Wheeler Bar Operations RFP (2025.05.13) final.docx

City of Aspen Request for Proposals

Request for Proposals

2025-143 Wheeler Opera House Bar Operations Services

Due Date: June 5th, 2025

427 Rio Grande Place Aspen, CO 81611 www.cityofaspen.com

REQUEST FOR PROPOSALS

Sealed proposals will be received by the City of Aspen Purchasing Department through the Bidnet Direct website, www.bidnetdirect.com, until 2:00 p.m., June 5th, 2025, at which time the proposals will be opened and reviewed, for the following City of Aspen project:

2025-143 Wheeler Bar Operations Services

The project will include, but is not limited to:

The City of Aspen is seeking a turn-key concessionaire to provide bar and concessions service at the Wheeler Opera House. The concessionaire must be licensed within the City of Aspen and comply with all state and local liquor licensing codes and regulations. Concessionaire will provide bar service for all public Wheeler events as required by Wheeler Opera House staff and provide services to meet the need of private rentals and community events.

Complete proposal packages are available to download or from www.bidnetdirect.com Vendors must be registered to view the bid packages. There is no charge to register. Call 1-800-835-4603 if you need assistance registering.

A pre-proposal conference will be held at Wheeler Opera House 320 E Hyman Ave, Aspen, CO 81611, Thursday, May 22, 2025 from 1:00-2:00pm. Attendance at the pre-proposal conference is not mandatory however can be very useful.

To submit, an electronic copy of the Proposal as a PDF or Word file, must uploaded to the Bidnet Direct website, www.bidnetdirect.com. The file name must include the City’s project number and offeror’s name.

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

Discussion may be conducted with responsible Offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

In addition to price, the criteria set forth in the Instruction to Offerors and any specific criteria listed below, may be considered in judging which Proposal is in the best interests of the City:

BY ORDER OF THE CITY OF ASPEN, COLORADO

Asal Vojdani, Purchasing

Table of Contents

1.0 Introduction

The purpose of this Request for Proposals (RFP) is to solicit professional concessionaire services for the Wheeler Opera House’s bar.

1.1 Project Description and Background

Background The City of Aspen, Colorado, owns and operates the historic Wheeler Opera House, a beloved landmark and “Crown Jewel" of Aspen. Since its opening in 1889, the Wheeler has been a cultural hub, bringing entertainment to Aspen’s early mining community. After suffering two devastating fires in 1912, the building remained boarded up until the City of Aspen purchased it in 1918. Throughout the years, the Wheeler has undergone several renovations—from the addition of modest seating and a minimalist stage in the 1940s to a full bar lobby renovation in 2015, funded by private donors and later by an Arts & Culture Real Estate Transfer Tax. These improvements have preserved the Wheeler as a premier venue for arts and entertainment.

Today, the Wheeler Opera House is a world-class performing arts venue, hosting live music, comedy, theater, film, and community events. The Wheeler is also available for rentals, regularly hosting community and non-profit events, corporate functions, and private celebrations. Each summer the Wheeler becomes home to the Aspen Opera and Vocal Arts Program in partnership with the Aspen Music Festival and School. The venue also serves as a key location for major annual events, including Fringe Fest, Aspen Film festivals, and the Wheeler’s own Aspen Laugh Festival. With Wheeler’s year-round operations, the bar area is active approximately 150-200 days annually.

The City of Aspen seeks a turn-key concessionaire to provide high-quality bar and concessions services at the Wheeler Opera House. The selected operator must be licensed within the City of Aspen and comply with all state and local liquor regulations. Responsibilities include serving at all public Wheeler events as designated by venue staff and catering to private and non-profit rentals, ensuring an exceptional experience for all patrons.

Bar Operations Details

Hours of Operation Bar service hours will vary based on the event schedule. Most events requiring concessions run between 6:00pm and 10:00 p.m. Additionally, matinees and daytime programming may require bar services. The concessionaire must be prepared to open at least one (1) hour before the published start time and remain operational through intermission, if applicable. Peak sales typically occur thirty (30) minutes before the performance time and during the intermission, which typically averages between 15 and 20 minutes.

Certain events may require extended or reduced service, such as post-show receptions or shorter programs. The concessionaire must be available for all designated events as directed by City of Aspen/Wheeler staff, regardless of audience size. Additionally, the City of Aspen reserves the right to host events in the bar/concessions area without bar service.

