RFI Farmers Market.pdf

STATE OF CONNECTICUT REQUEST FOR INFORMATION July-2026

August 3, 2026

Released by:

Connecticut Department of Energy and Environmental Protection

Connecticut State Parks

FARMERS’ MARKET AT MULTIPLE STATE PARKS

REQUEST FOR INFORMATION (RFI)

SUBMISSION DEADLINE: August 28, 2026, 11:59 P.M. EST

The Department of Energy and Environmental Protection (DEEP) is issuing this Request for Information (RFI) to receive public comment and feedback on a proposed draft Request For Proposal (RFP) for a farmers’ market at the following locations and potentially other locations identified through this RFI:

• Fort Trumbull State Park in New London

• Harkness Memorial State Park in Waterford

• Sherwood Island State Park in Westport

DEEP is seeking comments, and feedback on the proposed draft RFP and is not accepting formal proposals to the RFP at this time. DEEP intends to release a formal RFP after considering comments, questions and feedback submitted.

1. PURPOSE

DEEP is providing the public with the opportunity to comment and provide feedback on a Farmers’ Market Draft RFP at new state park locations. Specifically, DEEP is seeking comments on the objectives, scope of services, evaluation criteria, selection process, and other elements.

DEEP will not respond to any comments, questions, or feedback provided, but may use any responses in preparation for a future formal RFP for a farmers' market. Public comments will be posted on the CT Office of Outdoor Industry and Experiences RFP webpage.

The Draft RFP for a farmers’ market attempts to achieve the goals of the Partnership in Parks Initiative to enhance outdoor recreation experiences and services in State Parks, expand equitable access to the outdoors, and strengthen Connecticut’s tourism destinations.

2. PUBLIC COMMENT AND FEEDBACK REQUESTED

DEEP is accepting written comments, questions, and feedback on Attachment A – Draft RFP until August 28, 2026, at 11:59 P.M. EST. DEEP welcomes any general responses related to the draft RFP.

Feedback Prompts:

1. How should a farmers’ market enhance the visitor experience at the proposed state park locations?

2. Should DEEP offer opportunities for a farmers' market to operate in other State Parks beyond those that are currently included in the RFP, such as a park with a campground? If so, what park(s)? Would a farmers’ market operating in a state park campground enhance the camping experience?

3. Are there any scheduling or timing conflicts (times of day, weekdays/weekends, reoccurring events, etc.) when DEEP should avoid offering a farmers' market?

Likewise, are there times when DEEP should try to offer a farmers' market? (Please provide location specific feedback.)

4. Is it reasonable to require farmers' market managers to have three years of experience operating a farmers’ market? Please explain.

5. Are there any concerns or feasibility issues with requesting prospective bidders to submit two years of financial statements? Please explain.

6. Is the minimum $5,000 annual rent at Sherwood Island State Park and $2,000 annual rent at Fort Trumbull and Harkness Memorial State Parks, paid to DEEP a reasonable baseline? If you have concerns, please provide your rationale and what you consider feasible.

7. What factors should be added or removed from the evaluation criteria?

8. How could DEEP make it easier for small and local businesses to apply, qualify and compete for the final RFP?

9. Do you have other comments on the draft (e.g., scope of services, or selection process) that you want to add?

3. SUBMISSION PROCESS

Official Contact. The Agency has designated the individual below as the Official Contact for purposes of this RFI. The Official Contact is the only authorized contact and, as such, handles all related communications on behalf of the Agency. Any communication with any other Agency employee(s) (including appointed officials) or personnel under contract to the Agency about this RFI is strictly prohibited.

Name: Tenia Seay E-Mail: DEEP.parksdivisionRFP@ct.gov

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

Responses to this RFI may be submitted via email to the Official Contact listed above at or through CTSource. Responses must be submitted on or before the due date and time:

August 28, 2026, at 11:59 P.M. EST. Responses submitted after the due date and time will not be accepted.

