NOTICE OF REQUEST FOR PROPOSALS
Daleville Parks and Recreation Board
Notice is hereby given that the Daleville Parks and Recreation Board will accept sealed
proposals at 8019 S. Walnut Street, Daleville, Indiana 47334, up to the hour of 4:00 PM (local
time) on (May 8, 2017). Notice is further given that a public meeting of the Parks and
Recreation Board will be held on (May 8, 2017, at 5:30 pm), in the Board Room at the same
address noted above. At said meeting, the Parks and Recreation Board shall open and consider
proposals for the operation and subsequent maintenance of the Town Hall Park Concession
Stand located at 8019 S. Walnut Street, Daleville, Indiana 47334. Being the initial year of
operation for the Town Hall Splash Park, the Board is open to creative ideas related to providing
park concessions, hours of concession operations, engagement of the public, concession
funding plans, and optimal use of the facility. A full copy of this request is available at
www.dalevilleindiana.org
Dated this 26th day of April, 2017.
Tammy Staimpel
President, Daleville Parks and Recreation Board
Daleville Parks and Recreation Board
Request for Proposals
Issued (April 26, 2017)
Response Due Date: (May 8, 2017)
DALEVILLE PARKS AND RECREATION BOARD
8019 S. Walnut St. Daleville, Indiana 47334
Section One
General Information and Requested Services
1.
INTRODUCTION
The Daleville Parks and Recreation Department is seeking proposals for the operation and subsequent
maintenance of the Town Hall Park Concession Stand located at 8019 S. Walnut Street Daleville, Indiana
47334. Being the initial year of operation of the Town Hall Splash Park, the Board is open to creative
ideas and proposals that seek to provide excellent concession stand operations to visitors of the Park.
All proposals by individuals or businesses will be considered.
2.
PURPOSE OF THE RFP
The purpose of this Request for Proposals (RFP) is to enable the Parks and Recreation Board to select an
appropriate Concession Stand Operator that in exchange for use of the property will satisfy the Boards
need for concession stand offerings. Successful proposals will include plans to address all of the
following conditions.
A. Assume the concession stand area and all maintenance upkeep, utilities.
B. Utilize the area to provide food and beverage items to park visitors.
C. Utilize the property to develop expanded business opportunities and jobs in the Town of Daleville.
D. (Note detailed questions as to specific end use in Section Two)
4.
QUESTION/INQUIRY PROCESS
All questions and inquiries regarding this RFP may be submitted in writing by (May 4, 2017). Questions
and inquiries may be submitted via email to [email protected] or by mail to Attn.
Clerk/Treasurer 8019 W. Walnut St. Daleville, Indiana 47334.
5.
DUE DATE FOR PROPOSALS
All proposals must be submitted by mail or hand delivered to the Daleville Town Hall offices located at
8019 S. Walnut St. Daleville, Indiana 47334. All proposals are due by 4:00 P.M. on (May 8, 2017).
6.
PROPOSAL CLARIFICATIONS AND DISCUSSIONS
The Parks and Recreation Board reserves the right to request clarification on proposals submitted. The
Board also reserves the right to conduct proposal discussions either oral or written with respondents
both before and after award.
7.
REFERENCE SITE VISIT
The site and building plans are open for inspection to respondents daily from 9:00am to 4:00pm at the
Daleville Town Hall offices.
8.
CONTRACT OBLIGATIONS
The selected respondent will be required to enter into a formal lease contract/agreement that will
subsequently memorialize all of the terms and conditions between the Board and the Operator. Said
contract/agreement will include the terms and conditions as presented and or agreed to from the
selected Operators submitted proposal. The Operator will be responsible for the performance of any
obligations that may result from this RFP and shall not be relieved by the non-performance of any
subcontractor or other parties. Proposals shall include a timeline for the setup, opening and closing of
the facilities and hours of operation that will be included in the contract/agreement.
9.
