GC Concessionaire Pre Proposal Meeting Notes and Responses to Questions Final_2.13.18.pdf
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- Solicitation number
- 100
- Issued by
- Ozaukee County, Wisconsin
About this file
This document contains pre-proposal meeting notes and responses to written questions for a food and beverage concession services solicitation issued by the Ozaukee County Planning and Parks Department in Wisconsin for the operation of concessions at Hawthorne Hills and Mee-Kwon Park Golf Courses. The County seeks qualified food service providers to submit a single proposal for both locations, with services including food and beverage operations, liquor service (subject to licensing), and beverage cart operations. The meeting held on January 2, 2018, addressed operational details for both courses, which generate approximately 31,000 rounds annually at Hawthorne Hills and 36,000 rounds at Mee-Kwon Park, with approximately 550 league rounds per week and 15 outings per year. The proposal submission deadline was March 5, 2018, at 10:00 a.m., with proposals to be opened and read aloud at 10:30 a.m. the same day. Pre-proposal site visits were available by request through March 1, 2018, and written questions were required to be submitted by 5:00 p.m. on March 1, 2018. The contract term is for eight months per year (April 1 through December 1) for a period of one to five years commencing April 1, 2018, and ending no later than December 1, 2022.
Prior contract terms for reference included arrangements ranging from $500 monthly plus 10% of gross sales over $145,000 in 2009 to $12,000-$13,000 annually in equal monthly payments under the most recent 2014 contract (now terminated). The Concessionaire is responsible for daily cleaning and maintenance of kitchen equipment, while the County maintains coolers, provides paper products, and handles annual stove hood cleaning. The County provides existing internet, WIFI, and phone services, though the Concessionaire must fund additional services such as television. Liquor licenses are available and previously held by prior concessionaires, with an estimated 4-6 week timeline for obtaining licensure. The previous concessionaire chose to terminate the contract in 2018. County employee discounts on food and beverages are at the Concessionaire's discretion, and the County reserves the right to suggest operational changes, though such suggestions are infrequent. Facilities include approximately 125 indoor seats and 40 patio seats at Mee-Kwon Park and approximately 100 seats at Hawthorne Hills, with ample cooler space and existing beverage equipment available for operation.
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Request for Concession Proposals at Hawthorne Hills and Mee-Kwon Park Golf Courses
Pre-Proposal Meeting (1/2/18) Notes and Responses to Submitted Written Questions
Hawthorne Hills Mee-Kwon Park 4720 County Highway I 6333 West Bonniwell Road Saukville WI 53080 Mequon WI 53097 262-692-2151 262-242-1310
In attendance: Andrew Struck, Evan Hewes, Matt Aho (Ozaukee County), John Radar, Philip Webb (Green Golf Partners)
Mee-Kwon Park Golf Course Meeting:
• Q: What is the seating capacity?
o Indoor seating is 125, patio seating is 40. Plans to refurbish or replace existing chairs in near future.
• Q: Who maintains existing coolers?
o The County maintains the existing, county-owned coolers. The Concessionaire is responsible for maintaining the tap lines.
• Q: Is there a liquor license available?
o Yes, the prior Concessionaire held a liquor license at both locations.
• Q: What is the legal age to serve alcohol and liquor at these golf courses?
o 18 yrs. old to pour and serve according to past licensing.
• Q: How is negligence determined in relation to use and maintenance of facility and provided equipment and supplies?
o County will clean the stove hoods once per year. Concessionaire is responsible for daily cleaning and ongoing maintenance. County will make note of any negligent items to Concessionaire, but in the past this has been infrequent.
• Q: Did the Concessionaire have any issues with existing cooler space?
o There are three walk-in coolers with plenty of room. No issues in the past.
• Q: Any challenges with security? Issues with Concessionaire’s stored items not being secure in the past?
o No security issues of Concessionaire’s items in the past. Only Golf Shop Supervisor and golf course maintenance staff have access to kitchen and storage areas. Other golf course staff do not have access. Golf course staff generally onsite until sundown each day.
