Bid Detail

23-080 - Request for Proposal: Food & Beverage Concession at Franconia Golf Course Clubhouse

INTRODUCTION

1. The City of Springfield, Massachusetts (the ‘City”), acting through the Department of Parks, Buildings, and Recreation Management- Parks Division (hereafter “DPBRM” or ‘Parks”), is issuing this Request for Proposals (the “RFP”) to parties (individually referred to as a “Proposer”) who wish to submit proposals to provide food and beverage operation at the Franconia Golf Course, located at 619 Dwight Road, Springfield Massachusetts 01118. This RFP is being conducted in accordance with the competitive sealed proposals as prescribed by Massachusetts General Laws Chapter 30B, § 6. All parties interested in submitting proposals for the operation of a food and beverage concession (hereinafter referred-to as the “concession”), at the Franconia Golf Course are invited to do so in accordance with the described specifications.

2. The work contemplated is professional in nature. It is understood that the Selected Proposer acting as an individual, partnership, corporation or other legal entity is of professional status, licensed to perform in the State of Massachusetts for all applicable professional discipline(s) requiring licensing and will be governed by the professional ethics in its relationship to the City. It is also understood that all reports, information, or data prepared or assembled by the Proposer under a contract awarded pursuant to this RFP and may be made available to any individual organization, under the Freedom of Information Act (FOIA). The Proposer shall be financially solvent and each of its member if a joint venture, it employees, agents, or sub-consultants of any tier shall be competent to perform the services required under this RFP document.

3. The Concessionaire shall operate and have available the ability to accept credit/debit cards by major providers for payment for all products sold upon commencement and through the duration of the contract.

4. Proposers must meet all Minimum Criteria contained in Section I (C). Proposers who do not meet the minimum criteria will be removed from further consideration. Proposers who meet the Minimum Criteria will have their Technical Proposals (see Section IV for form) evaluated against the Comparative Criteria (see Section VI) and ranked by the RFP committee. After all proposals are ranked, Price Proposals will also be evaluated to determine the overall most advantageous proposer for these services.

5. Proposals will be analyzed by a review committee made up of representatives from the Parks Department, the Office of Procurement, Office of Management and Budget, and possibly other City Departments. Supplemental information may be requested by the City and obtained from Proposers. In connection with the evaluation of Proposals, oral presentations may be requested of all or some of the Proposers in order to better evaluate proposals.

6. The Concessionaire shall be responsible for the design, purchase and installation of any necessary equipment for the concession. The Concessionaire shall be responsible for the security of the concession facility and surrounding area as well as for the necessary replacement of Department equipment located therein. The Concessionaire shall include a schematic plan with its proposal and give particulars to that service area (i.e. for the interior and exterior of the concession.) Said plans will be subject to DPBRM approval.

Contract Information

1. The initial term of the Contract shall be for One (1) year, with Two (2) one-year in length renewal options, to be exercised at the City’s sole discretion. Upon execution of this Agreement by all parties, the term shall commence on April 1, 2023, and shall automatically terminate on March 31, 2026, unless earlier terminated in accordance with the Terms and Conditions of this Agreement.

2. This license agreement shall be limited to an initial period of one year. During or following the one-year initial term of this lease, the DPBRM reserves the right to either extend the lease of the individual or organization awarded this concession under this RFP for an additional period of up to two years (for a total of up to 3 years under this RFP), or request new bids under a new RFP.

3. The awarded contract will be in a similar form as the Sample Contract attached to this RFP as Exhibit B. Submission of RFP proposal indicates that the Proposer is ready, willing, and able to enter into a service contract with the City and agrees to be bound to the terms and conditions of contract.

4. The City reserves the right to solicit other proposals for work that is not a part of this proposal.

Minimum Criteria

In order to be responsive to this request for proposals, the following minimum criteria (“Minimum Criteria”) must be satisfied. Each proposal must clearly state how the Proposer meets the Minimum Criteria set forth in this section. Proposals that do not meet the following Minimum Criteria will be rejected:

i. Concessionaire shall have a minimum of five (5) years’ experience operating and managing concessions.

ii. Proposer must be registered to do business in the Commonwealth of Massachusetts under state law and have all business licenses required by the City of Springfield.

iii. Proposer must be able to provide the equipment and supplies required to perform the services described in this RFP.

iv. Proposer must provide certificated evidence of insurance prior to the City’s execution of this contract.

v. Proposer is not in breach or default on any contract agreement with the City of Springfield.

vi. Proposer and its employees are licensed and permitted by law to perform all the services described in this RFP, including but not limited to the service of alcoholic beverages.

RFP SUBMISSION INFORMATION

A. Questions and Addenda

1. Questions regarding the RFP should be in writing and delivered via email or facsimile (413) 787-6295 to:
Office of Procurement
Attn: Lauren Stabilo, Chief Procurement Officer
City Hall – Room 307
36 Court Street
Springfield, MA 01103
lstabilo@springfieldcityhall.com

2. All inquiries related to the requirements should prominently refer to “RFP No. 23-080, Food & Beverage Concession Franconia Golf Course Clubhouse”, and the RFP opening date. In order to be considered, questions must be made in writing and received by the Office of Procurement no later than December 14, 2022 at 4:30 P.M. Responses to inquiries will be in the form of a numbered addendum to the specifications issued by the Office of Procurement and sent to all parties listed in the RFP file as Proposers(s) holding the RFP documents. Proposers should base responses only on the specifications including any addenda, which will become exhibits to the RFP document. The City, in its sole discretion, may decline to provide the information requested.

3. PLEASE NOTE that all addenda must be acknowledged either in the RFP response (there is a space for that purpose on the RFP cover sheet) when submitted or by following the instructions on the addendum cover sheet. If using the latter means to acknowledge receipt, the Proposer must write the business name of the firm, sign the sheet and fax it to (413-787-6295) and/or include a copy of the sheet in the RFP response. Failure to acknowledge any addendum may cause rejection of a RFP response as required by Massachusetts General Laws. Proposer(s) are advised to call the Office of Procurement (413-787-6284) before sending their RFP responses to confirm that all addenda are accounted for.

Site Visit. Site visits can be made by appointment by contacting Peter Krupczak, on or before Monday, December 12, 2022 via email at pkrupczak@springfieldcityhall.com.

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.

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