RFP 24_0005.pdf

RFP No. 24-0005 Page 1 of 41 Alcohol Management Services for

Columbus Civic Center Locations (Annual Contract)

FINANCE DEPARTMENT

PURCHASING DIVISION 1111 FIRST AVENUE, COLUMBUS, GEORGIA 31901

P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340

706-225-4087 ◼ www.columbusga.org

April 3, 2024

REQUEST FOR

PROPOSALS:

RFP NO. 24-0005

Qualified vendors are invited to submit sealed proposals, subject to conditions and instructions as specified, for the furnishing of:

ALCOHOL MANAGEMENT SERVICES

FOR COLUMBUS CIVIC CENTER LOCATIONS

(ANNUAL CONTRACT)

GENERAL SCOPE The Consolidated Government of Columbus, Georgia (the City) is seeking proposals from qualified vendors to provide alcohol (beer/wine/liquor) management services for Columbus Civic Center locations. The contract shall commence on July 1, 2024

(date subject to change).

SUBMISSION

REQUIREMENTS

See Appendix C for Submission Requirements, Submission Requirements

Checklist and DemandStar Registration and Submission Instructions.

DUE DATE

MAY 3, 2024 – 5:00 PM (EASTERN)

Responses must be submitted via DemandStar on or before the due date/time.

NON-MANDATORY

SITE VISIT

A Non-Mandatory Site Visit can be scheduled beginning Wednesday, April 17, 2024, through Friday, April 19, 2024, between the hours of 9:00AM - 3:00PM. To make an appointment for the site visit, contact Jennifer McVay (706) 225-4847.

ADDENDA

IMPORTANT INFORMATION

The Purchasing Division will post addenda (if any) for this project at https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda, before the due date and prior to submitting a proposal.

NO PROPOSAL

SUBMISSION

If you are not interested in this solicitation, please complete and return page 3.

Andrea J. McCorvey

Purchasing Division Manager

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government http://www.columbusga.org/ https://www.columbusga.gov/finance-2/bid-opportunities

RFP No. 24-0005 Page 2 of 41 Alcohol Management Services for

IMPORTANT INFORMATION

e-Notification

The City uses the Georgia Procurement Registry e-notification system. You must register with the Team

Georgia Market Place/Georgia Procurement Registry to receive future procurement notifications via http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier. If you have any questions or encounter any problems while registering, please contact the Team Georgia Marketplace Procurement

Helpdesk:

Telephone: 404-657-6000

Fax: 404-657-8444

Email: procurementhelp@doas.ga.gov http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier mailto:procurementhelp@doas.ga.gov

RFP No. 24-0005 Page 3 of 41 Alcohol Management Services for

STATEMENT OF “NO PROPOSAL SUBMISSION”

Notify the Purchasing Division if you do not intend to submit a Proposal:

Email BidOpportunities@ColumbusGA.org or return this form by mail to:

Attn: Sandra Chandler, Buyer

Columbus Consolidated Government

Purchasing Division

P. O. Box 1340

Columbus, Georgia 31902-1340

We, the undersigned decline to submit a proposal for RFP No. 24-0005 for Alcohol Management

Services for Columbus Civic Center Locations (Annual Contract) for the following reason(s):

Specifications are too “tight”, i.e. geared towards one brand or manufacturer (explain below).

There is insufficient time to respond.

We do not offer this product and/or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below).

Comments

COMPANY NAME: ______________________________________

AGENT: _______________________________________________

DATE: _________________________________________________

TELEPHONE: __________________________________________

EMAIL: ________________________________________________

mailto:BidOpportunities@ColumbusGA.org

RFP No. 24-0005 Page 4 of 41 Alcohol Management Services for

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL

PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD.

3-110. Competitive Sealed Proposals (Negotiations)

(1) Conditions for Use

When the purchasing manager determines that the use of competitive sealed bidding for any procurement is either not practicable or not advantageous to the city, a contract may be entered into using the competitive sealed proposals (negotiation) method. In addition, the competitive sealed proposal process shall be used for the procurement of professional services, specialized equipment or supplies.

