Title: Food & Beverage Services for the Destin-Fort Walton Beach Convention Center

Deadline: 2/28/2023 3:00 PM   (UTC-06:00) Central Time (US & Canada)

Status: Deadline Expired

Solicitation Number: RFP TDD 23-23

Description: PROPOSAL REQUIREMENTS
PROPOSAL #: RFP TDD 23-23
PROPOSAL ITEM: FOOD & BEVERAGE SERVICES FOR THE DESTIN-FORT WALTON BEACH CONVENTION CENTER
GENERAL REQUIREMENTS
This is a Request for Proposals (RFP) for interested vendors that possess the experience, expertise and proven record of quality food and beverage services preparation and presentation, inclusive of comprehensive safety policies and excellent record of food and kitchen safety, to be the exclusive caterer at the Destin-Fort Walton Beach Convention Center (DFWBCC). The DFWBCC is a multi-purpose facility with approximately 33,000 square feet of indoor meeting space and 38,000 square feet of open-air, fully-equipped outdoor space. Conventions, trade shows, entertainment events, regional sporting events, association events and civic functions are held here on a year-round basis. Providing exceptional food and beverage services plays a vital role in the success of these events. This includes providing the highest quality banquet/catering and special events services. The DFWBCC is committed to delivering a superior level of service in an environmentally responsible manner at a competitive price. Visit us at: https://www.destinfwbconventioncenter.com/
The DFWBCC houses a 6,000 sq. ft. kitchen with food production capabilities of 1,500 simultaneous sit down meals, with full infrastructure in place for expansion of capabilities. Main ballroom capacity for banquet style seating is 1,580 people. Vendors desiring to respond should have experience providing similar services, preferably within a convention center. It is the County’s intent to select one vendor ordinarily engaged in the business of providing this service.
The terms “proposer”, “contractor”, and “firm” are used herein interchangeably to mean any individual or entity which submits a proposal in response to this RFP.
SCOPE OF SERVICE
The scope of services shall include, but is not limited to, provisions of staff, product, menu, preparation, service and clean-up of food and beverage preparation and service and serving areas. The provisions of portable “Thematic” food service such as specialized or ethnic foods and beverages with related thematic presentations, portable carts, and displays. The provision of temporary retail and moveable kiosks, including on the floor catering and vending machines. These services shall be provided with the majority of the preparation using the existing kitchen facility. Proposed vending offerings, quantities, pricing, and portion size for both food and beverage vending machines should also be provided.
Contractor shall be responsible for all aspects of food service, including, but not limited to, staffing, operations, and product effective January 3, 2024. This includes responsibility for all food & beverage event orders that were previously finalized and executed for events occurring on or after January 3, 2024.
STAFFING:
Provide services and represent the County in a professional manner.
Maintain a one-business day response time to existing and prospective DFWBCC clients via email or telephone.
Assign a qualified representative to answer questions relating to the food service operation from County staff or prospective DFWBCC clients.
If at any time the County determines that the General Manager, Sales Catering Manager or Executive Chef is unsatisfactory, contractor shall within thirty (30) days replace him/her with one who is satisfactory to the County. DFWBCC shall not be liable to contractor if any employee’s contract with contractor is breached, modified and/or terminated as a result.
The next senior level of management to the General Manager shall visit the DFWBCC a minimum of once every quarter.
TRAINING AND SUPERVISION: Contractor shall train and closely supervise all its employees so that they are aware of and habitually practice the high standards of cleanliness, courtesy and service required. The contractor shall have a fully comprehensive food, beverage and kitchen operation safety plan, with validated employee training procedures.