A) Official Contact submission process:

Email DEEP.parksdivisionRFP@ct.gov with the subject line “Farmers’ Market Draft RFP Comments”.

B) CTSource Submission process:

Respondents registered with the State Contracting Portal may submit responses directly the on CTSource Bid Board by visiting https://portal.ct.gov/das/ctsource/bidboard and using the electronic submission functionality within CT Source.

Registering with State Contracting Portal. Respondents who wish to submit responses to any potential future RFPs are encouraged to register with the State of CT contracting portal at https://portal.ct.gov/DAS/CTSource/Registration.

4. CONFIDENTIALITY

If a respondent wishes to submit commercially sensitive or financial information to the Department that is of a confidential nature, please recognize that the Connecticut Freedom of Information Act (FOIA) governs the public’s access to information. This law generally requires the disclosure of documents in the State’s possession upon request of any citizen unless the documents are specifically exempt from disclosure.

All information submitted to DEEP will be considered a public record unless a respondent requests confidential treatment of materials submitted pursuant to the procedure below. If a respondent believes portions of the information it submits are exempt from FOIA disclosure, the respondent must submit:

• One complete response to this RFI, available upon public request with all claimed confidential material redacted and clearly labeled PUBLIC, and

• One complete, unredacted response to this RFI for DEEP’s internal review, clearly labeled CONFIDENTIAL on each page.

Respondents also must indicate which FOIA exemption may be applicable to the specific information claimed confidential. A full list of FOIA exemptions can be found at CGS § 1- 210.

With your reasonable justification for confidentiality as described herein, the Department is better equipped to safeguard your confidential information should it become the subject of a Connecticut FOIA inquiry.

5. GENERAL TERMS, CONDITIONS, & LIMITATIONS

The issuance of this RFI and the submission of a response by any respondent, or the acceptance of such response by DEEP, does not obligate DEEP or the State of Connecticut in any manner. DEEP reserves the right (i) to amend, modify, or withdraw this RFI, (ii) to revise any requirements of this RFI, (iii) to require supplemental statements or information from any firm, (iv) to accept or reject any or all responses, (v) to extend the deadline for submission of responses, (vi) to negotiate or hold discussions with any respondent and to waive defects and allow corrections of deficient responses, and (vii) to cancel this RFI, in whole or in part, if DEEP deems it in its best interest to do so. DEEP may exercise these rights at any time without notice and without liability to any proposing firm or any other party for their expenses incurred in the preparation of the responses hereto or otherwise.

Responses to this RFI will be prepared at the sole cost and expense of the proposing individuals.

All RFI responses submitted by respondents will become the property of the State of Connecticut. DEEP shall be entitled to retain and use for the project without compensation to any respondent any information submitted, including, but not limited to, any concept, element, or idea (including financial or ownership structures) disclosed in or evident in the submission or meetings or interviews with respondents. DEEP believes that the information in this RFI is accurate, but DEEP, the State of Connecticut and their officers, agents, and employees make no representations or warranties to such accuracy and assume no responsibility for errors and omissions contained herein.

DEEP shall be the sole decision maker of whether a response complies with the requirements of this RFI and whether responses have merit. Responding to this RFI will not enhance a person’s or entity’s chances of collaborating with DEEP in future State Park initiatives. Similarly, not responding to this RFI will not be a detriment to any person or entity when responding to future competitive procurement opportunities. Nothing contained in this RFI shall limit DEEP in its selection of individuals to be invited to respond to future development and other solicitations for this project or future projects, nor limit DEP’s discretion in any way in formulating and adopting a development plan for the State Park(s).

Submission of a response to this RFI by any respondent constitutes respondent’s permission and consent to inquiries by DEEP concerning the respondent and their ability to participate in the development project, including checking references, credit checks, and similar investigations.

