GOURMET CONCESSIONAIRES CAFE

Agency: City of Sierra Vista
State: Arizona
Type of Government: State & Local
Caegory:
  • 99 - Miscellaneous
Posted Date: Feb 10, 2019
Due Date: Mar 14, 2019
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19RFP012719-HGL, GOURMET CONCESSIONAIRE CAFE - FINAL.pdf 02/10/2019

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CITY OF SIERRA VISTA
RFP # 19RFP012719-HGL
GOURMET CONCESSIONAIRES CAFÉ
RFP ISSUANCE DATE:
FEBRUARY 10, 2019
PRE-PROPOSAL CONFERENCE DATE:
FEBRUARY 21, 2019 @ 10:00 AM, AZ TIME
DUE DATE FOR QUESTIONS:
MARCH 1, 2019 @ 3:00 P.M. EST
RFP DUE DATE AND TIME:
MARCH 14, 2019 @ 12:00 P.M. EST (NOON)
CONTRACTORS INTERVIEWS WILL BE CONDUCTED DURING 04/01 -04/05
ALL INQUIRIES MUST BE DIRECTED TO:
Helen Lee, Contract Administrator
VIA E-MAIL AT: HELEN.LEE@SIERRAVISTAAZ.GOV
LOCATION: CITY OF SIERRA VISTA – PROCUREMENT DEPARTMENT
1011 NORTH CORONADO DRIVE
SIERRA VISTA, ARIZONA 85635
PAGES 1 - 55
1.0 INFORMATION AND INSTRUCTIONS ......................................................3
2.0 SUBMITTAL CHECKLIST ..........................................................................8
3.0 INTRODUCTION ........................................................................................9
4.0 SCOPE OF SERVICES .................................................................... 12 - 15
5.0 MINIMUM REQUIREMENTS............................................................ 15 - 16
6.0 EVALUATION CRITERIA .........................................................................17
7.0 PROPOSAL PREPARATION AND GUIDELINES ............................ 18 - 22
8.0 PROPOSAL FORMS........................................................................ 23 - 36
9.0 ATTACHMENTS ......................................................................................37
Attachment 1: Scope of Services (SOS) ......................................... 37 - 40
Attachment 2: Arizona Professional License Certification ......................41
Attachment 3: Insurance and Risk Management Provisions .......... 42 - 45
Attachment 4: W-9 Form ................................................................. 46 - 52
Attachment 5: Cost Proposal .......................................................... 53 - 54
Attachment 6: Sealed Proposal Label ....................................................55
TOC
19RFP012719-HGL, GOURMET CONCESSIONAIRE CAFÉ
Request for Proposal
TOC-II
SECTION 1
INFORMATION AND INSTRUCTIONS
Services Required: This Request for Proposals (“RFP”) from qualified Contractors
(“Contractor” or “Contractors”) by the City of Sierra Vista (“City”) from highly motivated,
qualified Concessionaire’ service business to provide first-class services, full time staff,
and a gourmet concession café inside of the City’s Public Library.
1. A detailed Scope of Services (“SOS”) is set forth in this RFP.
2. Solicitation Method: This solicitation is being conducted in accordance with all applicable
provisions of the City of Sierra Vista Code of Ordinances. By submitting a Proposal in
reference to this solicitation, a Contractor acknowledges that it is familiar with all laws
applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances,
which laws are incorporated into this RFP by reference.
3. Minimum Qualifications: Each Contractor and team member shall have the minimum
experience set forth in this RFP.
4. Authority to Transact Business in Arizona: Each Contractor must submit documentation
that demonstrates it is duly authorized to conduct business in the State of Arizona with its
proposal. This requirement also applies to Joint Venture (JV) Team Members, Sub-
Contractors and Sub-Contractors.
