RFP No_ 26_01 Trade Center Food and Beverage .pdf

EXCLUSIVE

FOOD &

BEVERAGE

OPERATIONS &

MANAGEMENT

R

FP

N O

. 2 6-

R

FP

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AT THE COLUMBUS, GA

CONVENTION AND TRADE CENTER

AT THE COLUMBUS, GA

CONVENTION AND TRADE CENTER

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 1 of 36

801 Front Avenue, P.O. Box 1340 Columbus, GA 31902-1340

706-327-4522 | ColumbusTradeCenter.com

Date: January 23, 2026

Request for Proposals:

RFP No. 26-01

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

EXCLUSIVE FOOD & BEVERAGE OPERATIONS &

MANAGEMENT AT THE COLUMBUS, GA CONVENTION

AND TRADE CENTER

General Scope

The Columbus Georgia Convention and Trade Center and its Authority are seeking qualified companies to provide concessions, catering, food and beverage operations and management at its facility.

Pre-Proposal Conference / Site Visit

February 16, 2026 – 1:30PM (EASTERN)

All Offerors may attend a pre-proposal conference/site visit held at the Columbus GA Convention and Trade Center on Monday, February 16th, 2026, at 1:30 p.m.

(Eastern Time). An RSVP is required for attendance to Tillery.Hayley@columbusga.org

DUE DATE

March 2, 2026 - 5:00 PM (EASTERN)

All proposals need to be sent electronically to Executive Director, Hayley Tillery at Tillery.Hayley@columbusga.org. An email will be sent back to confirm receipt of the proposal.

How to obtain addenda

Any addenda for this RFP will be sent via email to all Vendors who have submitted their RSVP to the Pre-Proposal Conference / Site Visit. Please indicate on the RSVP form if you cannot attend in person, but still plan to submit a proposal in order to be on the official list to receive any addenda.

No Submittal If you are not interested in this solicitation, please complete the form on page three and email Tillery.Hayley@columbusga.org.

Hayley Tillery, Executive Director

COLUMBUS GEORGIA CONVENTION & TRADE CENTER

Historic Iron Works mailto:Tillery.Hayley@columbusga.org

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 2 of 36

IMPORTANT INFORMATION

E-Notification

The Columbus GA Convention and Trade Center Procurement Registry e-notification system. You must register with the Team Georgia Marketplace to receive future procurement notifications at:

https://doas.ga.gov/state-purchasing/getting-started-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 https://doas.ga.gov/state-purchasing/getting-started-supplier https://doas.ga.gov/state-purchasing/getting-started-supplier mailto:procurementhelp@doas.ga.gov

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 3 of 36

STATEMENT OF "NO PROPOSAL SUBMISSION"

Notify Executive Director, Hayley Tillery if you do not intend to submit a Proposal:

Email: Tillery.Hayley@columbusga.org Attn: Hayley Tillery, Executive Director

We, the undersigned decline to submit a proposal for RFP No. 26-01 for EXCLUSIVE FOOD &

BEVERAGE OPERATIONS & MANAGEMENT AT THE COLUMBUS GA CONVENTION

AND TRADE CENTER 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:

We understand that if this statement is not completed and returned, our company may be deleted from the bidder list for this commodity or service.

COMPANY NAME:

REPRESENTATIVE:

DATE:

TELEPHONE:

EMAIL:

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 4 of 36

INTRODUCTION

Facility Description and History

The Columbus, Georgia Convention and Trade Center is located on the banks of the Chattahoochee River in the Columbus Historic District. The Center was constructed in 1853 and converted to its current usage in 1979. There is a first-class hotel located directly across the street. The facility currently has over 180,000 square feet of meeting and exhibit space. It contains three exhibit areas; the North Hall has 15,865 square feet, the South Hall has 31,315 square feet, and the Center Hall has 7,802 square feet. The Columbus Iron Works Ballroom is 21,670 square feet and is divisible into three large sections. The Foundry is 6,110 square feet and is divisible into two large sections. Sycamore is 7,809 square feed and can be divided into four sections. The Dining Gallery is 8,830 square feet. There are seventeen (17) meeting rooms that can be accommodated from 20 to 400. The Trade Center has an attached 450 space multi-level parking garage.

