RFP 24_0058_2 Food _ Beverage Service Provide.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 24-0058-2

ANNUAL CONTRACT FOR A FOOD AND BEVERAGE

SERVICE PROVIDER AT HENDERSON GOLF COURSE

CLUBHOUSE

PRE-PROPOSAL CONFERENCE: 2:00 P.M., MAY 22, 2024

PROPOSALS RECEIVED BY: 5:00 P.M., JUNE 7, 2024

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: April 19, 2024 RFP NO.: 24-0058-2

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., June 7, 2024. The Purchasing

Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

A pre-proposal conference has been scheduled for May 22, 2024 at 2:00 P.M. The meeting will be at the Henderson Golf Course located at 1 Al Henderson Drive, Savannah, GA 31419.

This will be to discuss the specifications and resolve any questions and/or misunderstanding that may arise. You are encouraged to attend.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms

"disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

https://chathamcountyga.bonfirehub.com/portal

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Contractor agrees to follow the local preference guidelines as specified in the contract documents, which state “The CONTRACTOR hereby agrees, as part of the consideration to Chatham County for making this Contract, that the CONTRACTOR in the carrying out of this contract will give the citizens of

Chatham County preference for employment to perform all labor required by this contract.

that the rate of wages to be paid shall not be less than legally required; and that in the purchase of materials to be used in the Work of the Project, preference shall be given to sources from within Chatham County to the maximum extent possible. The

CONTRACTOR will cause the forgoing provisions to be inserted in all subcontracts so that provisions will be binding upon each subcontractor.”.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible

Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractor. The cost of such insurance shall be included in the Bid.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or

Tenant. This policy coverage includes: premises and operations, use of independent contractor, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five (5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For additional information concerning Chatham County’s MBE/WBE Coordinator, please contact Connell Heyward, at (912) 652-7860 or cheyward@chathamcounty.org.

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County is requesting proposals from qualified firms interested in providing concession services at the Henderson Golf Course

Clubhouse for the Parks and Recreation Department. The County presents this Request for Proposals to describe its needs and those criteria which will be used to determine selection of services.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

Financial proposals stating revenue schedule shall be submitted along with the proposal and will be evaluated and ranked accordingly. Financial proposal should be quoted in “all inclusive” dollars. The evaluation committee will make the selection of the firm which it believes is best qualified to provide the service, financial proposal and other qualitative mailto:cheyward@chathamcounty.org factors considered. It is emphasized that the firm which offers the highest financial proposal will not necessarily be the firm selected. The selection will be made of that firm which provided the best proposal. “Best” is defined as the best combination of qualitative factors and financial proposal.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Ms. Sabrina Tippett, Procurement

Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Messages - Vendor Discussion section.

Include the RFP number, page, and paragraph number as a reference to each question.

DEADLINE FOR ALL QUESTIONS is noted on the procurement portal under Project

Details.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractor and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award.

4.5 TERM OF CONTRACT: The term of the contract will be for one (1) year with renewal options for four (4) additional one (1) year terms unless otherwise directed by the Chatham

County Board of Commissioners.

4.6 PROPOSALS MUST BE RESPONSIVE TO:

4.6.1 INTRODUCTION/COVER LETTER: You should provide no more than a two

(2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this Request for

Proposal and the contract requirements, and how the Proposer intends to meet the requirements of this Request for Proposal.

4.6.2 EXPERIENCE & QUALIFICATIONS - TOTAL POSSIBLE POINTS: 30

A. Proposer shall submit a resume to include any concession or food service experience.

B. Provide a list of any organizations that proposer is currently providing food and beverage services. List should describe the type of service and how long the service has been provided.

C. List of past experience with concession or food service performed in the last five (5) years with a brief narrative of each project, client, services provided, and dates provided.

4.6.3 CONCESSION APPROACH – TOTAL POSSIBLE POINTS: 15

Provide a brief narrative of your approach to providing food and beverage services. Provide evidence of financial ability to provide the services. Describe any type of improvements which proposer may plan for the facility including equipment, furnishings, etc. Include a general business plan for the food and beverage service including any plans for advertising or promoting clubhouse concessions to the public.