SERVING OF ALCOHOLIC BEVERAGES: Contractor shall manage and maintain all liquor operations and licenses at the DFWBCC. The County shall have the sole right to determine at which events alcoholic beverages may be sold. Contractor shall at all times exercise total independent, prudent, reasonable judgment in the serving of alcoholic beverages. Contractor shall use only qualified and supervised personnel with training and experience in the sale of alcoholic beverages. The decision to refuse service of alcoholic beverages to any individual shall be the sole responsibility of contractor. Contractor shall be required to have all staff, including management, involved in the service of alcoholic beverages, to complete an Alcohol Awareness Training Program that has been approved by the State of Florida.
ATTIRE: All employees of contractor shall be neatly attired in uniforms that clearly and properly identify contractor. All employees of contractor are required to wear a name identification tag at all times while at DFWBCC. Contractor’s management personnel shall be neatly attired in normal business attire at all times.
TEMPORARY STAFF: Defined as staff brought in from a staffing company for a single large event. To ensure quality service, a comprehensive plan of pre-event briefing inclusive of the contractor’s serving needs, set up and station responsibilities, and behavioral standards shall be developed by the contractor’s General Manager and presented to temporary staff.
ACCESS TO DFWBCC: All employees of contractor shall enter and leave DFWBCC via the entrance(s) so designated by the DFWBCC General Manager. Only those employees actually working shall be permitted in DFWBCC without charge. At no time shall contractor permit the free entrance of any person not an employee for such event or events, and no surplus of employees will be permitted for any event.
UNPERMITTED CONDUCT: Alcohol consumption and/or use of narcotic substances by employees of contractor will not be tolerated, and infractions will cause immediate removal from DFWBCC. The County reserves the right at all times to require any employee of contractor to immediately leave the premises.
DISCRIMINATION: Contractor shall not prescribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age, sex, or which is in violation of applicable laws concerning the employment of individuals with disabilities.
SUBCONTRACTORS: The use of subcontractors shall require prior approval by the County.
OPERATIONS: Produce all ranges of morning, daytime and evening meal menus, with sufficient variety to cater to all incoming requests. All services must be performed with the degree of skill, care, and diligence normally shown by a professional performing service of comparable scope, purpose and magnitude.
Develop and implement an operational protocol that meets the needs of the events industry, often consisting of “fast track” service, last minute changes and continual pre-event, event and post-event monitoring.
Once fixed costs are negotiated and contracts signed, each event will be developed separately relative to the amount of hours and necessary equipment to complete the assigned project.
Receive all food, merchandise, supplies, and food equipment at DFWBCC food receiving area, and then move these items to kitchen and storage areas in DFWBCC.
Move supplies and equipment from storerooms in DFWBCC to areas where such supplies and equipment are required for food and beverage preparation and service functions. The loading dock will be shared by contractor, DFWBCC and any other entity with prior approval of the County. Deliveries must be scheduled so that the activity will not be in conflict with any move-in or move-out of any event. Certain light hand deliveries may be made at the back of DFWBCC, using the employee entrance.
Cover and drape tables, place decorations (i.e., flags, balloons, drapes, flowers, table stands with numbers) on tables, clean and remove all service ware and table cloths and draping at the completion of the event in areas where food service functions are held, unless otherwise directed by the County.
Deliver and dispense all food, beverage, supplies, and other articles for portable concession stands and portable bars and portable carts.
Provide concessions (at the very least water, beverages, grab and go snacks) during all hours of the event without imposing a minimum or fees on the clients. While some hours of the day may be more lucrative than others, it will be the responsibility of the contractor to ensure that those attending events at the DFWBCC have a consistently enjoyable event, where they can feel confident that food and beverage will be provided.
SALES: Develop and execute an acceptable Sales & Marketing Program for the catering and concessions services at DFWBCC. All advertising and promotional materials require prior approval of the County before printed, published, or broadcast. DFWBCC’s patrons shall not be infringed upon by any activity of contractor or any of its employees or subcontractors. The activities of contractor shall be such as to render service to the patrons in a dignified manner; and no undue pressure, coercion or persuasion shall be used by contractor in an attempt to influence the patrons to use the services or products of contractor. All contractors’ sales shall be conducted and operated within the rules and regulations as promulgated by the County and shall in no way interfere with the orderly operation of any event. The sales shall only be conducted at such times from and at such locations as are designated by the County. The proposal should include a process that makes catering sales personnel or someone in the organization with the ability to present contractor’s offerings available to respond to requests from clients or county personnel.