The competitive sealed proposal process may be used for procurements with an estimated total cost less than $25,000.00, if deemed to be in the best interest of the City. If the total cost can be determined, the authority to approve such solicitations will be as prescribed by article 3-104, purchasing limits. If, due to the required services, a total cost cannot be determined then the award recommendation will be approved by Council.

A. Request for Proposals

Proposals shall be solicited through Request for Proposals. The Purchasing Division shall establish the specifications with the using agency and set the date and time to receive proposals.

The request for proposal shall include a clear and accurate description of the technical requirements for the service or item to be procured.

B. Public Notice

The public will be given adequate notice of the request for proposals, provided that, adequate notice shall mean at least fifteen (15) business days before the due date, which is stated in the request. The City reserves the right to seek request for proposals in a shorter period, if necessary, as determined by the Purchasing Manager.

Notice shall be published in a reasonable time before due date, contain a description of the procurement in general terms, as well as, the place and due date for proposals, and appear in a newspaper(s) of general circulation, specifically the city's legal organ. In addition to publication in newspapers, notice shall also be made by electronic means, including posting on the internet and on the city's government access television channel.

Public works construction projects shall be advertised in accordance with Georgia State Law.

The City reserves the right to mail or e-mail invitations directly to vendors under the following circumstances:

− Solicitations for specialized equipment/supplies.

− Solicitations for specialized services.

− Re-bid of solicitations where normal advertising procedures netted no responses.

− Whenever deemed necessary by the purchasing manager.

C. Receipt of Proposals

Proposals must be received by the deadline date established. No public opening will be held.

No proposals shall be handled to permit disclosure of the identity of any offeror or the contents of any proposal to competing offerors during the process of discussion. A register of proposals https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO

RFP No. 24-0005 Page 5 of 41 Alcohol Management Services for shall be prepared as part of the contract file, and shall contain the name of each offeror, the number of modifications received (if any), and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award.

D. Evaluation Factors

The request for proposals shall identify the relative importance of cost (when applicable) and other evaluation criteria.

E. Evaluation Process

An odd number of voting members of a Selection or Evaluation Committee shall evaluate all proposals received based upon the criteria stated in the request for proposals. Each voting committee member shall grade each submitted proposal based upon the evaluation criteria.

F. Discussion with Responsible Offerors and Revisions to Proposals

As provided in the Request for Proposals, discussions (negotiations) may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award, to assure full understanding of and conformance to the solicitation requirements. All qualified, responsible offerors shall be given fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing offerors or any information derived from proposals submitted by competing offerors. If only one proposal response is received, then the award recommendation shall be to the single offeror, if the offeror meets all requirements.

G. Award

After negotiations, the award recommendation must be presented to Columbus City Council for final approval. Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals.

After council approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties. If Council does not approve the award, it may direct that further negotiations may take place with the recommended offeror, or that negotiations begin with the next most qualified offeror. Council may also exercise the option to reject all offers and instruct the Purchasing Manager to begin the procurement process again.

The contract file shall contain the basis on which the award is made.

After contract award, the contract file, will be made public. Unsuccessful offerors will be afforded the opportunity to make an appointment with the purchasing division for a debriefing.

After the award, the contract file and the unsuccessful proposals will become subject to disclosure under the Georgia Open Records Act.

RFP No. 24-0005 Page 6 of 41 Alcohol Management Services for

DO YOU HAVE QUESTIONS, CONCERNS OR NEED

CLARIFICATION ABOUT THIS SOLICITATION?

COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY ADVERTISED

MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO THE PURCHASING

DIVISION.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL BE

SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR TELEPHONICALLY

ADDRESS ANY QUESTION OR CLARIFICATION REGARDING BID/PROPOSAL

SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH

SUCH QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS IN

WRITING.

ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH

THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY EMPLOYEES,

DEPARTMENT HEADS, USING AGENCIES, EVALUATION COMMITTEE MEMBERS OR

ELECTED OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE

SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED

TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL

QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH

TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE.

THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE

RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF THIS

SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS.

THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS, OR

CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES,

UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A

WRITTEN ADDENDUM FROM THE PURCHASING MANAGER.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED “QUESTION/CLARIFICATION

FORM” TO EMAIL QUESTION. QUESTIONS AND REQUESTS FOR CLARIFICATION MUST

BE SUBMITTED AT LEAST FIVE (5) BUSINESS DAYS BEFORE THE DUE DATE.

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD,

MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION.

Email BidOpportunities@ColumbusGA.org or use the attached “Question/Clarification” Form

(on the following page) to submit questions.

RFP No. 24-0005 Page 7 of 41 Alcohol Management Services for

QUESTION/CLARIFICATION FORM

DATE:

TO: Sandra Chandler, Buyer I

Email BidOpportunities@ColumbusGA.org

RE: Alcohol Management Services for Columbus Civic Center Locations (Annual Contract); RFP

No. 24-0005

Questions and requests for clarification must be submitted at least (5) business days before the due date.

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number Fax Number

If a Buyer has not confirmed receipt of this form within two (2) business days, vendor must contact the Purchasing Division by calling 706-225-4087.

RFP No. 24-0005 Page 8 of 41 Alcohol Management Services for

COLUMBUS CONSOLIDATED GOVERNMENT

GENERAL PROVISIONS

FOR

REQUEST FOR PROPOSALS

ALCOHOL MANAGEMENT SERVICES FOR

COLUMBUS CIVIC CENTER LOCATIONS (ANNUAL CONTRACT)

RFP No. 24-0005

It is the intent of the Columbus Consolidated Government (City) to enter into an annual contract with a qualified offeror to provide all equipment and personnel necessary to provide alcohol (beer/wine/liquor) beverage management services for Columbus Civic Center locations.

A. PROPOSAL SUBMITTAL DATE:

PROPOSALS ARE DUE: MAY 3, 2024, NO LATER THAN 5:00 PM (Eastern). Submit one electronic response via DemandStar.

After award of contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

The City shall not be held liable for any expenses incurred by the respondent in preparing and submitting the proposal and/or attendance at any interviews, final contract negotiations or applicable site visits. The

City reserves the right to award this project or to reject any and all proposals; whichever is in the best interest of the City.

B. RECEIPT OF PROPOSALS:

Unless otherwise stated in the technical specifications of the RFP, the City will accept one, and only one, proposal per Offeror. In the event a team of firms is entering into a joint venture to respond to the RFP, one firm shall be named the prime contractor and the proposal shall be submitted in the name of the prime contractor. All correspondence concerning the RFP will be between the City and prime contractor.

C. SUBCONTRACTING:

Should the offeror intend to subcontract all, or any part of the work specified, names and address of subcontractors must be provided in proposal response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFP specifications. If awarded the contract, payments will only be made to the offerors submitting the proposal. The Columbus Consolidated Government will not be responsible for payments to subcontractors.

D. QUESTIONS ABOUT THE RFP:

Communication concerning any solicitation currently advertised must take place in writing and addressed to the Purchasing Division. See page titled “Do You Have Questions …” within this proposal package.

Questions and Requests for Clarification will be received until five business days prior to the proposal due date.

RFP No. 24-0005 Page 9 of 41 Alcohol Management Services for

E. PUBLIC INFORMATION:

All information and materials submitted will become the property of the Columbus Consolidated

Government, Columbus, Georgia; and shall be subject to the provisions of the Georgia public records law.

If awarded the contract, the proposal submission, in its entirety, will be included as part of the contract documents and filed, as public record, with the Clerk of Council.

F. ADDENDA:

The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal. It is the proposer’s responsibility to contact the City for copies of addenda if they receive the proposal document from any other source other than the City.

G. CONTRACT:

Each proposal is received with the understanding that an acceptance in writing by the City of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the City. This contract shall bind the proposers to furnish and deliver the services and materials quoted, at the prices stated and in accordance with the condition of said accepted proposal.

It is agreed that the successful respondent will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the

City and any sureties.

H. NON-COLLUSION:

Proposer declares that the proposal is not made in connection with any other proposer submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud.

