnel for special purposes or other activities to promote the TCC, local tourism industry, and/or food and beverage operation to potential clients, and to carry out other functions consistent with the TCC's mission in the community and convention industry in addition to the normal personnel provided by the Successful

Proposer.

I. Not-for-Profit Services. All Not-for-Profit Services shall be operated and billed at cost such that neither the Successful Proposer nor the TCC shall charge any fees or commissions for these services. In the case where a standard approved retail price has not been established, the Successful Proposer shall charge only for the goods and services directly related to the function including cost of food, direct labor to produce and serve the food and beverages, and cost of supplies. The Successful Proposer and the TCC will meet annually to establish "at cost" charges for the forthcoming fiscal year.

J. Designated Staff Break Areas. The Successful Proposer shall provide all reasonably necessary services to provide potential food and beverage services to the Executive Suite, and to the staff of TCC, Successful Proposer and sub-contractors of the City or the Successful

Proposer in the designated staff meal areas. Deviations from the normal business hours for the staff meal areas shall be approved by the TCC Executive Director. There is no cafeteria in the Center.

K. Supplemental Services. The Successful Proposer shall provide, at the TCC Executive Director's request, specialized or modified food and beverage operations to satisfy the reasonable request of any client.

Successful Proposer shall not permit any waste, injury, or damage upon or to TCC or its Equipment and appurtenances. At the expiration of the Contract, Successful Proposer shall leave the TCC and its Equipment, uniforms, Smallwares, furnishings, decor and appurtenances, and deliver same to City, in at least the same condition as that which they were at the commencement of the Contract, less normal wear and tear. Any additions to furnishings, Smallwares, uniforms, Equipment purchases, and Leasehold Improvements made by Successful Proposer during the term of this Contract will become the property of the City. Copies of all invoices will be provided to the City at the time of purchase to be added to the inventory. Any Equipment to be disposed of due to wear and tear will be first approved in writing by the City and the inventory so adjusted.

Successful Proposer and/or its employees shall not erect, maintain or keep at the TCC, any structure or Equipment of any kind, except with the written consent of the City. The Successful Proposer shall not make any alterations in, or additions to, nor post any signs upon any part of the premises or permit signs to be posted for advertising of services of any nature on the premises or on the

Successful Proposers person, employees, or Equipment without prior written permission of the City.

The City will provide the Smallwares, kitchen preparation and service Equipment listed in Exhibits C and D. Successful Proposer and the

Executive Director shall conduct an inventory of such Smallwares and Equipment upon execution of Contract. All such Equipment and furnishings shall remain the property of City and must not be loaned or removed from TCC without written permission from the

City. No modifications or alterations may be made to this Equipment and furnishings without the express written approval of the City.

Title to all property furnished by the City shall remain with the City.

All Equipment, furnishings and fixtures, including Equipment and Leasehold Improvements once permanently attached to the TCC, all mobile Equipment furnishings and fixtures, all china, glassware, cutlery and utensils of whatever kind and source, as well as all office

Equipment and furnishings provided or installed by or under the direction of Successful Proposer, shall be and remain the property of the City.

Smallwares Replacement – On January 1 and June 1 of each Contract year, or more frequently if needed, Successful Proposer is responsible for replacing damaged, lost, and missing Smallwares as required to maintain the original inventory levels. Actual replacement expenses of up to 0.75 percent of Gross Receipts are considered a Direct Operating Cost and Successful Proposer will be solely responsible for replacements over 0.75 percent of Gross Receipts as a Non-Allowable Expense.

The Successful Proposer shall not remove any article, piece of Equipment or other property furnished to the TCC without the express written permission of the City.

At the expiration or early termination of Contract, Successful Proposer shall return all Equipment and Smallwares in good condition, normal wear and tear excepted. Successful Proposer and TCC Executive Director shall jointly conduct a closing inventory, documenting any damaged and/or missing Equipment and Smallwares. Successful Proposer shall be responsible for any damaged and/or missing

Equipment and Smallwares and the cost thereof is a Non-Allowable Expense.

At the termination of this Contract, for any reason, Successful Proposer shall transfer its Alcoholic beverage Licenses, if allowed by law, at no cost, to the succeeding Successful Proposer or to the City.

At the commencement of Contract and on every July 1 of the Contract, Successful Proposer along with the TCC Executive Director shall conduct an annual food and beverage Equipment inventory, documenting any damaged and/or missing Equipment. Successful

Proposer shall identify any Equipment that has met the end of its useful life and request written approval from the City to scrap such

Equipment.