BANQUET OPERATIONS: Manage and operate a catering program that successfully markets and operates full food and beverage services for meetings, receptions, VIP functions, show floor booths, banquets and related functions. Must be able to execute events ranging in size from very small to several thousands of attendees. Must be able to execute a broad array of culinary options for the County’s clients from local and regional favorites to high end dining from a variety of cuisine.
INSPECTIONS: Schedule quarterly inspections by a third party food and safety auditor. Schedule semi-annual inspections by the Board of Health as required. Copies of the inspections shall be forwarded to the County for review.
MAINTENANCE OF PREMISES: Obtain, at its own expense, all licenses, permits and certifications necessary to provide the services described in this RFP. Operations must conform to all applicable local, state and federal rules, regulations and laws.
Obtain and dispose, at its own expense, cooking oil as needed.
Clean, at its own expense, kitchen hoods quarterly.
Empty, at its own expense, grease traps annually.
Compensate the County for electricity, gas and water services provided by the DFWBCC for contractor’s operation. Said payment shall be made monthly fifteen (15) days after the close of each accounting period.
Develop an effective and continuous energy management and conservation program.
Make available to the County all areas under its direct control to enable the exterminator to carry out said service.
Maintain all equipment and small wares in a good repair, in conjunction with the County, including maintenance or repair necessitated by ordinary use.
Keep clean, covered, polished and in good repair, all bars, equipment, and other facilities, either permanent or temporary, as are used in the performance of this agreement. Damage incurred to the property of the County as a direct result of negligence or lack of maintenance on the part of contractor is a non-allowable expense charged directly to contractor.
Maintain all food and beverage service facilities in a clean and sanitary condition in accordance and consistent with all applicable rules, demands and requirements of law, pertinent health and other authorities of Okaloosa County and the State of Florida and any other governmental entity having jurisdiction.
Keep the entire area, including the floors in the seating areas when a buffet, banquet or concession operation is in place and the area within a radius of 25 ft. of each food service area, free and clear from all nuisance and damage to floors, walls, windows or other property.
Notify DFWBCC staff when equipment structures or fixtures are damaged or require repair.
TRASH: Monitor all food service and serving areas cleanliness and trash removal during events. Promptly dispose all refuse and waste materials created by contractor’s operations in all food service areas after each event directly into a compactor designated by the County, from which it shall be removed by the County. Keep waste foods in closed metal or plastic containers until prompt removal during and after the event to a central collection area designated by the County, from which it shall be removed by the County.
Employ the necessary personnel before, during and after any event to comply with these provisions. In the event that contractor does not sufficiently clean the stated areas, the County will clean the same and submit an invoice to contractor for services rendered as a reimbursable expense.
ACCOUNTING & RECORD KEEPING: Maintain a software system that addresses at a minimum a Supplier Database, Inventory Data Base, Recipe Data Base, Customer Data Base, Purchasing & Receiving, Cost of Sales, Accounting, Catering Management, and Concession Management.
Maintain an original set of books and records of sales, receipts and inventory regarding operations at DFWBCC, all in accordance with generally accepted accounting procedures. Said records and procedures shall be sufficient to clearly reflect all direct and indirect cost of any nature incurred in the performance of this agreement including original invoices of all materials brought on the premise. Contractor shall also maintain payroll summaries, copies of payroll, tax returns, deposit receipts and bank statements.
CHARITABLE DONATIONS: Operate and offer a donation program which matches charitable organizations with excess un-served food which has been purchased by events, but not consumed. Provide a monthly report on an individual event basis with the name of the charitable organization(s) receiving donations through the program and the quantity by weight of product donated and any other agreed upon statistics.