I. INDEMNITY:

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

J. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE:

Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.

K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE:

The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.

RFP No. 24-0005 Page 10 of 41 Alcohol Management Services for

L. SPECIFICATION DESCRIPTIONS:

The specifications detailed herein represent the quality of equipment, goods or services required by the

City. Whenever in this invitation any particular process, service or equipment is indicated or specified by patent, proprietary or brand name of manufacturer/developer/inventor, such wording will be deemed to be used for the purpose of facilitating descriptions of the process, service or equipment desired by the City. It is not meant to eliminate offerors or restrict competition in any RFP process. Proposals that are equivalent or surpass stated specifications will be considered. Determination of equivalency shall rest solely with the

City.

M. TAXES:

The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48-

8-3. Federal ID No. 58-1097948.

N. DRUG-FREE WORKPLACE:

Per Ordinance No. 93-55, in compliance with Federal and State Drug Free Workplace Acts, the Council of

Columbus, Georgia adopted a drug free Workplace Policy. Consequently, any vendor providing goods or services to Columbus Consolidated Government must comply with all applicable Federal and State Drug

Free Workplace Acts.

O. FEDERAL, STATE, LOCAL LAWS:

All respondents will comply with all Federal, State and Local laws, ordinances, rules and regulations relative to conducting business in Columbus, Georgia and performing the prescribed service. Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents.

P. PROVISIONS OF THE PROCUREMENT ORDINANCE:

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations to respond to Requests for Proposals and is specifically incorporated herein by this reference. The procurement ordinance is codified on Section 2-

3.03 of the Columbus Code and can be accessed through the City’s web-site at https://library.municode.com/ga/columbus/codes/code_of_ordinances.

Q. INSURANCE:

All respondents shall maintain, and if requested, show proof of insurance applicable for services described in these specifications.

R. HOLD HARMLESS AGREEMENT:

The successful respondent hereby agrees to indemnify, hold free and harmless Columbus Consolidated

Government (The City), its agents, servants, employees, officers, directors and elected officials or any other person(s) against any loss or expense including attorney fees, by reason of any liability imposed by law upon the City, except in cases of the City’s sole negligence, sustained by any person(s) on account of bodily injury or property damage arising out of or in the consequence of this agreement.

S. TERMINATION OF CONTRACT:

1. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or nonperformance and if not cured within ten (10) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the https://library.municode.com/ga/columbus/codes/code_of_ordinances

RFP No. 24-0005 Page 11 of 41 Alcohol Management Services for contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the Purchasing Division Director. The contractor will continue performance of the contract to the extent it is not terminated and will be liable for excess costs incurred in procuring similar goods or services.

2. Compensation: Payment for completed supplies or services delivered and accepted by the City will be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services.

3. Excuse for Nonperformance or Delayed Performance. Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms (including any failure by the contractor to make progress in the prosecution of the work hereunder which endangers such performance) if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the

City and any other governmental entity in its sovereign or contractual capacity; fires; floods;

epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather, If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor was reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements.

Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by anyone or more of the excusable causes, and that, but for the excusable cause, the contractor’s progress and performance would have met the terms of the contract, the delivery schedule shall be revised accordingly.

T. TIME FOR CONSIDERATION:

Due to the evaluation process, proposals must remain in effect for at least 180 days after date of receipt.

U. CONTRACT AWARD:

Award of this contract will be made in the best interest of the City.

V. REQUEST FOR EVALUATION RESULTS:

Per the City’s Procurement Ordinance, evaluation results cannot be divulged until after the award of the contract. After contract award, proponents desiring to review documents relevant to the RFP evaluation results shall submit a written request to the Purchasing Division.

W. GOVERNING LAW:

The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance.

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X. FINAL CONTRACT DOCUMENTS:

It is understood that the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded

Vendors(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded

Vendor(s) Business Requirements.

Y. PAYMENT DEDUCTIONS:

The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License

Fees, Landfill fees, etc.

Z. PAYMENT TERMS:

The City's standard payment term is usually net 30 days, after successful receipt of goods or services.

Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute.

AA. RIGHT TO PROTEST:

(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect.

