RFP2024-29 Civic Arena Food and Beverage Concessions

Agency: City of St. Joseph
State: Missouri
Type of Government: State & Local
Category:
  • 89 - Subsistence (Food)
Posted: Jan 8, 2024
Due: Feb 29, 2024
Solicitation No: RFP2024-29
Publication URL: To access bid details, please log in.
Bid Number: RFP2024-29
Bid Title: RFP2024-29 Civic Arena Food and Beverage Concessions
Category: Formal Bid Requests
Status: Open

Description:


REQUEST FOR PROPOSALS

CITY OF ST. JOSEPH, MO

PARKS, RECREATION & CIVIC FACILITIES

CIVIC ARENA FOOD & BEVERAGE CONCESSION SERVICES

Bid # RFP2024-29

The City of St. Joseph, Missouri is seeking proposals from qualified and experienced food service vendors to submit fee proposals to provide food and beverage concession services at the St. Joseph Civic Arena. Proposals will be received by the Purchasing Agent of the City of St. Joseph until 4:00 P.M. on February 29, 2024.

The proposal request may be obtained from the Purchasing Division, 1100 Frederick Avenue, Room 201, St. Joseph, Missouri or by calling (816) 271-5330. Bid Opportunities may be viewed on the City’s Website at www.stjosephmo.gov under Government/Bids & RFPs.

The City of St. Joseph reserves the right to reject any or all bids. The City of St. Joseph is an Equal Opportunity Employer.


Publication Date/Time:
1/8/2024 8:00 AM
Publication Information:
NPG
Closing Date/Time:
2/29/2024 4:00 PM
Submittal Information:
Submit sealed bids to City Hall- Purchasing Room 201
Contact Person:
Summer Deatherage sdeatherage@stjosephmo.gov
Download Available:
yes- see related documents
Plan & Spec Available:
download via related documents or contact Purchasing at purchasing@stjosephmo.gov
Business Hours:
M-F 8am-5pm
Related Documents:

Attachment Preview

CITY OF ST JOSEPH
REQUEST FOR PROPOSAL
NO RFP2024-29
Page 1 of _18
Proposals Must Be Received No
Later Than
Time: 4:00PM Date: 02/29/2024
For Information Contact
Purchasing
at (816) 271-5330
This document constitutes a request for sealed bids, including prices, from qualified individuals and organizations to furnish those
services and/or items as described herein. All documents included in submission are to be of public record.
Proposals must be mailed or delivered to the Division of Purchasing, 1100 Frederick Avenue Room 201, St. Joseph, MO 64501.
___________________________________________________________________________________________________________
Civic Arena Food & Beverage Concessions
Please complete, sign and return this form with the proposal
Please have the Bid Name and Number on the outside of the sealed proposals.
The offeror must provide all information required in this document pursuant to the specifications attached and included herein.
___________________________________________________________________________________________________________
The offeror hereby agrees to provide the services and/or items at the prices quoted, pursuant to the attached terms and conditions of
Request for Proposal or Invitation to Bidders and Terms and Conditions of Purchase, and further agrees that when this document is
countersigned by an authorized official of the City of St. Joseph, a binding contract, as defined herein, shall exist between the offeror and
the City of St. Joseph.
SIGNATURE REQUIRED
Offeror's Signature:__________________________ Offeror's Printed Name:________________________ Title :_______________
Company Name:_______________________________________________ Date of Proposal:________________________________
Mailing Address:________________________________________________________ Telephone:__________________________
City:__________________________________________________________________State:______________ Zip:______________
Email Address:_______________________________________________
CITY OF ST. JOSEPH
PURCHASING DIVISION
TERMS AND CONDITIONS OF REQUEST FOR PROPOSAL
OR INVITATION TO BIDDER
1. PREPARATION OF BIDS
b.
a.
Bidder's are expected to examine the specifications, delivery schedule,
bid prices, and all instructions of the Request for Proposal or Invitation to Bid.
Failure to do so will be at bidder's risk. In case of a mistake in extension, the
unit price(s) will govern. In case of an identified mistake in calculation the
City may, but is not obligated to, correct the calculation based on the unit
price submitted by the bidder.
a.
b.
Any manufacturer's names, trade names, brand names, information,
and/or catalogue numbers listed in a specification are for information and are
not intended to limit competition. The bidder may offer any brand which
meets or exceeds the specification for any item. If bids are based on
equivalent products, indicate on the bid form the manufacturer's name and
model number. The bidder shall explain in detail the reasons why the
proposed equivalent will meet the specifications and not be considered an
exception thereto. Bids which do not comply with these requirements are
subject to rejection. Bids lacking any written indication of intent to bid on a.
alternate brands will be received and considered in complete compliance with
the specifications as listed on the bid forms.
c.
All supplies and equipment offered in a bid must be new and of current b.
production unless the Request for Proposal or Invitation to Bidder clearly
specifies that used or reconditioned supplies or equipment be offered.
d.
Firm fixed prices shall be bid and include all packing, handling, and
shipping charges.
c.
e.
Unless otherwise indicated, prices quoted shall be firm for acceptance for
ninety days (90) from bid opening and for the specified contract period.
2. TAX EXEMPTION
a.
Do not bill federal tax. Certificate number 44-6000256.
Do not bill state tax. Certificate number 12493457.
3. SUBMISSION OF BIDS
a.
A bid submitted by a bidder must (1) be manually signed by the bidder on d.
the Purchasing Division's Request for Proposal or Invitation to Bidder, (2)
contain all requested information, (3) be priced as required, (4) be sealed in an
envelope or container, (5) be attached to a security deposit if required, and (6) be
delivered to: the Purchasing Division, 1100 Frederick Avenue, Room 201; St.
Joseph, MO 64501, and officially clocked in no later than the exact time and
date specified on the Request for Proposal or Invitation to Bidder.
e.
b.
The sealed envelope or container containing a bid should be clearly
marked on the outside left corner with (1) the official Price Inquiry number
and (2) the official closing date and time.
c.
Submission of this bid constitutes an assignment by the bidder to the City
of all rights, title, and interest in and to all causes of action it may have under
the antitrust laws of the United States or the State of Missouri, which causes a.
of action have accrued or will accrue as the result of or in relation to the
particular good or services purchased or procured by it in fulfillment of any
contract with the City arising from this bid.
4. MODIFICATION OR WITHDRAWAL OF BIDS
a.
Bids may be modified or withdrawn by written or telegraphic notice
received prior to the official closing date and time specified. Written notice
may be in the form of an email provided the email is actually received by the
Purchasing Agent prior to the official closing date and time specified; any
email that is not actually received, whether due to a delay in delivery, delivery
to a filtering service that does not release the email, or other failure in delivery
shall not be deemed to be a written notice of modification or withdrawal. A
bid may also be withdrawn or modified in person by the bidder or his
authorized representative provided proper identification is presented before
the official closing date and time. Verbal phone requests to withdraw or
modify a proposal will not be considered.
c:\MSOFFICE\TERMSIFB
After the official closing date and time, no bid may be modified or
withdrawn.
5. BID OPENING
Bid openings shall be public on the date and at the time specified on the
bid form. It is the bidder's responsibility to assure that his bid is delivered at
the proper time and place of the bid opening. Bids which for any reason are
not so delivered will not be considered. Offers by facsimile, telegraph, email,
or telephone will not be acceptable. Bid files may be examined during normal
working hours by appointment. Bid tabulations will not be provided by
telephone.
6. AWARDS
Unless otherwise stated in the Price Inquiry, cash discounts for prompt
payment of invoices will not be considered in the evaluation of prices.
However, such discounts are encouraged to motivate prompt payment.
As the best interest of the City may require, the right is reserved to make
awards by item, group of items, all or none or a combination thereof; to reject
any and all bids or waive any minor irregularity or technicality in bids
received.
Awards will be made to the bidder whose bid (1) meets the specifications
and all other requirements of the Price Inquiry and (2) is the lowest and best
bid, considering price, responsibility of the bidder, the best interest of the
City, and all other relevant factors. When multiple bidders are equally
responsible and qualified and submit equivalent bids, those bidders that are
equally responsible and qualified and submit equivalent bids may be allowed
to submit a subsequent lower bid price in accordance with a schedule
established by the Purchasing Agent; such bid price must be submitted in a
sealed envelope or container clearly marked on the outside left corner with (1)
the official Price Inquiry number and (2) the closing date and time established
by the Purchasing Agent; the submission may modify only the bid price.
Each bid is received with the understanding that the acceptance in writing
