FOOD and BEVERAGE CONCESSIONS SERVICES at LUKE JENSEN SPORTS PARK

Agency:	County of Clark
State:	Washington
Type of Government:	State & Local
NAICS Category:	713990 - All Other Amusement and Recreation Industries 722310 - Food Service Contractors
Posted Date:	Jul 31, 2024
Due Date:	Sep 11, 2024
Solicitation No:	RFP Number: 900
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Bid Documents:	Please Login to View Page

RFP Number: 900

It is the responsibility of the proposer to monitor this site prior to proposal submission, in case additional information, which may be pertinent to the proposal is provided.

General Information:

The purpose of this Request for Proposal (RFP) is to identify a vendor(s) with the appropriate knowledge, experience, and professional expertise to provide food and beverage concession services from inside the concessions stand a Luke Jensen Sports Park.

Release Date: Wednesday, July 31, 2024
Closing Date: Wednesday, September 11, 2024

Pre-Bid Conference:

A pre-submittal meeting is scheduled for Thursday, August 15, 2024 at 10:00 am. Proposers interested in attending shall meet at the Luke Jensen Sports Park located at 4000 NE 78th Street, Vancouver WA 98665.

Attachments:

Attachment Preview

REQUEST for PROPOSAL #900

PROFESSIONAL, TECHNICAL AND EXPERT SERVICES

Clark County Washington

RELEASE DATE: WEDNESDAY, JULY 31, 2024

DUE DATE: WEDNESDAY, SEPTEMBER 11, 2024 by 1:30 pm

Request for Proposal for:

FOOD and BEVERAGE CONCESSIONS SERVICES at LUKE

JENSEN SPORTS PARK

SUBMIT:

One (1) Original

Four (4) Complete Copies

of the Proposal to:

Shipping Method of your Choice or Hand Delivery

United States Postal Service

Clark County

ATTN: Office of Purchasing

1300 Franklin Street, 6th Floor, Suite 650

Vancouver WA 98660

564-397-2323

Clark County

ATTN: Office of Purchasing

PO Box 5000

Vancouver WA 98666-5000

564-397-2323

Office Hours: 8:00 am – 3:00 pm, Monday – Friday, except Legal Holidays.

No electronic submissions.

**Proposals must be delivered to the Purchasing office – No Exceptions

**Proposals must be date and time stamped by Purchasing staff by 1:30 pm on due date.

**Proposal shall be sealed and clearly marked on the package cover with RFP #, Title & Company Name

Refer Questions to Project Manager:

Jacob Huston

Program Coordinator | Public Works

Jacob.Huston@clark.wa.gov

564-397-5884

General Terms and Conditions

ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and

administrative requirements established by Washington Administrative Code (WAC), the

Revised Code of the State of Washington (RCW), and any subsequent amendments or

modifications, as applicable to providers licensed in the State of Washington.

ALL proposals submitted become the property of Clark County. It is understood and agreed

that the prospective Proposer claims no proprietary rights to the ideas and written materials

contained in or attached to the proposal submitted. Clark County has the right to reject or

accept proprietary information.

AUTHORSHIP - Applicants must identify any assistance provided by agencies or indivi-

duals outside the proposers own organization in preparing the proposal. No contingent

fees for such assistance will be allowed to be paid under any contract resulting from this

RFP.

independently, without consultation, communication, or agreement for the purpose of

restricting competition. This does not preclude or impede the formation of a consortium

of companies and/or agencies for purposes of engaging in jointly sponsored proposals.

INTERLOCAL AGREEMENT - Clark County has made this RFP subject to Washington

State statute RCW 39.34. Therefore, the proposer may, at the proposers option, extend

identical prices and services to other public agencies wishing to participate in this RFP.

Each public agency wishing to utilize this RFP will issue a purchase order (or contract)

binding only their agency. Each contract is between the proposer and the individual agency

with no liability to Clark County.

LIMITATION - This RFP does not commit Clark County to award a contract, to pay any

costs incurred in the preparation of a response to this RFP, or to procure or contract for

services or supplies.