The Trade Center underwent a major renovation and expansion project which was completed in March 2004. For more detailed information about the facility, please visit our website at https://www.columbustradecenter.com/.

The Columbus Iron Works Convention and Trade Center Authority, hereinafter referred to as, “Trade Center,” is issuing this Request for Proposals (RFP) to invite submittals from qualified firms that have proven experience in food service and catering management to provide such services at the Trade Center in accordance with the provisions of the Agreement, and the Proposed Fee Structure, including the attachments thereto to:

Columbus Iron Works Convention & Trade Center Authority c/o Columbus Convention and Trade Center

Attn: Hayley Tillery, Executive Director P.O. Box 1340

Tillery.Hayley@columbusga.org

The Trade Center desires to employ the best qualified firm who, in its opinion will continuously provide a superior level of service and product quality for its banquet, catering, concessions, and special event services. The contract will commence July 1st, 2026, for a period of five years, with the option to renew for one additional five-year period.

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED IN THE TRADE CENTER PROCUREMENT POLICY WHICH PROVIDES FOR

THE STEPS SET FORTH BELOW. ALL PROPOSALS WILL BE KEPT CONFIDENTIAL

UNTIL CONTRACT IS AWARDED, BUT AFTER AWARD MAY BECOME SUBJECT TO

PUBLIC DISCLOSURE UNDER THE GEORGIA OPEN RECORDS ACT.

https://www.columbustradecenter.com/

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 5 of 36

TRADE CENTER PROCUREMENT POLICY

PURCHASES $25,001 and greater:

Formal Bid/RFP Process

1. Specifications supplied to Purchasing by Using Agency

2. Trade Center Purchasing Division administers the solicitation process

3. Solicitations are reviewed by the TC Purchasing Committee, which is the Trade Center’s

Executive Director, Assistant Director, Finance Manager, and Administrative Coordinator

4. Trade Center’s Authority Board review for approval

5. Purchasing Instrument – Purchase Order (PO issued by the Trade Center)

Purchase Authority (final approval): Trade Center Authority

I. Request for Proposals Proposals shall be solicited through Request for Proposals. The Trade Center shall establish the specifications with the agency we use 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.

II. 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 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.

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

IV. Evaluation Process The Trade Center Authority Purchasing Committee will serve as the voting members and 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.

V. 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.

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 6 of 36

VI. Award

The Trade Center Authority Purchasing Committee will recommend award to the responsible offeror whose proposal is determined to be the most advantageous to the Trade Center, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals.

The Trade Center Authority will vote on the final award of the contract, but it retains the discretion to reject any and all proposals. After approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties.

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

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 7 of 36

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 TRADE CENTER.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION

SHALL BE SUBMITTED IN WRITING. THE TRADE CENTER WILL NOT ORALLY

OR TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION

REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS

THE TRADE CENTER 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 QUESTIONS/CLARIFICATION FORM OR VIA EMAIL TO

CONTACT INFORMATION BELOW

Hayley Tillery Executive Director

Columbus GA Convention and Trade Center P.O. Box 1340

Tillery.Hayley@columbusga.org

Vendors shall not contact Authority members, department heads or employees other than specified herein with questions about this solicitation. You must submit the written questions to the Trade Center Executive Director, Hayley Tillery. The Trade Center Executive Director will forward the written responses to the respective vendors or if it becomes necessary to revise any part of the solicitation, a written addendum will be issued to all vendors.

