RFP 24-013 Beer Vendor
| Agency: | City of Elgin |
|---|---|
| State: | Illinois |
| Type of Government: | State & Local |
| Posted Date: | Feb 3, 2024 |
| Due Date: | Feb 23, 2024 |
| Solicitation No: | RFP 24-013 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP 24-013
|
| Bid Title: |
RFP 24-013 Beer Vendor
|
| Category: | Parks and Recreation Equipment & Services |
| Status: | Open |
|
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Attachment Preview
Request for Proposal
REQUEST FOR PROPOSALS FOR EVENT BEER VENDOR
The City of Elgin will receive proposals for the following professional services in the Purchasing
Department until 5:00 p.m. local time, Friday, February 23, 2024.
Title of Professional Services: Event Beer Beverage Concession Operator
SPECIAL REQUIREMENTS
NEED FOR THE COMMUNITY
The City of Elgin is currently accepting proposals to provide beer concession services for the city’s
Festival Park Concert Series this summer. This series consists of three (3) large-scale outdoor
events taking place at Festival Park, 132 S. Grove Ave, Elgin, IL, 60120. This request for Proposal
(RFP) represents a publicly advertised and competitively awarded solicitation by The City of Elgin.
The City of Elgin reserves the right to reject any or all RFPs, or any part thereof, or to accept any
RFP or any part thereof, or to waive informalities in any RFP, if deemed to be in the best interest
of the city.
BACKGROUND
The City of Elgin embarked on a new large-scale concert series in 2023 to begin to determine
what might be best suited in out years. 2024 brings three concerts back with returning themes.
The July Fourth Celebration takes place on July 4, 2024, in the evening and is expected to bring
between 10,000-12,000 attendees. The End of Summer Bash returns on August 10, 2024, in the
evening and is expected to bring 6,000-8,000 attendees. La Fiesta de Elgin takes place on
September 14, 2024, and is expected to bring 12,000-15,000 attendees.
SCOPE OF PROVIDER SERVICES
Prepare and execute a plan to provide beer concession services for one location and checking IDs
at the point of sales location (and as a second location specifically for ID checking as a possible
addition to the scope) during the event. The proposal should include a partnership with a
distributor which at minimum describes the product offerings, number of kegs per offering, price
point for product sale, plan of changing out the product, refrigeration and times for product drop-
off and pick-up. Each proposal shall also include a plan for BASSET certification, number of staff
and volunteers for set up, breakdown and service, electrical strategy, past experiences dealing
with high attendance events, and a supply list including, but not limited to, cups, wristbands and
signage.
The Fourth of July Celebration requires no less than three different beverage options. This should
include at least two beer options and up to one seltzer option. The End of Summer Bash requires
no less than three different beverage options. This should include at least two beers options and
up to one seltzer option. La Fiesta de Elgin requires no less than three different beverage options.
This should include at least two beer options and up to one seltzer option. Additionally, La Fiesta
de Elgin requires the ability to offer ‘micheladas;’ this can be provided directly from the vendor
utilizing an already proposed beer or through a business partnership. Wine is also acceptable at
each of these events as permitted by the applicant’s liquor license. No hard alcohol or liquor is
permitted in any form.
LOCATIONS FOR SERVICE TENT (on the street/sidewalk):
On South Grove Avenue just south of Prairie Street, adjacent to Festival Park.
GENERAL SPECIFICATIONS
The City is seeking and will select a concessionaire that best demonstrates the ability to provide
affordable and reliable services to event attendees while paying reasonable concession fees to
the City of Elgin. The City is open to a proposal that meets or exceeds the ten percent profit
sharing along with the three thousand dollar vendor fee and the matching three thousand dollar
sponsorship fee from the selected beverage supplier. Payment and a wrap-up report of expenses
and revenues will be required within 30 days after the event. The awarded proposal can be
renewed up to three years. If you are awarded a Concessions Agreement, concession rights may
not be sold, transferred, or given to anyone else. The City of Elgin will not be liable for any
expense or cost associated with the preparation and/or submittal of a Vendor’s response to this
RFP.
GENERAL EXSPECTATIONS
• Beer Concessions Operation Schedule:
o 7:00am
Site preparation begins
o 3:00pm
Vendor arrival and service area set up
o 5:00pm
Event opens, alcohol sales begin
o 10:00pm Last call
o 10:20pm Alcohol sales end
o 10:30pm Festival closes
o 11:00pm Load out and clean up completed.
• Expectations of the city:
o The city will provide the following at the vending area:
Up to two 10’x20’ pop-up tents
Up to eight 6’ tables
Up to eight folding chairs
Additional tents, tables and chairs may be requested for the purpose of ID
checking
String lights for up to two 10’x20’ pop-up tents
Access to power in Festival Park as it applies
• Expectation of the vendor:
o Provide adequate BASSET certified personnel to check IDs and issue wrist bands
at the vending location
o Provide adequate servers at the vending location
o Provide one on-site event supervisor. Supervisor’ mobile phone and email contact
information to be provided to city staff no less than 30 days before the event
o Provide additional electrical power as may be required for beer trailers, lights,
heaters, etc. “Quiet running” generators should be used if at all possible.
o Provide all materials, supplies, and equipment required to operate beer
concessions including efficiently and effectively, but not limited to, adequate
amounts of beer, ice, drink cups, ice, POS equipment, internet service, etc.
REQUIREMENTS (Part A Email subject title: “RFP 24-014 Beer Vendor”)
The applicant must operate the concession awarded to you. The applicant must have a brick and
mortar location within the city of Elgin and hold a City of Elgin liquor license. Please note:
proposals submitted after the deadline date and time or lacking one or more of the following
requirements will not be accepted.