(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor.

(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements.

(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City

Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City.

NOTICE TO VENDORS

Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers.

Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92)

Sec. 2-3.06. - Same—By members of boards, authorities, commissions.

No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92)

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GENERAL SPECIFICATIONS

ALCOHOL MANAGEMENT SERVICES FOR

COLUMBUS CIVIC CENTER LOCATIONS

(ANNUAL CONTRACT)

I. INTRODUCTION

The Columbus Civic Center is located on the banks of the Chattahoochee River in the Columbus

Downtown Business District.

An overview of the facilities at the Columbus Civic Center is listed below:

• Seating capacity of 10,000

• Multi-purpose facility, hockey, indoor football, basketball, trade shows, family events, concerts, and civic meetings.

• Five thousand square feet of hospitality space

• Limited Kitchen facilities

• Concession facilities

• Completed April of 1996

The Columbus Ice Rink is located next to the Columbus Civic Center in the South Commons Sports

Complex. It is home of the Columbus Hockey Association, Figure Skating of Columbus, Auburn

University Hockey, Florida State University Hockey, as well as multi-use ice facility that offers year-round programs in hockey, figure skating, public skating, party rentals, and much more for the entire community to utilize.

The seating capacity for the Columbus Ice Rink is 500.

The Historic Liberty Theatre & Cultural Arts Center is under the ownership of the Columbus

Consolidated Government as of January 18, 2023, and operated by The Columbus Civic Center. The

Center is temporarily closed for renovations as we work to enhance the facility and programming opportunities. Originally opened in 1924, the theatre hosted movies, concerts, dances, and vaudeville acts, including many big-name entertainers, before closing in 1974. A non-profit organization and the city worked to obtain a federal grant in 1993, and the Liberty was restored and reopened in November

1996. Today, the 299-seat theatre is once again hosting a variety of theatre, musical and special events.

It is a beautifully restored historic theater, home to performances and concerts throughout the year and included in Black Heritage Trail.

The seating capacity for the Liberty Theatre & Cultural Arts Center is 299.

See Technical Specification pages 20-22.

II. SCOPE OF SERVICES

It is the intent of the Columbus Consolidated Government (City) to enter into an annual contract with a qualified offeror to provide all equipment and personnel necessary to provide alcohol (beer/wine/liquor) beverage management services for Columbus Civic Center locations.

The RFP for Alcohol Management Services for Columbus Civic Center Locations will extend to all events held in the Civic Center, the Columbus Ice Rink, and the Liberty Theatre & Cultural Arts Center.

Programming for events that have alcohol service needs currently include concerts held in these locations.

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III. STATISTICS (July 1, 2022-June 30, 2023)

Total Gross Sales/Liquor (after sales tax) 2023: $214,210

Average attendance per event, classified by type of event: Columbus Civic Center

(Events between July 1, 2022, and June 30, 2023) Lions (7) – 1,000

Concerts (6) – 2,500

Fall Fair (1) – 35,000

Family Shows (4) – 6,500

Wrestling (1) – 5,000

Hockey (30) – 3,000

Average sales, classified by type of event: Concerts – $28,000

Indoor Football – $3,500

Wrestling – $15,000

Hockey - $9,500

Current prices for beer, alcohol and wine: Canned Beer – $7.00

Draft Beer – No Sales

Mixed Drinks – $8.00

Double Drink – $16.00

Wine – $6.00

# of cash registers available for vendor use: None

# of mobile bars available: Seven (7) portable bars

Liberty Theater & Cultural Arts Center

There are no statistics for The Liberty Theatre & Cultural Arts Center.

Columbus Ice Rink

The Columbus Ice Rink will have very minimal alcohol sales. Possibly 2-4 small events per year requiring only (1) bar.

Special Note: Vendor will only provide soft drinks and water needed for alcoholic mixed drinks. The

Civic Center will sell sodas and water, and if the Civic Center has exclusive pouring rights with a specific company in the future, it will be a requirement that those products be used.

