Artscape RFP Question/Answers:

Transcription

1 Artscape RFP Question/Answers: How did you come to the figure that $ $4,298,698 was spent on food and beverage at the event? In 2009, an independent survey company, Forward Analytics, prepared an Economic Impact Report for Artscape. Survey research demonstrated that 83.4% of the 350,000 attendees purchased food and drinks with Artscape vendors. The average dollar spent on food and drinks by these attendees was a rounded $ The RFP asks for an exclusive concessionaire, but will Artscape accept proposals from operators who only feel comfortable bidding on 1/2 or 1/3 of the operation? Yes, as stated in the proposal - we are open to any and all creative ideas. Where will the food stands be located? Should respondents propose a lay-out? The forecast is for the majority of the front-of-house operation to be in the street. At the November 1 walk-thru, we will present where things have been staged previously, and some ideas we ve had for potential changes to the food and beverage lay-out in A lay-out or site drawing should not be submitted with your proposal. Specific placement, dimensions and number of stands, along with the concessionaire s back-of-house needs, would be discussed during the ENP. What are the insurance requirements for subcontractors? That decision, along with any liability, would be solely the concessionaire s. Artscape s relationship will be with the concessionaire; the festival will not have any contractual relationship with subcontractors. What type of rent did food vendors pay last year? Full Menu 20x20 space ranged from $3,500-$5,000 Novelty or Single Items 10x10 space was $2,000 Green Eats 10x10 space was $1,000 Additional fees were negotiated based on space requirements. Will all current food vendors be notified that a new company will be handling the concession? Will information be passed along to them to contact the new concessionaire? On Tuesday, 10/19, BOPA sent an to its vendor list, explaining the new RFP process. When the contract is awarded, we will make an announcement including posting the concessionaire s information on Artscape.org. If the selected concessionaire does, in fact, want to reach out to those vendors regarding subcontract opportunities, we will send them an . What was the gross rental income to Artscape in 2010 for food vendors $157,100. What was the cost of operating the Artscape event, and how much did you net at the end? Please CLICK HERE for Artscape 2009 figures. Figures for Artscape 2010 have not been audited yet. Of the $4,298,698 in revenue, could you please break out alcohol, non-alcoholic beverages and food into three numbers? The survey company did not break out the information that way. Who is the current alcohol beverage concessionaire? Is that contract also up for bid? Charm City Hospitality has the contract and it is not up for bid. Can you better define the trash removal process? It indicates that a crew handles bulk removal. Who empties the individual cans, picks up vendor trash, clears the seating areas and handles debris on the streets? In previous years, the City has handled all of the above with the exception being cleaning the seating areas.

2 How many days of set up are allotted for? The streets start closing at 7am, the Monday before the festival. How many days of dismantle are allowed for? The streets re-open by 4pm, the Tuesday after the festival. Who provides overnight and daytime security? In previous years, Artscape has hired a private-sector company to provide roving security for overnight and we intend to do so in During the day we have both private security and detailed officers from BPD. Can we receive a list of past vendors and their menu items, price points, WBE/MBE status and contact information. The vendors operated completely independently so we do not have that detail recorded. If the awarded concessionaire would like us to the past vendors regarding opportunities for subcontracting, BOPA will do so. What requirements are there for backstage and hospitality areas? In previous years, we have supplemented our backstage catering with donated items such as bottled water, fruit and snacks. This has been for volunteer/exhibitor hospitality and the local stages. What would be the suggested minimum and maximum "local" sub contractors permitted? The RFP does not stipulate a minimum or maximum. Artscape Concessionaire RFP Questions/Answers (during and post 11/01/10 site visit) What was the 2010 food vendor breakdown how many per area? NOTE: STAND NUMBERS CORRESPOND TO THE SITE PLAN FESTIVAL STAGE FOOD COURT (North Side of the festival) F 02 10x10 vendor s own tent/stand F 04 13x23 vendor s own tent/stand F 05 10x10 vendor s own tent/stand F 06 20x20 vendor s own tent/stand F 07 10x10 vendor s own tent/stand MAIN STAGE FOOD COURT (Mt. Royal Avenue & Cathedral Street Flat Lot) F 02 20x20 vendor s own tent/stand F 03 10x10 vendor s own tent/stand F 04 20x20 vendor s own tent/stand F 06 20x20 vendor s own tent/stand F 07 20x20 vendor s own tent/stand F 08 20x20 vendor s own tent/stand FAMILY FOOD COURT (In front of BSO - Preston & Cathedral Streets, near Main Stage) F 02 20x20 vendor s own tent/stand F 04 20x20 vendor s own tent/stand F 06 20x20 vendor s own tent/stand F 07 20x20 vendor s own tent/stand