Nothing contained here shall be construed to alter or affect any duty that contractor has or may have under applicable local, state or federal laws and regulations.
PROGRAMMING: Programming for all events requiring the services of contractor shall be performed by the County. Any programming offered by contractor utilizing DFWBCC facilities may be allowed or denied in the sole discretion of the County, and if allowed will be incorporated into the official calendar of events, providing that said activities are consistent with County policies. Operate within the framework of DFWBCC event schedule. However, if necessary, contractor shall provide adequate staff to perform required set-up and removal to accommodate DFWBCC schedule.
QUALITY ASSURANCE: Implement a comprehensive quality assurance program and immediately address any complaints or issues brought forth by either the DFWBCC client or the County.
INVENTORY: Ensure there is an inventory of equipment and small ware adequate to provide the services to the clients and guests of DFWBCC at all times. Conduct a complete inventory of all equipment and small wares and provide that inventory to the County no later than December 31st of each year.
COOPERATION: Contractor shall not interfere with the free distribution of food, beverages or any other items of any nature whatsoever, where such distribution has been authorized by the County. Free samples may be given away by or on behalf of or with permission of any person or organization that has properly engaged DFWBCC for meetings, trade shows, cooking schools, exhibitions, conventions and the like at the discretion of the County.
EXCLUSIVITY: Assist the DFWBCC staff with enforcement of outside food and beverage limitations with clients and patrons.
POLICIES: The County reserves the right to implement policies, rules and regulations governing the general provision of food and beverage to maintain a consistency of kind and quality of food and beverage service, compatibility of food and beverage products with the events at DFWBCC and other parameters of food and beverage service which shall be adhered to by contractor.
EXCLUDED ACTIVITIES: Food and Beverage distributed by exhibitors under a DFWBCC-approved policy for sampling: “Personal Consumption Policy.”
COUNTY EVENTS: Contractor shall provide food and beverage service requested by the County as part of its in-house activities. The charge to the County for said services shall be at a discount for all food and beverages from contractor’s standard approved retail prices.
OFFSITE CATERING: The kitchen area may be utilized in the preparation of service for offsite catering opportunities at the same commission for services at the DFWBCC. All equipment is the property of the DFWBCC and shall be transported by DFWBCC staff to offsite events. Caterer will be charged mileage and an hourly rate for the driver by the County.
PREFERRED LOCAL CATERING VENDOR LIST: Contractor shall establish a list of local catering vendors that may be used by smaller events. The parameters for the vendors, including limits on number of caterers, event size, number of events, food & beverage budget, and kitchen and smallwares use (if any) are subject to County approval. Minimum service standards are non-negotiable and shall follow contract terms as noted herein, to include food and beverage service timing, staffing levels, presentation, quality assurance, licensing and insurance. DFWBCC retains final approval of said list. For clarification, local catering vendors must be full-service and provide setup, food service and teardown and shall not include simple takeout/delivery services. Contractor shall retain exclusive rights to alcohol sales and service.
PRODUCT TO BE SOLD & PRICES: The contractor shall have the right, subject to other provisions of these specifications, to sell products of a food and beverage nature, including alcoholic beverages, within the DFWBCC 24/7/365 for all functions as booked by clients.
PRICING: Food and beverage service prices shall remain competitive in the local marketplace while enabling contractor to realize an acceptable revenue income. Contractor’s rights shall extend to the food and beverage service needs of the patrons of DFWBCC as stated above only to the extent that contractor maintains availability and quality with a competitiveness to other commercial vendors. Maximization of the use of the facilities of DFWBCC is the goal and all efforts shall be made by contractor not to discourage use of DFWBCC facilities by reason of contractor’s exorbitant pricing, unavailability of service, inferior quality or other non-competitive practices. The County reserves the right to intercede in client negotiations in those instances where the County determines that contractor is failing to provide competitive and representative services. If contractor consistently fails to perform for a particular portion of the food and beverage services then the County may obtain service from other vendors for such portion without terminating the agreement, this does not prevent the County from proceeding with notifying contractor that they are in default.