IV. FACILITY TOUR / NON-MANDATORY SITE VISIT

Vendors have the option to visit the Columbus Civic Center and Columbus Ice Rink to become fully acquainted with existing conditions, facilities, difficulties, and restrictions. The Liberty Theatre &

Cultural Arts Center is unavailable for site visits due to the state of the building and construction.

A Non-Mandatory Site Visit can be scheduled beginning Wednesday, April 17, 2024, through

Friday, April 19, 2024, between the hours of 9:00AM - 3:00PM. To make an appointment for the site visit, contact Jennifer McVay (706) 225-4847.

V. AWARD

This contract will be awarded in the best interest of the City. Columbus Consolidated Government will be the sole judge of the factors and will award the contract accordingly.

VI. TERM OF CONTRACT

A. The initial term of the contract will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. Contract renewal shall be contingent upon the mutual agreement of the City and the Contractor.

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Notice of intent to renew will be given to the contractor in writing by the City Purchasing Manager, normally sixty days before the expiration date of the current contract period. This notice shall not be deemed to commit the City to a Contract renewal.

The Financial conditions shall be re-negotiated during the sixty day period immediately preceding the

Option Exercise Date; and at the conclusion of said negotiations Contractor shall provide Columbus

Civic Center with an irrevocable written consideration offer on which the City can relay in order to decide as to whether or not to exercise the allowable option with the extension continuing the terms and conditions of the Agreement except for the financial consideration and such other provisions as may be changed by mutual agreement of the parties.

It should be noted that multi-year contracts may be continued each fiscal year only after funding appropriations and program approvals have been granted by the Council of the Consolidated

Government of Columbus, Georgia. In the event that the necessary funding is not approved, then the affected multi-year contract becomes null and void, effective July 1st of the fiscal year for which such approval has been denied.

B. Termination for Convenience: For the protection of both parties, either party giving 60 days prior notice, in writing, to the other party, may cancel this contract.

VII. INDEMNITY CLAUSE

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the “City”) from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

VIII. INSURANCE

The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing

Division, evidence showing the insurance coverage to be in force throughout the term of the contract.

Insurance requirements are listed on the attached Insurance Checklist (Form 7). The limits shown are minimum limits. Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response.

Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award.

The successful candidate shall provide the required Certificates of Insurance within 10 business days after award notification. The Certificates of Insurance will name Columbus Consolidated Government as an additional insured, as well as list the applicable project or annual contract name, and/or

Solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing.

IX. E-VERIFY AFFIDAVIT

Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of Georgia), Columbus Consolidated

Government requires a notarized affidavit from the supplier attesting to the following:

(A) The affiant has registered with, is authorized to use, and uses the federal work authorization program;

(B) The user identification number and date of authorization for the affiant;

RFP No. 24-0005 Page 16 of 41 Alcohol Management Services for

(C) The affiant will continue to use the federal work authorization program throughout the contract period; and

(D) The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required by subparagraphs (A), (B), and (C) of this paragraph.

Additional information regarding the State’s E-Verify requirements can be found at:

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E-

Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

X. PROPOSAL PREPARATION AND SUBMISSION

See Appendix C for information and instructions on how to register and submit proposals through

DemandStar.

Firms should submit proposals that address each of the sections specified below. With the exception of the E-Verify Affidavit (Form 1), the form titled “Communication Concerning This Solicitation” (Form 2), the form titled “Conflict of Interest Affidavit” (Form 4), and the proposed costs, fees, rates, revenue, etc.

(if any), the City reserves the right to request any omitted information. Firms shall be notified, in writing, and shall have two days, after notification, to submit the omitted information. If the omitted information is not received within two days, the firm shall be deemed non-responsive, and the proposal will not receive further consideration.

Submit the information in the order listed below; include a header for each item, e.g., Section 1 - Item A, Section 1 - Item B, etc.

Section 1: Transmittal Letter

The transmittal letter shall introduce the applicant/business, describe the ownership, include complete address, phone and fax numbers (if applicable), and include the name and email address(es) of contact person(s) during this proposal process. All proposals submitted shall remain the property of the City and will be retained or disposed of properly by the City.

