REQUEST FOR PROPOSAL (RFP)
Food / Beverage Café Service for Exploreum
Proposal opening November 30, 2009 at 10:00 AM


Notice is hereby given that sealed proposals will be received at the Business Office of the Gulf Coast Exploreum, ATTN: Russell McKee, P.O. Box 1968, Mobile, AL 36633, for “Food / Beverage Café Service” until November 30, 2009, at 10:00 AM CDT. Proposals shall be clearly marked “Food / Beverage Service RFP”. Proposals will be opened at 10:00 AM CDT.

The Explore Center, Inc., d/b/a Gulf Coast Exploreum, or authorized representative, reserves the right to accept or reject any proposals for this contract, as they deem best for the interest of the Gulf Coast Exploreum.

Gulf Coast Exploreum
“Food / Beverage Café Service”

Exploreum reserves the right to accept or reject any and all proposals as it deems in its own best interest.

OVERVIEW: The Exploreum opened to the public in its downtown location in October 1998. The Exploreum has entertained over 2 million guests since 1998. Average annual attendance has averaged over 170,000 guests per year. Attendance usually peaks in the winter months (January – May).

CONDITIONAL PROPOSALS: Conditional proposals, or those which take exception to the specifications, will be considered non-responsive and may be rejected unless specified approval from Exploreum is requested in writing by proposer, per the following section.

APPROVED EQUALS AND DEVIATION FROM SPECIFICATIONS: All proposals must be in strict compliance with the requirements and provisions of the Technical Specifications, including the provisions herein regarding approved equals or deviations.

When applicable: specifications referred to herein are used to indicate the desired type, and / or construction, and / or operation. Where there is a brand name specified, it is the intention of Exploreum to identify suitable level of quality and performance. The brand name specified does not preclude a proposer from presenting an approved equal. The words (or equal) contained herein however, are defined to include the need for approval for such proposed items.

If the proposer intends to submit a proposal containing approved equals or deviations from specific requirements, the proposer must obtain such approval, confirmed in writing by Exploreum, prior to the closing date scheduled for receipt of proposals. Any request for an approved equal or protest of the specifications must be fully supported with technical data, test results, or other pertinent information as evidence that the substitute offered is equal to, or better than, the specification requirement.

Exploreum’s response to all such requests shall be in the form of an addendum and shall be provided to all interested parties. All Exploreum responses to requests for approved equals or clarifications shall create the same opportunity, restriction, clarification, etc. to all prospective proposers.

Vendors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

Proposals may be submitted containing such approved equals or deviations as are specifically approved by Exploreum, confirmed in writing, prior to opening date. Each proposal must be accompanied by documentation regarding such approvals granted by Exploreum for this RFP. Any unapproved deviations, exceptions, substitutions, alternates, or conditional qualification contained in a proposal may be cause for its rejection by Exploreum as non-responsive.

LOCATION

The location of the proposed Food / Beverage Café Service is the Gulf Coast Exploreum located at 65 Government Street, Mobile, Alabama, 36602. This café is approximately 862 square feet and consists of a kitchen, storage, serving / cashier area and dining space. The proposer will be given an approximately 862 square foot space as noted above for their concession. Proposer can use the equipment currently in place and provided by Exploreum (as shown on attached list). Such equipment shall remain the property of the Exploreum.

CONDITIONS

Contract term will be based on Exploreum’s fiscal year, October 1 through September 30. For the fiscal year 2009-2010, the contract will be based on January 2, 2010 through September 30, 2010. All other years will be based on October 1 through September 30. Contractor will have option of renewal for subsequent years, per lease agreement. Lease payments will be renegotiated for each new contract period. Contract will not be awarded based solely on low bid, but on submitted proposal.

The purpose of the café is to provide quality and cost-effective food service to a diverse population of guests and staff of Exploreum. The food service shall consist of an offer of hot and cold lunch menu items that are well balanced and include vegetarian offerings. Proposer must submit a sample menu of items (food and beverage) with proposed prices. There may also be catering opportunities for Exploreum functions.

Vending machines located at the Exploreum are not included in the food / beverage contract and are in control of Exploreum. Exploreum reserves the right to have vending machines on location. Exploreum’s intent for providing vending machines is not in direct competition with proposer but allows minimal full-time service to guests and staff.

The regular hours of operation will be, but not limited to, Monday through Saturday from 10:00 AM until 4:00 PM and 12:00 PM until 4 PM on Sundays. A reduction or adjustment of required hours can only be modified if it is determined by proposer and Exploreum that different hours would better serve the needs of the Exploreum. The Exploreum may, from time to time, require the café to stay open later if the Exploreum extends its normal operating hours.

Proposer will meet all Health Department requirements and is responsible for applying for all license / permits required to function as a food service vendor. Proposer will keep café clean and free of debris. Proposer is responsible for upkeep such as, but not limited to, washing and waxing floors of the café. Proposer will provide reasonable busing of tables in dining area(s) to keep it clean and free of debris during business hours. Proposer will be allowed to decorate the dining area only if approved by Exploreum. Exploreum has final approval to determine appropriateness of decorations. Proposer will be responsible for maintenance of all concession equipment.

Proposer will at all times, while in operation at the Exploreum, maintain comprehensive general liability insurance including general product liability in the amount of $1,000,000 per occurrence and $2,000,000 general aggregate to cover Proposer’s products, activities, and any negligent acts committed by Proposer’s employees or agents while performing services under this Agreement. Proposer shall also provide property insurance to cover its own equipment and contents. Exploreum shall not be responsible for damages or loss to proposer’s contents or equipment. The insurance policy shall provide thirty days written notice to Exploreum of cancellation or reduction in coverage. The insurance policy shall include Exploreum, its officers, employees, and its agents as additional insureds. Upon execution of an agreement, Proposer shall furnish to Exploreum certificates which evidence compliance with these requirements. Proposer shall also provide updated certificates of coverage at the time of each annual expiration of the policy. Exploreum shall maintain responsibility for insuring the facility and Exploreum owned equipment. Proposer agrees to indemnify and hold harmless, The Explore Center, Inc., its officers, agents and employees from any claims and losses accruing or resulting to any subcontractors, suppliers, laborers and any other person, firm or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this Agreement and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Proposer, Proposer’s employees and / or contract personnel in the performance of this Agreement. All other rules and policies, whether Board created or Administratively created, will be adhered to.