The DFWBCC General Manager agrees to meet with contractor to review products to be sold and prices to be charged on an annual basis, with the DFWBCC General Manger having final approval. Whenever unique economic conditions result in unusual cost increases to contractor, the County will consider a request by contractor for price changes at times other than annually.
QUALITY: Quality of items sold and services performed at DFWBCC is a matter of highest concern and is the essence of the agreement. All food, beverages and other items sold or kept for sale at DFWBCC shall be of first quality, wholesome and pure and must conform in all respects to all applicable federal, state, county health statutes, ordinances and regulations. No imitation, adulterated or misbranded article shall be sold or kept for sale and all merchandise offered for sale shall be stored and handled with due regard for sanitation, and shall conform with the quality, type, size, and weights as agreed upon and approved by the County. All food products sold to individuals through various outlets shall be prepared and handled to provide fresh, high quality products. Contractor shall only serve fresh brewed coffee; the use of instant liquid or freeze-dried coffee will not be permitted. Written policies shall be developed and adhered to regarding shelf life of all perishable merchandise. All merchandise kept for sale shall be subject to inspection and approval or rejection by the County. Any article rejected by the County in good faith as not being first quality, wholesome and pure shall be removed from the premises and shall not be offered for resale. Contractor shall comply with industry standards of beer, wine, and other alcoholic beverages regarding quality, quantity, storage and handling.
SELECTION OF VENDORS/SUPPLIERS: The County reserves the sole right to grant advertising and sponsorship exclusivity from time to time for food and beverage supplies consumed in DFWBCC. Pursuant to the said exclusivity granting rights, the County reserves the final right to specify any or all of contractor’s product sources of supply; provided, however, contractor shall, in its sole discretion, select the vendors of the supply sources and shall not be obligated to use sources of supply whose level of quality, services and/or prices are not competitive with the marketplace. It is the intent of the County to be able to receive the full benefit of the exclusive outlet rights for food and beverage products; provided, competitive levels of quality, services and/or prices are maintained.
SPECIALIZED OFFERINGS: A diverse range of offerings to meet ever changing customer requests, with at a minimum the following types of specialized food and beverage services:
Organic
Free of ingredients that contain Gluten
Vegetarian/Vegan
Locally Grown and Raised
Health Options in both the banquet and concessions operation
KEY PERFORMANCE INDICATORS: Contractor shall maintain the highest standards related to food and beverage/catering service and customer service. As such, the following key performance indicators ("KPI") will be used, and may be modified upon mutual review and written approval between Contractor, as represented by the General Manager, and DFWBCC, as represented by the Tourist Development Department Director.
Results of Client Survey- a five-point scale is used for six elements of food and beverage/catering services. A quarterly average of the responses will be computed and Contractor may be fined $1,000 per quarter if the quarterly average of all elements is 3 or less. Quarters are defined as Jan-Mar, Apr-Jun, Jul-Sep, and Oct-Dec.
Scale Elements
5-Very Good Pre-Event Coordination of Food & Beverage
4-Good Food Presentation
3-Average Quality of Food
2-Poor Wait Staff Professionalism
1-Very Poor Wait Staff Efficiency
Value for Money
One Business Day Sales Response Time- Contractor's Catering Sales Manager is expected to maintain a one business day response time to clients via email or telephone. It will be notated when a client makes DFWCCC staff aware of a lack of communication from Catering Sales Manager. Such complaints will be brought to the General Manager's attention. If a greater than one business day response time occurs more than three times per quarter, DFWBCC will require the Catering Sales Manager to be onsite Monday - Friday from 8:00a to 5:00p and/or request a new Catering Sales Manager.
Contractor’s failure to maintain satisfactory quarterly client survey results and/or one business day sales response time for two (2) consecutive quarters may be considered a material breach of contract.