1. Please include your name, business name, business address, email address, phone
and fax number.
2. All proposals must include the legal name of the organization, firm, individual or
partnership submitting the RFP. Include the address of the principal place of business,
phone numbers and primary contact person.
3. The proposal must be signed by an official who is legally authorized to bind the
organization.
4. Provide all reference materials which includes a valid liquor license, proof of insurance
and business plan outlining the provided services.
5. Joint proposals may be submitted. However, dissolution of partnership of joint
submission may result in revocation of agreement.
6. If your proposal is accepted, the following will be due upon issuance of your
concession agreement:
a. Insurance Coverage and Proof of Policy – The concessionaire/contractor shall
obtain and maintain for the duration of the agreement, policies of
comprehensive general liability insurance with combined single limits of not
less than $1,000,000 per occurrence, $2,000,000 general aggregate. The City
of Elgin shall be named additional insured.
b. Alcohol Permit – It will be the concessionaire/contractor’s responsibility to
contact, arrange and apply with specific Illinois and City of Elgin Alcohol
Beverage Requirements for all proposed concession sites. It is the
responsibility of the contractor to verify adequate water and electrical service
available to support the requirements and equipment they intend to operate
at a particular location. Any modifications or improvements to the concession
area shall be at the sole expense of the contractor and will require advance
written approval from the City. Not all improvements requested may be
approved. A copy of a current Alcohol Beverage permit must be provided to
the city prior to the event opening.
c. Contract Agreement (Not Lease) – The contractor understands and agrees the
City will only grant concessions by contract and not by lease. Concession
agreements will only confer permission to occupy and use the premises
described for the purpose of beer beverage concessions. The City will only
grant a successful contractor an individual, revocable and non-transferable
privilege of use in the premises for the concession granted.
EVALUATION CRITERIA
It is the purpose of this Request for Proposal to obtain the highest quality services and to
maximize to the fullest extent the profit-sharing offerings in order to offset event expenses. A
panel of city staff will review the qualified proposals as submitted. The panel will score the RFP
proposals, determine the highest qualified applicants, conduct interviews if necessary, and make
final recommendation to the City Manager regarding the award.
When evaluating any proposal, The City of Elgin shall consider:
(a) All requirements above are met;
(b) Competence to perform the services as reflected by technical training and general
experience in providing the required services and the qualifications and competence of
persons who would be assigned to perform the services;
(c) Ability to perform the services as reflected by workload and the availability of adequate
personnel, equipment, and facilities to perform the services expeditiously;
(d) Past performance as reflected by the evaluation of private persons and officials or other
governmental entities that have retained the services of the firm with respect to such
factors as control of costs, quality of work, and an ability to meet deadlines;
(e) Estimated cost and cost limitations;
(f) Financial responsibility;
(g) Provide the best products to be offered – prices, quality and value;
(h) Meet licensing and insurance requirements;
(i) Meet professional appearances, vibrancy, quality of unit/business, character/theme
attributes, and cleanliness standards;
(j) Preference may be given to past participants;
(k) Other pertinent considerations and information determined by the city to be relevant.
Cost Proposal Part B (Email subject title: “RFP 24-014 Beer Vendor”)
Cost proposals are to include the names, title, hourly rates, and any other costs associated with
providing the proposed services. Service providers may provide additional documentation.
SUBMITTAL
Proposals in PDF copy must be emailed directly to Daina DeNye at DeNye_D@cityofelgin.org no
later than February 23, 2024 at 5 pm. Submissions received after the submittal time may be
rejected. Part A should be in a separate file from Part B Fee.
City of Elgin, Illinois
Equal Employment Written Commitment Guideline
The written commitment required in Item #4 of the Bidder’s Employee Utilization Form shall:
1.
Set out the name and phone number of the bidder’s Equal Employment Officer.
2.
Clearly identify the bidder’s recruitment area and the percentage of minorities and females in the
area’s population and labor force.
3.
Set out what the bidder has done and has set as a goal to ensure the recruitment of minority and
female employees.
4.
Set out the bidder’s specific goals to recruit minorities and females for training programs or other
similar opportunities available through the bidder’s organization.
5.
Indicate bidder’s consent to submit to the City of Elgin, upon request, statistical data concerning
its employee composition and recruitment efforts anytime during the term of the contract.
6.
Show bidder’s consent to distribute copies of the written commitment to all persons who participate
in recruitment, screening, referral, and selection and hiring of job applicants for the bidder.
7.
Clearly show that the bidder shall require all subcontractors, if any, to submit a written commitment
complying with the above requirements of their affirmative action plan to the City of Elgin.
8.
Clearly state the bidder agrees that:
“Bidder (company name) shall not discriminate against any employee or applicant on the basis of
race, color, religion, sex, national origin, age, place of birth, ancestry, marital status, or disability
(physical or mental) which will not interfere with the performance of the job in question.”
Description of Groups for Classification Purposes
African American:
all persons having origins in any of the Black racial groups of Africa
Asian American:
all persons having origins in the Far East, Southeast Asia, the Indian
subcontinent, or the Pacific Islands
Caucasian:
all persons having origins in Europe, North America, or the Middle East
Hispanic:
all persons of Mexican, Puerto Rican, Cuban, Central South American, or other
Spanish culture or origin, regardless of race
Indigenous People:
all persons having origins in any of the original peoples of North America and
who maintain cultural identification through tribal affiliation or community
recognition
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