This is the NOT-so-brief and yet much more accurate version of their form... which has yet to be properly posted on the internet.... I wonder why they're hesitating... Sorry for the awkward format. Welcome to my day! (I'm going to take some liberty here and highlight a few of the better clauses located within it)
Voice of America Ronald Reagan Lodge Catering
Request for Proposal (RFP)
MetroParks of Butler County (MetroParks) is seeking to provide catered food service for social and professional events and other group functions at the Voice of America MetroPark (VOA) Ronald Reagan Lodge, 7850 VOA Park Drive, West Chester, OH 45069 and at other facilities throughout the park district.
1. Overview of RFP Process
A. Responses to this RFP are due April 10, 2015 at noon
B. A pre-response meeting will be held on March 31, 2015 at 10:00 am. Meeting (optional) held in the Community Room at VOA Lodge, 7850 VOA Park Drive, West Chester, OH 45069 to answer RFP questions. Those considering to submit a proposal are encouraged to attend.
C. Notifications of approved vendors will take place within 30 days of RFP due date.
2. Criteria for selection
RFP responses meeting minimum standards will be evaluated on four criteria:
A. Food concept: distinctive, tasty, healthy, affordable, attractive; and
B. Operations: safe, clean, sustainable, attractive; and
C. Ability to deliver the indicated service: experience with catering food service, references, permitting; and
D. Financial offer/payment to MetroParks.
3. Details of Submission Requirements
A. RFP responses must be submitted by April 10, 2015 at noon.
1. Emailed to tlove@yourmetroparks.net in PDF format with the subject line of: VOA Catering RFP or
2. Mail to: MetroParks of Butler County
2051 Timberman Road
Hamilton, OH 45013
Attn: VOA Catering RFP.
B. All required documents listed on the Catering RFP Checklist, see page 6.
VOA Catering RFP 2 of 9 TIL/CSW 3/12/2015
C. Written Portion
1. Food Catering Concept
MetroParks seeks distinctive, high-quality food options that are consistent with the MetroParks mission of promoting health, community, and sustainability.
Proposals are strongly encouraged with menus that are distinctive, interesting, and locally sourced.
The submission should describe the food concept and how it fits with the description above. The proposal should specifically describe how the offering is relevant to its potential customers.
2. Operations Plan
MetroParks seeks caterers that recognize that they are a critical contributor to the image of the VOA Ronald Reagan Lodge. MetroParks will enforce high standards for appearance and service level, but more importantly, MetroParks seeks caterers who will be partners in maintaining these high standards of operation. RFP responses should describe the operational plan, including:
a. On-site operations – MetroParks operates the parks to be clean, green, and safe, and expects food caterers to do the same.
i. Cleanliness: Describe what measures will be taken to reduce spills, litter, etc., and how the location will be kept clean.
ii. Utilities: There is access to utilities on-site. Respondents should describe exactly what their utility needs are and how they are accommodated.
iii. Other: Describe the number and uniform/dress of the staff the respondent intends to dedicate for food services.
b. Partnership
i. MetroParks seeks partners in its efforts to bring vibrancy, beauty and innovation to the park and facility. Please describe possible areas of collaboration including events, marketing, messaging.
3. Food Service Experience
a. RFP responses should describe previous food service experience of the owner and key staff. Provide web links to any relevant media (traditional or social) about the owners or their business(es).
b. Respondent must certify that they have no outstanding code or other regulatory violations. The respondent must state whether they have been cited for illegal catering activities in the last five years; if so, a written explanation of the charges and outcome must be included. Respondent must have no Catering commissions or other financial obligations overdue or payment pending to MetroParks of Butler County.
c. Please provide information regarding past, present and potential clients or business relationships with other parties that either do pose or could pose a conflict of interest if the respondent were selected.