Typical Schedule and Historical Sales

· In the summer season (June – July – August) the Wheeler hosts between 20 - 30 events

· In the fall season (September – November) the Wheeler hosts between 25 - 35 events

· In the winter season (December – March) the Wheeler hosts between 60 - 75 events (including New Year’s Eve)

· In the spring season (April – May) the Wheeler hosts between 20 - 30 events

Sales will vary depending on number of events in a year as well as attendance at such events. In 2024, gross bar sales were just under $70,000 for the year, noting that there was very little programming during a renovation project that took place September through December. Under new Wheeler leadership, the frequency of events and average attendance thus far in 2025 is considerably higher than in previous years. From January 15 through April 29, 2025, gross receipts collected for the year are $84,991.

Customer Service Expectations The patron experience at the Wheeler is paramount, and exceptional customer service from the Concessionaire’s staff is essential to maintaining this standard. Staff must be positive, attentive, and professional, ensuring every patron interaction is welcoming and efficient. Outstanding service extends beyond bartender-patron engagement to include a thoughtfully curated menu, consistently available selections of high-quality alcoholic and non-alcoholic beverages, and a demonstrated commitment to patron satisfaction. Additionally, all Concessionaire staff must complete and maintain current alcohol awareness certification (e.g., TIPS training), with written proof provided to the City of Aspen/Wheeler staff upon request.

Bar Manager Operator must appoint a bar manager for the Wheeler Bar who is not the same person as the acting general manager for Operator. The bar manager must pass the standard and required background check, and will be listed on the Liquor License. Evidence of passing standard checks must be submitted to the City.

Bar Menu and Pricing The bar operator should offer a variety of beverages and snacks to enhance our patrons' event experience. Pricing must remain accessible, with alcoholic beverages generally priced between $6 and $18. The Concessionaire should be open to collaboration on rates and offerings, including specials offers for Wheeler Insiders. Food and beverage pricing and product lists must be submitted to the Wheeler Executive Director for review and approval.

The Concessionaire must supply a rate sheet for potential venue renters, outlining bartender rates, pricing, and available services, including options for donated products at nonprofit fundraisers and coffee service. This rate sheet must be approved by the City of Aspen/Wheeler staff. The Concessionaire must also permit community partners and nonprofits to provide donated products for events, in compliance with all State of Colorado regulations, when requested.

Menus should be provided in both digital and print format, with approved Wheeler branding, at no cost to the venue. Digital files for both formats must be provided by the Concessionaire to the Wheeler's Marketing Director.

Private Events The venue can be rented for private events of any size which may require a custom or expanded bar menu. Concessionaire must provide the aforementioned, City-approved rate sheet for service to private groups. Schedule for private events to be confirmed no less than 2 weeks prior to the event date.

Point of Sale System & Reporting Upon execution of the Operating Agreement, concessionaire will work with City of Aspen/Wheeler staff to identify a mutually acceptable point-of-sale system. An amendment detailing POS hardware, software, payment terms and timelines will be added to the Operating Agreement within three (3) months of executing the contract. Depending on the system, Concessionaire may be required to set up their own payment gateway/credit card purchasing vendor that is compatible with the point-of-sale system and will act as the administrator and technical support for all accounts associated with the point-of-sale system. Any cloud-based software utilized will be subject to review by the IT Department for compliance with City of Aspen compatibility, accessibility, and security requirements.

Gross receipts reporting is required daily and shall be accompanied by a monthly summary of the previous month on the 1st business day of each month.

Sales Tax. Liquor License and Insurance Liability Requirements

· Concessionaire will be responsible for obtaining and maintaining City of Aspen and State of Colorado sales tax licenses during the duration of the agreement. Concessionaire will be responsible for collecting and remitting all taxes and fees required by local and state statute, complying with all rules and deadlines therein.

· The City of Aspen/Wheeler Opera House holds a Tavern liquor license, which allows for the selling of alcoholic beverages by drink only to customers for consumption on premises. The Concessionaire will be required to assume joint responsibility for the liquor license for the duration of the agreement and will pay all fees required to keep the license current and in good standing.

· Concessionaire will be required to carry general commercial liability insurance with a minimum combined single limit of two million dollars ($2,000,0000) each occurrence and three-million dollars ($3,000,000) aggregate, in addition to workers compensation insurance with minimum limits of one million dollars ($1,000,000) for each accident and one million dollars ($1,000,000) disease – policy limit, and one million dollars ($1,000,000) disease – each employee for the duration of the agreement, Concessionaire will also be required to carry liquor license liability insurance for the duration of the agreement.

Trash and Custodial Trash removal, recycling and/or composting of all suitable materials, cleaning of back bar and bar itself, as well as regular cleaning of all refrigerators, ice machines, beer tap and soda lines, as well as hygienic and organized maintenance of the bar storage room are the responsibility of the Concessionaire.

