REQUEST FOR PROPOSAL NON-ALCOHOLIC BEVERAGES November 16, 2010
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1 320 W. Jackson Avenue Naperville, IL (630) REQUEST FOR PROPOSAL NON-ALCOHOLIC BEVERAGES November 16, 2010 Qualified vendors are invited to submit a proposal, subject to conditions and instructions as specified, for the furnishing of: Exclusive sales rights for non-alcoholic beverages to include CSD, non-carbonated soft drinks, and sports beverages at facilities and parks. 1. General Scope of Project This partnership offers one company the opportunity to receive exclusive sales rights and select marketing benefits for a period of three to five (3-5) years at Naperville Park District ( NPD ) parks and facilities. The is seeking a service contract to take effect January 7, 2011 and to be awarded to the vendor who best meets the needs of the. Concessions The NPD owns concessions at Centennial Beach, Springbrook and Naperbrook golf courses, The Riverwalk Eatery, Frontier and Commissioners Sports Complexes. Nike Sports Complex requires mobile concessions and does not have a fixed, indoor location. Frontier Sports Complex also uses mobile concessions due to the large size of the park. See page 8 for details. Vending Build sales by placing vending machines at a variety of locations, indoor and outdoor. See page 10 for details. Page 1 of 11
2 Volume In 2011 the NPD will assume concession operations at The Eatery and Centennial Beach, in addition to the current operations at Springbrook and Naperbrook. Up until this point, concessions at The Eatery, Centennial Beach and sports complexes were outsourced. The projected number of cases that could be sold through the golf courses, vending machines, Eatery and Beach are around 2,500-3,980 per year. Marketing Benefits Launch new product(s) by conducting five (5) sampling events per year. Company logo included on main pages of NPD website, and on three (3) Corporate Partner signs located at Centennial Park, Frontier Sports Complex and Knoch Park (along West Street). See page 11for details. 2. Project Description The is requesting that the following information be included in your proposal: 1. A three-to five-year term with an annual marketing fee payable to the Naperville Park District. 2. Commission on gross sales of vending machine products. 3. Rebate offer on cases sold through the NPD locations. 4. Discounts or incentives for overall volume of sales, such as product donations for NPD significant park opening events, volunteer appreciation picnic, golf tournaments, and recreation events. 5. Pricing a. List of and price point for all products to be resold at NPD parks, facilities, and at events b. Price point for bag in a box c. Maximum pricing percentage increase per year 6. The NPD is committed to sustainable environmental practices and initiatives. Provide a description of your company s environmental initiatives or programs that can be implemented to benefit the NPD and the public. 7. Provide a list and specifications of fountain equipment, vending machines, coolers, point-of-sales displays and menu boards. 8. Describe any lease programs and provide pictures of company branded beverage carts. 9. Provide a sample of the accounting system and method of reporting monthly sales volume. 10. The chosen vendor must provide for the minimum insurance coverage. See Section Describe how, during the term of the contract, you shall provide a superior level of customer service by maintaining and repairing all equipment as well as fully supplying all products and filling all machines in a timely manner (within 24 hours upon receipt of request). Page 2 of 11
3 12. The chosen vendor must comply with all federal, state and local codes and regulations. The Vendor is responsible for all related fees and taxes. The Naperville Park District is located in the City of Naperville, DuPage and Will Counties. The successful contractor will keep all vending and concessions fully supplied with respect to all cans, bottles, syrups, carbonation and all other necessary supplies to allow the and the vending contractor to maximize sales. The successful contractor will allow the district to participate in the contractor s purchase of beverages at reduced cost for the district s use in connection with district-operated, non-vending concession areas. The selling price of all products shall be mutually agreed upon during the negotiation of the final terms and conditions. The final product line sold on District owned and leased property will be the decision of the District with advice of successful contractor. 3. Selection & Award Process A Selection Committee will review all the letters of interest, and rank the Vendors accordingly based on the criteria chosen by the Park District. Interviews may be conducted at the Park District s discretion. Award criteria includes, but is not limited to: Completeness, responsiveness and creativity of the proposal submitted. Maintenance of an approved inventory and accounting system providing an accurate and verifiable means of keeping accurate readings and records of the amount of product dispensed from and supplied to the machines in a manner requested by the Park District. Minimum fee and commission structure in the best interest of the Naperville Park District. Competitive price list of products. Comprehensive list of equipment and point-of-sales materials that will maximize sales. Detailed monthly accounting and reporting process. Demonstrated ability to provide timely service seven (7) days a week year round. Provision of clean, safe and sanitary machines that meet or exceed government or industry standards. Provision of trained personnel to properly service the machines. Page 3 of 11