VOA Catering RFP 3 of 9 TIL/CSW 3/12/2015
4. Financial Offer
a. MetroParks shall receive in exchange for the operation of a catering event within a MetroParks facility a usage fee of at least fifteen percent (15%) of the gross food sales, not including sales tax for any catered event (including drop-off services). Said payment and detailed invoice shall accompany the delivery of service (COD) for the client at the facility at the time of the client event.
b. Approved Caterers may not list on their website, in their rules & regulations or on any customer’s invoice that there is an additional surcharge/usage fee for catering at the Ronald Reagan Lodge.
4. Additional Information
MetroParks reserves the right to reject any or all responses if it determines that such action is in the best interest of MetroParks. MetroParks reserves the right to modify, suspend or cancel the RFP process at any time at its sole discretion. Responses which do not meet basic requirements or those which fail to meet minimum standards on any single evaluation criteria may be disqualified.
A. MetroParks regards customer service as its main priority within its facilities; it is imperative that all Approved Caterers share this concern. MetroParks reserves the right to terminate an Approved Caterer if said caterer is unable to provide the level of service detailed in this policy or fails to comply with the terms of the policy.
B. The Approved Caterer shall obtain and provide MetroParks with any necessary permits or licenses for the operation of a catered event.
C. The Approved Caterer expressly agrees to indemnify and save MetroParks and/or its Board, volunteers, and employees harmless from any and all claims arising from its operation of the catered event, and the performance of the contract, including but not limited to, the negligence or carelessness of the Approved Caterer’s employees or agents. The Approved Caterer also expressly agrees to indemnify MetroParks and/or its employees to the extent of any recoveries against them individually and/or jointly arising from any such claims, including attorney fees and any other costs of defense incurred by MetroParks and its agents and/or employees.
D. The Approved Caterer agrees to abide by all MetroParks Park Rules and Regulations not otherwise waived by the MetroParks in writing. A full copy of the Rules and Regulations will be provided upon request.
E. The Approved Caterer shall operate its catering activities on MetroParks property without discrimination as to gender, race, age, creed, or national origin, will comply with the Americans with Disabilities Act and shall employ only persons authorized to work under federal and state law.
F. The Approved Caterer will furnish bodily injury and property damage insurance for the premises, operations and product liability in the amount of $2,000,000. MetroParks shall be named as an additional insured on all said policies. The Approved Caterer shall furnish proof of all insurance policies to MetroParks at all times during this agreement without demand.
G. The Approved Caterer status shall be reviewed on an annual basis. The Approved Caterer status may be cancelled by MetroParks with written notice for reasons
VOA Catering RFP 4 of 9 TIL/CSW 3/12/2015
involving illegal, corrupt or immoral practices of the Approved Caterer, or conduct of the Approved Caterer in such a manner as to bring discredit upon MetroParks or to create a financial loss to MetroParks.
H. In addition, MetroParks may reject any response that contains contingencies, additions not called for, omissions, errors, or irregularities of any kind. MetroParks reserves the right to waive any and all informalities or minor irregularities, including without limitation receipt of any omitted materials or information subsequent to submission.
I. MetroParks will not be responsible under any circumstances for any costs incurred by any respondents to this RFP.
J. In MetroParks sole discretion, if the selected Vendor or Vendors cannot meet the need(s), MetroParks reserves the right to license additional vendors.
K. Any MetroParks facility clients scheduled prior to final selection of Approved Caterers will be grandfathered to previous policy.
L. Documentation required to be submitted by the Preferred Caterer’s to MetroParks of Butler County annually:
Catering qualifications; and
Training certification; and/or
Certifications required by MetroParks for Approved Caterer(s).
5. Caterer Guidelines
A. General Guidelines
1. The Approved Caterer agrees not to assign this contract in whole or part, or subcontract all or any part of this contract without the prior written consent of MetroParks.
2. The Approved Caterer shall provide MetroParks with appropriate brochures specific to the Approved Caterer’s operation, for the distribution to prospective clients.
3. The Approved Caterer agrees to not permit gambling or games of chance or schemes of chance upon the premises; to not install, operate, or permit to be operated or installed any gambling device; or permit or conduct any activities upon the premises that are illegal or contrary to good morals.
