RFPs/Bids

 
 

RFP/Bid to serve alcohol at downtown dalton summer music series 2019

REQUEST FOR PROPOSALS (Please Print)

FOR CONCESSIONS FOR DOWNTOWN DALTON SUMMER MUSIC SERIES

The Downtown Dalton Development Authority, Dalton Convention and Visitors Bureau, North Georgia Community Foundation and Creative Arts Guild will host a summer music series at Burr Performing Arts Park at 101 S. Hamilton Street in downtown Dalton on Fridays for summer 2019.  

1) The Downtown Dalton Development Authority seeks proposals from well-qualified vendors to operate on an exclusive basis a beer and wine concession tent at five summer music series concerts on May 31, June 7, June 14, June 21 and June 28, 2019.  

2) The Downtown Dalton Development Authority seeks proposals from well-qualified vendors to operate on an exclusive basis a beer and wine concession tent at the six summer music series concerts on July 5, July 12, July 19, July 26, August 2 and September 20, 2019.

Please, note the request is for two proposals: one that cover five dates and one that covers six dates.

To be eligible for consideration, the vendor shall provide a plan for operation that includes providing excellent customer service, ensuring the concession tent is operated in a safe and legal manner and the Downtown Dalton Development Authority is compensated appropriately.

DESCRIPTION:

The Downtown Dalton Development Authority, hereafter called the DDDA, seeks a vendor to serve only beer, wine and bottled water at a concession tent from 7 p.m. to 9:45 p.m. during the concerts unless the concert is canceled due to inclement weather.  The vendor shall be set up no later than 6:30 p.m.

If the vendor is unable provide the contracted service on any night, the vendor shall notify the DDDA no later than 14 days prior to that event and pay the DDDA $450.00 (four hundred fifty dollars).

The selected vendor shall be responsible for all aspects of planning and operating the concession tent in compliance with appropriate laws and regulations at NO COST to the DDDA including providing staff, beer, wine, bottled water, clear 16 oz. plastic cups, ice, ice chests, tables, tents, signage and wristbands.  

The successful vendor shall also be responsible for securing the required permits with the City of Dalton and Georgia Department of Revenue and providing a general liability and alcohol liability certificate of insurance naming the Downtown Dalton Development Authority, Dalton Convention and Visitors Bureau, Community Foundation of Northwest Georgia, Creative Arts Guild, and City of Dalton as insured in the amount of $1 million (one million dollars) per occurrence and $2 million (two million dollars) aggregate.

For the privilege operating the concession, the selected vendor shall pay the DDDA rent for the concession tent space unless the event is canceled due to inclement weather.  The vendor lists the proposed amount in the questionnaire.

The selected vendor shall coordinate set up of the concession tent and other details with the DDDA no later than 12 p.m. (noon) EST on April 26, 2019.  If selected vendor does not comply by the April 26 deadline, another vendor will be selected.

RECEIPT OF PROPOSALS:

Proposals must be submitted in a sealed envelope or box clearly marked on the outside and mailed or delivered to the DDDA’s office at 305 S. Depot Street, Dalton, Georgia, 30720, or by mail at P.O. Box 707, Dalton, Georgia, 30722-0707, or proposals may be emailed to kwatson@downtowndalton.com.  

Proposals will be accepted until 12:00 p.m. (noon) EST on April 10, 2019.  Proposals received after the above stated date and time shall not be considered. Partial or incomplete proposals will be rejected. Oral, faxed or telephone proposals will NOT be accepted.

Awards shall be announced on April 17, 2019, at the Downtown Dalton Development Authority meeting.

QUESTIONS CONCERNING THE RFP:

Please, direct questions to kwatson@downtowndalton.com; emails will be answered in a timely manner.

PROPOSAL ITEMS:

All proposal submittals shall be completed and returned with the proposal, including any supporting documentation to explain the vendor’s operational capability to satisfy the requirements of this RFP.  

All costs directly or indirectly related to preparation of a response to the RFP or clarification of a proposal shall be the sole responsibility of the vendor submitting a proposal, including charges for delivery, insurance, license fees, permits, preparation costs and any other costs.  All proposals submitted shall be valid up to the final concert date for the time period of the proposal.

REQUIRED OPERATING RESPONSIBILITIES:

Any award of contract resulting in an agreement between the DDDA and selected vendor will be exclusive for beer, wine and bottled water sales at Burr Performing Arts Park.

The following are selected areas of operating responsibilities which will be required of the selected vendor:

1. Cleanliness – The selected vendor shall, at its own expense, keep the premises and the surrounding area, at least twenty-five (25) feet, clean and sanitary at all times. No offensive or refuse matter, nor any substance constituting an unnecessary, unreasonable or unlawful hazard, nor any material detrimental to the public health, shall be permitted to remain thereon.  Vendor shall prevent any such matter or material from being or accumulating upon said premises. Vendor, at its own expense, shall see that all garbage or refuse is collected as often as necessary and disposed of in the receptacles provided by the City of Dalton.

