RFP 2025-13 Cafe at Courthouse.pdf

REQUEST FOR PROPOSALS #2025-13

FOR

Café Services at Red Soils Campus

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner MELISSA FIRESIDE, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

Gary Schmidt

County Administrator

Tralee Whitley

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: April 1, 2025

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP#2025-13 Café Services at Red Soils Campus Page ii

SCHEDULE

Request for Proposals Issued……..........................February 27, 2025

Protest of Specifications Deadline..........................March 6, 2025, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions...............March 25, 2025, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……April 1, 2025, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award......................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, April 1, 2025 (“Closing”), to provide Café Services at Red Soils Campus. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S- C01010-00012967.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Tralee Whitley at Twhitley@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:Twhitley@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP#2025-13 Café Services at Red Soils Campus Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP#2025-13 Café Services at Red Soils Campus Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County (County) is searching for a contractor to operate two (2) cafés, one being in the New Clackamas County Courthouse (Courthouse), located at 1000 Courthouse Road and the other being in the Development Services Building (DSB), located at 150 Beavercreek Road, Oregon City, Oregon 97045.

Providing grab and go food options, and catering service options of coffee, tea, and food to meetings in the Courthouse, DSB, Public Services Building (PSB), and where feasible, other buildings on the Red Soils Campus (RSC). The selected café contractor (Contractor) will help Clackamas County provide a high level of customer service for members of the public as well as healthy breakfast, lunch and snack options for employees and the public.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas County previously provided Café services from 2013-2021 at the Development Services Building (DSB)which closed during the pandemic due to the shift to remote work and fewer people in the buildings. With the new Clackamas County Courthouse opening, which includes an internal café, we are looking for a single vendor to provide services to both locations.

3.3. SCOPE OF WORK

3.3.1. Scope:

To obtain food service to Clackamas County Courthouse and Development Services Building (DSB). We are looking for a vendor that is already established, with a licensed kitchen elsewhere, with the ability to use their existing kitchen as a commissary/production kitchen and transport prepared and prepackaged food to the Courthouse and DSB sites for resale,while also providing coffee service and snack onsite.

Values:

The values served by this contract include but are not limited to:

A. Customer Service: Before lobby hours begin in the Courthouse and DSB, County employees, customers or clients have a pleasant place to sit and wait with available food and drink.

B. Health: Employees and the public have healthy food choices.

C. Efficiency and Sustainability: Employees can get coffee, breakfast, lunch or snacks without needing to drive to a nearby establishment, thereby saving time, fuel, and vehicle trips.

D. Business Enrichment: People have a place to meet away from their desks or conference rooms – ideal for conducting business or networking.

E. Convenience and Savings: On-site catering services to meetings can allow meeting coordinators to save significant time and money.

Services:

The services that the Café Contractor is responsible for include, but are not limited to, the following:

A. Procure café equipment, storage, inventory, and distribution of food and supplies B. Menu planning – A standard menu with vegetarian, gluten-free and Keto options C. Preparing food, reheating food, delivery of catered food to Red Soils Campus and cleanup

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D. Café personnel training and development E. Administrative and technical supervision F. Annual reports on operations, plus reports as requested, no more than quarterly G. Compliance with established safety and sanitation guidelines with periodic Health and Fire department inspections H. Compliance with County policy for recycling and waste prevention I. Advertising Café menu and services

Premises:

The Contractor shall have use of the designated café areas on the first floor of the Courthouse approximately 652 square feet and the designated area on the first floor of the DSB, approximately 205 square feet, plus a storage area in the basement of the DSB, approximately 314 square feet, for a total of 519 square feet in the DSB, and a grand total of 1171 square feet for both buildings. Floor plans and photos of spaces attached and incorporated for reference.

Location Concept Type

Approx.

Square Footage

1st Floor Courthouse Café/Causal take out Breakfast/Lunch 652

1st Floor DSB Café/Causal take out Breakfast/Lunch 205

Basement DSB Storage Space 314

Finance and Accounting:

The Contractor shall maintain electronic records from which the County will be provided annual financial summaries or reports on request, not to exceed quarterly, in such detail as may be reasonably expected to manage the program.

A. The Contractor’s records, both costs and revenues, shall be made available for review by the County annually, and at any time upon reasonable notification.