4 4. Submission Process, Due Date & Required Documents A total of four copies (one original and three copies) of the response, including all required forms and supporting documentation, must be addressed and delivered to the address listed below, which is the address to be used for all communication in connection with this project: Erin McNulty, Corporate Relations Manager 320 W. Jackson Ave. Naperville, IL emcnulty@napervilleparks.org Proposals must be received no later than 12:00 p.m. on December 15, Responses received later than the given date and time above will be rejected and returned unopened. 5. Schedule for Selection Process The following is the proposed schedule: a. Responses are due no later than 12:00 p.m. on December 15, b. Selection Committee review/interviews as determined by the Park District. c. Non-Alcoholic Beverage Agreement is negotiated with the Selection Committee s recommended vendor. d. Operating Agreement is executed by January 7, Insurance Requirements & Quality Assurance The requires evidence of insurance coverage: General Liability, Errors and Omissions, Automobile Liability, and Worker s Compensation for the general acceptable limits of the Park District. We will require the successful contractor to provide indemnification and insurance in forms, coverages and amounts acceptable to the Park District. The successful contractor will provide a certificate of insurance naming the, its officers, employees and volunteers as additional insureds upon execution of an agreement. The selected vendor will fully indemnify and hold harmless the Park District from and against all claims and liabilities associated directly or indirectly with the contractor s vending operations. 7. Outline for Response a. Company Background 1. Name of company 2. Contact Name 3. Company Address, City, State, Zip Code Page 4 of 11
5 4. Company Telephone Number 5. Company Facsimile Number b. Company Profile 1. History of Company 2. Years in Business 3. Type of Ownership 4. Type of Organization 5. Size of Company 6. Professional Affiliations c. Personnel 1. Identify Project Manager 2. Provide resumes of all key personnel who will be assigned to this contract. d. Qualifications of the Company 1. Background of experience and successful results in similar size and type services. 2. A list of current contracts for similar services. 3. Environmental programs and descriptions. e. Products and Pricing 1. A proposed product list and pricing in the proposal. 2. Provide a list and pictures of beverage carts, coolers, vending machines and menu boards. f. Financial Return for Concessions and Vending 1. A proposed annual financial return to the Park District. 2. A complete description of Vendor s method of reporting sales and purchases to the Park District. 3. Discounts, production donation, and rebates that can be expected. g. Expected Services 1. A summary of any expected services from the. h. Vendor s Understanding of the Project 1. A complete description as to the firm s role, methodology and approach to the scope of services. i. References 1. Provide at least 3 references, with current addresses and phone numbers. Page 5 of 11
6 8. Request for Additional Information The reserves the right to request any further additional information that it deems necessary for the review and award process. 9. Cancellation of Request for Letters of Interest The reserves the right to cancel this request for products and services at any time, to elect not to award the work listed, to award a portion of the work listed, to reject any or all of the responses, and to waive any informality or irregularity in any response received. The District shall be the sole judge of the merits of the proposals received. 10. Attachments Several attachments are included with this RFP. Attachments include: 1) Description of 2) Concession Sites 3) Vending Sites 4) Marketing Benefits a) Corporate Partner Signs b) Website Visibility Page 6 of 11
7 1. Description of Property With a population of more than 145,000 people, Naperville is the fifth largest city in Illinois and one of the fastest-growing communities in the country. Naperville is a master-planned community that enjoys economic prosperity, outstanding educational opportunities, and high-caliber cultural events. In 2008, Naperville was once again named one of the best places to live in the United States, by Money Magazine. Established in 1966, the award-winning ( NPD ), with an annual budget of $38 million, manages and maintains more than 2,500 acres of community parks, playgrounds and facilities, and provides recreational services and educational opportunities to more than 1.9 million park visitors annually. Special facilities include four sports complexes featuring multiple soccer, softball, and football fields, skating rinks, tennis courts and two inline skating and skateboarding facilities. Other locations include Springbrook and Naperbrook golf courses, the Riverwalk, Centennial Beach, Millennium Carillon and Visitors Center, and the Alfred Rubin Riverwalk Community Center. More than 900 recreational and leisure programs and events are scheduled each year, targeting families and various age groups from young children up through senior citizens. NPD-owned events include Concerts in Your Park, Halloween Happening, and the Frontier Kite Fly Festival. The NPD also is integral in providing support for wellattended community events like The Last Fling, Ribfest, and the Riverwalk Fine Arts Fair. The NPD has received several state and national awards such as the Distinguished Agency distinction from the Illinois Association of Park Districts (IAPD), Best of Show honors from the Illinois Parks and Recreation Association (IPRA) and IAPD for Best Single Brochure Cover and Logo Design, the Ellis Water Safety Platinum Award, and the Annual Award for Business Excellence from the DuPage Business Ledger. Page 7 of 11