2. Utilities – The selected vendor shall have access to furnished electricity and water at the park.

3. Maintenance of Property – The selected vendor shall, at all times and at its own expense, keep and maintain all equipment, whether owned or installed by the vendor, Authority or City of Dalton, such as, but not limited to, all of the fixtures, fencing, equipment and personal property therein, in good repair and in a clean, sanitary, and orderly condition and appearance. No equipment such as tables, chairs or other will be provided by the DDDA or City of Dalton.

4. Obligations of the Concessionaire –  Provide only canned or kegged beer, wine and bottled water sales. Beer to be served in 16 oz. clear plastic cups and wine in 9 oz. quantities in clear plastic cups.   Meet all health code requirements.  Obtain all necessary permits and licensing for the operation the concession tent at the proposed location.  Maintain all equipment and surroundings in a state of cleanliness and repair to prevent injuries to the public.  Be responsible for keeping the facility and the immediate outside area free of trash and litter.  Check identification for all patrons.   Operate as an independent contractor responsible for all applicable taxes and licenses.  Provide, two weeks prior to the first concert, all advertising and signage for operating the concession to be approved by the DDDA.

5.  Required contractual provisions –  The term of the concession agreement shall be from the date of contract execution to 3 (three) days following the event.  The selected vendor shall acquire and maintain the established insurance and liability limits for this concession including liability and bodily injury and property damage. Such evidence shall include a letter from the vendor’s insurance agency dated the day prior to the event indicating that insurance has been acquired for the entirety of the event.  The selected vendor shall be responsible for all taxes, inspection fees and City of Dalton and Georgia Department of Revenue permit fees.

PROPOSAL SUBMISSION REQUIREMENTS:

Proposals must contain all of the following:

1. Cover letter that describes the vendor’s proposed plan to manage the concession tent and a statement that the proposing entity confirms its acknowledgment and acceptance of the terms and conditions set forth herein, without exceptions.

2. Complete, detailed responses to all questions on the attached questionnaire.

3. Mailed proposals must be postmarked by 12 p.m. (noon) on the deadline date.  Proposals will be accepted until 12:00 p.m. (noon) EST on April 10, 2019. Proposals become the property of the DDDA.

EVALUATION:

the DDDA reserves the right to request additional information to clarify a submitted proposal and to conduct investigations as appropriate to check the qualifications of vendors and information provided. Proposals will be scored in each of the stated criteria and ranked according to scores.

AWARD:

Criteria to be considered in the vendor selection process: a. qualifications and experience of the vendor in providing concessions (50%), b. percentage of revenue or otherwise to the DDDA (25%) and c. quality of products and reasonableness of pricing (25%).  

All properly completed proposals will be reviewed by a selection committee who shall make a recommendation to the DDDA for award of contract. The DDDA reserves the right to waive any or all irregularities in the RFP process, to reject any or all proposals if it deems such to be in the best interest of the DDDA and the general public and to cancel this RFP at any time for any reason without making an award if it deems such to be in the best interest of the DDDA and the general public.

Awards shall be announced on April 17, 2019, at the Downtown Dalton Development Authority meeting.

REGULATIONS:

The proposed services shall meet all current, pending and future regulatory requirements of all authorities having jurisdiction over its design, construction and operation, including the federal, state and local laws and statutes in which the service is located. The vendor shall fully comply with all applicable laws, regulations and health codes as required by law.  No contract shall be awarded to any business or corporation that is in arrears or is in default to the DDDA or on local fees and taxes.

City of Dalton Code

Sec. 6-9. - Possession in public places.

(a) Except as provided in subsection (b) of this section and section 6-10, it shall be unlawful for any person to drink, consume, transport, carry alcoholic beverage (except in the original package and with the seal unbroken), on any public street, sidewalk, or in any city park, city maintained recreation facility, public parking lot or semi-public parking lot located within the city limits. The term "semi-public parking lot" shall include any area wherein motor vehicles are parked by the public in conjunction with any business, enterprise, commercial establishment, office building or apartment building.

(b) The following activities shall not be a violation of this section:

(1) Alcohol beverage sales by the drink at the Northwest Georgia Trade and Convention Center within areas designated by its management.

(2) Beer and/or wine sales by the drink within a special outdoor area as provided for in section 10-112.