B. The Contractor will be required to remit to the County a monthly fee to cover overhead costs for the space and utilities. The fee shall be as follows:

a. $1,000.00 per month from April 1 2025 through June 30 2025

b. $1,000.00 per month from July 1 2025 through June 30 2026

c. $1,030.00 per month from July 1 2026 through June 30 2027

d. $1,060.90 per month from July 1 2027 through June 30 2028

e. $1,092.73 per month from July 1 2028 through June 30 2029

f. $1,125.31 per month from July 1 2029 through June 30 2030

Permits/Licenses for Operation:

Contractor has exclusive responsibility to obtain and maintain all permits and certifications required for operation in a current, valid status. These shall be maintained at the Contractor’s expense.

Sublease:

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The Contractor may not remove any equipment from the premises nor sublease any space or equipment without written approval from the County.

Utilities:

All utilities associated with operation of the café or catering on the RSC, such as electricity, water, and garbage/recycling services, will be provided by the County. A phone line and internet connection will be available, but all long distance communication costs shall be reimbursed to the County.

Insurance:

The Contractor shall carry appropriate property insurance per County standards, as well as for any County-owned equipment they use.

County-Owned Equipment:

The Contractor shall have complete responsibility for maintenance and upkeep of all café equipment either owned by the County, or procured by the Contractor, and designated for use by the Contractor. If the County deems maintenance of County-owned equipment to be necessary, the County reserves the right to proceed with maintenance and assess a maintenance fee, following notification to the Contractor. The Contractor will be responsible for cleaning and maintenance of café area and café systems while the County is responsible for all maintenance and repairs to Heating, Ventilation and Air Conditioning (HVAC), plumbing and lighting and security access and keying systems.

Background Checks:

The Café Contractor’s employees must pass a national background check prior to working at a County facility.

Access:

The Contractor will have access to their assigned facilities by keycard and/or key as per County standards. Access to the building and café spaces will typically be allowed Monday through Friday, 5 AM to 9 PM.

Lobby Cleaning:

During hours of operation and at closing, the Contractor will have shared responsibility with the County for maintaining the cleanliness of the lobby area in the Courthouse and DSB where food and drink from the café are typically consumed. During café hours, the Contractor will be responsible for keeping tables, chairs, and floor under tables and chairs clean. Any store rooms, food preparation, or kitchen areas are completely the responsibility of the Contractor. The County will provide trash liners, vacuum cleaner, window-washing materials and supplies, paper products, and any other equipment necessary to maintain the lobby areas. The Contractor must provide cleaning supplies and equipment to maintain those areas that are the Contractor’s exclusive responsibility. Cleaning solutions and chemicals must be pre-approved by the County and included on the County’s inventory. Surface cleaners to clean tables may be provided by the County. Quality control and periodic café and lobby cleanliness inspections will be at the sole discretion of the County.

Building Modifications:

Any changes or modifications to any of these facility shall be subject to prior written approval by Clackamas County Facilities Management.

Primary Safety/Utility Requirements:

The County will be responsible for ensuring normal utilities (power, water, garbage/recycling) are available for the Contractor’s use. A phone line and internet jack are available in the café area.

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Phone and internet service is provided by the County’s Technology Services department and included in the overhead cost rates. The County safety committee will also have access to the café area and may make recommendations for safety to the County and the Contractor. The Contractor will be responsible for providing any current inspections and certifications as required by state or local fire jurisdictions that are not otherwise ensured by the County for the building at large.

Contractor’s Property:

The Contractor will be responsible for their own property, maintenance, and purchase of replacement property and property insurance in the event of damage or loss on County premises.

Café Equipment and Provider:

The Courthouse and DSB cafes shall have the equipment listed below either provided by the County or the Café Contractor. County owned equipment is available for use by the Contractor, but all County owned equipment shall be maintained and replaced by the café contractor if it fails or as desired by the contractor.

Note: New Courthouse Café equipment such as the Sanitizer/dishwasher and grab-n-go open front coolers/refrigerators are under warranty for a specified period of time from the date of installation.

A. Courthouse Café Equipment:

1. County Provided Equipment:

a. Public service counter – service side of the café area shall have a transaction window counter, and two (2) Glass Grab-and-Go open front cooler/refrigerators/display cases (new and under manufacturer’s warranty)

b. The contractor side of the café area has stainless-steel lower counters with two sinks and sufficient area for contractor provided equipment

c. A small separate room is large enough to accommodate some storage, two sinks (one handwashing sink), ice machine, and the sanitizing dishwasher. (Contractor needs to provide the ice machine)

d. Dishwasher/Sanitizer with Sanitizer Trays (new and under manufacturer’s warranty)

e. Limited Café and Lobby Seating. Café overflow seating can be accommodated in the

Main Courthouse Lobby

f. Point of Sale (POS) System

g. Phone and Internet Jacks

2. Courthouse – Café Contractor Provided Equipment:

a. Ice Machine

b. Under-Counter Refrigerator

c. Additional Product Coolers/Refrigerators

d. Under-Counter Cup Dispensers

e. Drip Coffee Maker(s)

f. Espresso Maker(s)

g. Hot Water Dispenser(s)

h. Blender(s)

i. Microwave Oven(s)

j. Food Warmer(s)/Toaster Oven(s)

k. Storage shelving or cabinets

l. All portable items and equipment such as ceramic coffee mugs or dishes, coffee carafes, water pitchers, moving carts, plastic ware, paper products, etc.