CANCELLATION OF AWARD - Clark County reserves the right to immediately cancel an

award if the contractual agreement has not been entered into by both parties or if new state

regulations or policy make it necessary to change the program purpose or content,

discontinue such programs, or impose funding reductions. In those cases where

negotiation of contract activities are necessary, Clark County reserves the right to limit the

period of negotiation to sixty (60) days after which time funds may be unencumbered.

CONFIDENTIALLY - Proposer shall comply with all applicable state and federal laws

governing the confidentiality of information.

CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing

or denying any interest, financial or otherwise, that any employee or official of Clark County

or the appropriate Advisory Board may have in the proposing agency or proposed project.

CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a

proposal must certify that each company or agency of the consortium can meet the

requirements set forth in the RFP.

COST OF PROPOSAL & AWARD - The contract award will not be final until Clark County

and the prospective contractor have executed a contractual agreement. The contractual

agreement consists of the following parts: (a) the basic provisions and general terms and

conditions, (b) the special terms and conditions, (c) the project description and goals

(Statement of Work), and (d) the budget and payment terms. Clark County is not

responsible for any costs incurred prior to the effective date of the contract. Clark County

reserves the right to make an award without further negotiation of the proposal submitted.

Therefore, the proposal should be submitted in final form from a budgetary, technical, and

programmatic standpoint.

DISPUTES - Clark County encourages the use of informal resolution to address complaints

or disputes arising over any actions in implementing the provisions of this RFP. Written

complaints should be addressed to Clark County – Purchasing, P.O. Box 5000, Vancouver,

Washington 98666-5000.

DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the

policy of Clark County to require equal opportunity in employment and services subject

to eligibility standards that may be required for a specific program. Clark County is an

equal opportunity employer and is committed to providing equal opportunity in

employment and in access to the provision of all county services. Clark County's Equal

Employment

Opportunity

Plan

available

http://www.clark.wa.gov/hr/documents.html. This commitment applies regardless of

race, color, religion, creed, sex, marital status, national origin, disability, age, veteran

status, on-the-job injury, or sexual orientation. Employment decisions are made without

consideration of these or any other factors that are prohibited by law. In compliance with

department of Labor Regulations implementing Section 504 of the rehabilitation Act of

1973, as amended, no qualified handicapped individual shall be discriminated against

in admission or access to any program or activity. The prospective contractor must agree

to provide equal opportunity in the administration of the contract, and its subcontracts or

other agreements.

MUNICIPAL RESEARCH and SERVICE CENTER - Clark County (WA) contracts with

the Municipal Research and Service Center (MRSC) to maintain our Consultant, Small

Works and Vendor rosters. To be eligible to participate in this Clark County public

solicitation and the resulting contract, your business must be registered with the MRSC

Rosters. Failure to register may result in your proposal being marked nonresponsive.

Be sure to select Clark County in your application. If you have questions about the

registration process, contact the MRSC Rosters at 206-436-3798 or

https://mrscrosters.org/businesses/business-membership/

LATE PROPOSALS - A proposal received after the date and time indicated above will not

be accepted. No exceptions will be made.

ORAL PRESENTATIONS - An oral presentation may be required of those prospective

contractors whose proposals are under consideration. Prospective contractors may be

informed that an oral presentation is desired and will be notified of the date, time and

location the oral presentation is to be conducted.

OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for

the following purposes will be conducted at the discretion of Clark County: Fund

accountability; Contract compliance; and Program performance.

PRICE WARRANT - The proposer shall warrant that the costs quoted for services in

response to the RFP are not in excess of those which would be charged any other individual

or entity for the same services performed by the prospective contractor, in a similar

socioeconomic, geographical region.

PROTESTS - Must be submitted to the Purchasing Department.

PUBLIC SAFETY - May require limiting access to public work sites, public facilities, and

public offices, sometimes without advance notice. The successful Proposer’s employees

and agents shall carry sufficient identification to show by whom they are employed and

display it upon request to security personnel. County project managers have discretion

to require the successful Proposer’s employees and agents to be escorted to and from

any public office, facility or work site if national or local security appears to require it.

ACCEPTANCE or REJECTION OF PROPOSALS - Clark County reserves the right to

accept or reject any or all proposals received as a result of this RFP, to negotiate with any

or all prospective contractors on modifications to proposals, to waive formalities, to

postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of

Clark County to do so.