Include a statement to the effect that the proposal is binding for at least 180 days from the proposal date. An authorized agent of the business must sign the transmittal letter.

Section 2: Affidavit for E-Verify/Georgia Security and Immigration Compliance Act (Form 1)

A properly completed, notarized E-Verify Affidavit must be included with sealed proposal;

failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. Additional information regarding the State’s E-Verify requirements can be found at: https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf.

Section 3: Communication Concerning This Solicitation

Complete the form titled Communication Concerning This Solicitation (Form 2).

This page must be signed and returned with the vendor’s proposal. Failure to include this form will automatically render vendor’s response non-responsive.

Section 4: Federal Compliance (Form 3)

In the event purchases from this contract are Federally funded, vendors are required to complete Form 3 – Federal Compliance.

Section 5: Conflict of Interest Affidavit (Form 4)

This page must be signed and returned with the vendor’s proposal. Failure to include this form will automatically render vendor’s response non-responsive.

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RFP No. 24-0005 Page 17 of 41 Alcohol Management Services for

Section 6: Addenda Acknowledgement (Form 5)

Acknowledge receipt for all addenda (if any). Addenda will be posted at:

https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda, before the due date and before submitting a proposal.

Section 7: EXCEPTIONS TO THE RFP

A. List ANY AND ALL exceptions to the RFP specifications in this section of proposal submission.

Exceptions listed in other areas of the vendor’s submission will not be considered. All exceptions will be vetted during the RFP process, and if found unacceptable, the vendor’s proposal will be rejected and no longer considered for award.

Exceptions shall be considered by the Evaluation Committee. The vendor’s proposal may not receive further consideration if exceptions are not acceptable and/or cannot be clarified to the Committee’s satisfaction. Vendors shall be notified in writing if exceptions are not acceptable.

PLEASE NOTE: EXCEPTIONS TO THE RFP GENERAL

PROVISIONS WILL NOT BE CONSIDERED, AND IF SUBMITTED WILL

AUTOMATICALLY RENDER THE RESPONSE NON-RESPONSIVE.

B. VENDOR AGREEMENT/CONTRACT FORM: Exceptions also include the terms of any contract or other agreements which the vendor or any subcontractors will require to be executed by the City.

C. If there are no exceptions, vendor must include a statement for this Section stating the following: No Exceptions.

Section 8: Qualifications/Experience

A. A résumé of the experience, education, and performance record in the alcoholic beverage business of the proposed manager(s) for the Columbus Civic Center, for whom the City will have the right of approval.

B. Provide the names and résumés of the personnel who will be assigned to perform the services.

Section 9: Employment Opportunity Policy and Drug Free Workplace Policy

A. Proposer shall submit a statement of its Equal Employment Opportunity Policy.

B. Proposer shall submit a statement of its Drug Free Workplace Policy.

Section 10: Client Work History

A. Use Form 6 to list the last three (3) entities for which similar work has been performed within the last five (5) years. Include the entity name and address; contact name, email and telephone number; a brief description of the type of services provided. *In rating proposals, the Evaluation Committee reserves the right to include the company’s performance on previous and current contracts for Columbus Consolidated

Government (if any).

Section 11: Distributor Relationship(s)

Proposer shall demonstrate a relationship and/or reference from distributors in the areas of beer, wine, and liquor.

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Section 12: Service Plan

An operational plan, including, as a minimum: proposed listing of alcoholic beverages for the Columbus Civic Center locations showing portion sizes and proposed selling prices for the first year of operation; provide separate price listing per venue. Please note whether service charges and sales taxes are included or excluded from the prices.

Section 13: Business Plan / Transition Period

Provide a Transition Plan that includes the number of days or weeks required to be fully operational, if awarded the contract. Include the contact information for the transition team.

The incumbent contractor shall address incumbent owned equipment, in the event the incumbent is not awarded the contract.

Section 14: Contract Signature Page

Complete Form 8. City officials will sign the copies after Columbus Council approves the contract award with the successful firm. Contracts for Columbus Consolidated

Government are typically comprised of the RFP specifications and addenda; the business documents of the successful firm; the proposal of the successful firms; cost proposal/negotiation documents; and any clarification documents.

