RFP Concessionaire City of Douglasville.pdf

REQUEST FOR QUALIFICATIONS AND COST PROPOSAL

FOR

Parks & Recreation Concessionaire

ISSUE DATE: May 7, 2025

DUE DATE: June 6, 2025

RFQ 2025-007

Concessionaire Hunter Park located at 8830 Gurley Rd., Douglasville, GA 30134 – Jessie Davis Park at 7775 Malone Street, Douglasville, GA 30134 – Fowler Field at 3270 Chapel Hill Road, Douglasville, GA

30135

TABLE OF CONTENTS

1. General Project Information and Background

2. Description of Work

3. Procurement Process and Information

a. Request for Proposal Documents

b. Availability of Request for Proposal

c. Request for Information

d. Preproposal Meeting and Site Visits

e. Communication

f. RFQ Timeline

g. Submittal Date and Information

h. Fee Proposal

i. Minimum Qualifications

j. Interview

k. References

l. Business Litigation

m. Selection Criteria

4. Exhibits

• Bidder’s information form

• Bidder’s disclosure form

• Georgia security and immigration compliance

• Contractor affidavit

• Subcontractor affidavit

• References

1. GENERAL PROJECT INFORMATION AND BACKGROUND: (Projects included but not limited to)

1.1. The City of Douglasville is currently offering an opportunity for a Concessionaire for City of

Douglasville Parks & Recreation Programs & Events.

2. Scope of Services: The City of Douglasville is issuing this Request for Qualifications and cost proposal seeking proposals from well qualified vendors that specialize in park concessions and all related services through August 1, 2027. Successful bidders will demonstrate the ability to provide affordable, safe and reliable services to park patrons while paying reasonable concession fees to the

City of Douglasville. The successful bidder will pay a one-time permit fee of $500. The concessionaire will retain 80% of the gross revenue generated, while the City of Douglasville will receive the remaining 20% as part of the revenue-sharing agreement. A monthly sales worksheet provided by The City of Douglasville will be due on or before the 20th of the month, along with a payment of the winning bid percentage of gross revenue.

2.1. The Proponent shall provide the Services outlined herein including, but not limited to:

2.2. Concession Services

2.3. The successful bidder will operate up to three concession stands at Hunter Park: one main stand and two satellite stands. Additionally, there are three potential concession stations at Jessie

Davis Park: one at the football stadium, one at the Alice J. Hawthorne area, and one at the

Jessie Davis Gymnasium. A final location at Fowler Field may be used for programming opportunities or events.

2.4. The successful bidder will be required to deliver high quality concession services in accordance with industry standards. Food service will meet all applicable federal, state and local guidelines, laws and regulations.

2.5. Operate the park’s concession services using experienced and professionally trained personnel.

Contract with successful bidder will expire August 1, 2027.

2.6. Operate the park’s concession services in a cost-effective manner.

2.7. Concession Stands shall be open for all regular season games, including make-up games, play-off games and tournaments scheduled by the City of Douglasville Parks and Recreation

Department.

2.8. Concessions may be open for all regular scheduled practices and make-up practices at the concessionaire’s discretion.

2.9. The Successful Bidder may not open concession stands for any park or charity related fundraisers, unless requested by the City of Douglasville Parks and Recreation Department.

Maintain an open, collaborative relationship with the administration and staff of the City of

Douglasville Parks and Recreation Department.

2.10. Provide healthy concessional items any time the concession stand is open for operations.

3. PROCUREMENT PROCESS AND INFORMATION

a. Request for Proposal Documents

All RFQ documents are available in electronic format at Bidnet Direct.com at www.bidnetdirect.com.

b. Availability of Request for Proposal

The RFQ is open to all qualified candidates and is available free of charge.

c. Request for Information

All requests for information and clarifications regarding this project shall reference the above invitation name and submitted via www.bidnetdirect.com no later than May 19, 2025 at 4:00 pm EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available at www.bidnetdirect.com. It is the proposer’s responsibility to check www.bidnetdirect.com for any addenda issued for this RFQ.

d. There will not be a meeting for this RFQ.

e. Communication

From the issue date of this (RFQ) solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this Project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFQ, or during the pre-proposal conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer.

Please contact Alyssa Gordon, Senior Accounting Specialist at gordona@douglasvillega.gov if further assistance is needed. All firms are responsible for checking Bidnet Direct at www.bidnetdirect.com on a regular basis for updates, clarifications, and announcements. The

City of Douglasville reserves the right to communicate via electronic mail with the primary contact listed in the proposer’s response to the RFQ.

f. RFQ Timeline

RFQ ESTIMATED TIMELINE

Owner issues public advertisement of RFQ May 7, 2025

Pre-proposal meeting N/A

Deadline for written questions/requests for clarification (see 3.c)

May 19, 2025 4:00 PM EDT

Deadline for submission of Proposals and Qualifications June 6, 2025 4:00 pm EDT

Commented [MJ1]: Bidnet?