4. Approved Caterer’s shall not offer or provide any beverages to clients at any MetroParks facility.
5. The Approved Caterer shall be responsible for the cleanup of any area utilized by said caterer for an event. MetroParks will pay for the utility costs for gas, electric, water, sewer, recycling and trash removal from an adjacent bulk location. All equipment and supplies must be removed from the site after each event.
B. Day of Event Guidelines
1. The Approved Caterer will park on the paved designated area on the side of the lodge and enter through the catering entrance. Parking in the breezeway between the Welcome Center and the lodge is prohibited. A MetroParks
VOA Catering RFP 5 of 9 TIL/CSW 3/12/2015
employee on duty will assist the Approved Caterer with gaining access to the Lodge.
2. Prior to the event the Approved Caterer shall sign in with the MetroParks host and provide payment and detailed client invoice prior to meal preparation and set up.
3. The Approved Caterer will provide food and set up for the event, providing plates, napkins, cutlery, service utensils, and china drinking cups per customer’s special request. The Approved Caterer will clean up any area utilized by said caterer including busing of tables, cleaning up buffet or food stations, wiping down and mopping kitchen food prep area, and removal of garbage from facility (trash will be placed in high density refuge liners provided by caterer prior to placing in the VOA bulk collection location).
4. It is the Approved Caterers staff’s responsibility to provide their own beverages while on duty at the MetroParks facility.
5. Any questions should be directed to a MetroParks designated Host present at the event.
6. Staff members are not permitted to dine while on duty.
7. Approved Caterers are prohibited from disposing cooking oils, soups, gravies, and debris in any sinks, lawn, or trash receptacles at the facility. Damages from caterers neglect to the facility will be billed to said Caterer.
8. Approved Caterers will be permitted large kettle grilling outdoors next to the Caterer turn-around and drop off area. Approved Caterer is fully responsible for providing fire-extinguishing equipment; overflow grease drip pans, and equipment for the removal of grease, charcoal, and debris that occur as a result of outdoor grilling.
9. The Approved Caterer will have access to MetroParks kitchen microwaves, convection oven and range; stand up refrigerator, sinks, and floor mopping equipment. The Approved Caterer is required to clean up after using all said equipment at the conclusion of the catering service event.
All other items, not mentioned in the above specifications, will be negotiable between the Approved Caterers and MetroParks through its designee.
Questions may be directed to: Tara Love at (513)867-5835 or tlove@yourmetroparks.net
VOA Catering RFP 6 of 9 TIL/CSW 3/12/2015
Catering RFP Checklist
Caterers will be selected based on criteria that is determined by MetroParks and outlined below. Five (5) caterers will be selected in total. Of those, three (3) caterers will be able to provide full catering options for renters. The additional two (2) openings will be filled with specialized catering services, including ethnic food options and local favorites.
a. _____ Summary Sheet – Form 1
b. _____ Notarized Non-Collusion Affidavit – Form 2
c. _____ Reference List – Form 3
d. _____ Copy of Food Service License
e. _____ Copy of Certificate of Liability Insurance naming MetroParks as an additional
Insured ($2,000,000.00)
f. _____ Copy of Bureau of Worker’s Compensation Certificate
g. _____ Federal W-9 form
h. _____ Sample Menu including pricing
i. _____ Written portion (Food caterer concept, Operation plan, Food service
experience)
j. _____ Three business references and/or letters of recommendation for events similar
to those at the Ronald Reagan Lodge
k. _____ Size of events caterers are capable of hosting
a. 1 to 100 served
b. 100 to 250 served
l. _____ Health Department records for the past two years
m. _____ Number of years in business
a. 0 to 5 years
b. 5 years plus
n. _____ All employees are current on health department food preparation
regulations
o. _____ Number of catered events previously completed at VOA Ronald Reagan Lodge
p. _____ Category for catering service
a. Full service
b. Ethnic/Indian
c. Cincinnati Specialty
Financial Offer (check applicable box):
Minimum fifteen percent (15%)
Proposed percentage __________
By the submission of the required information and materials, the respondent grants to MetroParks an unrestricted license to use such information and materials.