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B. Development Services Building (DSB) Café Equipment:

1. County Provided Equipment:

a. Public service counter – service side of the café area shall has a transaction window counter

b. The contractor side of the café area has cleanable surface lower counters with two sinks and minimal area sufficient for contractor provided equipment

c. A small separate room with a door is provided with enough space to accommodate some refrigerator(s) and storage shelving and cabinets

d. Dishwasher/Sanitizer with Sanitizer Trays

e. Under-Counter Refrigerator

f. Espresso/Coffee Maker(s)

g. Limited Café and Lobby Seating. Café overflow seating can be accommodated in the

Main Courthouse Lobby

h. Point of Sale (POS) System

i. Phone and Internet Jacks

2. Café Contractor Provide Equipment:

a. Ice Machine (Either purchase a new ice machine or use the existing ice machine located on the DSB, 4th Floor, Employee Lunchroom)

b. Additional Product Coolers/Refrigerators

c. Under-Counter Cup Dispensers

d. Drip Coffee Maker(s)

e. Hot Water Dispenser(s)

f. Blender(s)

g. Microwave Oven(s)

h. Food Warmer(s)/Toaster Oven(s)

i. Storage shelving or cabinets

j. All portable items and equipment such as ceramic coffee mugs or dishes, coffee carafes, water pitchers, moving carts, plastic ware, paper products, etc.

C. Development Services Building (DSB) Basement Storeroom B013: The basement storeroom is an empty space to be used by the Café contractor for storage of extra materials and items used in the Courthouse and DSB Cafes.

1. County Provided Equipment: No County equipment will be provided in the Storeroom.

2. Café Contractor Provide Equipment:

a. Additional Product Coolers/Refrigerators

b. Storage shelving or cabinets

Food Service:

Required Hours of Operation

The Café Contractor shall be responsible for operating the Courthouse Café at least from 7:45 AM until 3:00 PM Monday through Friday, and the DSB Café at least from 6:45 AM until 3:00 PM Monday through Thursday. In the event that the DSB is ever opened for normal daily business of Fridays, the DSB Café Contractor may be required to adjust their schedule to support the addition of this additional day to their weekly operating schedule. Additional operating hours

RFP#2025-13 Café Services at Red Soils Campus Page 11 may be established by mutual agreement between the Contractor and County. All buildings are closed on County holidays, and may be observed on an alternate day.

Inclement Weather

In the event of inclement weather events that may reduce County hours of operations, the Contractor shall be responsible for opening the café 15 minutes prior to the rescheduled opening times of the Courthouse and DSB, and remaining operational until the rescheduled end of operations or the café’s normally scheduled closing time. Notification of changes to County operating hours will be available through the County’s Employee Hotline.

Staffing

The Contractor shall assign appropriate numbers of staff to maintain industry standard turnaround and wait times in both the Courthouse and DSB café’s. All café staff must possess appropriate County, State, and Federal certifications and licenses to operate. Staff must be uniformed, demonstrating a neat and clean appearance.

Healthy Eating (Menu Items)

The County seeks to emphasize healthy options for employees and the public. The County, including the Wellness program, will review and approval all menu items sold and changes to the menu. Beverages may include coffee, lattes, espresso, hot chocolate, smoothies, juice, milk, chocolate milk, tea and iced tea, and similar drinks. Water may be available in bottles but shall be offered in a pitcher for catering. Sodas and candy may be offered. Breakfast and lunch may include but are not limited to bagels, muffins, scones, fruit, yogurt parfaits, sandwiches, salads, eggs, soup, and cookies. Changes to menu items require two weeks of notice and written approval from the County.

Due to the limited food preparation space available, all food items labeled as allergen- or gluten-free must either A) be prepared at a separate facility, where all appropriate procedures to avoid cross-contamination are followed or B) supplied by a third-party which follows such procedures.

Signs/Marketing

The Contractor will provide, install, and maintain an interior sign establishing an independent identity for itself. The design, size, and location for the sign must be approved in writing by the County.