After award of contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

Section 15: Performance Bond Capabilities

Provide satisfactory proof that your company will be able to furnish a performance and payment bond at the execution of the contract (i.e. letter from surety company) in accordance with Page 21, Item E.

Section 16: Operator’s Fee as a Percentage of Gross Revenues

In return for the exclusive rights awarded pursuant to this proposal, the Proposer agrees to pay a minimum of 40% of gross sales. (Complete Attachment A)

Section 17: Insurance Checklist

Provide Insurance Checklist (Form 7) or Certificate of Insurance (COI) – Section IX, page

15.

Section 18: W-9, Request for Taxpayer Identification Number and Certification

Complete and return Page 1 of the Form W-9, which is available at https://www.irs.gov/pub/irs-pdf/fw9.pdf.

Section 19: Business License

Provide a current copy of the Business License (Occupation License) that is required to conduct business at your location.

If awarded the contract, the successful vendor must obtain a business license from the City of Columbus. However, if the business is located in Georgia and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the contractor will not be required to pay occupation taxes in Columbus, Georgia.

If you have questions regarding this requirement, please contact the Revenue Division 706-

225-3780.

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RFP No. 24-0005 Page 19 of 41 Alcohol Management Services for

XII. EVALUATION OF PROPOSALS

A. Proposal Evaluation Timeline All proposals must be reviewed and scored by an evaluation committee. The evaluation process normally takes approximately 3 months before a recommendation is provided to Columbus Council for review. The evaluation process may take longer if the required services or products are complex in nature, if negotiations are required, if presentations are required, if demonstrations are required, if site visits are required, etc. If the Purchasing Division determines the evaluation process may exceed the specified Time for Consideration period, the Purchasing Division may request respondents to extend the Time for Consideration period.

During the evaluation process, the Purchasing Division will notify respondents, via email, if clarification or additional information is required regarding proposals.

B. Each submittal will be evaluated to determine the ability of each offeror to provide the required services. The following weighted criteria will be used to evaluate proposals:

Criteria for Evaluation Weight

A. Qualifications and Experience 20%

B. Service Plan 40%

C. Client Work History 15%

D. Operator’s Fees 25%

Total 100%

Acceptable performance on previous contracts with Columbus

Consolidated Government for similar services.

+5

No previous contracts with Columbus Consolidated Government for similar services.

Unacceptable performance on previous contracts with Columbus

Consolidated Government for similar services.

-5

Each of the above criteria (A - D) will be given a rating, with values ranging from 20 points to 100 points, by each member of the Evaluation Committee. The ratings are as follows:

After the review and rating of proposal(s) by the evaluation committee, individual scores will be averaged and ranked. Proponents will be ranked in descending order of numerical predominance.

Description Value

Poor = Is not qualified. 20 Points

Marginal = Is minimally qualified but one or more area is lacking in some essential aspect. 40 Points

Adequate = Is qualified and is generally capable of achieving the objectives of this RFP. 60 Points

Good = Is more than qualified and exceeds in some areas. 80 Points

Excellent = Is fully qualified and exceeds in several or more areas. 100 Points

RFP No. 24-0005 Page 20 of 41 Alcohol Management Services for

APPENDIX A TECHNICAL SPECIFICATIONS

ALCOHOL MANAGEMENT SERVICES FOR THE CIVIC CENTER

(ANNUAL CONTRACT)

RFP No. 24-0005

I. REQUIREMENTS

Alcohol management services shall include the following:

A. Successful bidder shall have the exclusive right to sell Alcoholic Beverages to include:

Beer, Wine and Liquor.

B. The Successful bidder must possess a “Mixed Drink, Beer, Wine” consumption on premises alcohol beverage license that has been approved to sell alcohol beverages on Sunday. The successful bidder must apply for a business license and alcoholic beverage license to sell/ serve Mixed Drinks, Beer and Wine for consumption on the Civic Center and Ice Rink premises (to include Sunday Sales of alcoholic beverages), from the City of Columbus, Ga., and meet the requirements involved to hold the applicable licenses.