Frisco Day Lodge - Winter Concessionaire RFP.pdf

Town of Frisco, Colorado Request for Proposals Frisco Day Lodge Food Vendor

Town of Frisco

Recreation Department 1 East Main Street PO Box 4100

Frisco, CO 80443 www.FriscoGov.com

Release Date: September 9th, 2024

Submittal Deadline: September 30th, 2024 http://www.friscogov.com/

Introduction

The Town of Frisco, Colorado, is seeking competitive proposals from commercial food service companies for the provision and management of one full-service cafe at 621 Recreation Way, Frisco, Colorado. The 393 square foot café resides within the Frisco Day Lodge, primarily used as the home base for winter snow tubing operations. Our goal is to partner with a vendor that can help us increase food service offerings, and support and promote sustainable practices during our winter season. The successful vendor will be expected to provide snacks, non-alcoholic beverages, shareable items, and lunch-style entrees for up to 800 guests each day, business volume may vary.

The Frisco Adventure Park snow tubing hill, operating out of the Frisco Day Lodge, is open to the public Thursdays-Mondays from Thanksgiving through early April annually, weather dependent. The café will operate inside these operating dates only, consideration may be made at later date for summer operations, if desired. TOF will operate any alcohol sales for winter and summer private/public events.

The café component of the Day Lodge is located adjacent to the great room, with a service window into the great room. The great room is furnished with tables and chairs, with many tubing guests spending time here before and after their tubing session. The café is currently under renovation with expected completion before the start of the 24/25 winter season.

The Adventure Park will collect a 10% commission on all sales completed by the vendor out of the café space, to be settled monthly. The Adventure Park will be given access to all sales reports as applicable to track these sales and the revenue generated.

The selected vendor will have responsibility to complete the following:

• Obtain Retail Food License with Summit County Public Health Department and comply with all necessary regulations, fees, and inspections associated

• Operate and maintain all provided commercial kitchen equipment and dishwasher

• Utilize recyclable and/or compostable and sustainable packaging for food

• Responsible for menu displays, payments, cash handling, and sales records

• Prepare a management and staffing plan for daily operations

• Create a menu that aligns with the vison for café and be able to produce quality food items in a timely manner

• Complete daily operations of the café based on Adventure Park schedule

The Town of Frisco encourages teams with prior experience of similar or related projects to please be specific in your proposals on such experience that your team may have.

Background

The Frisco Day Lodge is a beautiful 4,000 square foot building that offers a comfortable and welcoming space for our tubing guests and their families. It is also an ideal spot for special events including weddings, birthdays and graduation parties. The Day Lodge sees upwards of 800 guests daily when tubing sessions are full, in addition to guests utilizing the terrain park, the ski and ride hill or lessons, the Nordic Center, and free sledding hill. Guests typically tube for an hour and spend time before and after their session in the great room of the Day Lodge. On nice days, the outdoor patio space can be used as additional seating space. The space has previously offered limited café services to our guests, with the intent to create an environment where people choose to spend a couple hours of their day. In previous winters, the café has been run by Adventure Park staff offering simple grab and go items. The new café space will include a beverage merchandizer, refrigerator, freezer, deep fryer, stove top combo with two burners and flat top, dishwasher, hand washing and triple sink, dry storage space, and countertop space. (Please see

Attachment A & B.) Other appliances may be brought in by the vendor upon approval from Adventure

Park management. The Adventure Park maintains a liquor license for the building, this will remain under the control of the Adventure Park team; the new vendor will not be permitted to procure or sell alcohol on the premises.

Project Goals

The Adventure Park aims to have the new café vendor offer an expanded menu for our guests to enjoy, with selection being dependent upon the type of food offered, schedule flexibility, and sustainability. The menu should be comprised of items that are simple to prepare, comparable to items found at quick service facilities, resorts, attractions and stadiums, while still having a unique flair. The Adventure Park would like to advertise this café as a perk of visiting the park, they see a wide demographic of guests each day so the menu should cater to the majority. This vendor will operate during the winter season, opening on

Thanksgiving Day 2024 and running through early April, Thursdays through Sundays. Operating hours of the tubing hill are 9:15am through 5:00pm or 6:00pm depending on the time of year. The Adventure Park expects the new vendor to have established operating hours within that timeframe.

The Adventure Park is part of the Town of Frisco and has thereby adopted the policy of not providing or distributing single use plastic bottles, cups, utensils, or bags. The town has a specific aluminum canned water that is available for purchase at all town-run retail locations. It is expected that the selected vendor will align with these policies and provide these specific water bottles as their sole water beverage to guests. Other non-alcoholic beverages are permissible so long as they comply with the forementioned policy.