DFWBCC RESPONSIBILITIES: Provide the kitchen space and food preparation, serving and clean up equipment. All such equipment will remain the property of the County and must not be loaned or removed from the DFWBCC. No modifications or alterations may be made to this equipment without the written approval of the County.
Provide electricity, gas and water services, which shall be compensated by the contractor.
Provide telephone equipment and local/business only long distance service, which shall not be subject to reimbursement by the contractor.
Engage exterminators to control vermin and pests as is necessary or required by law. Such extermination shall be supplied in all areas where food is prepared, dispensed or stored.
Act as a conduit with the client base, provide food and beverage information, contact information and operational scheduling, and arrange client and contractor meetings as necessary.
Perform setup and tear-down of all tables and chairs except those used for buffet and break service and those specifically required by contractor for serving and staging.
Build reasonable time periods into the event schedule for set-up and removal of contractor’s equipment.
Provide at least 24-hours' notice when there is a scheduled site visit that may involve food and beverage components.
PROPOSAL FORMAT
Proposals MUST be submitted in the following format:
1) Letter of Interest – provide a synopsis of the proposer’s qualifications, to include specific capabilities, organizational structure and credentials of chief operations management team, location of the firm’s office that will be the lead office for this contract, and any registrations or certificates of operation that may be applicable.
2) Experience and Qualifications – provide a listing of five (5) current or recent prior contracts held, preferably within a convention center, with a description of the services provided that is similar to the scope of services described herein, firm name, contact person, and phone number.
3) Project Management Organization – identify key personnel to be assigned to the DFWBCC; describe their respective areas of expertise; and provide a resume of their qualifications, education and experience.
4) Proposed Catering Services:
a. STAFFING PLAN: Specify the number of staff that will be dedicated to the operations at the DFWBCC. Ongoing staff training and professional development programs shall also be included in this section.
Identify proposed minimum staffing guidelines for all front of house positions including: 1) Table Service Breakfast, 2) Table Service Lunch, 3) Table Service Dinner, 4) Buffet Breakfast, 5) Buffet Lunch, 6) Buffet Dinner, 7) Reception Served, 8) Hosted Bar, 9) Cash Bar, include both number of servers used per number of guests and number of captains per number of servers.
Include a detailed explanation of all pre-employment screening and background checks performed by your firm. The successful proposer shall agree to perform full background checks on all employees, at the successful proposer’s expense, prior to assignment at the DFWBCC.
Identify any operational areas where subcontractors may be used. Identify the services and roles that each subcontractor would assume in providing services. Also include how subcontractors will be approved through background process.
b. MENU & PRICING: Provide proposed sample menus for both concessions and catered food and beverage at DFWBCC (breakfast, breaks, lunch, dinner). Include pricing, portion size where applicable and a price comparison of the local market. Prices for catered functions are to be inclusive of all costs, but exclusive of service charge and sales tax. Prices for concessions and cash bar items are to be inclusive of all costs and sales tax.
All prices submitted by the proposer shall become part of this agreement as a basis for current and future pricing.
c. OPERATIONS PLAN: Submit an Operations Plan describing in specific detail the strategies, policies and procedures to be used in providing the scope of services described herein. The proposer shall have the ability to simultaneously facilitate multiple events on the same day. Provide examples of your firm’s capabilities to support multiple and concurrent catering events.
Identify the type and style of service that is being proposed to serve a banquet held in the Grand Ballroom, with an attendance of 1,580 guests. Include any unique and creative material (menu, pricing, design, etc.). Identify and cost out the staffing required to deliver this service.
Identify the type and style of service that is being proposed to serve a three (3) day trade show with an average daily attendance of 2,500 guests and 100 exhibit booths for attendees (concession) and different packages for exhibitors. This should include different service styles and packages including pre-order and delivery for exhibitors.