SUBCONTRACTING - No activities or services included as a part of this proposal may

be subcontracted to another organization, firm, or individual without the approval of

Clark County. Such intent to subcontract shall be clearly identified in the proposal. It is

understood that the contractor is held responsible for the satisfactory accomplishment

of the service or activities included in a subcontract.

VERBAL PROPOSALS - Verbal proposals will not be considered in making the award of

any contract as a result of this RFP.

WORKERS COMPENSATION INSURANCE – The contractor shall comply with R.C.W.

Title 51- with minimum coverage limits of $500,000 for each accident, or provide

evidence that State law does not require such coverage.

FOR ALTERNATIVE FORMATS

Clark County ADA Office: V: 564-397-2322

ADA@clark.wa.gov

INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that,

in connection with this proposal, the prices and/or cost data have been arrived at

Request for Proposals

Table of Contents

PART I

PART II

PROPOSAL REQUIREMENTS

Section IA: General Information

1. Introduction

2. Background

3. Scope of Project

4. Project Funding

5. Title VI Statement

6. Timeline for Selection

7. Employment Verification

Section IB: Work Requirements

1. Required Services

2. County Performed Work

3. Deliverables and Schedule

4. Place of Performance

5. Period of Performance

6. Prevailing Wage

7. Debarred / Suspended

8. Americans with Disabilities Act (ADA) Information

9. Public Disclosure

10. Insurance/Bond

11. Plan Holders List

PROPOSAL PREPARATION AND SUBMITTAL

Section IIA: Pre-Submittal Meeting/Clarification

1. Pre-Submittal Meeting

2. Proposal Clarification

Section IIB: Proposal Submission

1. Proposals Due

2. Proposal

Section IIC: Proposal Content

1. Cover Sheet

2. Project Team

3. Management Approach

4. Respondent’s Capabilities

5. Project Approach and Understanding

6. Proposed Cost

PART III

PROPOSAL EVALUATION & CONTRACT AWARD

Section IIIA: Proposal Review and Selection

1. Evaluation and Selection

2. Evaluation Criteria Scoring

Section IIIB: Contract Award

1. Consultant Selection

2. Contract Development

3. Award Review

4. Orientation/Kick-off Meeting

ATTACHMENTS

A: Proposal Cover Sheet

B: Letter of Interest

C: Certification Regarding Debarment, Suspension and Other Responsibility Matters Form

D. Ariel Photo

E. Additional Maps

F. Equipment Schedule

G. Inside Concession Pictures

Request for Proposal #900

Food and Beverage Concessions Services at Luke Jensen Sports Park

Part I

Proposal Requirements

Section IA

1. Introduction

General Information

The purpose of this Request for Proposal (RFP) is to identify a vendor(s) with the appropriate

knowledge, experience, and professional expertise to provide food and beverage concession

services from inside the concessions stand a Luke Jensen Sports Park.

This RFP is intended to encourage organizations to clearly outline how they would provide

the required services, propose options for services or service enhancements and operate

these services in a consistent and revenue positive manner. Each proposer must clearly

demonstrate its knowledge of the standard business practices for food concessions,

operating plans, healthy menu planning and fiscal responsibility.

Clark County (WA) contracts with the Municipal Research and Service Center (MRSC) to

maintain our Consultant, Small Works and Vendor Rosters. To be eligible to participate in

this Clark County public solicitation and the resulting contract your business must be

registered with the MRSC Rosters. Failure to register may result in your proposal being

marked nonresponsive. Be sure to select Clark County in your application. If you have

questions about the registration process, contact the MRSC Rosters at 206-436-3798 or

https://mrscrosters.org/businesses/business-membership/

If your company contact details are not on the Plan Holder List at

https://clark.wa.gov/internal-services/request-proposal-1

Attachment B, Letter of Interest must be submitted to participate in this RFP.

Proposers shall respond to all sections to be considered.

Clark County has made this Request for Proposal subject to Washington State statute RCW

39.34 Interlocal Cooperation Act. The proposer may opt to extend identical services and prices

to qualified public agencies. Each contract is between the proposer and individual agency

binding only their agency, with no liability to Clark County.