4.6.4 MENU/OFFERINGS/PRICING to be charged to the Public - TOTAL

POSSIBLE POINTS: 15

A. Proposer shall provide a sample menu with the type of food to be served with proposed pricing information.

B. Proposer shall submit food and beverage product pricing sheet on the form provided in the Request for Proposal.

4.6.5 LOCAL MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of local MBE/WBE business/firms, subcontractors, contractors, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.6.6 FINANCIAL PROPOSAL – TOTAL POSSIBLE POINTS: 20:

The financial proposal will be the revenue to be paid to Chatham County. Proposer must use the Fee Proposal Form provided in the Request for Proposal.

4.6.7 REFERENCES: TOTAL POSSIBLE POINTS: 5: Please provide a minimum of three (3) references, current or past clients from who you have provided similar services for. Please be sure that these references can attest to the company’s knowledge, quality of work, timeliness, diligence, working relationships and flexibility. Please provide the client’s name, address, phone number and the name of a contact. Chatham County is interested in the type of service(s) provided and how long that reference has been your client.

4.6.8 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.7 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.8 CONTRACT AWARD:

A. Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the

B. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

TECHNICAL SPECIFICATIONS

ANNUAL CONTRACT FOR A FOOD AND BEVERAGE SERVICE PROVIDER AT

HENDERSON GOLF COURSE CLUBHOUSE

5.1 INTENT:

Chatham County is soliciting proposals for a Food and Beverage Service Provider at

Henderson Golf Course Clubhouse located at 1 Al Henderson Boulevard, Savannah, Georgia 31419.

5.2 GENERAL BACKGROUND:

Henderson Golf Course is a traditional 18-hole public course with clubhouse. The clubhouse is open to the public and other patrons. The main food and beverage area, known as the café, is in the Clubhouse. The café area has a full kitchen, with an adjacent dining area with a seating capacity of thirty (30). A patio is available for additional seating. The kitchen has a dry storage closet, walk-in refrigerator, freezer, gas range with a 6-burner stove top and oven, two-basket fryer, griddle, microwave, hot dog roller and bun warmer. A customizable Point of Sale software system is provided that is linked to the golf course software system.

Over the past year, usage continues to grow. FY23, July 2022 – June 2023, saw 31,936 rounds of golf. This was a 15% increase over the previous year. FY24, July 2023 – June 2024, is tracking about 4% higher than the previous year, projected to finish the year with 33,000 rounds. Henderson averages 87 rounds per day, with the high months from March

– May with over 100 rounds a day, and slower months of December – January with 60 rounds a day. Henderson hosts regularly scheduled golf events on weekdays and corporate group golf outings are often scheduled throughout the season bringing in additional rounds of play and added opportunity for food and beverage sales.

5.3 MISSION STATEMENT:

The mission of the Henderson Golf Course Food and Beverage Service is to enhance the experience of the golfing patron by the provision of quality options of “Grab & Go” food, sandwiches, snacks, soft drinks, and a variety of alcoholic beverages before, during or after a round of golf.

5.4 HOURS OF OPERATION: Food and beverage services shall be staffed the following hours:

November 1 – February 15

Seven (7) days a week 10:00 a.m. to 3:00 p.m.

February 16 – October 31

Monday – Friday 9:00 a.m. to 5:00 p.m.

Saturdays, Sundays & Holidays 8:00 a.m. to 5:00 p.m.

Contractor is encouraged to extend listed hours if it can be mutually beneficial. Opening early or staying open later cannot shift the operation to fail to cover the hours as noted above. Contractor may close on additional days due to poor weather or course maintenance closures upon approval from the Golf Professional.

5.5 OPERATORS EMPLOYEES: The food and beverage service operator will provide staff to oversee the operations of the Golf Course Clubhouse concessions on a daily basis and beverage cart operation as specified in Section 5.6.

5.6 BEVERAGE CART: A beverage cart will be provided for use by the Contractor.

Beverage Cart Service is expected to be offered at least every Saturday and Sunday from

10:00 a.m. to 3:00 p.m., weather permitting. This service provision will be of mutual benefit to the Contractor with increased beverage sales and an added amenity for golf course patrons.

5.7 CLUBHOUSE OPERATIONS: Operators shall observe and comply with all of the

County’s existing policies. Operator shall not change any of said policies nor institute new policies without first obtaining the written consent of the County.