THE TRADE CENTER IS NOT BOUND BY ANY ORAL REPRESENTATIONS,

CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY

TRADE CENTER EMPLOYEES OR AUTHORITY MEMBERS, UNLESS SUCH

CLARIFICATION OR CHANGE IS PROVIDED TO THE VENDORS IN A WRITTEN

ADDENDUM FROM THE TRADE CENTER’S EXECUTIVE DIRECTOR.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED

“QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION.

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING

AWARD MUST ALSO BE SUBMITTED IN WRITING TO THE TRADE CENTER.

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 8 of 36

QUESTION/CLARIFICATION FORM

Date:

To: Hayley Tillery, Executive Director Email Tillery.Hayley@columbusga.org

Re: EXCLUSIVE FOOD & BEVERAGE OPERATIONS & MANAGEMENT AT THE COLUMBUS

GA CONVENTION AND TRADE CENTER – RFP No. 26-01

Questions and requests for clarification must be submitted at least five (5) business days before the due date. Please attach additional pages if necessary:

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number Fax Number

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 9 of 36

COLUMBUS GEORGIA CONVENTION AND TRADE CENTER

GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS

EXCLUSIVE FOOD & BEVERAGE OPERATIONS & MANAGEMENT AT THE COLUMBUS

GA CONVENTION AND TRADE CENTER

The Columbus Georgia Convention and Trade Center and its Authority (Trade Center) are seeking qualified, experienced individuals, groups, or firms to provide experience in food service and catering management to provide such services at the Columbus Georgia Convention and Trade Center.

A. PROPOSAL SUBMITTAL DATE:

PROPOSALS ARE DUE: March 2, 2026, NO LATER THAN 5:00 PM (EASTERN).

Please send an electronic copy to the Executive Director, Hayley Tillery at Tillery.Hayley@columbusga.org.

The Trade Center 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 Trade Center reserves the right to award this contract or to reject any and all proposals;

whichever is in the best interest of the Trade Center.

B. RECEIPT OF PROPOSALS:

Unless otherwise stated in the technical specifications of the RFP, the Trade Center will accept one, and only one, proposal per Offeror. In the event a team of firms enters 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 Trade Center 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 Trade Center 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 Executive Director, Hayley Tillery. 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.

E. PUBLIC INFORMATION:

All information and materials submitted will become the property of the Columbus GA Convention and Trade Center; and shall be subject to the provisions of the Georgia public records law.

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F. ADDENDA:

The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal. The proposer should include an initialed copy of each addendum in the proposal package. It is the proposer’s responsibility to contact the Trade Center for copies of addenda if they receive the proposal document from any other source other than the Trade Center.

G. CONTRACT:

Each proposal is received with the understanding that an acceptance in writing by the Trade Center of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the Trade Center. 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 Trade Center 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 Trade Center, and all of its officers, departments, agencies, agents, and employees (collectively the "Trade Center") 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 Trade Center that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of Trade Center contracts to the extent practical and consistent with the efficient performance of the contract.

K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE:

The Trade Center 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.

L. SPECIFICATION DESCRIPTIONS:

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

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M. TAXES:

The Trade Center 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 Trade Center 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. INSURANCE:

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

Q. HOLD HARMLESS AGREEMENT:

The successful respondent hereby agrees to indemnify, hold free and harmless Columbus GA Convention and Trade Center, its agents, servants, employees, officers, directors, Authority members, 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 Trade Center, except in cases of the Trade Center’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.

R. 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 Trade Center Executive 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 Trade Center Executive Director, such director may terminate the 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 Trade Center Executive Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the Trade Center Executive 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. 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 Trade Center Executive 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

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 12 of 36 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 Trade Center Executive 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.

S. TIME FOR CONSIDERATION:

Due to the lengthy evaluation process, proposal criteria, and financial information must be valid for commencement on July 1, 2026 and remain in effect for no less than one year. Adjustments after that period shall be in accordance to the terms of the contract.