• Q: If security alarm is tripped who is informed and responsible for follow-up?
o The security system has an established call chain including local police and
County employees.
• Q: Any complaints of warm beer due to long tap lines?
o No complaints to date.
• Q: How long have the concessions at each facility been handled contractually?
o The County has never handled the concessions. It has always been contractual.
• Q: What is the reasoning for County not doing the concessions?
o The County cannot hold a liquor license and running a food/beverage business is not a primary objective/goal for the County.
• Q: Did the former Concessionaire have breakfast in the past?
o Yes, variations on a full breakfast menu.
• Q: Did the former Concessionaire desire to return in 2018?
o It was the Concessionaire’s choice to terminate the current contract.
• Q: How many golf outings or events per year?
o An outing is defined as 16 or more players. About 2500 rounds generated by outings annually. Approximately 15 outings per year, usually concentrated in the spring and fall. Approximately 300 golfers on a typical Wednesday. On occasion the County will hold an event at either golf course and would work directly with the Concessionaire on arrangements and logistics.
• Q: How many rounds of golf per year?
o Approximately 36,000 rounds per year at Mee-Kwon. Approximately 31,000 at
Hawthorne Hills.
• Q: How many leagues?
o League play Monday through Friday, and occasional twilight league play on Saturdays. Approximately 550 rounds per week from league play. The Ozaukee County senior men’s league does about 200 rounds per week.
• Q: Are there any driving ranges on the courses?
o No.
• Q: Are their junior or high school programs?
o Yes, a junior program last year and 4 high school programs.
• Q: Any packages for juniors, like golf balls, a soda and sandwich included?
o Historically, no, but the golf courses would be open to discussing similar packages with Concessionaire.
• Q: Will it be acceptable to have beer signs in the public areas?
o The County will discuss appropriate signage and appointments to the public areas with the Concessionaire.
• Q: Is there an opportunity to work with schools for parties or banquets?
o Historically there have not been many school-related parties or banquets. Some local school districts require school-related parties or banquets to be held on school grounds. A junior PGA event is hosted annually at the Mee-Kwon Golf Course.
• Q: Are there rental fees required for non-golf-related events?
o Yes, there are set fees for facility rental, $225 per day for the Mee-Kwon location and $175 per day to reserve the upper or lower level and a fee of $350 per day to reserve both levels at the Hawthorne Hills location. Off-season events will also be considered, and the facilities operate full time as late in the year as weather permits.
• Q: Do the golf leagues hold year end events at the golf courses?
o The senior league year end event is typically held at the Ozaukee County fairgrounds. The Concessionaire could potentially work with the County fairgrounds on concessions for such events.
• Q: What was the one thing the County liked the most about prior concession arrangements? What would the County prefer to change with the new Concessionaire?
o The public really enjoyed the food and the service at both locations when there was ample Concessionaire support.
o At times the public expressed concerns about irregular Concessionaire hours/times of service.
o There is potential to increase services outside of buildings – e.g., more beverage cart and grill operations.
• Q: Is there a need for 2 beverage carts?
o There is 1 provided beverage cart at each location.
• Q: Did the former Concessionaire provide sandwiches on the beverage carts?
o No, not in the recent past.
• Q: Did the Concessionaire accept credit cards at the beverage carts?
o Yes, but the existing WIFI from each building will not reach throughout each entire golf course.
• Q: What was the Point of Sale (POS) system used?
o Golf Now – Active Gen is the POS for the County.
• Q: Is the Concessionaire responsible for daily cleaning?
o Yes. County provides paper products.
• Q: In the middle of the golf season what is the average first tee time?
o Open tee times are advertised at 6:00 am, but have accepted 5:30 am tee times on occasion.
• Q: Does the Concessionaire need to be here for the first tee time?
o The RFP requests that the Concessionaire be present when there are golfers. The
Concessionaire has some discretion, but general expectation is the Concessionaire should be at the course early in the morning. Consistency in service hours is very important for County and patrons.
