Community Center Cafe Operator

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
Category:	89 - Subsistence (Food)
Posted:	Apr 19, 2024
Due:	May 1, 2024
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Request for Proposals

For

Community Center Café Operator

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by: Wednesday, May 1, 2024, by 4:00 PM

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Operators to manage

the cafe space at the Center at District56 in accordance with the included specifications,

terms, and conditions shown in this Request for Proposals (RFP). Prospective

respondents are advised to read this information over carefully prior to submitting a

proposal.

Electronic Submission:

Proposals shall be submitted electronically in pdf form, and emailed to City Clerk Jason

Lindgren at jlindgren@elkgrovecity.org, with a copy to Vanessa McGill, Community Center

Coordinator, at vmcgill@elkgrovecity.org, prior to the deadline stated above. Submittals

in pdf format must be fully ADA compliant. Large files may be sent using a cloud-based

system such as Dropbox. Consultants shall be responsible for ensuring that proposals

submitted electronically are received by the City Clerk prior to the deadline. Proposals

that are not received prior to the deadline shall not be considered by the City, even if the

late submission is due to a technical or other error, including, without limitation, the City's

inability to open or access the electronic file. If the proposing Consultant does not receive

a confirmation from the City Clerk that the proposal has been received, Consultant should

assume the transmission failed and either resubmit or arrange for another method of

delivery. Consultants are also encouraged to contact the City Clerk to confirm receipt of

their proposal prior to the deadline. Proposals shall not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Vanessa McGill, Community

Center Coordinator, at vmcgill@elkgrovecity.org. Such contact shall be for clarification

purposes only. The City must receive all questions no later than Wednesday, April 24,

2024, at 5PM. Material changes, if any, to the scope of services or proposal procedures

shall only be transmitted by written addendum and posted to the City website. Addendums

and answers to submitted questions will be available via the City of Elk Grove website

under “Notice” for the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late

proposals be opened. Each Operator assumes responsibility for timely submission of their

proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Operator

and received by the City Clerk prior to the final time and date for the receipt of proposals.

Once the deadline is past, Operators are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to

call for new proposals, or dispense with the proposal process in accordance with the Elk

Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and

Selection Criteria. A contract may be awarded to the responsible Operator who best

meets the City’s needs by demonstrating the competence and professional qualifications

necessary for the satisfactory performance of the required services and shall not

necessarily be based on the lowest price or proposal, except as otherwise provided by

law, taking into consideration adherence to the included specifications. A contract may

be awarded to the next responsible Operator if the successful Operator refuses or fails to

execute the contract. All Operators that were not selected by the City shall be notified in

writing. Nothing herein shall oblige the City to award a contract to any responding

Operator.

Unless Operator is a sole proprietorship, Operator must be registered and in good

standing with the California Secretary of State within 14 days following notification of the

City’s intent to award a contract to Operator and prior to execution of a final

contract. Failure to timely register with the Secretary of State may result in the City

awarding the contract to another Operator. Additional information regarding the

registration process may be found on the Secretary of State’s website at:

https://www.sos.ca.gov/business-programs/business-entities?adlt=strict

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all

information and materials provided in each submittal received is subject to disclosure

through a public records request pursuant to the California Public Records Act, or

otherwise as may be required by law. The City, in its sole discretion, may release any

submitted materials, regardless of whether such materials are marked by respondents as

confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that

do not comply with the strict requirements of this RFP, and the City reserves the right to

award a contract to an Operator submitting any such non-compliant proposal, all in the

City’s sole discretion.

Security Access Policy:

The work to be completed under this RFP requires access to City facilities and therefore

is subject to the City’s Security Access Policy, which is attached to the City’s lease

agreement (see Attachment B). The prospective Operator, including its employees,

subcontractors, agents, and anyone working on their behalf that will access City facilities,

must submit to a background check which shall include Live Scan electronic fingerprinting.

This background check must be completed before the Operator will receive a Notice to

Proceed. The Elk Grove Police Department shall review the background check and may

deny access to any individual in its discretion as it deems necessary for the security of

City facilities and personnel. A Community Center Café Lease (Contract) shall not be

awarded to any Operator that is unable to complete the scope of work provided for in the

lease or as a result of denied access under the City’s Security Access Policy.

Validity of Pricing:

Operators are required to provide a lease rate for the use of the City owned facility. No

change to the lease rate can be made after the proposal is submitted to the City. No

attempt shall be made to tie any item contained in this RFP with any other business with

the City; each proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation

and information purposes only. No guarantee of quantities is given or implied by the City.

Operator must furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Operator shall respond promptly and arrange a

demonstration at a convenient location. Failure to provide a demonstration as specified

by the City may result in rejection of a proposal. The prospective Operator will provide a

sample menu with suggested prices as part of the proposal. A tasting menu may also be

required.

Qualification/Inspection:

Proposals will only be considered from Operators normally engaged in providing the types

of services specified herein. By responding to this RFP, the Operator consents to the

City’s right to inspect the Operator’s facilities, personnel, and organization at any time, or

to take any other action necessary to determine Operator’s ability to perform. The City

reserves the right to reject proposals where evidence or evaluation is determined to

indicate inability to perform. The City reserves the right to interview any or all responding

Operators and/or to award a contract without conducting interviews.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In

submitting proposals under these specifications, Operators should consider all discounts,

both trade and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from an Operator that

will give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution.

The City anticipates the contract to be for a term of two (2) years with three (3) one-year

(1 year) extensions, at the option of the City. The City reserves the right to set the term

for a period deemed to be in the best interest of the City, and terminate the contract as set

forth therein.

Amendments:

If, in the course of the performance of the contract, the Operator or the City proposes

changes to the services provided, and informal consultation with the other party indicates

that a change in the terms and conditions of the contract may be warranted, the Operator

or the City may request a change in the contract. The parties to the contract will meet to

discuss and negotiate the required documents. Upon completion of those negotiations,

the negotiated documents will be submitted to the City for approval. Upon approval by

the City, an amendment to the contract will be approved by all parties for the change to

be implemented. An amendment shall not render ineffective or invalidate any unaffected

portions of the Contract. Nothing in this section obligates the City to agree to any change

order or other amendment, and the City may withhold such agreement in its sole

discretion.

Service and support:

Operators shall explain how all on-going service and support shall be handled by the

Operator and the City of Elk Grove.

Records:

The Operator shall maintain complete and accurate records with respect to labor costs,

material expenses, and other such information required by City that relates to the

performance of services under the contract. The Operator shall maintain adequate

records of services provided in sufficient detail to permit an evaluation of the services. All

such records shall be maintained in accordance with generally accepted accounting

principles and shall be clearly identified and readily accessible and in a form acceptable

to the City, which the City may specify and change from time to time. The Operator shall

provide free access to the representatives of City or its designees, at reasonable times, to

such books and records, shall give City the right to examine and audit said books and

records, shall permit City to make transcripts there from as necessary, and shall allow

inspection of all work, data, documents, proceedings, and activities related to the contract.

Such records, together with supporting documents, shall be maintained for City’s

inspection for a period of at least three (3) years after receipt of final payment.

Site Walk:

A non-mandatory site walk of the existing Café is planned for Thursday, April 11 at 10AM.

(See next page for Guidelines for Proposal)

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

type	name(s)	due date	notice	details	posted
RFP	Community Center Cafe Operator	05/01/2024 by 4:00 PM	Updated Q&A Document	View	03/12/2024

Community Center Cafe Operator

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