(c) Within the area bordered on the north by Hawthorne Street, on the east by the western right-of-way of the L&N Railway, on south by Morris Street and on the west by Thornton Avenue (the "area"); the following regulations shall apply:

(1) One drink on-street limit. Any establishment within the Area licensed to dispense alcoholic beverages by the drink for consumption on the premises is authorized to dispense an alcoholic beverage in a paper or plastic cup conforming to cup specifications promulgated by the Downtown Dalton Development Authority from time to time for removal from the premises; provided, however, that no establishment shall dispense to any person more than one such alcoholic beverage at a time for removal from the premises, and no person shall remove at one time more than one such alcoholic beverage from the licensed premises.

(2) Size limited to 16 ounces. No container in which an alcoholic beverage is dispensed and removed from the licensed premises shall exceed 16 fluid ounces in size. No person shall hold in possession on the streets and sidewalks, in parks and squares, or in other public places within the defined area any open alcoholic beverage container which exceeds 16 fluid ounces in size.

(3) Drinking from can, bottle, or glass prohibited. It shall be unlawful for any person to drink or attempt to drink any alcoholic beverage from a can, bottle, or glass or to possess in an open can, bottle, or glass any alcoholic beverage on the streets, sidewalks, rights-of-way, and parking lots, whether public or private.

(4) Outside consumption of alcoholic beverages permitted within the area. Outside consumption of an alcoholic beverage from a container that is in compliance with this subsection (c) of section 6-9 and obtained from an establishment within the area licensed to dispense alcoholic beverages by the drink for consumption on the premises is permitted within the area between 12:30 p.m. and midnight. Provided, however, consumption of an alcoholic beverage in a parked or moving vehicle within the area is prohibited.

(Ord. of 9-7-1999, § 1(4-9), (4-10); Ord. No. 09-09, § 1, 4-20-2009; Ord. No. 15-06, § 1, 10-5-2015)

Cross reference— Streets, sidewalks and other public places, ch. 98. n

FOR PRINTER FRIENDLY VERSION OF THIS QUESTIONNAIRE, CLICK HERE:

QUESTIONNAIRE

1.  On which dates is the vendor proposing to operate the proposed concession?

     May 31, June 7, June 14, June 21 and June 28, 2019 ________

     July 5, July 12, July 19, July 26, August 2 and September 20, 2019 ________

     Both ________ (Applicant may use same information to cover both requests for proposals if bidding on both and checking this option.)

2.  What is the full legal name of the vendor (also include DBA if applicable)? ____________________________________________________________________

3.  What are the physical address, mailing address (if different) and telephone number of the vendor? ________________________________________________________________________________________________________________________________________

4.  List the primary contact person(s) for this contract including phone numbers and email addresses and cell phone number for the contact person(s) working the event(s).______________________________________________________________________________________________________________________________________________________________________________________________________

5.  Provide two professional references including contact names, titles and phone numbers. ________________________________________________________________________________________________________________________________________

6.  Number of years vendor has operated a food and beverage business __________ (Please, attach a copy of current business license and catering license.)

7.  Where is (was) the name and location of the food and beverage business? ____________________________________________________________________

8.  Does the vendor have beer and wine licenses? _______ (Please, attach a copy of current licenses.)

9.  How many employees are proposed to work at the venue? ________

10.  Has the vendor ever had any judgment, bankruptcy, insolvency statute or appointment of a receiver for all or part of the company’s assets, any other partner or owner of the business?  ______ Yes _______No

If yes, provide as a separate attachment, a description of all such judgments.

FINANCIAL OFFER

If selected, vendor shall pay the Downtown Dalton Development Authority the following amount weekly as rent: $_______________________ payable to the DDDA within 72 hours after each concert.

SUGGESTED BEVERAGE ITEMS

List below at least four different brands/varieties of beers, one white wine, one red wine and one bottled water you plan to sell at the concession, including suggested retail price.  Beer and wine must be served in clear plastic cups. Please, include size and weight of products in ounces (e.g. 16 oz Michelob Ultra $5.00).

Item Description Suggested Price

1. ______________________________________________ $ _________

2. _____________________________________________ $ _________

3. _____________________________________________ $ _________

4. _____________________________________________ $ _________

5. _____________________________________________ $ _________

6. _____________________________________________ $ _________

7. _____________________________________________ $ _________

SUBMISSION CHECKLIST

_____  Cover letter outlining plan of operations and acceptance of terms

_____  Completed questionnaire

_____  Copy of City of Dalton special event alcohol permit

_____  Copy of current business license

_____  Copy of currents beer and wine licenses

_____  Copy of current catering license

_____  Explanation of judgment(s) if relevant

_____  Financial offer to Downtown Dalton Development Authority

_____  Menu and prices for beverages to be served

_____  Certificate of insurance naming Downtown Dalton Development Authority, Dalton Convention and Visitor’s Bureau, Community Foundation of Northwest Georgia, Creative Arts Guild, and City of Dalton as insured (may be provided after award of contract but no later than April 26, 2019)