T. CONTRACT AWARD:

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

U. REQUEST FOR EVALUATION RESULTS:

Evaluation results cannot be divulged until after the award of the contract. After contract award, unsuccessful bidders desiring to review documents relevant to the RFP evaluation results will be afforded an opportunity to do so by appointment only. All documentation submitted during the RFP process will become subject to the Open Records Act after award.

V. GOVERNING LAW:

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

W. 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.

After award of the contract by Columbus GA Convention and Trade Center Authority, awarded vendor will be notified to provide one (1) identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

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GENERAL SPECIFICATIONS

GA CONVENTION AND TRADE CENTER

I. SCOPE

The Columbus Iron Works Convention and Trade Center Authority, hereinafter referred to as, “Trade Center,” is issuing this Request for Proposals (RFP) to invite submittals from qualified firms that have proven experience in food service and catering management to provide such services at the Trade Center in accordance with the provisions of the Agreement, and the Proposed Fee Structure. The F&B Company will hold the required alcoholic beverage permits and licenses expressly for the Trade Center and the F&B Company shall use them subject to the provisions of the alcoholic beverage laws of the City of Columbus and the State of Georgia. The Executive Director shall have the sole right to determine at which events alcoholic beverages may be sold.

The Columbus GA Convention and Trade Center (“Owner”) maintains a full-service production kitchen and related food service areas that support a wide range of events, from small meetings to large-scale conventions.

Much of the existing kitchen infrastructure and equipment is aging and, in several instances, approaching or at the end of its useful life, as documented in a recent independent equipment audit conducted in April 2025 Columbus Trade Center Equip Audit.

Proposers are advised that the current kitchen contains a mix of:

• Fully functional equipment,

• Equipment requiring near-term repairs or component replacement, and

• Equipment identified as being at or near end-of-life and requiring full replacement.

The Owner intends for the selected catering partner to operate a safe, efficient, and modern kitchen capable of supporting operations for the next five (5) to ten (10) years. As such, proposers must include within their response a comprehensive capital investment and equipment replacement plan that addresses both immediate and long-term needs of the facility.

Please review the appendices at the end of this RFP that will give more details about the Trade Center and our Food and Beverage needs.

II. AWARD

The Trade Center shall award the contract to a single vendor or multiple vendors, whichever is in the best interest of the City. The contract will commence July 1, 2026 for a period of five years, with the option to renew it for one additional five-year period.

The Trade Center reserves the right to accept or reject all proposals or portions thereof without stated cause.

The Trade Center reserves the right to re-issue or cancel the RFP if none of the proposals are deemed satisfactory to the benefit of the Trade Center.

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III. CONTRACT TERM

A. The contract will be for five (5) years with an option to renew for one (1) additional five (5) years. Contract renewal shall be contingent upon the mutual agreement of the Trade Center and the Contractor.

Notice of intent to renew will be given to the contractor in writing by the Executive Director of the Trade Center, normally ninety days before the expiration date of the current contract period.

This notice will not be deemed to commit the Trade Center to a contract renewal.

B. Termination for Convenience:

For the protection of both parties, either party giving 120 days prior notice in writing to the other party, may cancel this contract.

IV. INDEMNITY CLAUSE

The Contractor covenants to save, defend, hold harmless, and indemnify the Trade Center, and all of its officers, departments, agencies, agents, Authority, and employees (collectively the “Trade Center”) 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.

V. INSURANCE

The vendors shall be required, at their own expense, to furnish to the Columbus GA Convention and Trade Center, evidence showing the insurance coverage to be in force throughout the term of the contract.

Insurance requirements are listed on the attached Insurance Checklist. 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 Trade Center, 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 Georgia Convention and Trade Center as an additional insured, as well as list the applicable project or annual contract name, and/or solicitation name and number. If additional insured information cannot be provided on the Certificate of Insurance, then the candidate may have the option of providing the policy itself which provides that the Trade Center is an additional insured for the purposes of the performance under the contract. The Certificate of Insurance, and any other necessary policy documents will be included with the contract documents prior to signing.

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VI. 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;

(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.