This is an RFI and that is intended to inform a future competitive RFP. If, upon consideration by DEEP, a project or multiple projects are found of interest, the agency may issue a formal RFP in accordance with State statutes and guidelines to institute any bidding processes as may be necessary. Any resulting agreements with the State will be subject to the relevant and applicable State approval and procurement processes.

6. ACCOMMODATIONS NOTICE

DEEP is an Affirmative Action/Equal Opportunity Employer that is committed to complying with the requirements of the Americans with Disabilities Act. Please contact us at (860) 418-5910 or deep.accommodations@ct.gov if you seek a communication aid or service, have limited proficiency in English and may need information in another language, require some other accommodation, or wish to file an ADA or Title VI discrimination complaint. Any person needing hearing accommodation may call the State of Connecticut relay number at

711. Requests for accommodation must be made at least two weeks prior to any agency hearing, program, or event.

DRAFT RFP

ATTACHMENT A

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STATE OF CONNECTICUT PROCUREMENT NOTICE

Draft Request for Proposals (RFP) For

Operation of Farmers’ Markets at Multiple

State Parks RFP Name: DEEP-BOR-XXXXX

Issued By:

Department of Energy and Environmental

Protection

XXX, 2026

The Request For Proposal is available in electronic format on the State Contracting Portal by filtering by Organization for Department of Energy and Environmental Protection https://portal.ct.gov/DAS/CTSource/BidBoard or from the Agency’s Official Contact:

Address: DEEP – Bureau of Outdoor Recreation State Parks Division, 79 Elm Street, Hartford, CT 06106 E-Mail: DEEP.parksdivisionRFP@ct.gov

A link to this Draft RFP is also available on the Agency’s website at Connecticut Office of

Outdoor Industry & Experiences.

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RESPONSES to this RFP MUST BE RECEIVED NO LATER THAN

XXX, 2026

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).

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TABLE OF CONTENTS

Pages

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

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. Proposal Checklist

Section VII — ATTACHMENTS

A. Attachment XX – Statement of Assurances B. Attachment B – Concession Area Maps C. Attachment XX – Coversheet Form D. Attachment XX – Location Specification Sheet (if applicable) E. Attachment E– Sample Contract F. Attachment XX – State Election Enforcement Commission State Contractor Notice G. Attachment XX – State Campaign Contribution Certification Form . .

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I. GENERAL INFORMATION

A. INTRODUCTION

1. RFP Name and Number. Farmers’ markets at multiple state parks RFP-DEEP-BOR-

XXXXXX

2. RFP Summary. The Connecticut Department of Energy and Environmental Protection

(DEEP), State Parks Division, is seeking qualified private vendors to act as the administrator(s)/market manager of farmers’ market(s), exercising general supervision over the market and its activities. The administrator/market manager will operate farmers’ market(s) for the visiting public at Fort Trumbull State Park in New London, Harkness Memorial State Park in Waterford and/or Sherwood Island State Park in Westport.

3. RFP Purpose. The Connecticut Department of Energy and Environmental Protection

(DEEP), State Parks and Public Outreach Division is seeking to partner with qualified parties to provide new or expanded outdoor recreation experiences, amenities and services in State Parks to elevate outdoor recreation and visitor experiences, increase equitable access to the outdoors and expand tourism destinations. Potential enhanced experiences and/or services are intended to complement current State Park operations and not require new investments from the State of Connecticut.

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 80000000: Management and Business Professionals and Administrative Services 94000000: Organizations and Clubs

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.

Address: DEEP – Bureau of Outdoor Recreation State Parks Division E-Mail: DEEP.ParksDivisionRFP@ct.gov

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

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2. Commenting on the Draft RFP. This document is a draft of a RFP that DEEP plans to formally release later this year, at which time proposals will be accepted and evaluated. At this time, members of the public and potential bidders are welcome to submit comments on this draft and may do so via the options below:

a. Via the State of Connecticut contracting portal at https://portal.ct.gov/DAS/CTSource/Registration (registration required).

b. Via Email – submit comments by email to Tenia Seay at DEEP.parksdivisionRFP@ct.gov with the subject line “Farmers’ Markets Draft RFP Comments”

*DEEP recommends that respondents who are interested in submitting future proposals to this RFP register on the State of Connecticut Contracting Portal.