With catering and contractor exclusivity comes the responsibility to enforce said exclusivity. Contractor will assist DFWBCC staff with enforcement. Submit a narrative explaining your procedure/process for handling each of these scenarios:
i. A vendor/exhibitor brings in outside food and beverage to serve to event attendees from their booth.
ii. An attendee brings in alcohol during a wedding.
iii. A coach brings in outside food and beverage for his 15 man wrestling team during an athletic competition providing concessions.
iv. An event client brings in outside danishes and coffee for breakfast for a board meeting where lunch is being catered.
v. An attendee walks into the building with their Starbucks coffee prior to a convention.
d. VALUE ADDED SERVICES: Describe any value added benefits your firm can provide to the County. Use this section to describe any other cost saving measures or benefits not outlined in prior sections, such as economic stimulus your firm generate that would directly benefit Okaloosa County.
Identify proposed methodology for selection of local catering vendors that may be used by smaller events. Identify the parameters for the vendors, including limits on number of caterers, event size, number of events, food & beverage budget, and kitchen and smallwares use (if any). Commission related to local catering vendors shall accrue to both Contractor and DFWBCC. Parameters and commission rates are negotiable.
Provide a general outline of accounting policies and procedures and any software that would be used in the control of the food and beverage services at DFWBCC.
Identify measurable quality control programs currently in effect in similar facilities.
5) COMMISSION – Provide a percentage commission to be paid to the County which shall be based on the gross receipts of all sales made directly to DFWBCC clients and exhibitors, exclusive of discounted County events and local catering vendors.
Provide a percentage commission to be paid to the County and a percentage commission to be retained by the Contractor from local catering vendors.
Provide a percentage discount for food and beverage service requested by the County as part of its in-house activities.
SELECTION CRITERIA
The following criteria will be utilized in the evaluation of qualifications for development of the short list of those to be considered for in-person interviews and/or potential negotiations:
1) Letter of Interest (5 points)
2) Experience and Qualifications, preferably within a convention center (20 points)
3) Project Management Organization (5 points)
4) Proposed Catering Services (50 points total per allocation below)
Staffing, Subcontractors (15 points)
Menu & Pricing (15 pints)
Operations Plan, Exclusivity (10 Points)
Value Added Services, Local Catering Vendors, Accounting, Quality Control (10 points)
5) Commission (20 points)
TERM OF CONTRACT AND RENEWAL OPTION
The initial contract term is anticipated to be three (3) years, with an option to renew for one (1) additional two (2) year period. County renewal will be in part dependent upon quality of service and acceptability of costs.
Selected vendor will be required to have Catering Sales Manager available beginning November 1, 2023 to meet with clients regarding their catering contracts.
General Manager and Executive Chef shall be available beginning December 1, 2023 to meet with clients and County staff, and transition perishable food items. Tastings Shall be required prior to County approval of the Executive Chef.
Vendor shall assume all catering responsibilities effective January 3, 2024. This includes responsibility for all food & beverage event orders that were previously finalized and executed for events occurring on or after January 3, 2024.
Note: failure to provide all the required information, in the required format, may disqualify the vendor from further consideration.
PROCUREMENT SCHEDULE (ANTICIPATED)
RFP Advertised & Posted on Website 01/30/2023
Pre-Bid Meeting 02/06/2023 @ 9:00 A.M.
Deadline for Questions 02/13/2023 @ 3:00 P.M.
RFP Response Due Date 02/28/2023 @ 3:00 P.M.
Selection Review Committee Meeting 03/07/2023 @ 9:00 A.M.
Oral Presentations *if needed* 03/15/2023 @ 8:00 A.M.
Recommend Award Via ITA 03/17/2023
Contract Negotiations 04/24/2023
Contract to TDC for approval 04/25/2023
Finalize/Execute Agreement 05/02/2023
Executive Chef Tastings TBD

Pre-Bid Meeting Date: 2/6/2023 9:00 AM

Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.

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