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Bid Detail

23-029 - Invitation for Bid for the Operation of Food and Beverage Concession at Cyr Arena in Forest Park

End date: Wednesday September 14, 2022 at 2 p.m.

The City of Springfield Massachusetts through its Department of Parks, Buildings, and Recreation Management is seeking bids from qualified individuals, corporations or business entities (whether for profit or non-profit) to operate, manage and maintain a beverage concession facility at Cyr Arena (“Concession Premises”). Individuals, existing entities, and newly formed entities may apply. Newly formed entities shall provide requested information as to the persons having a beneficial interest in the entity or the entity’s personnel as appropriate.

Vendor will not have the authority to sell lottery or tobacco products. Vendor will not have the authority to sell or dispense alcoholic beverages or allow the consumption of alcoholic beverages at the Concession Premises. The operating season of the Concession Premises will be from September 30, 2022 and April 1, 2023.

The City expects to award a contract to the most responsive bidder offering the highest revenue to the City.

Schedule of Bid Events:

August 29, 2022 Bid advertised and available.
September 7, 2022 Deadline for written questions
September 9, 2022 Target date to send addendum responding to questions
September 14, 2022 Deadline for receipt of proposals.
September 19, 2022 Award

SCOPE OF SERVICES

Vendor will operate, manage and maintain a beverage concession facility at Cyr Arena. The Concession Premises include only the concession area within Cyr Arena, being a space approximately six feet by twelve feet.

The concession is to be operated only to service food and beverages to the patrons and visitors of Cyr Arena and not for other purposes such as parties or fundraisers or general sales such as in a market unless approved in writing by the Executive Director of Parks, Buildings, and Recreation Management.

The Concession Premises are required to be properly outfitted by the Vendor and is required to meet all applicable requirements of law including health and safety codes and regulations. The concession must be fully prepared to open by a date to be established by the Department but no later than September 30, 2022 (unless such a later date is specifically approved by the City).

The anticipated operating season of the Concession Premises will be from September 30, 2022 and April 1, 2023.

The concession is to be operated only to service food and beverages to the patrons and visitors of Cyr Arena and not for other purposes such as parties or fundraisers or general sales such as in a market unless approved in writing by the Executive Director of Parks, Buildings, and Recreation Management.

Vendor will be required to pay a for the food and beverage concession license at Cyr Arena. The Vendor will agree to pay the CITY $ in equal monthly installments of $_____________ payable on October 31, 2022, November 30, 2022, December 31, 2022, January 30, 2023, February 28, 2023, and April 1, 2023 for the initial term of the Agreement.

Vendor accepts “as is” the Concession Premises and equipment and furnishings owned by the CITY, responsible to outfit the Concession Premises, agrees that the CITY has made no representation as to the condition or repair of the Concession Premises or the equipment or furnishings, and agrees that the CITY is not required to alter, repair, or improve the Concession Premises or to provide any supplies, labor, equipment or furnishings, either before or after the date that the Vendor begins occupancy of the Concession Premises.

Vendor must maintain all sales or other receipts or other revenue, regardless of the form (cash, check, credit card, tickets or other indirect form of sales), received by the Vendor or anyone performing any of the services contemplated to be performed under this Agreement must be entered into a cash register which can provide a printed tape showing all sales and the date and time that the printed tape was made. All disbursements from said receipts shall be supported by documentation consistent with acceptable accounting practices.

Vendor will be required to submit documentation regarding the activity and gross revenue of the license. The documentation shall include an itemization of all gross revenue, expenses, the cash register tape showing date, time, and itemized gross revenues, and documentation regarding all meals and sales taxes paid. The documentation shall be in a format as required by the Executive Director-DPB&RM.

The Vendor shall submit the documentation to Executive Director of Parks, Buildings, and Recreation Management at City of Springfield, 200 Trafton, Springfield, MA 01108.

Such documentation will cover the entire term of the Agreement and shall be delivered no later than April 30th of each operating season.

Vendor shall maintain the Concession Premises in good, proper, legal, clean, and sanitary conditions at all times and shall collect and remove trash and refuse as required by the Executive Director-DPB&RM.

Vendor is authorized to sell and serve food, desserts, hot and cold beverages, and confections in a concession setting. The items for sale and the prices must be approved by the Executive Director-DPB&RM. Vendor is not authorized to sell lottery or tobacco products. Vendor may NOT sell or dispense alcoholic beverages or allow the consumption of alcoholic beverages at the Concession Premises.

Vending machines and amusement machines of any type shall not be permitted. No entertainment, live, recorded, televised, or otherwise, shall be permitted.

The Vendor shall be responsible for the design, purchase and installation of any necessary equipment for the concession. The Vendor shall be responsible for the security of the Concession Premises. Include, if necessary, a schematic plan with proposal and particulars to Concession Premises. Said plans will be subject to City approval.

Vendor must obtain all licenses and permits required in the Vendor’s name and at the cost of the Vendor prior to starting operations.
Vendor is responsible to pay any and all taxes required directly to the Federal, State and local authorities.

Vendor must provide permanent menu boards showing items offered, etc. Vendor must present all products in a pleasing and attractive manner. Vendor must provide the highest quality standard of product and presentation. All items shall be fresh for each day.

Vendor must require all employees to be attired in a standard uniform of the Vendor’s choice.

Vendor must agree to execute an agreement substantially consistent with the sample agreement provided with this bid. The terms of the agreement are considered included in these bid specifications.

All requirements and responsibilities of operation shall be approved by the City.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.