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:

a. State Contracting Portal (go to CTsource bid board, filter by the “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.

Below is a brief overview of the formal RFP timeline to describe the overall RFP timeline:

• Proposed Formal RFP Release Date: XXX, 2027

• RFP Conference Information Session: Approximately one (1) week after release

• RFP Site Visits: Approximately two (2) weeks after release

• Deadline for Questions Approximately three (3) weeks after release

• Answers Released: Approximately four (4) weeks after release

• Proposals Due: XXX, 2027

The steps and dates below are subject to change based on the procurement schedule above:

• (*) Proposer Selection: Four (4) weeks after proposal due date

• (*) Start of Contract Negotiations: Dependent on selection process

• (*) Start of Contract: Dependent on contract negotiation

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5. Contract Awards. Selected proposals may be selected to enter into a contract(s) with DEEP as described herein. Proposers may include multiple locations in their proposal.

While DEEP intends to enter into one contract per location, DEEP may select a contractor for multiple locations.

The Agency anticipates the following:

• Number of Awards: Up to three (3)

• Contract Term: Three (3) years with the option to extend an additional 3 years one-time

• Proposed Annual Rent: Prospective Market Manager Proposed Rent.

Minimum annual rent is $5,000 at Sherwood Island State Park; $2,000 at Fort Trumbull and Harkness Memorial State Parks.

6. Eligibility. To qualify for evaluation, a proposer must provide:

• Three letters of reference

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

• Proposed budget, including budget narrative and cost schedules for planned subcontractors if applicable.

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

• Proposers shall possess or have immediate access to all personnel, supplies, and equipment necessary for a farmers’ market service.

• Proposers has experience vending at or managing a certified farmers’ market in

Connecticut

• Proposers shall have a thorough understanding of the State of Connecticut rules and regulations regarding the operation of a Certified Farmers’ Market (CGS 22-6r).

• Proposers shall possess a valid food service license, preferably from the respective

Health District in which a proposer is submitting a proposal for. However, a valid license from any health department or district in Connecticut will suffice for the purposes of submitting a proposal. Before opening the farmers’ market for business, the successful proposer(s) must obtain a food service license from the respective Health Department for the awarded location and pass all health inspections related to the concession location in question.

• Proposers shall carry the requisite general liability insurance for the intended activity proposed.

8. Preferred Qualifications of Proposers.

• Proposers shall have three (3) years experience in the operation of a farmers’ market.

9. Letter of Intent. A Letter of Intent (LOI) is not required by this RFP.

10. 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 named in Section 1. B. 1. 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

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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.

11. RFP Conference Information Session. DEEP will host a Public Informational

Webinar about the RFP and welcomes all interested parties who are considering submitting proposals to join. The informational meeting will be held on XXX, 2026, from XXX via Zoom. To join the informational webinar, click here.

12. RFP Site Visits. An RFP Site Visit(s) will be held to answer questions from prospective proposers. Attendance at the conference is optional however registration is required. To register, email Tenia Seay at DEEP.parksdivisionRFP@ct.gov no less than twenty-four hours before the site visit. The site visit will only occur if DEEP receives registration requests.

Copies of the RFP will not be available at the RFP Site Visits. 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 RFP, which will serve as the Agency’s official response to questions asked at the conference and site visits. 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.

13. Proposal Due Date and Time. The Official Contact is the only authorized recipient of proposals submitted in response to this RFP. Proposals must be submitted to CTsource on or before the due date and time:

XXX, 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.

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• Applicants must use the electronic proposal submission functionality within CTSource.