by the City of the offer to furnish any or all the materials, equipment, supplies,
or services described therein shall constitute a contract between the bidder and
the City; and shall bind the bidder to furnish and deliver at the price, and in
accordance with the conditions of said accepted bid and detailed
specifications.
The City of St. Joseph is not obligated for expenditures unless funds have
been encumbered by Purchase Order or Contract. The completion of the
"Notice of Award" by the City is not an authorization for shipment or to
proceed with services.
7. OPEN COMPETITION
It is the intent and purpose of the Purchasing Division that the Price
Inquiry permits free and open competition. However, it shall be the bidder's
responsibility to advise the Purchasing Division if any language,
requirements, or any combination thereof, inadvertently restricts or limits the
requirement to a single source or otherwise prohibits the submission of a bid.
The notification should be received by the Purchasing Division at least ten
days prior to the Price Inquiry closing date and time. The bidder may submit
notification after the bid closing providing sufficient time is permitted for a
thorough review by the Purchasing Division and its decision will be final.
CITY OF ST. JOSEPH PARKS RECREATION AND CIVIC FACILITIES DEPARTMENT
REQUEST FOR PROPOSAL
FOOD AND BEVERAGE CONCESSIONS AT THE ST. JOSEPH CIVIC ARENA
Opportunity
The City of St. Joseph Parks Recreation and Civic Facilities Department invites qualified and
experienced food service vendors to submit fee proposals to provide food and beverage
concession services at the St. Joseph Civic Arena located at 100 North 4th Street, St. Joseph,
MO 64501 during requested events. To qualify, the food service vendor/respondent must
have at least (3) years of experience in the food service or restaurant industry.
Overview
The RFP is for a two-year term, with an option for one additional two (2) year renewal
period. The successful respondent will have the responsibility of providing unique,
affordable, and appealing food products for sale to arena patrons during all normal event
operations. The vendor will be given full use of the existing facility and all associated rights
and privileges thereof in exchange for a negotiated fee.
By submitting a fee proposal, the respondent agrees in advance that, if selected, he/she will
enter into an agreement with the City of Saint Joseph, MO Parks, Recreation, and Civic
Facilities Department prior to May 1, 2024, and will operate the concession facilities
according to the terms and conditions outlined in said agreement for a minimum of two (2)
years. The successful respondent shall perform the concession services in accordance with
all applicable federal, state, and local laws, including, without limitation, all City of Saint
Joseph, MO codes, ordinances, standards, and policies, as now existing or hereafter adopted
or amended.
Proposals
All proposals shall provide concise descriptions of the respondent’s capabilities to satisfy the
requirements of the request with an emphasis on previous experience, training, and
customer satisfaction.
Proposals shall be delivered to City of Saint Joseph, MO Purchasing Department, Summer
Deatherage, Purchasing Agent, 1100 Frederick Avenue, St. Joseph, MO 64501 by no later than
February 29, 2024 at 4pm. Proposals received after the deadline will not be opened and will
automatically be rejected.
All proposals shall, at a minimum, include the following information:
Business name, address, telephone number, and email address.
Name of business owner(s).
Name, telephone number, and e-mail address of primary contact person (if different
than business contact information).
1
Statement of qualifications, including, but not limited to: knowledge of and
experience with food and beverage concession operations; number of years of
experience in the food service or restaurant industry; knowledge and demonstrated
understanding of federal, state, and local food safety laws; demonstrated experience
with personnel and business management and book keeping.
Proposed fee (as a set percentage of the gross receipts, less sales tax, or a flat rate) to
be paid to the City of Saint Joseph, MO Parks, Recreation, and Civic Facilities
Department in exchange for use of the concession facilities and exclusive operating
rights; provided, however that gross revenue received from concession operations
related to music concerts hosted by professional promotional companies shall be split
as follows: 55% to the concessionaire and 45% to the be divided between the City of
Saint Joseph, MO and the promoter pursuant to a separate contract.
List of three (3) professional references, including names, addresses, phone numbers,
and email addresses.
Copy of Certificate of Liability coverage or proof of insurance and amounts of
coverage.
Statement acknowledging conditions stated in this Request for Proposals.
Most recent fiscal year financial statement.
List of previous county health scores.
State and local food preparation/food safety certificates (mandated and non-
mandated).
Comprehensive list of proposed food, drink, and any other products to be sold as
concessions, including proposed pricing.
List of proposed vendor-supplied equipment to be brought on-site for use.
Signature line, with the name and title of signatory, testifying to the accuracy of the
information submitted with the proposal.
All costs for developing proposals shall be borne by the respondent. All proposals, once
submitted, shall become the property of the City of Saint Joseph, MO and are subject to public
disclosure laws.
Each respondent who submits a proposal shall be the sole operator of the concession
facilities. An awarded contract cannot be sold, transferred, or otherwise “given” to any other
person or entity without the prior express written approval of an authorized representative
of the City of Saint Joseph, MO Parks, Recreation, and Civic Facilities Department.
2
All questions must be directed in writing to Summer Deatherage, Purchasing Agent,
sdeatherage@stjoemo.org no later than February 15, 2024.
Timetable
The City of Saint Joseph, MO will use the following timetable resulting in the selection of the
successful respondent on or before March 22, 2024:
January 5, 2024
February 29, 2024
March 5, 2024
March 12 - 14, 2024
April 15, 2024
Advertise Request for Proposals
Proposals due by 4:00 P.M.
Select finalists for interviews (if needed)
Conduct interviews with finalists (if needed)
Recommend approval of a person or entity to the City Council
Selection Process
The City of Saint Joseph, MO will identify a committee of City staff to participate in the review
and analysis of the proposals/qualifications submitted by each respondent. Staff will then
determine the need for additional inquiries, document gathering, and/or oral presentations.
Once this process is completed, staff will notify the successful respondent, finalize the details
of the concession service agreement, and submit the agreement to the City Council for
approval. No contract or agreement is final without the approval of the City Council.
Instructions to Proposing Firms
(1) All proposals, including questions and comments, must be sent to:
Summer Deatherage, Purchasing Agent
City of St. Joseph, Missouri
1100 Frederick Avenue
Room 201
St. Joseph, MO 64501
(816) 271-5330
(2) All proposals/qualifications must be in a sealed envelope and clearly marked in the
lower left corner: “Sealed Proposal – RFP2024-29 Civic Arena Food & Beverage
Concessions.” Two (2) hard copies and One (1) USB drive of the proposals/qualifications
must be received on or before February 29, 2024, by 4:00 P.M. Proposals/qualifications
received after this time will not be considered.
(3) If needed, the Director of Parks, Recreation, and Civic Facilities will notify respondents
of the City of St. Joseph, MO’s desire to conduct an interview and will subsequently schedule
a time for such interviews.
3
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