5.8 ALCOHOL AND BEER SALES REQUIREMENTS:

The successful contractor must obtain Liquor Liability Insurance and the County will hold the certificate. Contractor must hold a current Liquor License.

Proposers should note that no beverages can be sold in containers that are made of glass.

Sales to underage persons (under 21 years of age) will not be tolerated. Violations of

State County or laws, codes, or ordinances with charges by enforcement agencies will be just cause for the County to revoke or to suspend the privilege for the sale of beer, wine or alcohol. Furthermore, these violations may be just cause for contract termination. If beer or alcohol sales are revoked or suspended, there will be no decrease in the monthly revenue fees owed to Chatham County.

Contract must obtain a Liquor License within 60 days of being awarded a contract and must show proof of application within seven (7) days of contract award.

5.9 MENUS: Initial menu and pricing and any changes to the menu and prices shall be reviewed and approved by the County as needed throughout the year.

5.10 CONCESSIONAIRE SERVICE REQUIREMENTS: The concession items that may be offered by the successful contractor may include but is not limited to the following:

• Food (items that can be quickly prepared for easy pick-up to allow for continuous play – i.e., cold and hot sandwiches, hot dogs, burgers, salads, wraps, etc.)

• Beverages (i.e., morning coffee service, soft drinks, etc.)

• Snacks (i.e., prepackaged baked goods, chips, etc.)

• Beer, Wine, and Liquor

A. Contractor will provide all supplies to operate concessions to include but not limited to condiments, plates, cups, napkins, cutlery, and cleaning supplies.

B. Contractor will maintain the food and beverage area and all equipment in a clean, operable, and safe conditions.

C. Contractor will acknowledge that no deviation from the type of services proposed may occur without prior approval by Chatham County.

D. Contractor and his/her employees will strictly adhere to the following dress code:

1. Shorts may be worn but cannot be shorter than the tip of the fingers when arms are hanging at the side.

2. Cut-offs or torn jeans may not be worn. Shirts are required to be worn at all times.

3. Employee shirts will not contain or display obscene language or other offensive print. Graphic tee shirts are not to be worn.

E. Contractor will be responsible for providing all locks for storage areas and allow access to the County as needed.

F. Provide dedicated monitoring of the phone in the café, so that food orders can be ordered in advance for pickup or dine-in by golfers while playing.

G. Chatham County Health Department inspections will be conducted on a regular basis. The successful contractor must at all times maintain a rating of

90 or above on these inspections. If the rating falls below this benchmark for two (2) consecutive inspections, operations will be suspended until brought into compliance by obtaining a rating of 90 or above. Repeated failure to maintain a rating of 90 or better will result in contract termination. There will be no decrease in the monthly fees owed to Chatham County as a result of a suspension resulting from food and beverage inspections.

5.11 INSPECTION/REVIEW PROCEDURES: For the purpose of inspections, the County reserves the right to enter upon any part of the premises at any time.

5.12 MAINTENANCE AND REPAIRS: The operator shall, to the satisfaction of the

County, provide normal and routine daily maintenance of the Clubhouse equipment and supplies, designed to keep the premises and equipment in a good state of repair, free from hazardous conditions and deterioration, thus providing for the comfort and safety of visitors and patrons. The contractor will report any broken equipment in need of repair.

5.13 TRASH, RUBBISH, AND GARBAGE REMOVAL: The operator shall provide at his or her expense, all garbage, trash, and rubbish receptacles within the confines of his area and shall provide a sufficient number of these receptacles for his or her own use and for use of the public. Daily emptying of receptacles and removal of trash, rubbish, and garbage to the designated dumpster shall be the responsibility of the operator. Disposal of cooking oil shall be the responsibility of the operator.

5.14 EQUIPMENT/PROPERTY: Current kitchen equipment referenced in Section 5.2 will be the responsibility of the County to repair until such time that it is no longer economically feasible to repair at which time the County will be responsible for replacement. Any additional equipment and structural improvements will be negotiated with the County. Any structural improvements made by the operator will belong to the

County.

5.15 FACILITIES: The operator acknowledges it is receiving management control of the premises and personal property in its current “as is” condition. The operator will maintain the premises in clean appearance, good order and in sanitary and safe condition. Chatham

County will retain exclusive “booking” rights and will oversee the rental of the

Clubhouse for special events and functions. This includes the establishment of any rental fee schedules associated therewith.