5. No Offer by City and Firm Offer by Contractor: This solicitation does not constitute an
offer by City to enter into an agreement and cannot be accepted by any Contractor to form
an agreement. This solicitation is only an invitation for offers from interested Contractors
and no offer shall bind the City. A Contractor’s offer is a firm offer and may not be
withdrawn except as provided in this RFP, and in the City’s Code of Ordinances and other
applicable law.
6. Proposal Duration: Proposals submitted in response to this RFP must be valid for a period
of One Hundred and fifty (150) calendar days from the Proposal Submission Deadline and
must be marked as such.
7. Proposal Submission Deadline: Responses to this RFP must be received by the City of
Sierra Vista Procurement Department, 1011 N. Coronado Drive, Sierra Vista, Arizona
85635, no later than 12:00 P.M., Arizona Time, Thursday, March 14, 2019. Any Proposal
received after this time will not be considered and will be rejected and returned.
8. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference
has been scheduled for Thursday, February 21, 2019 at 10:00 A.M., Local (Arizona)
Time at the Sierra Vista Public Library, located at 2600 E. Tacoma Street, Sierra Vista,
Arizona 85635. Attendance at the Pre-Proposal Conference is voluntary for Contractors
responding to this RFP; however, Contractors are encouraged to attend. During the Pre-
Proposal Conference, the general requirements of the project will be discussed. Any
questions raised by potential Contractors will be discussed. Verbal answers to questions
during the Pre-Proposal Conference will not be authoritative. Each Contractor must be fully
informed regarding all existing and expected conditions and matters which might affect the
cost or performance of the Services. It should be emphasized, however, that nothing stated
or discussed during the course of this conference shall be considered to modify, alter or
19RFP012719-HGL, GOURMET CONCESSIONAIRE CAFÉ
Request for Proposals
3
change the requirement of the solicitation documents, unless it shall be subsequently
incorporated into an addendum to the solicitation documents.
9. Solicitation Questions; Prohibited Contacts: Any questions regarding this RFP should
be submitted in writing to Helen Lee, Contracts Administrator, City of Sierra Vista
Procurement Department, 1011 North Coronado Drive, Sierra Vista, Arizona 85635, or
emailed to helen.lee@sierravistaaz.gov, on or before Tuesday, February 26, 2019 at 3:00
P.M. Local (AZ) Time. Questions received after the designated period may not be
considered. Responses made by the City will be provided in writing to all Contractors by
addendum. Verbal responses are not authoritative. It is the responsibility of each Contractor
to obtain a copy of any Addendum issued for this solicitation by monitoring the City’s website
at https://tinyurl.com/SVProcure. No Contractor may rely on any verbal response to any
question submitted concerning this RFP. All Contractors and representatives of Contractors
are strictly prohibited from contacting any other City employees, City Officials, Elected
Officials or any third-party representatives of the City on any matter having to do with this
RFP. All communications by any Contractor concerning this RFP must be made to the City
of Sierra Vista – Procurement Division.
10. Ownership of Proposals: Each Proposal submitted to the City will become the property of
the City, without compensation to a Contractor, for the City’s use, in its discretion. The City
shall not be liable for any proposal preparation costs incurred by Contractors.
11. Arizona Open Records Act: Information provided to the City is subject to disclosure
under the Arizona Open Records Act, A.R.S. § 39.101 et. seq. Pursuant to AZ REV STAT §
3-3121, “[a]n entity submitting records containing trade secrets that wishes to keep such
records confidential under this paragraph shall submit and attach to the records an affidavit
affirmatively declaring that specific information in the records constitute trade secrets.
Pursuant to All information reported to or obtained by the department or its representatives
in connection with any inspection or investigation under this article which contains or which
might reveal a trade secret is considered confidential for the purpose of this article, except
that the information may be disclosed to other representatives of the office or department
concerned with carrying out this article or if it is relevant in any proceeding under this article.
In any such proceeding, the department, assistant director, director, hearing officer or courts
shall issue orders as may be appropriate to protect the confidentiality of trade secrets”.