2. Background

The Luke Jensen Sports Park is located at 4000 Northeast 78th Street, approximately a quarter

mile west of St. John’s Road. It is a 20-acre sports facility that was built in 2011-12 to meet the

needs of the county’s youth sports programs.

Named after a local boy who lost his battle with leukemia in 2010, the Luke Jensen Sports Park

features three lighted, multi-purpose synthetic turf fields, two lighted natural turf baseball fields,

three wireless scoreboards, dug-outs, batting cages, a small playground, parking lots, access

roads, walking/biking paths, picnic tables, and benches. A six-acre forested neighborhood park

on the north side of the property also offers walking trails, a bench and picnic table, and

opportunities for passive nature exploration.

The park has a combined concessions/restrooms/community room building from which the

successful vendor will be expected to provide food and beverage concessions services to the

public. The concessions stand comes furnished with the equipment described in Exhibit F.

Pictures of the concessions stand are attached as Exhibit G.

3. Scope of Project

Clark County Public Works (CCPW) is seeking proposals from qualified operators to provide

food and beverage concessions services at Luke Jensen Sports Park. Operator will manage

and operate the concessions stand in Luke Jensen Sports Park in exchange for a long-term

concession agreement. CCPW will select a proposer that best demonstrates their ability to

provide innovative, affordable, healthy, safe and reliable food service to park patrons while

paying reasonable concession fees to CCPW. Proposers are encouraged to offer services

Request for Proposal #900

Food and Beverage Concessions Services at Luke Jensen Sports Park

and/or products that would be complimentary to the existing uses of the park. Each proposer

should include an assortment of healthy food products as part of their proposed menu. CCPW

reserves the right to approve or deny any proposed food item and/or business activity.

4. Project Funding

Anticipated compensation to the county under any future agreement shall be considered as

part of the proposal review. Potential operator may choose a monthly rental or percentage of

sales approach to county compensation.

Once awarded, Clark County Public Works (CCPW) and the successful vendor will mutually

agree on the when and where the services are to be offered. Typical dates and times could

include, but not be limited to, an annual season of March 1st – October 31st, daily. Hours of

operation to be negotiated between County and awarding vendor.

5. Title VI

Statement

Title VI Statement

Clark County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§ 2000d to 2000d‐4) and the Regulations, hereby notifies all bidders

that it will affirmatively ensure that any contract entered into pursuant to this advertisement,

disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in

response to this invitation and will not be discriminated against on the grounds of race, color,

or national origin in consideration for an award.

El Condado de Clark, de acuerdo con las disposiciones del Título VI de la Ley de Derechos

Civiles de 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d a 2000d‐4) y el Reglamento, por la presente

notifica a todos los postores que se asegurará afirmativamente de que cualquier contrato

celebrado de conformidad con este anuncio, las empresas comerciales desfavorecidas

tendrán la oportunidad plena y justa de presentar ofertas en respuesta a esta invitación y no

serán discriminadas por motivos de raza, color u origen nacional en consideración a un laudo.

La políza del condado de Clark es garantizar que ninguna persona por motivos de raza,

color, origen nacional o sexo según lo dispuesto en el Title VI of the Civil Rights Act de 1964,

según enmendada, sea excluida por participar en, ser negado los beneficios de, o ser

discriminado por cualquier programa o actividad patrocinada por el condado. Para preguntas

relacionadas con el programa de Title VI de Obras Públicas del condado de Clark, o para

servicios de interpretación o traducción para personas que no hablan inglés. O para que los

materiales estén disponibles en un formato alternativo, comuníquese con el coordinador del

Title VI de Obras Públicas del condado de Clark por correo electrónico a CCPW-

TitleVI@clark.wa.gov o por teléfono a 564-397-4944. Las personas con problemas de

audición / habla pueden llamar a Washington Relay Center al 711.

For questions regarding Clark County Public Works’ Title VI Program, or for interpretation or

translation services for non-English speakers, or otherwise making materials available in an

alternate format, contact Clark County Public Works’ Title VI Coordinator via email at CCPW-

TitleVI@clark.wa.gov or phone at 564-397-4944. Hearing/speech impaired may call the

Washington Relay Center at 711.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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FOOD and BEVERAGE CONCESSIONS SERVICES at LUKE JENSEN SPORTS PARK

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