14. Multiple Proposals. The submission of multiple proposals is an option for this procurement.

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II. PURPOSE OF RFP AND SCOPE OF SERVICES

A. AGENCY OVERVIEW

The Connecticut Department of Energy and Environmental Protection (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

Farmers’ markets are an example of enhanced services in state parks. Farmers’ markets offer many benefits, including access to fresh, local, and often more affordable produce.

They also support local economies, promote sustainability, and foster community engagement by providing a social gathering place.

According to findings from survey data reported in Connecticut’s Statewide Comprehensive Outdoor Recreation Plan 2024-2029, “outdoor events drive economic activity and support local businesses, emphasizing the value of well-planned community programming.”

Farmers’ markets are an example of an enhanced service that could attract more people to the outdoors, promote Connecticut grown products and/or made items and expand tourism destination at additional state parks.

To further elevate the public’s experience at these locations, DEEP is seeking to enter a contract with a qualified market manager under the service authorization of Conn. Gen.

Stat. 23-26, to operate a farmers’ market(s) for the public at one, or multiple or all of the identified locations listed below.

State Park Location Descriptions.

DEEP has identified the following state parks as suitable for such rentals. Maps for the Parks listed below are attached in Attachment B. For additional information, please visit the individual park websites at www.ctparks.com.

1. Fort Trumbull State Park, New London

a. Activities: Historic tours, Museum, Fishing and Picnicking.

b. Facilities: Bathrooms, Conference Center, Gift Shop, Picnic Tables, Water Taxi nearby

c. Park visitation: Approximately 58,000 day-use visitors annually

d. Area identified for farmer’s market: parade grounds/grass field across from the Conference Center/Gift Shop.

2. Harkness Memorial State Park, Waterford

a. Activities: Historic tours, Museum, Fishing, Hiking, Nature and Picnicking.

b. Facilities: Bathrooms, Special events (Eolia Mansion), Gift Shop, Picnic Tables

c. Park visitation: Approximately 253,599 day-use visitors annually

d. Area identified for farmer’s market: reserved parking area for special events/wedding program

3. Sherwood Island State Park, Westport

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a. Activities: Swimming, Disc Golf, Fishing, Hiking, Model Airfield, Picnicking

b. Facilities: Bathrooms, Nature Center, Picnic Tables, Designated Swimming Area

(lifeguards on duty), Concession Building

c. Park visitation: Approximately 100,000 day-users a month during recreation season.

d. Area identified for farmer’s market: Parking lot across from Model Airfield.

C. SCOPE OF SERVICE DESCRIPTION

1. Service Expectations

The market manager will be expected to enter into a three-year contract (2027-2029) with the DEEP for the right to provide a farmers’ market operation to the general public, at the state parks listed above. With mutual consent of the parties, said contract may be extended without further competition for a period of less than or equal to the original term of three (3) years.

The market manager will be solely responsible for all aspects of the market operation. The market manager will provide all personnel, equipment, and supplies needed to operate a farmers’ market at the location(s), keep complete records of the operation, oversee all commodities for sale, prepare and maintain all facilities, keep the area clean, and remove all trash and recyclable materials from the premises. The market manager will comply with all applicable federal, state, and municipal laws and regulations for the operation of a farmers’ market operation.

DEEP shall not provide direct support for the market(s); materially, financially, logistically, or otherwise. The activity associated with a farmers’ market is expected to be operationally self-sufficient. However, the DEEP will publicize the market(s) to the extent of its available resources.

The market manager shall supervise the operation of sales of food and beverage goods, including the acquisition, storage, preparation, inspection, and maintenance along with customer relations, sales and general operations. The market manager would also be responsible for collecting Certificates of Insurance from vendors and coordinating the necessary local health department permits. More specifically, the market manager responsibilities and services include:

A. Acts as the administrator of the market, exercising general supervision over the market and its activities ensuring the operation runs smoothly and effectively.