VII. PROPOSAL PREPARATION AND SUBMISSION

A. With the exception of the E-Verify Affidavit, the form titled “Communication Concerning This

Solicitation”, and the Conflict of Interest Affidavit, the Trade Center reserves the right to request any other omitted information. Firms shall be notified, in writing, and shall have two (2) days, after notification, to submit the omitted information. If the omitted information is not received within two (2) days, the firm shall be deemed non-responsive, and the proposal will not receive further consideration.

B. Proposals shall be as thorough and detailed as possible so that the Trade Center may properly evaluate the proposer’s capabilities to provide the required services.

C. Proposals shall be prepared simply, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

D. Offerors shall submit the following items as a complete proposal:

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.

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

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Section 1: Transmittal Letter/ Cover Letter

The transmittal letter shall:

A. Introduce the 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.

B. List the complete address, telephone number and fax number for the corporate office as well as for the office/branch that will administer the contract.

C. 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.

The cover letter shall:

D. The Offeror includes a statement indicating their ability and agreement to beginning full operations at the Trade Center on July 1, 2026 if selected as the F&B company.

E. Qualifications - Include an overview of the company that outlines its years of experience as a food and beverage service provider for convention centers, stadiums, civic centers, and large public assembly facilities;

F. Overview -Provide information regarding the Offeror's quality control program to clients similar to those of the Trade Center;

G. History overview of the F&B Company H. Name, address and telephone number of the principal officer(s) (President, Vice

President, Treasurer, Chairperson of the Board of Directors, etc.).

I. Comprehensive list of F&B service facilities operated by the F&B Company. Include name, address and type of facility, and the name, title, address, telephone or email address of the client contact or contract administrator.

J. The most recent audited financial statement of the F&B Company.

Section 2: E-Verify Affidavit (Form 1)

A properly completed, notarized E-Verify Affidavit must be included with 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 (Form 2)

Form 2 must be signed and returned with the vendor’s proposal. Failure to include the form will automatically render vendor’s response non-responsive and ineligible for further consideration.

Section 4: Federal Compliance Complete the form titled Federal Compliance (Form 4)

Section 5: Conflict of Interest Affidavit (Form 5) Form 5 must be signed and returned with the vendor’s proposal. Failure to include the form will automatically render vendor’s response non-responsive and ineligible for further consideration.

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 17 of 36

Section 6: Exceptions to 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 Trade Center.

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

Section 7: Qualifications and Capabilities At a minimum, the Consultant’s submittal shall include the following:

A. A brief history of the firm, including size, and number of locations.

B. Define whether the firm is local, national, or international.

C. Describe the firm’s areas of expertise and capabilities.

Section 8: Overall F&B Services Plan

Describe how the F&B services function will be organized, how the F&B services team will report to the Trade Center Management and Authority, and the functions performed by the F&B services team include F&B operation, marketing, customer service, contract negotiation and administration, quality control, and fiscal services.

1. Describe proposed approach to F&B services plan. Propose an organizational chart for the F&B Operations showing the divisions, departments, manager titles and worker classifications. The chart should show the direct reporting relationship of the F&B Company to the Trade Center and identify all anticipated subcontractors.

Note services provided by personnel that are not expected to be directly employed by the F&B Company or its subcontractors.

2. Provide a draft of the proposed contractual agreement between the F&B Company and the Trade Center as the facility owner.

3. Provide a complete set of proposed menus and prices for Banquets, Concessions and Buffet Services, and include samples of any specialty or proposed menus.

4. Suggest strategies that the Trade Center can use to measure the quality and the level of professionalism in the performance of the F&B Company.

5. Statement acknowledging that the F&B Company will employ at all times during the contractual period, an on-site, full-time Executive Chef to work exclusively for the Trade Center and its functions.

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Section 9: Local Experience and Knowledge

Demonstrate local experience and knowledge of the Columbus GA Convention and Trade Center.