Successful Proposer shall be responsible for any loss or damage to property of the City which results from the acts or omissions of

Successful Proposer, including, without limitation, failure on the part of Successful Proposer to maintain and administer that property in accordance with sound management. All costs associated with this paragraph are considered Non-Allowable Expenses.

Successful Proposer shall post and display all menu items and prices for all permanent and portable stands. All signs must be consistent with the graphics of TCC and must be approved by the City. Hand written and paper signs are not permitted. All signage must be waterproof and properly framed.

The current designated spaces pertinent to Successful Proposer’s operation are as follows:

A. Main Kitchen and Dish Room

B. Food Service Administrative Offices

C. Smallwares Storeroom

D. Cash Handling Room

E. Beverage Stockroom

F. Concession Stands, Cafes and/or Bars

G. The Sail, on the exterior campus

H. Restaurant Space, on the exterior (currently Big Ray’s Fish Camp)

The Successful Proposer, with the TCC’s coordination and assistance, shall introduce the product and take the lead in explaining and offering advertising options during site visits prior to providing final services.

The Successful Proposer shall initiate and maintain contact with clients and prospective clients, whether independent of, or in conjunction with TCC staff.

The Successful Proposer shall submit proposed menu pricing for both show and exhibitor orders. The TCC Executive Director will have the final approval for menu rates proposed to a given show and exhibitor client.

The Successful Proposer shall be responsible for sales and marketing of the Food and Beverage services to show clients, exhibitors, and sponsors.

The Successful Proposer shall prepare all necessary sales collateral in support of show client sales.

The Successful Proposer shall meet with the TCC Contracts and Development Manager and the TCC Sales Manager on a monthly basis, at minimum, to review sales efforts and to prepare strategies for future sales efforts.

The Successful Proposer shall meet with the TCC Executive Director on a quarterly basis, at minimum, to review sales efforts and to prepare strategies for future sales efforts.

The Successful Proposer shall work continually with TCC Sales Manager to provide a Marketing Plan, as described herein, and update it on an annual basis as requested by TCC Executive Staff.

The Successful Proposer’s Catering Sales representative shall be available to accompany TCC sales staff or Visit Tampa Bay upon request. The Successful Proposer shall be responsible for their own travel and associated costs for these trips.

The Successful Proposer shall work with the current TCC in-house preferred internet provider to establish standards and specifications for POS systems. The TCC in-house preferred internet provider may change via separate solicitation during the life of this Contract.

The Successful Proposer shall be responsible for product delivery.

The Successful Proposer, upon termination of the Contract, shall provide the TCC a mutually acceptable spreadsheet depicting all client, exhibitor, and national, regional and local client’s orders taken in advance of Contract termination date that are to be performed after

Contract termination date. The Successful Proposer shall transfer any advanced deposits along with appropriate documentation for services to be performed after Contract termination to TCC no later than the Contract termination date. For the expiration of Contract, the Successful Proposer shall provide the above-referenced services spreadsheet to the TCC ninety (90) days prior to, and again at time of final expiration date of Contract.

All modifications to operations and services provided by the Successful Proposer shall be subject to prior written approval by the TCC

Executive Director and/or the TCC Contracts and Development Manager, including but not limited to any maintenance and repair projects involving major skilled trade work.

Successful Proposer must include a detailed site plan within their submissions of proposed front of house operations and back of house operations including all storerooms.

Unless otherwise mutually agreed to by the parties, the Successful Proposer shall (i) secure legally enforceable agreements with clients for the provision of, and payment for food and beverage services provided under this Successful Proposer (including assignments) of existing agreements made with the prior food and beverage Successful Proposer), and (ii) administration and enforcement of such agreements. The Successful Proposer and City shall make reasonable, good-faith efforts to protect one another's interests in securing, administering and enforcing agreements with Clients for food and beverage services and for use of TCC’s premises, respectively. The costs of performing the services in this Section including but not limited to, the costs of running reasonably necessary credit checks on clients and reasonable collection expenses, shall be treated as an Allowable Expense.

The Successful Proposer agrees that for the purposes of managing, investing and spending funds in the contract account, the

Successful Proposer is a fiduciary to the TCC, with all the duties and obligations to the TCC commensurate with such a relationship, including, but not limited to:

A. The duty to manage, invest and expend such funds, in accordance with the provisions of Contract, prudently, and in a…