Commented [AG3R2]: Done

Commented [MJ2]: Update dates http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov http://www.bidnetdirect.com/

Shortlist of firms may be Interviewed by selection committee

TBD

City Council will vote on selection of firm TBD

g. Submittal Date and Information

Responses to this RFQ are due by 4:00 PM on June 6, 2025. All proposals are to be completed and submitted in PDF format to Bidnet.com. The entire submittal should be submitted as one

(1) file. Please do not submit individual documents or sections separately. Submissions must be received no later than June 6, 2025 at 4:00 PM EDT. Any proposal received after that time will not be considered for award. It is the sole responsibility of the proposer to ensure delivery by specific deadlines. No submittals will be accepted after the date and time stipulated above.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals

“proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until final award.

Any questions regarding this RFQ should be addressed to the direct contact located on

Bidnet Direct. Bidders may not contact other executives, managers, elected officials, or employees of the City without permission of the direct contact of the RFQ process, except for submission of questions as instructed in the RFQ, or during the pre− proposal conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the City reserves the right to reject the proposal of the offending proposer.

h. Fee Proposal

The fee proposal should include the percentage of profits that will be paid monthly. It should also include the documents that will be submitted with the check as support for the payment amount.

i. Minimum Qualifications

The City of Douglasville is seeking a Concessions Vendor with the following qualifications:

a. Must have qualified and trained staff with sufficient back-up personnel to successfully complete the contract requirements.

b. Must be able to show a proven effectiveness in administering contracts with City and County

Governments.

j. References

Proposers must submit at least three (3) references. Any and all contracts with County/City

Governments should be included.

k. Business Litigation

Disclose any involvement by the organization or any officer or principal in any material business litigation within the last five (5) years. The disclosure will include an explanation, as well as the current status and/or disposition of the case. The City of Douglasville reserves the right to verify this information.

l. Interviews

N/A

m. Selection Criteria Guidelines will include but not limited to:

a. Company Experience and Staff – (20 Points)

b. Approach to Scope of Work – (20 Points)

c. References – (10 Points)

d. Financial Stability & Business Litigation – (10 Points)

e. Financial Proposals – (10 Points)

f. Menu Options – (15 Points)

g. Compliance with City RFQ requirements – (10 Points)

The City may consider any other criteria it deems relevant. Inaccuracy of any information supplied within a proposal or other errors constitutes grounds for rejection of the proposal.

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License Number:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency.

Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a

Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville. <Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, within the prior one-year period.

<Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville. <Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Notary Seal

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

500 or more employees, or

100 or more employees, or fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of

O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule

300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the

Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-

10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-

1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the

City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with

O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as

E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of

Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10- 91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers’ licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number (This is a 4 ,5, 6, or 7-digit number, referred to as the E-Verify company ID number. It is NOT the Tax ID or SS Number.) Enroll at https://www.e-verify.gov/employers/enrolling-in-e-verify. The site guides you through the process, lists requirements, and provides a Federal Work Authorization User ID Number and Date of Authorization.

Date of Authorization

Name of Contractor

Name of Project

City of Douglasville Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Signature of Authorized Officer

Printed Name and Title of Authorized Officer

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF , 20 .

Affix notary seal or stamp here:

Signature of Notary Public Date Commission Expires https://www.e-verify.gov/employers/enrolling-in-e-verify

*Document MUST be signed by an individual identified on, and authorized by, Corporate Resolution (for Non-Profit) or Authorization (for a Public Entity).

** Record name and title of officer or name and title of individual as it appears on Authorization (for Public Entity).

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-

10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of City of Douglasville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (This is a 4 ,5, 6, or 7-digit number, referred to as the E-Verify company ID number. It is NOT the Tax ID or SS Number.) Enroll at https://www.e-verify.gov/employers/enrolling-in-e-verify. The site guides you through the process, lists requirements, and provides a Federal Work Authorization User ID Number and Date of Authorization.

Date of Authorization

Name of Subcontractor

Name of Project

City of Douglasville Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Signature of Authorized Officer or Agent (Subcontractor Name)

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF

, 20 https://www.e-verify.gov/employers/enrolling-in-e-verify

Affix notary seal or stamp here:

Signature of Notary Public Date Commission Expires

*Document MUST be signed by an individual identified on, and authorized by, Corporate Resolution (for Non-Profit) or Authorization (for a Public Entity).

** Record name and title of officer or name and title of individual as it appears on Authorization (for Public Entity).

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of

Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

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