Section 10: Project Staff Provide the following:

A. Resumes for key project personnel assigned to this venue. Indicate the General Manager and Executive Chef who will be responsible for ensuring the venue’s success.

Provide resumes for key personnel.

B. Brief biographical summaries of related experience for staff members working on the project.

C. Organizational chart.

Section 11: Client Work History (Form 6)

A. Use (Form 6) to provide details of the last three clients to whom your company provided similar services within the last four years. The Trade Center reserves the right to contact additional clients not listed by the Offeror.

B. Entity name, contact person, mailing address, telephone number, email address.

C. Venue/contract location and population of people served.

D. Contract amount and description of the services provided.

Section 12: Sub-Contractors Provide all subcontractors that will be used at the venue, to include:

A. Subcontractor Name B. Qualification

Section 13: DBE and Affirmative Action Information

Per Section IV of the Technical Specifications, respond to the below items:

A. Describe in detail your proposed pre-award and post-award strategies to meet the objective of utilizing Disadvantaged Business Enterprises. Additionally, indicate if your firm is willing to provide documentation of good faith efforts to meet said objectives throughout the term of the contract, if awarded.

B. Indicate if your firm is willing to furnish a written affirmative action plan, if requested by Columbus GA Convention and Trade Center.

Section 14: Transition Plan

Describe how the staff will be recruited, organized and trained. Provide the listing of number and titles of full-time employees used in the F&B operation. Be specific about the proposed start dates for key staff members including the F&B Manager and other F&B services positions. Resumes are required for the full-time staff of General Manager, Executive Chef, Operations Manager, Catering Manager and Finance Manager.

Section 15: Operational Phase Services

Describe proposed approach to staffing and servicing. Provide a draft of event staffing guidelines, policies, and procedures. Describe proposed approach to human resources and payroll services. Describe the method to record employment and operating revenues, expenditures, and capital improvement recommendations.

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Section 16: Comparable Facility Information Provide information for two (2) facilities, presently managed by the F&B Company, that it deems comparable in function to the Trade Center. In a table format, F&B Companies should provide the following information for each of the two service facilities:

a. Location of the facility

b. The contracting entity (City, Authority, etc.) or owner, including the name of the contract manager or owner's representative.

c. The year and month in which the F&B service agreement was initiated, if applicable

d. Length of term of the F&B service agreement, if applicable

e. The number of full-time equivalent employees of the company at the facility

f. Number of attendees to the largest single-catered event held within the last two years

g. Description of predominant types of events held at this facility

h. Number of sub-contracted full-time equivalent employees at the facility

i. Score of most recently completed Health Department Inspection.

j. For the most recent fiscal year, the total gross food and beverage revenue

k. For the most recent fiscal year, the food and beverage expenses of the facilities

Please provide copies of the two (2) most recent health inspections for each of these two facilities. This should be a health inspection report provided by your local City, County or other governing entity.

The F&B Company should provide a list of the services provided at these comparable facilities. This list should indicate which services are subcontracted and which are provided by the F&B Company.

Section 17: Capital Investment

Proposal of F&B Company's commitment to invest an amount of capital to be utilized at the sole discretion of the Trade Center and will remain the property of the Trade Center. The amount of the capital investment rests with the F&B Offeror and shall be stated in this section.

Section 18: Pro-Forma Income Statement

Compile a Pro Forma Income Statement based on anticipated Trade Center F&B annual sales of $2.5 million and $4.5 million.

Section 19: Contract Signature Page (Form 8)

Complete (Form 8). Trade Center Executive Director will sign the copies after Trade Center Authority approves the contract award with the successful firm (see note below). Per the General Provisions, Page 11, Item X, the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded Vendor(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded Vendor(s) Business Requirements.

Please note: After award of the contract by Trade Center Authority, awarded vendors will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendors will receive a digital copy of the executed contract.

Section 20: Proof of Insurance (Form 9) Provide Insurance Checklist (Form 9) or Certificate of Insurance.