B. Understands state and local food regulations and requirements and communicates such information to vendors.

C. Interprets market rules and regulations. Makes necessary judgments and decisions if questions or concerns arise.

D. Enforces all farmers’ market rules, regulations, ordinances and codes:

a. Monitors activities within the market.

b. Ensures all market activities and events comply with stated guidelines.

c. Takes disciplinary action when necessary.

E. Mediates any market vendor-related or customer issues or complaints:

a. Settles disputes in the market.

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b. Deals with complaints.

c. Accepts suggestions.

d. Works to achieve equitable and fair decisions.

F. Communicates all facets of market development and operation:

a. Keeps vendors aware of market policies, activities and promotions, serves as a liaison between the market and other businesses and organizations.

b. Responds to all consumer inquiries and complaints.

G. Assigns stall(s) to each participating vendor.

H. Serves as quality control person for the market. All products must comply with the food guidelines developed for the market. Only top-quality products should be sold through the farmers’ market.

I. May develop and maintain a consumer information booth at the farmers’ market.

J. The market manager shall be responsible for maintaining the concession areas (farm stands/stalls) in a clean and orderly manner. All equipment shall be continuously maintained and serviced during the entire term of this contract. Representatives of the Commissioner may inspect the concession areas at any time.

K. Require Crop Plans. The market manager shall collect crop plans for any farm vendors to confirm their local production for the season (see Additional Market Manager Responsibilities, Subsection 8. G.).

L. Items for sale. All items for sale shall be subject to review and approval of the DEEP Park’s Director or designee and shall include a majority of CT Grown products, such as produce, packaged foods, arts and crafts and other novelty items. This is not an exhaustive list.

M. Inspect 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.

N. Equipment Expectations: Provide all equipment necessary to operate the farmers’ market(s). The market manager will be responsible for maintenance, repair or replacement of any necessary equipment. Equipment may include, but is not limited to, baskets, carts, tents, tables, scales, and appliances. Additionally, the market manager:

a. Shall supply a travel trailer or temporary tent for an information booth and office.

b. If no existing facilities are available, the market manager shall supply portable toilets at the recreation area and take-out that shall be serviced on a regular basis at the market manager’s sole expense. Currently, all locations do have working facilities.

c. Shall be responsible for collecting litter and trash generated by the operation that shall be serviced (removed) on a regular basis.

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d. Shall maintain the grounds of the park where market operations takes place in a safe and orderly manner.

e. Shall keep office equipment in working order to run daily operations.

O. Emergency Action Plan: Upon Execution of a contract, the market manager shall provide to DEEP’s Division of State Parks and Public Outreach with a copy of an “Emergency Action Plan” that addresses the safety of patrons while at the farmers’ market.

P. Prices and Posting: The market manager is expected to provide in writing initial competitive pricing for DEEP’s review and approval of all commodities available for sale to the public including;

a. Submit in writing for Commissioner approval an initial price list by April 1st of year the contract is in effect of all items for sale.

b. Submit in writing any price increases of items for sale by April 1st for Commissioner of DEEP approval. Understanding that prices may change throughout the season for farmers for various reasons outside of their control, the market manager shall notify DEEP of any major changes or disruptions in the agricultural marketplace.

DEEP may choose to waive the right to approve prices increases in such circumstances.

c. Post prices of all items for in full and open view of the public while the concession is open.

d. Establish market fee for participating vendors. The market manager may charge market fees to vendors either by a flat fee for the season, or, by a daily fee for each market day. DEEP expects the fee structure to be reasonable enough to attract a diverse group of vendors.

Q. Licenses, Permits and Taxes: During the term of the contract the market manager shall, at its sole expense pay all taxes and license fees associated with the farmer markets’ operations that shall accrue or become due under the laws of the State, or the Municipal Code of the Town of the respective Park location. Be responsible for obtaining all necessary licenses, permits, certifications, inspections and other such items under the laws of the State, or the Municipal Code of the respective park Town location. Upon request by DEEP provide proof of such documentation.