CONFIDENTIAL INFORMATION
Respondents are advised that materials contained in proposals are subject to the Indiana Public Records
Act, IC 5-14-3 et esq., and, after the contract award, the entire RFP file may be viewed and copied by any
member of the public, including news agencies and competitors. Respondents claiming a statutory
exception to the Indiana Public records Act must place all confidential documents in a sealed envelope
clearly marked “Confidential” and must indicate in a transmittal letter and on the outside of the
envelope that confidential materials are included. The respondent must also specify which statutory
exception of the Public Records Act applies.
The Parks and Recreation Board reserves the right to make determinations of confidentiality. If the
Board does not agree that the information designated is confidential under one of the disclosure
exceptions to the Indiana Public Records Act, it may either reject the proposal or discuss its
interpretation of the allowable exceptions with the respondent.
If an agreement can be reached, the proposal will be considered. If an agreement cannot be reached,
the Board will remove the proposal from consideration for award and return the proposal to the
respondent. The Board will not determine any prices or costs to be confidential information.
10. PROPOSAL LIFE
Any and all portions of this RFP and any or all portions of the respondent’s response shall be
incorporated as part of the final contract/agreement. The life of the agreement shall be for the 2017
operating season. Final dates of such are yet to be determined.
11. TAXES, FEES, PERMITS, LICENSES, INSPECTIONS
The Parks and Recreation Board and Town of Daleville are exempt from federal, state, and local taxes.
Neither organization will be responsible for any taxes levied on the Operator as a result of this RFP.
Operator is solely responsible for taxes that are incurred as a result of operating a for-profit business.
The selected Operator is solely responsible for all required permits and or licenses to operate said
facility. Having a background and certification in Indiana safe food handling is a requirement.
Compliance with all Health Department and other governing body inspections is the sole responsibility
of the Operator.
12. DUE DILIGENCE, ENVIRONMENTAL AND PROPERTY INSPECTIONS
Property will be leased to the selected Operator in an "AS IS/WHERE IS” condition. Respondent is solely
responsible for completing their own due diligence, business forecasting, environmental assessments,
and property inspections. Neither the Parks and Recreation Department and or the Town of Daleville
will be responsible for ANY conditions either known or unknown at the property. Operator will be solely
responsible for setting up, equipping and operating said facility to comply with the terms of
contract/agreement.
13. EQUAL OPPORTUNITY COMMITMENT
The Parks and Recreation Board strongly encourages minority businesses, women’s enterprise’s and
veteran owned businesses to participate in this RFP process. Compliance with the equal opportunity
commitment will be taken into consideration during the evaluation phase.
14. PRIORITY CONSIDERATIONS
Respondents showing use of local contractors and subcontractors will be given priority consideration.
Existing businesses within the Town of Daleville will be given priority consideration. Respondents
creating local jobs will be given priority consideration. Respondents adding other personal property will
be given priority consideration. Respondents with a plan to aggressively market and promote the Town
Hall Park Concessions will be given priority consideration. Respondents with experience in the food
services industry and concession operations will be given priority consideration. Respondents with
existing safe food handling certification will be given priority consideration.
15. PERFORMANCE BOND AND INSURANCE
There is no requirement for the respondents to submit a cashier’s check or performance bond with this
proposal. Respondents must show proof of general liability and workers comp insurance to operate said
concessions and or provide a quote for insurance to be acquired if selected. A current copy of said
insurance coverage shall be provided to the Town Clerk/Treasurer annually prior to operation of the
Concessions. Minimum liability limits of coverage are $1 million per occurrence.
16. SUMMARY OF MILESTONES
Milestone:
Expected Completion Date:
Board Issues RFP
April 26, 2017
RFP's Due by Respondents
May 8, 2017
Contract Award (Pending Board Approval)
May 8, 2017
Initial Lease Commencement date
On or around June 1, 2017
Improvements to Property Completed
May 31, 2017
Soft Opening Date
May 31, 2017
Seasonal Closing Date
September 30, 2017
Section Two
Proposal Preparations Instructions
2.1 General
To facilitate the timely evaluation of proposals, a standard format for proposal submission has
been developed. All respondents are required to format their proposals in a manner consistent
with the guidelines described below:
Please note, ALL items must be addressed by the Respondent.