• Q: Are there continuous cart paths throughout each course? Do the beverage carts have specific routes?
o No, there are not continuous cart paths. The beverage carts can drive most anywhere on course, but are encouraged to avoid wear pattern areas.
• Q: If carts are not allowed on course for golfers due to site conditions, will this restriction also apply to beverage carts?
o Not necessarily. This decision is at the Golf Course Superintendent’s discretion.
• Q: What is the cart flow outside the Mee-Kwon clubhouse?
o Can stage 27 carts in front. Approximately 60% of play uses carts.
• Q: Are County employee discounts on Concessionaire food or beverages required?
o County employee discounts are at the Concessionaire’s discretion.
• Q: Are County employees allowed to purchase alcohol at the golf courses?
o Only if they are not working.
Hawthorne Hills Golf Course Meeting:
• Q: What is the seating capacity?
o Approximately 100 people.
• Q: Any capital improvements planned for the building?
o Yes, HVAC improvements.
• Q: Who is responsible for internet?
o The County provides for existing internet service and WIFI and phone service.
Any additional internet or WIFI service (e.g. TV service) is the responsibility of the Concessionaire.
• Q: Did the former Concessionaire provide profit and loss statements?
o Profit and loss statements are available upon request for the last few years.
• Q: What was arrangement for prior contracts? Please provide prior contract details.
o 2009 (Hawthorne Hills only): One year contract - $500/month for 9 months =
$4,500, plus 10% of annual gross sales over $145,000. 2011 (Hawthorne Hills only): Three year contract - $4,500 for 3 years, plus a rental fee of $562.50 per month for 8 months. 2014 (both golf courses): 5 year contract (currently terminated) - $12,000 for 2015, $12,500 for 2016, $12,500 for 2017, $13,000 for 2018, $13,000 for 2019, all in 8 equal monthly payments.
• Q: Have there been any weddings held at either facility?
o Yes, occasional wedding receptions held at each location.
• Q: Is the downstairs space available at Hawthorne Hills?
o Yes, but Concessionaire, with the approval of the County, would be responsible for most improvements. No current County capital plans for downstairs space.
• Q: How many beverage coolers and beverage machines are available at each golf course?
o All existing beverage coolers and soda machines at each location were rented by the former Concessionaire. This includes two soda machines at Mee-Kwon Park and two soda machines at Hawthorne Hills. All four are located on the golf courses. There is one beverage cooler at each location inside the clubhouses. At Hawthorne Hills there are two additional beverage coolers in the basement. These individual machines are all separate from the built-in food coolers that the County owns and maintains at each location.
• Q: How many league rounds per week?
o Approximately 450-550 per week.
• Q: The RFP notes that the Ozaukee County Planning and Parks Department reserves the right to suggest any changes to the Concessionaire’s operations, menu, etc. What does this entail and how often will suggested changes be provided?
o Very infrequently. On occasion the Natural Resources Committee (oversight committee for the Planning and Parks Department) may suggest minor changes, but have never commented on Concessionaire menu pricing. Most suggestions would likely be routed through the Planning and Parks Director and Golf Course Supervisor.
• Q: Is there adequate outdoor flat space at either golf course to accommodate a large tent for bigger events?
o Yes, there is large flat open areas at both golf courses to accommodate a large tent.
• Q: How many golf carts are at Hawthorne Hills?
o 60 golf carts plus one beverage cart.
• Q: When did the course shut down in 2017?
o The 3rd week in November.
• Q: What is the timeline on obtaining the liquor license for this location?
o About 4-6 weeks.
Responses to Written Questions Received by 5:00pm Thursday, February 8, 2018 (responses below are for questions not already addressed in the comments above)
• Q: Is there any statistical information for patrons served or sales for the last year of business.
o Profit and loss statements are available upon request for the last few years. The ten year average for golfers at each facility is 34,000 at Hawthorne Hills and 38,000 at Mee-Kwon Park.
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