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Section 21: Form 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 22: Business License (Occupation 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.

Section 23: Additional Information

This section is reserved for any other information that the F&B Company feels is pertinent to the success of the F&B services at the Trade Center.

VIII. EVALUATION OF PROPOSALS

A. Proposal Evaluation Timeline

All proposals must be reviewed and scored by an evaluation committee. The evaluation process will be a more streamlined process since a vendor will need to be chosen and ready to operate by July 1st, 2026. If the Trade Center Authority determines the evaluation process may exceed the specified Time for Consideration period, the Executive Director of the Trade Center may request respondents to extend the Time for Consideration period. During the evaluation process, the Executive Director of the Trade Center will notify respondents, via email, if clarification or additional information is required regarding proposals.

Selection Schedule

Selection of an F&B Company for the Trade Center will proceed with the following timeline:

Date Activity

January 26th RFP’s issued and advertised

February 16th Pre-Proposal Conference / Site Visit will be held at the

Columbus GA Convention and Trade Center on Monday, February 16 at 1:30PM. Tours of the kitchen will take place.

RSVPs are required Tillery.Hayley@columbusga.org

March 2nd RFPs due by 4:00PM EST

March 26th The Trade Center will approve and notify short-listed

Companies

April 23rd Short-listed F&B Companies make presentations to

Authority

April 30th The Trade Center Purchasing Committee will make recommendation to Trade Center Authority. Trade Center https://www.irs.gov/pub/irs-pdf/fw9.pdf

RFP No. 26-01 Columbus GA Convention & Trade Center Food and Beverage Agreement Page 21 of 36

Authority will make final selection and begin negotiation of contracts.

May 28th Authority to sign contract at regularly scheduled meeting

July 1st F&B Company commences operation

The Trade Center reserves the right to adjust this timetable as required during the course of the

RFP process.

Stage One – Pre-Proposal Conference / Site Visit

• A pre-proposal conference / site visit will be held at the Columbus Georgia Convention and

Trade Center on Monday, February 16 at 1:30 p.m. EST. RSVPs are required for attendance by emailing Hayley Tillery at Tillery.Hayley@columbusga.org.

• A tour of the facility will be given at onset of the conference, followed up by a question / answer period for all vendors in attendance.

Stage Two – RFPs Reviewed

• Review and Analysis of RFP Response – The Trade Center Purchasing Committee will assess the responsiveness to the RFP and review the information in the submittal. The team will contact several of the current clients listed in the F&B Company information for references, responsiveness, and other data. The team will review information submitted and assess the F&B Company’s demonstrated knowledge of how to manage F&B facilities similar in type to the Trade Center, as well as analyzing the financial proposals.

• Reference Checks and Possible Request for Additional Information – The team may contact references of the F&B Company to assess past performance at other facilities. The team may also request additional information and clarification of the submittals of the F&B companies.

Stage Three – Short-Listed Companies Make Presentations

• Following review of the RFPs, the Purchasing Committee of the Authority may thereafter select proposals which, in the sole judgement of the Authority qualify as finalists and request those Offerors to make summary presentations of their Proposals to the Purchasing Committee and the Trade Center Authority. The presentations will be conducted on Thursday, April 23, 2026, times to be scheduled as notifications are made.

Stage Four – Negotiations

• Contract and Fee Negotiation with Selected F&B Company – Upon completion of the above assessments, the Authority will enter into contract negotiations with one of the firms. The negotiation period is expected to be completed on or before April 30, 2026. At that time, the Authority in its sole discretion may elect to continue negotiations with the F&B company or cease negotiations and begin negotiations with another F&B Company.

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B. Each submittal will be evaluated to determine the ability of each offeror to provide the required services. The Authority’s Purchasing Committee shall then evaluate each remaining responsive proposal using the following criteria.

Each of the above criteria (A-D) will be given a rating by each voting member of the Trade Center Authority. The ratings are as follows:

Description Value

Poor = Is not…