Proposer shall not have the authorization to sublet any portion of the facility to another party without the express written approval from Exploreum.

Exploreum will have all equipment initially checked by a qualified service provider to verify all equipment is in proper working condition. It will be the responsibility of the vendor to maintain and / or replace any damaged or broken equipment with equal or greater quality equipment, subject to approval of such replacement equipment by Exploreum. Exploreum will be responsible for and will maintain existing fire system including annual service and testing.

Exploreum will be responsible for all utilities. Lease is based on providing utilities up to 60 hours a week. If hours of operation are to exceed 60 hours a week, the lease amount may have to be adjusted to reflect additional utility cost. Exploreum reserves the right to set all temperature controls in all areas to the standard levels used elsewhere in the building.

Any alterations to the structure, electrical, plumbing, etc., will be negotiated separately.

Exploreum will allow vendor to dispose of all refuse from the kitchen and dining area in Exploreum dumpster.

Proposer must provide a system of accounting to keep track of revenues on a day-to-day basis and must provide these reports to the Exploreum weekly. This report must be provided in a format mutually agreed upon by the Exploreum and the proposer.

Proposer must provide sufficient uniformed staff to allow for prompt, courteous, and efficient service as well as to prevent long lines at the café. Staff must always be professional in every aspect. Proposer will be responsible for the conduct, demeanor, and appearance of its officers, agents, employees and representatives. Exploreum expects exceptionally high service standards in every aspect of the services provided.

Café will only be allowed to provide food and beverages (non alcoholic) in accordance with agreed upon menu. The café is only allowed to sell food and drink.

Exploreum reserves the right to discontinue services with 30-day written notice for failure to meet conditions or any reason determined to be in the best interest of the Exploreum. Failure to comply with federal, state or local law will result in immediate contract termination. Should Proposer wish to terminate this Contract Agreement prior to the end of the Contract Agreement, a penalty of two months lease base payment will be the responsibility of the Proposer.

All questions and appointments for facility tours (if needed) can be arranged by contacting Assistant Director, Caroline Etherton at 251-208-6892.

ALL PROPOSALS SHALL BECOME THE PROPERTY OF THE EXPLORE CENTER, INC., D/B/A GULF COAST EXPLOREUM AND WILL BE DESTORYED AT THE END OF THE PROCESS

PROPOSED SCHEDULE:
1. Advertise request for proposals November 12 through November 30, 2009
2. Deadline for submission is 10:00 AM CDT, November 30, 2009
3. Review of proposals is November 30 through December 2 , 2009
4. Interviews with select proposers December 3 through December 4, 2009
5. Notification of successful proposer December 7, 2009
6. Contract and lease agreements to immediately follow
7. Café tentatively to be opened on January 2, 2010


PROPOSAL COSTS SUMMARY FORM

Cost summary proposals must be presented on this form to be considered.
The Gulf Coast Exploreum, or authorized representative reserves the right to accept or reject any proposals for this purchase, as they deem best for the interest of the Gulf Coast Exploreum.

Proposed monthly base rent payable to Exploreum (rent will be prorated for any month the Exploreum is closed for one week or more).
Monthly Rent (minimum bid $500 per month) ______________________________

% Of Beverage Sales: ___________________________________________________

% Of Food Sales: _______________________________________________________



Vendor Information
(Attach necessary sheets)
Signed on behalf of Proposer:


Respectfully submitted this _________ day of _______________________, 2007

Company Name: __________________________________________________


Business License #: _________________________________________________

Address: ____________________________________________________________

Phone: ______________________________________________________________

Email: ______________________________________________________________

Signature: __________________________________________________________

Name (print): _______________________________________________________

Title: ______________________________________________________________

Proposer intends to operate the café as a
Corporation ( ) Partnership ( ) Sole Proprietor ( ) Limited Liability Entity ( )
Other (explain) ________________________________________________

If a corporation, limited liability entity or partnership, please list the names and addresses of your principals, officers or partners

________________________________________________________________________

________________________________________________________________________

Date of Incorporation: _________________________________________________

Number of years in food service industry: ______________________________



Describe the nature of your experience in the operation of food and beverage facilities:
________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

List locations where you have operated food and beverage facilities:

________________________________________________________________________

________________________________________________________________________
List names, addresses and landlords, if any, for all operations listed above:

________________________________________________________________________

________________________________________________________________________
Please provide descriptions and listing of assets and liabilities of the individual, corporation or partnership. Proposer should submit current financial statements, if available. All financial information will be held confidential and destroyed at the end of the process.


References:
Give names, addresses, and telephone numbers of at least four (4) references – two (2) as to your financial ability and two (2) as to your business capability to successfully operate the business. In addition, letter documenting Proposer’s business experience from customers, creditors, suppliers or business contacts may be included.

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Liability Insurance Carrier: _________________________________________


Exploreum owned equipment :

Dining Tables (nine tables) and Chairs (25 Chairs)

Garland Convection Oven
Model Number MCO-E-5

True Freezer
Model Number T-19F
Serial Number L-3085946

True Refrigerator
Model Number T-49
Serial Number 1-2986389

Manitowac Ice Machine
Model Number S420
Serial Number 980620383


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