5.16 EXCLUSIVITY OF CONTRACT: The successful contractor’s continued right to the exclusivity of concession operations is contingent upon the continued, uninterrupted service which includes making available an acceptable range of food and beverage products to satisfy the needs of the public and the prompt submission of the contracted monthly fee to the County. Occasions may arise when golf outing organizers request to bring in food from outside agencies. This can be considered and will be an exception to the exclusivity clause with an agreed upon fee paid to the contractor. At no time are alcoholic beverages to be brought or served if not purchased by the contracted provider.

5.17 INSURANCE REQUIREMENTS: The contractor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons and damages to property which may arise from or in connection with the performance of work hereunder by the contractor, his agents, representatives, and employees. The cost of such insurance shall be included in the contractor’s submission. Prior to the commencement of any work, the contractor shall obtain and furnish certificates of insurance to the County indicating the minimum lines of coverage as outlined in the bid package, with the special addition of

Product Liability and stand-alone Liquor Liability policy. The contractor is responsible for all deductible rates. Please Note: Commercial General Liability may include a Liquor

Liability endorsement.

5.18 REVENUE PAYMENTS: All revenue payments are to be submitted to the County no later than the 1st day of each month. All payments will be delivered to: Henderson Golf

Course, 1 Al Henderson Drive, Savannah, GA 31419 and processed through the point-of-sale system. Revenue payment will be negotiated at annual contract renewal.

5.19 SALES TAX: The contractor is responsible for all sales taxes and shall provide revenue reports to the County on a quarterly basis along with a report of sales tax submitted to the

Department of Revenue.

5.20 UTILITIES: The County will be responsible for all utilities.

SECTION VI

EVALUATION AND AWARD

ANNUAL CONTRACT FOR A FOOD AND BEVERAGE SERVICE PROVIDER AT

6.1 EVALUATION: Each response to this RFP shall be subject to the same review and assessment process. Proposals will be evaluated and ranked on the basis of points awarded by a technical review panel. A description of the factors which will be analyzed, and the relative weight accorded each factor follows.

STEP 1: PROPOSAL SUBMITTAL (TOTAL POSSIBLE POINTS: 100).

Evaluating Factor: Points Possible:

Experience and Qualifications 30

Concession Approach 15

Menu/Offerings/Pricing to be charged to the Public 15

MBE/WBE Participation 15

Financial Proposal 20

References 5

STEP 2- INTERVIEWS/PRESENTATIONS- IF REQUIRED (TOTAL POSSIBLE POINTS: 30)

REQUEST FOR PROPOSAL

RFP NO. 24-0058-2

ANNUAL CONTRACT FOR A FOOD AND BEVERAGE SERVICE PROVIDER AT

CHATHAM COUNTY, GEORGIA

FINANCIAL PROPOSAL FORM

I have read and understand the requirements of this Request for Proposal RFP NO. 24-0058-2 and agree to provide the required services in accordance with this proposal and all attachments, exhibits, etc. I understand that the County will not be responsible for the reimbursement of any costs not specifically set forth in this proposal. Revenue payment will be negotiated at annual contract renewal.

MONTHLY REVENUE PAYMENT SCHEDULE

Month Monthly Total

JANUARY $

FEBRUARY $

MARCH $

APRIL $

MAY $

JUNE $

JULY $

AUGUST $

SEPTEMBER $

OCTOBER $

NOVEMBER $

DECEMBER $

TOTAL REVENUE: $

FIRM NAME:

PROPOSER:

SIGNATURE:

ADDRESS:

CITY/STATE/ZIP:

TELEPHONE:

FAX NUMBER:

E-MAIL:

CONCESSION ITEMS TO BE SOLD

(Please show the brand name packing or serving size and retail price of each item to be offered).

A. SOFT DRINKS:

Brand Name: Packaging/Serving Size: Retail Price:

B. BEER, WINE, AND LIQUOR:

C. FOODS (SANDWICHES, HOT DOGS, ETC.):

Brand Name: Packaging/Serving Size Retail Price

D. SNACKS (BAGGED, LOOSE, PACKAGED, CHIPS, PEANUTS, CANDY, BAKED

GOODS, ETC.)