Concession Space The concession space is made up of the Wheeler Bar and bar storage room and includes all bar-related equipment and systems in those areas.

Service Start Date and Term The City of Aspen is seeking a two (2) year initial term, beginning on or about July 1, 2025 with option to renew for an additional two (2) year term by mutual agreement three months prior to the expiration of the initial term.

Costs and License Compliances Concessionaire assumes and pays for all costs involved with operating the Wheeler Bar, including all inventory (liquor, non-alcoholic, food, paper goods, bar service disposable goods, etc.) and will retain all revenues collected, subject to negotiated fee terms. Concessionaire will operate under the Wheeler Tavern License and Wheeler Food Service License (in compliance with City of Aspen and Pitkin County Environmental Health standards) and agrees to abide by all rules and regulations of the State of Colorado, City of Aspen, and Pitkin County.

2.0 RFP Process

2.1 Communication

Questions must be posted on the Bidnet Direct website, www.bidnetdirect.com. Answers are posted online for all Offerors to review and consider. It is the Vendor’s responsibility to check the website for Q&As, addendums, and other important information.

Vendors may contact Asal Vojdani at Asal.Vojdani@aspen.gov or 970-920-5408 for questions regarding the procurement process or uploading proposals.

2.2 Proposal Submission

Electronic submission is to be uploaded on the Bidnet Direct website, www.bidnetdirect.com. The electronic submission must be compiled into a single pdf or Word document. The name of the document must contain the City project number and firm’s name.

The deadline for submitting responses to this RFP is 2:00pm, June 5th, 2025.

2.3 Schedule

The proposal, evaluation and selection schedule is as follows:

· Pre-Bid Site visit 1:00-2:00pm on Thursday, May 22nd, 2025

· Date: Final Questions due by 5:00pm, Thursday, May 29th, 2025

· Date: Proposal packages due by 2:00pm, Thursday June 5th, 2025

2.4 Selection Criteria

The criteria for selection shall include but may not be limited to the following:

· Experience & Qualifications: 25%

· Demonstrated experience in high-volume concessions situations, especially at live event venues.

· Reputation for excellent customer service and commitment to customer satisfaction.

· Proven ability to properly staff events, manage employees, and collaborate with Wheeler team.

· Business & Operational Plan: 25%

· Appealing, varied, and appropriate menu offerings (food, beverages, specialty items, etc.) that highlight Aspen-based producers and brands.

· Pricing strategy that aligns with audience expectations with items available at affordable and moderate price points, with premium price points applied judiciously.

· Plan for managing high-volume events and private rentals.

· Sustainability & Community Engagement (including staffing): 25%

· Commitment to sustainability and the “Waste Less @ Wheeler” program.

· Engagement with the Aspen community (i.e. employees) and non-profit organizations throughout the Roaring Fork Valley.

· Plan for supporting local vendors or showcasing regional products.

· Financial Proposal: 15%

· Proposed financial terms, including percentage of sales to be shared with the City.

· Cost structure and pricing model

· Reporting type and frequency

· Compliance, Licensing, References & Past Performance: 10%

· Proof of proper business licenses with the City of Aspen.

· Compliance with all state and local liquor laws and safety regulations.

· Client references and testimonials.

· History of successful partnerships with performing arts venues or similar spaces, emphasizing a responsiveness and ability to adapt to venue-specific needs.

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

3.0 Scope of Work

Provide all-inclusive bar and concessions service at the Wheeler Opera House during public and private events.

4.0 Proposal Format

All proposals will follow the format as outlined below. Failure to do so may result in disqualification.

Include contact person name, phone number and email address for purposes of this procurement process.

Section 2 Experience List past and current experience in the bar/restaurant/concession business (identify and separate work experience from ownership). List existing liquor distributor relationships.

Section 3 Approach to Project Provide a detailed plan on how you will staff, manage and operate the Wheeler Bar, including proposed bar menu(s) and pricing.

Section 4 References Include four (4) references that include project name, year work on completed, contact name, phone number and email address.

5.0 Legal

5.1 The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

5.2 Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

5.3 In order to fully understand the legal parameters of the City’s procurement process and contractual requirements, Respondents must review Exhibit A Instructions for Offerors of Professional Services and Exhibit B Professional Services Agreement.

5.4 By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

6.0 Exhibits

The following files are attached for your use and reference as needed to properly respond to the RFP request:

· Exhibit A – Photos

EXHIBIT A: Photos, Pages 12-14

Vault Bar Back

Vault bar front close-up

Vault bar Front Side View

Vault Bar- Storage Refrigerator

Vault bar Front

Vault bar Storage image2.jpg image3.jpg image4.jpg image5.jpg image6.jpg image7.jpg image1.png