R. Payment: The successful respondent, as market manager, shall agree to pay to DEEP a minimum annual fee of $5,000 at Sherwood Island State Park and $2,000 at Fort Trumbull and Harkness Memorial State Parks. The market manager may include additional payment(s) to DEEP as part of their proposal. The total payment to DEEP shall be evaluated annually during the month of September and may be subject to an increase for an amount not more than 10% of annual rent. Any increase shall go into effect in May of the following year.

S. Advertising: The market manager 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.

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T. Equipment Storage: The market manager is expected to provide and maintain a secure and temporary storage for all equipment left on-site when the market(s) is closed. A combination of locks and use of a GPS tracker and/or wireless alarm is recommended for all mobile facilities. The location of storage facilities shall be at the sole direction of DEEP and must be removed at the end of each operating season.

U. Compliance: The market manager shall comply with the regulations of the Department of Energy and Environmental Protection regarding State Park and Forest Recreation Areas and with any other DEEP policy, as may be amended from time to time, concerning the operation of concessions which will be made available by the Parks Division.

V. Other Permits: The market manager shall be solely responsible for securing any other licenses, permits, approvals, or waivers required by any other federal, state, regional, or municipal authority having jurisdiction in the town(s) in which the Concession is located.

W. Pest Control: The market manager shall be responsible for maintaining adequate pest control of the farmers’ market.

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

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

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

A. Weekly, on the same day, from the first (1st) week in June, or the execution of the contract, through the first (1st) week in September, the market manager may operate the farmers’ market. Operating hours are flexible but shall remain the same for the duration of the operating season.

B. Due to an active seasonal food concessionaire, hours of operations at Sherwood Island State Park are limited to weekdays or weekends prior to Memorial Day; and after Labor Day.

The market manager can operate:

A. Weekly, on the same day, from the third (3rd) Saturday of April, or the execution of the contract, through the fourth (4th) Tuesday in October, the market manager may operate the farmers’ market. Operating hours are flexible but shall remain the same for the duration of the operating season.

B. Due to an active seasonal food concessionaire, hours of operations at Sherwood Island State Park are limited to weekdays or weekends prior to Memorial Day; and after Labor Day.

C. Deviations from the above stated schedule are allowable but must receive advanced approval in writing from the Park and Recreation Supervisor.

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D. When closing due to inclement weather, the market manager shall immediately notify the Park and Recreation Supervisor.

3. Staffing Expectations The market manager shall also provide at its sole expense a sufficient number of qualified staff to operate and maintain the concession in a safe and professional manner.

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

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

C. 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 http://www.ctdol.state.ct.us/wgwkstnd/standardwage.htm.

D. On-site staffing shall include a qualified market manager who coordinates and oversees all of the activities of the market and to implement market policies, including the collection of fees, vendor application information, vendor space assignments, oversight of the market set up and clean up and answering vendors and customer questions.

E. The market manager shall work with an agricultural partner and/or vendor that can provide educational programs for the visiting public, such as how to grow your own produce, how to compost organic materials, or other approaches toward supporting local agricultural. Additional staff may also be necessary in market operations.

4. Data and Technology Expectations The market manager shall keep complete records of the concession operation. The market manager shall report results of client satisfaction surveys annually. The report should include standard demographic survey questions, such as age, ethnicity, town of residence, etc.

5. Insurance The market manager will be expected to furnish evidence of a Certificate of Insurance. A Certificate of Insurance covering the following limits will be required for each year an awarded contract remains in effect, and shall be submitted by the market manager to the Department of Energy and Environmental Protection by May 1 of each year the awarded contract is in effect:

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A. 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.

B. 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.

C. The market manager shall carry Worker’s Compensation insurance in accordance with the requirements of the laws of the State of Connecticut.

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

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

F. 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 The proposer shall provide evidence that the business (or previous markets managed) is financially stable.