8 2. Concession Sites Centennial Beach (500 W. Jackson Street) Centennial Beach is located along Naperville s Riverwalk, west of the downtown retail district. This facility is a stone quarry converted into a chemically treated swimming beach. Centennial Beach is well known in the community and serves as a destination for tourists, group outings, and youth day camps. Each summer over 130,000 visitors experience this unique facility. Open from Memorial Day through Labor Day, a grand opening is scheduled in 2011 to celebrate renovations to the historic bathhouse and new concession building. The concession area will be approximately 1,774 square feet and will include three serving windows, walk-in refrigeration, hood for grilling, large service countertops, three-compartment sink, hand and mop sinks and storage areas. Two windows will be oriented to serve Beach patrons only and a third service window can be opened for patrons outside the Beach, using the Riverwalk and nearby skate park. Operated by the NPD. Commissioners Sports Complex ( th Street) Each year this 78-acre park has nearly 45,000 visitors for athletic practices, games, tournaments and other activities. The park features 9 fields for soccer, football, lacrosse and rugby; a 60 baseball field, two sand volleyball courts, one in-line skate rink, a fitness trail, playground, cricket pitch and picnic pavilion. The concession area is approximately 625 square feet and includes two serving windows, counters, a three-compartment sink, hand and mop sinks, storage space and refrigerator. Operated by concessionaire. Frontier Sports Complex (3380 Cedar Glade Drive) This 130-acre sports complex is located directly behind Neuqua Valley High School. Many of the park features and amenities are shared with the school district. An estimated 120,000 visitors annually come to the park for athletic practices, games, tournaments and other activities. The park is home to 12 soccer fields, 8 softball fields, a skateboard facility, 2 playgrounds, an amphitheater, 2 basketball courts, 2 bocce ball courts, bike trails and 2 picnic pavilions. The concession area is approximately 800 square feet, and includes two serving windows, counters, a three-compartment sink, hand and mop sinks, storage room, refrigerator and a countertop electric char broiler with hood. Operated by concessionaire. Page 8 of 11
9 Nike Sports Complex (288 W. Diehl Road) This 45-acre sports complex is located off the I-88 corridor, on the south east corner of Diehl Road and Mill Street. An estimated 120,000 visitors annually come to the park for athletic practices, games, tournaments and other activities. A 20-acre expansion of Nike Sports Complex, including the below mentioned amenities is scheduled to be complete by July 2011, and a large grand opening celebration is planned with the community and Naperville athletic organizations. The park will have 5 soccer/football/lacrosse fields, 2 softball fields, a baseball field, 8 tennis courts, 2 basketball courts, 2 sand volleyball courts, a playground, cricket pitch, bike trails and a picnic pavilion. The park will be home to the District s first synthetic turf athletic field for soccer, lacrosse, football, etc. Operated by concessionaire. Riverwalk Eatery (441 Aurora Avenue) The Riverwalk Eatery is a 1,574 square feet facility. An estimated 500,000 people visit the Riverwalk each year, and the Naperville Park District supports such events as the Last Fling, Naperville Fine Art Fair, numerous walkathons, Carillon concerts and two major triathlons, all happening on the Riverwalk. Within close proximity to the Eatery are the Carillon Bell Tower and Visitors Center, the Riverwalk Sled Hill, paddleboat rentals and Centennial Beach. Inside, the Eatery has an open seating area enclosed by windows and a fireplace. Two restrooms are located within the facility. The concession area includes a large service countertop, three compartment sink, hand and mop sinks, and an area for storage. Operated by the NPD. Naperbrook Golf Course (22204 W. 111 th St. Plainfield, IL) Springbrook Golf Course (2220 W. 83 rd St., Naperville, IL) The total number of rounds is 80,000 per year. In addition to concessions, 1-2 outdoor vending machines can be placed along the courses. Naperbrook has 1 fountain and 2 countertop coolers; Springbrook uses 2 fountains. Vending prices must be consistent with products sold through concessions. Operated by the NPD. Page 9 of 11
10 3. Vending Sites Park Facility Number of Machines Administration Building 1 lunchroom Alfred Rubin Riverwalk 2 Community Center The Barn + Central Parks Div. 1 Barn 1 Employee (inside) Centennial Beach 2 Centennial Beach Skate 1 Park DuPage River Sports 2 Complex The Eatery (Riverwalk) 2 Frontier Sports Complex 1 east playground 2 concession bldg 2 softball hub 1 high school press box bldg. Knoch Park 2 playground/bathroom bldg Knoch Knolls Park Possible bldg redesign Naperbrook Golf Course 2 on course Nike Sports 2 Complex North Parks Div. (Mill St.) 1 employee (inside) Pioneer Park 1 Washington St. parking/bathroom Seager Park Closed in Interpretive Ctr. (starting 2012) South Maintenance 1 employee Sportsman s Clubhouse 1 (inside) Springbrook Golf Course 2 on course Warming Shelter (Riverwalk) 2 Page 10 of 11
11 4. Marketing Benefits a). Corporate Partner Signs Centennial Park (110,000 impressions) Knoch Park (150,000) Frontier Sports Complex (80,000) b). Website Visibility Vendor s logo will rotate on an embedded footer on each main page of (See below) According to Google Analytics, the NPD s home page welcomes 247,400 unique visitors per year. Page 11 of 11
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