Licensed Concessionaires interested in providing seasonal food and non-alcoholic beverage concession services at Jonathan Hartman Park. Posting Date: January 11...

City is soliciting proposals from licensed Concessionaires interested in providing seasonal food and non-alcoholic beverage concession services at Jonathan Hartman Park. Posting Date: January 11, 2019 Optional Pre-Bid “Walk-Thru” Meeting: January 31, 2019 from 1:00PM to 2:30PM (PST) Proposals Due: February 14, 2019 at 10:00AM (PST) The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above referenced Request for Proposals (RFP). Background The City of Redmond, Parks & Recreation Department operates Jonathan Hartman Park (“Hartman Park”) located at 17300 NE 104th Street, Redmond, WA 98052. The City is seeking a licensed, qualified Concessionaire to provide annual food service concession within the park’s Upper Little League Fields 1-4 Concession Building (see Attachment A, Map of Hartman Park), during the Redmond Little League Regular Season, All City Tournament, Summer Ball, and District and State Tournaments. Hartman Park is open

annually from late March through late August, averaging between 300 and 400 park visits each day, and the Redmond Little League Associations host approximately 700 games yearly with over 1,200 participants. Scope of Work I. The scope of work includes the following: A. The purpose of this program is to provide selected food and non-alcoholic beverage services at Hartman Park during the summer seasons, within the following established park hours:  Monday – Fridays, 5:00 p.m. – 9:00 p.m.  Saturdays, 8:00 a.m. – 9:00 p.m.  Sundays, Noon – 8:00 p.m. B. The City shall provide City-owned equipment, which is permanently attached to the building structure (fryer, cooktop, ventilation hoods, drains, sinks, etc.). RFP 10628-19/DKK – 2019-2020 Concessionaire Services at Hartman Park Page 2 of 9 C. Concessionaire will be responsible for supplying necessary cooking equipment, refrigeration equipment, preparation tables, etc. – please note that these items may remain on-site throughout the contracted term. Storage of materials, equipment and supplies can be accommodated within the Concession Building. Concessionaire is responsible to secure their own goods and equipment. D. The City will maintain the exterior of the Concession Building. Concessionaire shall maintain all equipment & small wares used in the performance of its duties. The replacement of City-owned assets and maintenance/repairs of City-owned assets shall be the responsibility of the City. If the replacement is due to unusual wear, neglect, or negligence by the Concessionaire, Concessionaire will pay for such replacement. The City shall be notified promptly of any needed repair of a City-owned asset. E. Concessionaire will be responsible for litter/garbage pick-up around the site at the close of each day, using City-provided receptacles. F. Concessionaire will be responsible for returning the site/equipment to satisfactory condition at the end of each season, including an annual cleaning of the cooking hood. G. Inspection of the site/equipment will be conducted no less than annually by the City. Concessionaire will coordinate with the City’s Parks & Recreation staff to schedule inspections. King County violations during inspections shall be reported to the City’s Parks & Recreation Management. H. The selected Concessionaire will be issued a key for the Concession Building. The key is to be used for business purposes only and Concessionaire will agree not to share, loan or duplicate the key. Concessionaire shall promptly notify the City in the event the key is lost/stolen and will be responsible for its replacement cost. Concessionaire will return the key by the end of the contracted term. I. Restrictions: 1) No gas, coal, charcoal or similar portable cooking equipment is permitted inside or outside the concession without prior approval from the City. 2) Concessionaire must supply any appropriate fire extinguisher(s) and related equipment for concession use and application. 3) No vending machines may be installed by the Concessionaire under this agreement. 4) No tobacco or alcoholic beverages may be sold in the park. 5) No selling seeds (sunflower, etc.), peanuts, popcorn or kettle corn. 6) No signage is to be posted in or around the park (however, a portable sandwich board may be placed and removed daily next to the concession booth/unit). 7) No micro-litter (Styrofoam containers, juice boxes with straws, etc.) may be used. 8) No items in glass containers may be sold. 9) All condiments must be in plastic squeeze or pump containers. 10) No playing of music or loud speaker announcements. 11) Concessionaire is not allowed to drive inside the park without prior approval and assistance from the City’s Parks & Recreation staff. 