12. Insurance Requirements: The Insurance requirements for any Agreement that may be
awarded pursuant to this RFP are set forth in Attachment III: Insurance. Contractor
must provide a copy of a current certificate of insurance evidencing any existing commercial
general liability policies issued for Contractor, if any. For purposes of this section,
“Contractor” shall mean an individual, corporation or other corporate entity submitting a
proposal in connection with this solicitation, including each joint venture partner if
Contractor is a joint venture.
13. Evaluation of Financial Information: The City’s evaluation of financial information
concerning a Contractor and its consideration of such information in determining whether a
Contractor is responsive and responsible may involve a review of several items of
information required to be included in a Proposal. The City will review the Financial
Information disclosed by Contractor and attached to this RFP. Further, if this RFP requires
a successful Contractor that is awarded an Agreement pursuant to this solicitation to post
some type of performance guarantee (e.g. letter of credit, guaranty agreement, etc.), a
Contractor must submit with its Proposal a notarized letter from an appropriate financial
institution indicating that it is willing to issue such performance guarantee for the Contractor
19RFP012719-HGL, GOURMET CONCESSIONAIRE CAFÉ
Request for Proposals
4
if an Agreement is awarded to it Contractor.
14. Sub-Contractors and Manufacturers: Contractors are required to submit, in writing, the
addresses of any proposed Sub-Contractors or equipment manufacturers listed in the
Proposal and may be required to submit other material information relative to proposed
Sub-Contractors. City reserves the right to disapprove any proposed Sub-Contractors
whose technical or financial ability, or resources, or experience are deemed inadequate.
15. Examination of Proposal Documents:
15.1.
Each Contractor is responsible for examining with appropriate care the complete
RFP and all Addenda and for informing itself with respect to all conditions which
might in any way affect the cost or the performance of any Services. Failure to do so
will be at the sole risk of the Contractor, who is deemed to have included all costs
for performance of the Services in its Proposal;
15.2.
Each Contractor shall promptly notify City in writing should the Contractor find
discrepancies, errors, ambiguities or omissions in the Proposal Documents, or
should their intent or meaning appear unclear or ambiguous, or should any other
question arise relative to the RFP. Replies to such notices may be made in the form
of an addendum to the RFP, which will be issued simultaneously to all potential
Contractors;
15.3. City may in accordance with applicable law, by addendum, modify any provision or
part of the RFP at any time prior to the Proposal due date and time;
15.4. Each Contractor must confirm Addenda have been received and acknowledge
receipt by executing the Acknowledgment of Addenda form provided with each
Addendum; and
15.5. The City may waive any technicalities and formalities. The City reserves the right to
cancel the RFP in its entirety.
16. Oral Presentations/Interviews: Responsive Contractors may be required to make an oral
presentation of their proposed solution to the City’s Evaluation Committee.
Representatives of the Key Personnel as identified in the Contractor’s proposal, and those
with decision making ability and authority speak on behalf of and to bind the Contractor,
must be active participants in the oral presentation. The City will notify responsive
Contractors of the date, time and location for the presentation, and will supply an agenda or
topics for discussion. Interviews will be conducted during the week of 4/1/2019 -
4/4/2019.
17. Award and Execution of Agreement: If the City awards an Agreement pursuant to this
solicitation, the City will prepare and forward to the successful Contractor an Agreement for
execution. All Contractors should thoroughly review the document prior to submitting a
proposal. Any proposed revisions to the terms or language of this document must be
submitted in writing with the Contractors response to the Request for Proposals. Since
proposed revisions may result in a proposal being rejected if the revisions are unacceptable
to the City, Contractor should review any proposed revisions with an Authorized
Representative having authority to execute the Contract. The City will provide the
Contractor with five (5) unsigned agreements. The Contractor shall execute and return to
the City five (5) signed agreements, with required insurance certificates and other
19RFP012719-HGL, GOURMET CONCESSIONAIRE CAFÉ
Request for Proposals
5

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