A. All proposals should be sent to:
City of Federal Way - Sherri Nelson
33325 8th Ave S
Federal Way, WA 98003-6325
sherri.nelson@cityoffederalway.com
B. If submitted on paper, all proposals must be in a sealed envelope and clearly labeled in the lower left-hand corner. If submitted by email, all proposals must be clearly labeled in the subject line. The label shall identify the contents as “RFP Catering Services at the Dumas Bay Centre”
C. All proposals must be received by the Deadline for Submittal of Proposals detailed in II. Time Schedule, at which time they will be opened. Three (3) copies of the proposal must be presented. Faxed or telephone proposals will not be accepted.
D. Proposals should be prepared simply and economically, providing a straight forward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. are not desired. Emphasis should be on completeness and clarity of content. Use of recycled paper for requests and any printed or photocopied material created pursuant to a contract with the City is desirable whenever practicable. Use of both
sides of paper sheets for any submittals to the City is desirable whenever practicable.
E. The Contract Administrator, Autumn Gressett, or representative will notify the firm selected by the date stated in II. Time Schedule.
F. All proposals must include the following information:
• The names of individuals from those firms who will be working on the project and their areas of responsibility.
• Specific experience of individuals relative to the proposed project.
• A proposed outline of tasks, products and project schedule, including the number of hours required to complete each task or product.
• A proposed budget based on the above outline of tasks, products and schedules.
• Exhibit A - Questionnaire
• References.
Factor Weight Given
Responsiveness of the written proposal
to the purpose and scope of service. 30%
Price. 35%
Ability and history of successfully
completing contracts of this type,
meeting projected deadlines and
experience in similar work. 35%
Total Criteria Weight 100%
Each proposal will be independently evaluated on factors one through three.
COMPENSATION AND TERM.
A. The City’s preferred compensation is listed in Exhibit B “Sample Concessionaire Agreement”. The City will entertain other compensation arrangements or proposed combinations of compensation arrangements.
1. Please present detailed information on the firm’s proposed fee schedule for the specifications proposed and for any variation for non-routine services. Please provide specifics as to the percentage of gross sales to be returned to the City.
B. The contract term shall be two years, with three one-year extensions allowed at the option of the City.
SCOPE OF SERVICE
A. Provide catering services as are reasonably requested by the client or Dumas Bay Centre manager; and make Concessionaire’s best possible effort to provide quality service to Dumas Bay Centre patrons and maximize gross receipts.
B. Develop a standard agreement to be used for all events for which the Concessionaire shall exercise its catering rights. Unless the client authorizes otherwise, the agreement shall be between the Concessionaire and the client and must be signed by those parties prior to Concessionaire beginning work on that event. The form of the standard agreement must be approved by the City, and any event-specific changes to the standard agreement must be approved by the City prior to its execution. Fully executed copies of the agreement must be delivered to the Dumas Bay Centre Manager prior to the event. The agreement must include the details on pricing and quantities.
C. Ensure that all requests for services between or among Concessionaire or its employees, agents, and subcontractors and any client desiring services at the Dumas Bay Centre are coordinated through the Dumas Bay Centre Manager.
D. Deal courteously and professionally with all clients.
E. Designate a manager for program and sales who shall be responsible, at a minimum, for the following activities:
1. Supervise all Concessionaires’ on-site employees, agents and/or subcontractors who are working at the event.
2. Serve as Concessionaire’s representative and have the authority necessary to work with Dumas Bay Centre management and clients for event coordination and staffing requirements.
3. Be on site during events for which catering services are provided, and be available by phone and email at other times for event planning and coordination.
F. Ensure that competent, courteous, well trained, appropriately-attired, and efficient employees, agents, or subcontractors appear at the event reasonably prior to the start time as specified by the event agreement, together with all equipment, security service, merchandise and supplies needed to fully perform the services desired by Dumas Bay Centre or the client. Following each event which Concessionaire provides services, ensure that equipment, merchandise and supplies are removed from Concessionaire's authorized locations, and that all unsold merchandise is disposed of in a manner that is separately agreed upon by Concessionaire and the client. Upon receipt of notice from the City of any reasonable and significant objection to any of Concessionaire’s employees, including Concessionaire’s representative, the use of such employee in connection with this Agreement shall be discontinued and a suitable person shall be promptly substituted; provided however, that the City's right to require replacement of any Concessionaire employee, and Concessionaire’s obligation to comply with any such request, shall be subject to restrictions imposed upon Concessionaire by any federal, state or local
statute, law, code, regulation or ordinance or by any collective bargaining agreement or other contract affecting such employee.
G. Prior to each event, provide the Dumas Bay Centre representative assigned to the event with the names of the on-site managers and of all employees, agents and approved subcontractors performing catering services in connection with a client’s event.
H. Coordinate with the Dumas Bay Centre representative assigned to be the liaison with any client regarding the exact location at which catering service is to be installed in connection with such event, and install at the locations authorized by the Dumas Bay Centre Representative in the Premises.
I. Ensure that Concessionaire, and its representatives, only serve products or services authorized by the event client at the event.
J. Ensure that the portion of all adjusted gross receipts from catering sales agreed upon by Dumas Bay Centre are remitted to the City in the designated time frame.
K. Internal catering (catering paid for by City) shall be provided at discounted prices. The Concessionaire will suggest a discount level in their proposal. Costs specifically excluded are any allocations for administrative and general overhead or for corporate-level supervision. Internal events that are discounted are not commissionable. Discounted staffing rates for internal catering shall not be provided as part of the proposal.
L. All marketing and public relations materials must be reviewed and approved by the Dumas Bay Centre.
M. Concessionaire shall be required to provide all items that may be needed for a requested event. Such items include but are not limited to, small wares, chafing dishes, napkins, tablecloths, serving utensils, etc.