12) Unless approved the City, concession services shall be limited to identified site at all times. J. Public restroom facilities are available at the park during park hours. RFP 10628-19/DKK – 2019-2020 Concessionaire Services at Hartman Park Page 3 of 9 II. Assumptions: A. Concessionaire shall provide services of the highest quality and dependability. B. Concessionaire services are to comply with all applicable federal and state laws & regulations related to the sale(s) of concession goods, City ordinances (including Redmond Municipal Code, Chapter 9.31) and Redmond Parks Department policies. C. Concessionaire will have the non-exclusive right and responsibility to provide concession services at Hartman Park from late March through late August annually (the contract will begin when the Redmond Little League Regular Season begins in late March, and the contract will end in late August). D. Concessionaire will be responsible to negotiate their own independent agreement(s) with their own staff/employees. E. Concessionaire understands that the work to be performed under an agreement with the City may involve Concessionaire’s personnel having unsupervised access to children under sixteen years of age, developmentally disabled persons, or vulnerable adults, as those terms are defined in RCW 43.43.830. Concessionaire shall be responsible for the conduction of background checks on all of its staff/employees and shall be prepared to provide proof of such, upon request by the City. The background check(s) shall be adequate such that Concessionaire can certify that none of its personnel who will or may be given such access shall have: 1) Been convicted of any offense against children or other persons, as defined in RCW 43.43.830; or 2) Been convicted of any crimes related to financial exploitation, where the victim was a vulnerable adult, as defined in RCW 43.43.830; or 3) Been adjudicated in any civil action to have committed child abuse, as defined in RCW 43.43.830; or 4) Had a disciplinary board final decision rendered against them or has been convicted of criminal charges associated with a disciplinary board final decision, as defined in RCW 43.43.830. III. Licenses and permits: Concessionaire is required to have the following licenses:  Concessionaire must be licensed to operate a concession operation in the State of Washington.  Concessionaire must possess a Redmond Business License as a requirement for performing these services. Concessionaire is required to have the following permits:  Concession permits from the City are required for seasonal, yearly and one-time Concessionaires that sell food, beverage, services or other products in the City’s parks and facilities. Concessionaires may include but are not limited to buildings, mobile vehicles, carts, vans and trailers.  Food Handlers Permit; all employees or volunteers must be approved to handle/serve food.  King County Department of Health Permit (if applicable). RFP 10628-19/DKK – 2019-2020 Concessionaire Services at Hartman Park Page 4 of 9 IV. Payments: Concessionaire will pay the City concessionaire fees every month at the rate of 15% of their gross sales.  Concessionaire payment will be due by the 5th of each month, for the previous month’s sales.  Late fees may apply if payment is received after the 10th of the month.  Concessionaires will be required to complete a daily sales tracking report, to be submitted on a City- provided standard form.  Concessionaire must submit the sales tracking report with their monthly payments. V. Proposals should demonstrate the following:  Explain how the proposed services meet the City’s Parks & Recreation Concession Policy requirements (see Attachment B, Concession Evaluation Criteria and Policy).  Offer high quality food and beverages.  Provide competitive pricing for food and beverages.  Provide examples of past experience/performance with other public or private entities. Term The City anticipates having a program in place for implementation and operation, from late March through late August annually. The City intends to enter into an initial two-year agreement, with two (2) optional, consecutive two-year renewal terms, for a potential maximum total term of six (6) years (see Attachment D, Option for Renewal), provided that Concessionaire is in compliance with the terms and conditions of the contract. The City reserves the right to cancel this contract at any time, upon fifteen (15) days written notice to Concessionaire. Optional Pre-Bid “Walk Thru” Meeting An optional pre-bid “walk-thru” meeting will be conducted at Hartman Park (located at 17300 NE 104th Street, Redmond, WA 98052) on Thursday, January 31, 2019 from 1:00PM until approximately 2:30PM. Bidders may ask questions or receive clarification on any portion of this RFP by participating in this optional pre-bid meeting with City staff. Additionally, all potential bidders are encouraged to visit the park during reg