Attach a copy of proof of insurance or anticipated insurance coverage for general liability and
workers comp to this section.
Use a separate sheet of paper if necessary to answer the questions completely.
Proposal to Operate the Concessions at the Daleville Town Hall Park Splash Pad.
Company Name:__________________________________________________________
Individuals Name:_________________________________________________________
Business Address:_________________________________________________________
Phone Number/Email Address:______________________________________________
Please describe the method by which you plan to operate the concessions.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________
Please describe who will be doing the work (yourself, subcontractors, etc), and what
percentage are considered local.
__________________________________________________________________________ ___
__________________________________________________________
_________________________________________________
Please describe your previous experience in operating concessions or food services.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________
Please describe why you or your company has sufficient resources, ability, and knowledge to
operate the concessions.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________
Please describe your estimated dates and hours of operations of the concessions.
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Do you plan to operate a FOR-PROFIT or NON-PROFIT business on the site? (circle one)
Please describe the nature of the business. ____________________________________
__________________________________________________________________________
What is the total anticipated cost of improvements/personal property that you plan to make in
the concession area. $_____________________. Describe the improvements/personal
property. __________________________________________________________
Do you currently own or operate a business within the Town of Daleville? ___Yes ___No
If "Yes" please note the amount of years in business. ____________________________
Do you plan to create any jobs in Daleville as a result of this project? ___Yes ___No
If "Yes" how many jobs full time and how many part time? _______________________
What is the average hourly wage of the jobs to be created? ______________________
Do you or a member of your team have certification as a safe food handler in Indiana?
___ Yes ___ No Please list the names of the individuals with certification and the dates of most
recent certification. ___________________________________________
_________________________________________________________________________
Will a certified safe food handler be onsite at all times during concession operations?
___ Yes ___ No
Describe the individual’s experience with safe food handling.
__________________________________________________________________________
__________________________________________________________________________
Please list/describe the food items that will be offered. _________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________
Please describe your plan for promoting and advertising the concessions. ___________
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________
Please describe any other beneficial characteristics that you plan to utilize in relation to the
concession work that you are proposing.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________
__________________________________________________________________________
Do you agree to complete the tasks stated above and not transfer the responsibility to another
party? ___Yes ___No
I, by completing the proposal above and submitting it, agree to execute said proposal upon
award and to complete a contract/lease agreement that will enable me to operate on the
premises. Furthermore, I recognize that if awarded the property, the property is leased in an
"AS IS/WHERE IS” condition. I am responsible for doing my own due diligence prior to award
and I agree to hold Daleville Parks and Recreation Board, the Town of Daleville and all other
associated parties harmless from any liability of this RFP.
__________________________________
Signed:
__________________________________
Date:
__________________________________
President, Daleville Parks & Recreation
__________________________________
Date:
2.2 MINORITY & WOMENS BUSINESS ENTERPRISE PARTICIPATION PLAN
Include Attachment A with your proposal for Minority & Women’s Business Enterprises
consideration. This is optional, and will not disqualify you from award.
Section Three
Proposal Evaluation
3.1 Proposal Evaluation Process
The evaluation and selection of the Operator will be at the sole discretion of the Daleville Parks
and Recreation Board. The selection process will take into consideration a myriad of factors and
the winning proposal shall be the one deemed most beneficial to the needs of the Board. The
Board reserves the right to negotiate with respondents and seek clarification of information
prior to award.
The selected Respondent will be notified after the Parks and Recreation Review Committee
meeting on May 8, 2017. Respondent may be expected to attend a Parks and Recreation Board
meeting and or Daleville Town Board meeting to explain their proposal and answer questions.
Subject Property Map
(ATTACH MAP OF THE TOWN HALL PARK and FLOOR PLANS/BLUEPRINTS FOR THE
CONCESSION AREA)