The Adventure Park operates a weather-dependent business; while they have established hours of operation, they are also subject to weather impacts that may lead to early closures, shifts in seasonal operating dates, or session cancelations. This new vendor will face impacts to business volume when these situations arise, sometimes with little or no warning. The new vendor will be expected to align with these closures should they occur and may be required to close operations early when deemed necessary by

Adventure Park management.

The Adventure Park occasionally facilitates special events that may include the sale of alcohol. These events will be run by Adventure Park staff and will require the use of the café space. These dates will be pre-arranged between Adventure Park management and the vendor, the vendor may not operate during their normal established business hours when these events take place. The Adventure Park staff may require storage space within the café area in preparation for these events and will expect the vendor to comply with these needs.

Submittal Requirements

All submittals must contain the following items:

1. Team Composition – Please identify as applicable - owner, manager, established employees and their roles, and any other applicable consultants.

2. Proposed menu – Please provide a comprehensive list of all menu items, as well as a proposed charge breakdown.

3. Business Plan – Please provide a daily operational plan, including hours of operation, based on the hours of operation of the Adventure Park.

Review and Selection

Proposals will be evaluated by a criterion which will include but not be limited to: menu design and fit, prior experience, financial capability, and alignment with Town of Frisco policies. Members of the Town’s

Selection Committee will assess the degree to which each proposal meets the requirements and responds to the preferences stated herein. Preference will be given to the vendor with a creative yet fitting menu, as well as

Deadline

Prior to the submittal deadline, the Town will answer written questions from potential respondents. The deadline for inquiries regarding all aspects of the RFP is 4:00pm MST on Wednesday, September 18th, 2024. Please direct all inquiries concerning the Request for Proposals to Erin Socks, General Manager of the Frisco Adventure Park at the Town of Frisco, erins@townoffrisco.com. Responses to questions will be distributed by 4:00pm MST on Tuesday, September 24th, 2024.

An in-person site visit will be available to applicants upon written request. Please note, kitchen renovation will still be underway. Dates available include Monday, September 23rd & Tuesday, September 24th, 2024. Specific time will be coordinated with Erin Socks, General Manager.

Proposals shall be received electronically by the Town of Frisco by no later than 11:00am MST on Monday, September 30th, 2024. Please note: files over 10 MG cannot be accepted via email and must be delivered via flash drive or through a file share service such as Dropbox.

Email: erins@townoffrisco.com

Delivery: Town of Frisco

Attn: Erin Socks

1 Main Street

PO Box 4100

Frisco, Colorado 80443 mailto:erins@townoffrisco.com mailto:erins@townoffrisco.com

The Town will not accept late proposals. The Town reserves the right to reject any or all proposals or accept what is, in its judgment, the proposal which is in the Town's best interest. The Town further reserves the right, in the best interests of the Town, to waive any technical defects or irregularities in any and all proposals submitted.

During the RFP selection process, all proposals shall remain confidential. The entire selection process

(procurement) file shall be opened to the public (which includes all proposers) after an agreement is approved by the Town, except those items for which confidentiality has been requested in writing by the

Proposer, and providing that the Town Attorney has reviewed and determined this to be properly confidential under the State Open Records Act and other relevant statutes and regulations.

Schedule

Publication and Distribution of RFP Monday, September 9th, 2024

Deadline for Questions Wednesday, September 18th, 2024 at 4:00pm (MST)

Answers to Questions Tuesday, September 24th, 2024 at 4:00pm (MST)

Site Visit Upon Request Monday, September 23rd & Tuesday, September 24th

Proposals Due Monday, September 30th, 2024 at 11:00am (MST)

Virtual Interviews (via Microsoft Teams) Week of October 7th-11th, 2024

Council Contract Approval October 22nd

Proposer Interviews

The Town plans to conduct interviews with selected firms during the week of October 7-11, 2024. The

Town requires that proposers be available during this time.

Additional Information

The Town assumes no responsibility for payment of any expenses incurred by any respondent to this

Request for Proposals. The Town reserves the right to award the contract to any team, to reject any or all proposals, to re-solicit proposals, and to waive any informalities or irregularities within.

By participation in the Request for Proposals process, vendors agree to hold harmless the Town of Frisco, it officers, and employees from all claims, liabilities, and costs related to all aspects of the vendor selection process. All documents, conversations, correspondence, etc. between the Town and respondents are public information subject to the laws and regulations that govern the Town of Frisco, unless specifically identified otherwise.