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

B. The proposer shall affirm that the proposer and the associated business 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. Health Department, Inspections, Maintenance, Security and Utilities Expectations:

The market manager will be expected to be responsible for all aspects of:

A. Health Inspections. The scheduling of inspections and for paying any fees charged for such inspections.

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

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

D. Inspections. The market manager shall cooperate fully with the DEEP representative to facilitate the representative’s task of completing the inspection.

o The market manager shall cooperate fully with the Connecticut Department of Agriculture Produce Safety Program as applicable.

E. Security. The market manager will be expected to keep the equipment secure when market not operating.

F. Utilities. The market manager will have to pay for any utilities used in their operation. Such costs must be included in any proposal.

8. Additional Market Manager Responsibilities

A. The market manager shall provide all the equipment necessary to operate a farmers’ market. Additionally, portable signage and other support equipment in accordance with plans and specifications submitted by the market manager and approved by DEEP as to construction, location, color and/or finishes.

B. The market manager shall provide and maintain cash registers or electronic payment software. The market manager, and contracted vendors, shall at all times have enough cash on hand to make change for any purchase from the farmers’ market.

C. The market manager 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 Park Director.

D. The market manager shall attend the CT Department of Agriculture (DoAg) Market Manager Meeting in the Spring annually.

E. Farmers’ market managers shall update the market information with the Connecticut Department of Agriculture annually (as required by DoAg).

F. All certified markets shall sign a Memorandum of Understanding (MOU) with the CT Department of Agriculture before being recognized and benefiting from the Department of Agriculture programs. (CGS Ch 422, Sec 22-6r).

G. The market manager shall submit a copy of the market handbook of the rules and regulations regarding the operations of the market. Market rules provide a way to ensure that vendors and market management know their rights and obligations and can have predictable and dependable expectations about the operation of the market. The rules are also important from a legal perspective because they become part of the agreement between the vendor and the market, establishing each party’s rights and obligations.

H. Farmers Market Nutrition Program (FMNP). The FMNP provides funds for eligible participants to purchase fresh produce from Connecticut farmers. The market

Department of Energy and Environmental Protection Page 17 of 44 manager must complete the mandatory training (certification) to become an FMNP-authorized farmers’ market.

I. Prohibited Items Signage. The market manager shall include a clause in the vendor agreement that states glass is prohibited in some state parks near beaches and along boardwalks and therefore, any vendors selling items in glass containers must display a laminated sign on their stall provided by DEEP informing the public that any items purchased in a glass container must be stored in a customer’s vehicle and not consumed or opened on state park property. The market manager will distribute to and collect from vendors selling items in glass containers each day of the farmers’ market.

J. Sustainability. All supplies used in the operation of a farmers' market need to minimize the adverse effects on the environment. Therefore, operators are required to use:

a) Biodegradable utensils

b) Compost bins for organic waste

c) Paper bags

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

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 The Agency.

The Agency looks forward to working with providers/vendors to define additional important performance metrics.

DEEP may in its sole discretion conduct unannounced Food and Beverage inspections. Upon such inspection, the market manager shall remove or substitute any food items that the DEEP deems, in its sole discretion, does not meet the standards of the Agency.

DEEP shall monitor the performance of the market manager through inspections, key performance indicators and validated complaints.

A. Inspections: The market manager shall cooperate fully with the DEEP representative to facilitate the representative’s task of completing the inspection.

B. Investigate complaints: Complaints are expected to be addressed per each specific incident. The market manager will be provided reasonable opportunity to address each incident and adjust operation as necessary. Compounding or continued incidents will be addressed in the following manner:

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

2. The second incident may result in a conference involving the market manager, Customer, and DEEP Staff.

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

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E. CONTRACT MANAGEMENT/DATA REPORTING

As part of the State’s commitment to becoming more outcomes-oriented, Department of Energy and Environmental Protection, seeks to actively and regularly collaborate with providers/vendors 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.