VOA Catering RFP 7 of 9 TIL/CSW 3/12/2015
Request for Proposal (RFP) Summary Sheet – Form 1 2051 Timberman Rd. Hamilton, OH 45013 P: 513-867-5835 www.yourmetroparks.net
The undersigned agrees to provide catering at the Voice of America MetroPark Ronald Reagan Lodge in cooperation with MetroParks of Butler County, and agrees to the terms and conditions set forth in the Approved Voice of America Ronald Reagan Lodge Catering Request for Proposal.
Company/Organization Name:
Mailing Address:
City/State/Zip:
Printed Name/Title:
Signature:
Phone:
Fax:
Cell Phone:
Email:
Website:
Owner Social Security Number or Federal Employer ID Number:
Person to be contacted regarding proposal (name/title):
**All materials mailed to** MetroParks of Butler County
Attn: VOA Catering RFP 2051 Timberman Rd. Hamilton, OH 45013
or email to: tlove@yourmetroparks.net in PDF format
VOA Catering RFP 8 of 9 TIL/CSW 3/12/2015
Non-Collusion Affidavit – Form 2
STATE OF______________________________ COUNTY OF___________________________
The undersigned being first duly sworn as provided as law, deposes and says:
1. His/her name is ____________________________________________________________________
and he/she resides at ________________________________________________________________
and his/her office is at _______________________________________________________________
2. He/she makes this affidavit with the knowledge and intent that it is to be filed with MetroParks and that it will be relied upon by said MetroParks in any consideration which it may give to and any action which it may take with respect to this/these proposal(s).
3. He/she makes and is authorized to make this affidavit on behalf of:
_________________________________________________________________________________
(Name of Corporation, Partnership, Individual, etc.)
a ____________________________________, formed under the laws of ________ of which he/she
(Corporation, Partnership, etc.) (State)
is ________________________________________________________________________________
(Sole Owner, Partner, President, etc.)
4. Neither the undersigned nor any other person, firm or corporation, named in above Paragraph 3 nor anyone else to the knowledge of the undersigned, have themselves solicited or employed anyone else to solicit favorable action for this/these proposal(s) by MetroParks; also, that no employee therein, or any officer of the MetroParks is directly or indirectly interested therein.
5. The undersigned certifies in connection with this/these proposal(s) that:
a. The price in this/these proposal(s) has been independently arrived at without collusion with any other contractor or offerer or with any competitor:
b. Unless otherwise required by law, the price in this/these proposal(s) has not been knowingly disclosed and will not be knowingly disclosed prior to award of a proposal, directly or indirectly to any other competitor; and
c. No attempt has been or will be made to induce any other person or firm to submit or not to submit a proposal.
d. The affiant certifies that he has fully informed himself/herself regarding the accuracy of the statements contained in this certification.
________________________________________________
(Affiant)
Sworn to before me and subscribed in my presence this _____day of ________________, ______.
(Notarial Seal)
___________________________________
(Notary Public)
VOA Catering RFP 9 of 9 TIL/CSW 3/12/2015
Reference List – Form 3
MetroParks of Butler County has my permission to contact any of the references hereinafter listed for information regarding past contracts I and/or my business have held and/or related vending experiences.
__________________________________
Signature/Date
Name:________________________________________________________________________
Address:_______________________________________________________________________
Telephone:_____________________________________________________________________
Description of Work:_____________________________________________________________
Name:________________________________________________________________________
Address:_______________________________________________________________________
Telephone:_____________________________________________________________________
Description of Work:_____________________________________________________________
Name:________________________________________________________________________
Address:_______________________________________________________________________
Telephone:_____________________________________________________________________
Description of Work:_____________________________________________________________
Attach additional sheets as needed.
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