Waste Prevention

The Contractor shall participate in existing recycling and waste prevention efforts on the Red Soils Campus.

A. Use recycled content and recyclable paper and plastic products for transporting food or drink within the campus

B. Offering all day old baked goods must be offered at a discount.

Catering Services and Supplies

The Contractor shall be responsible for catering coffee, other beverages, and food for meetings as requested within the DSB, PSB, and, subject to negotiation, other buildings on the Red Soils Campus. If necessary, the Contractor may develop a separate catering menu with approval of the County. The Contractor will be responsible for preparation of coffee and food and should be able to deliver catered items to the building meeting rooms. The Contractor and meeting host will be jointly responsible for setting up the catered items in the meeting room. Meeting hosts will be

RFP#2025-13 Café Services at Red Soils Campus Page 12 responsible for returning all supplies to the café after the café is closed or if the catering is limited to beverages. On those occasions where special diet considerations exist, the Contractor shall provide suitable options.

3.3.2. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2030.

3.3.3. Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

RFP#2025-13 Café Services at Red Soils Campus Page 13

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Relevant Qualifications and Experience 0-35 Proposed Concept, Menu/Product, Business Plan, & Pro-forma 0-35 Ability to meet service requirements and priorities 0-30

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

RFP#2025-13 Café Services at Red Soils Campus Page 14

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count.

Provide the following information in the order in which it appears below:

5.2. Relevant Qualifications and Experience: (35 Points)

• Minimum of three (3) years relevant experience within the past five (5) years, demonstrated by ownership and/or management of facilities.

5.3. Proposed Concept, Menu/Product, Business Plan, & Pro-forma: (35 Points)

This Section should clearly define the Proposer’s overall business plan and strategy, proposed concept or brand for the applicable location ID, five-year financial proforma, and planned menu and/or product assortment. The following items should be provided:

• Proposed concept to include defining brand characteristics, brand history and community presence, and demographic served within the overall customer base.

• Planned menu and/or product assortment matching proposed concept. The menu/product assortment must reflect the defined merchandise plan in accordance with the proposed location and permitted uses.

• The Proposer’s current business plan with company mission and description, customer markets served relevant industry information, business organization, and future goals or growth plans.

• Financial pro-forma, demonstrating anticipated investments, expenses, sales, revenue and growth for the five (5) years of business.

5.4. Ability to meet service requirements and priorities: (30 Points) This section should clearly illustrate Proposer’s history and current ability to provide adequate café staffing and provide excellent customer service while open with expeditious delivery of quality drink and food products.

5.5. Completed Proposal Certification (see the below form)

https://bidlocker.us/a/clackamascounty/BidLocker

PKolb Snapshot

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CLACKAMAS COUNTY COURTHOUSE - RSC

FIRST FLOOR

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03-DECEMBER-2024

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NOTE:

IF SPACE AREA(S) IS/ARE RECLASSIFIED, APPROXIMATE SQUARE FOOTAGE CALCULATIONS MAY BE AFFECTED.

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CURRENTLY CLASSIFIED AS "BUILDING COMMON"

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CURRENTLY CLASSIFIED AS "SHERIFF'S OFFICE - ADMINISTRATION"

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CURRENTLY CLASSIFIED AS "COURT ADMINISTRATION"

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652 SF

DEVELOPMENT SERVICES BUILDING

FIRST FLOOR

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06-DECEMBER-2024

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NOTE:

IF SPACE AREA(S) IS/ARE RECLASSIFIED, APPROXIMATE SQUARE FOOTAGE CALCULATIONS MAY BE AFFECTED.

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CURRENTLY CLASSIFIED AS "BUILDING COMMON AREA"

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CURRENTLY CLASSIFIED AS "ALL COUNTY"

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205 SF

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Snapshot

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DEVELOPMENT SERVICES BUILDING

BASEMENT

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03-DECEMBER-2024

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83 SF

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155 SF

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CURRENTLY CLASSIFIED AS "ALL COUNTY"

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CURRENTLY CLASSIFIED AS "BUILDING COMMON"

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NOTE:

IF SPACE AREA(S) IS/ARE RECLASSIFIED, APPROXIMATE SQUARE FOOTAGE CALCULATIONS MAY BE AFFECTED.

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CURRENTLY CLASSIFIED AS "PARKING"

Courthouse Lobby

Courthouse storage and dishwasher

Courthouse Workspace

DSB Café Lobby

DSB Café

DSB Storage

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PROPOSAL CERTIFICATION

RFP #2025-13

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________