3 CHARM CITY FOOD COURT (Mt. Royal Avenue between St. Paul & Charles Streets) F 01 20x25 vendor s own tent/stand F 02 20x25 vendor s own tent/stand F 03 20x25 vendor s own tent/stand F 04 20x25 vendor s own tent/stand F 05 20x25 vendor s own tent/stand F 06 20x25 vendor s own tent/stand F 07 20x25 vendor s own tent/stand F 08 20x25 vendor s own tent/stand F 09 20x25 vendor s own tent/stand F 10 20x25 vendor s own tent/stand F 11 20x25 vendor s own tent/stand F 12 20x25 vendor s own tent/stand F 13 20x25 vendor s own tent/stand F 14 20x25 vendor s own tent/stand F 15 20x25 vendor s own tent/stand STATION NORTH FOOD COURT (1700 block of Charles Street) F00 10x10 vendor s own tent/stand F 01A 20x20 vendor s own tent/stand F 02 10x10 vendor s own tent/stand F 04 10x10 vendor s own tent/stand F 04A 10x10 vendor s own tent/stand F 06 10x10 vendor s own tent/stand F 06A 10x10 vendor s own tent/stand F 07 20x20 vendor s own tent/stand FESTIVAL CONCOURSE FOOD COURT (3 on Charles Street; 13 on Mt. Royal Ave.) F 01 10x10 vendor s own tent/stand F 02 Ice Cream Truck F 04 Food Truck F 04A 10x10 vendor s own tent/stand F 06 15x25 vendor s own tent/stand F 07 15x15 vendor s own tent/stand F 08 10x20 vendor s own tent/stand F 09 10x10 vendor s own tent/stand F 10 15x15 vendor s own tent/stand F 11 10x20 vendor s own tent/stand F 12 10x10 vendor s own tent/stand F 13 10x20 vendor s own tent/stand F 14 10x10 vendor s own tent/stand F 15 10x16 vendor s own tent/stand Is there an exclusive Beer/Alcohol vendor for Artscape 2011? Yes Are there set locations for the beer/alcohol booths? The beer vendor has been with us for several festivals and to that end has some traditionally fixed locations. However there must always be some flexibility as programs, sponsor locations, etc. necessitate change.

4 Does the City provide the food booths? No, the vendor/concessionaire should provide and set up booths/stands/tents. If vendor/concessionaire needs or wants to rent tents from the festival, please include it in the proposal. Is there water in the AAA lot (at Mt. Royal Avenue & Cathedral Street)? There is a fire hydrant at the corner of Preston & Cathedral streets. How many spaces are available in the Corpus Christi Lot (Mt. Royal Avenue & Lanvale Avenue) Last year, the lot was used for seating only (3) 20x20 tents. In 2009, the lot held (4) 20x20 vendors and (1) 10x10 vendor. The church was concerned with grilling smoke/neighborhood impact and asked that no heavy cooking take place there in Will the festival use the lot in 2011? Probably, pending Corpus Christi approval. Plans for the lot have not been solidified; therefore the festival is open to proposals for use of the lot. Is the Big Wheel (Ferris wheel) coming back in 2011? No we haven t had the Ferris wheel for a few years. Is the kid s area sponsored by Target? Yes, in years past. Plans have not been confirmed for 2011 although we are considering using Pearlstone Park in a different format. Is the street (West Lanvale) in front of the Bunting Center available for food? Yes. Kathy H. mentioned challenges with art vendors and food vendors sharing the street. What were the challenges? Fine arts and food vendor logistics (such as ice, water, smell, grease, sanitation, etc.) just don t mix. How would the food areas breakdown for 2011? The festival is welcome to any ideas. Be flexible and creative in your proposal and with targeted areas/themes. Will Artscape use the 1300 block of Charles Street in 2011? Potentially. Last year it was used for seating / shade tents as the block was closed de facto to vehicular traffic. The festival needs to maintain access for businesses that are open during the festival. Was there food on Charles Street? Yes, see breakdown above. Major 2010 Festival Street Closures we anticipate 2011 street closures to be similar. Monday, July 12, 2010 at 7am through Tuesday, July 20, 2010 at 4pm blocks of Mt. Royal Avenue, closed from North Avenue to Charles Street, east and west bound 1300 block of Cathedral Street, closed from Preston Street to Mt. Royal 100 block of West Preston Street, closed between Cathedral and Howard Street 100 block of West Oliver Street, closed between Maryland Avenue and Mt. Royal Avenue Thursday, July 15 at 10am through Monday, July 19 at 6am blocks of North Charles Street from Biddle Street to Lafayette Street closed East Mt. Royal Avenue, closed from Charles Street to St. Paul Street

5 Friday, July 16 at 9am through Monday, July 19 at 6am blocks of Maryland Avenue, made temporarily 2-way from North Avenue to Preston Street Is the block of East Mt. Royal Avenue between St. Paul Street and Charles Street (Charm City Food Court) available for use in 2011? Possibly. There are some challenges to address (crowded, lot right next to the construction site, not a lot of backstage area for support vehicles, etc.). The 2010 stage placement was awkward. Do electrical requirements need to be included in the proposal? No, we do not need that level of detail for this part of the process unless the request is unusual. Can Artscape provide more than 20amps of electricity or a direct hookup to a generator? Might be possible. Each request will be handled on a case by case basis. In the past, individual vendors did not receive direct hook-ups. In regard to The University of Baltimore Lot between Charles Street and Maryland Avenue, can it be used for food stands or a staging area? It is a possibility. Last year it was used for spot-a-pots and UB Police parking. How does Maryland Avenue work during the festival? Maryland Avenue closes the Friday morning of the festival and is made temporarily 2-way for local traffic/garage traffic only. The I-83 Maryland Avenue exit remains open for traffic wishing to enter the Fitzgerald Garage. See above for all major street closures. Can food go on Charles Street near the bridge/penn Station and Male/Female? We are open to proposals. How many green vendors were in the Station North Food Court (1700 block of Charles Street)? In 2010, two of the eleven vendors were green. In 2009, all six vendors were green. Have all past food vendors been notified? Yes, an went out explaining the new format/process. Vendors are encouraged to stay up to date by visiting How can a concessionaire get in touch with past vendors? When a concessionaire is confirmed, BOPA will past vendors with the concessionaire s contact information if so desired. Will answers to the questions asked at the walk-thru be ed or posted on They are posted on Artscape.org. Will the concessionaires that did not attend the site visit have access to the questions/answers. Yes, by visiting What about the weather? Artscape takes place rain or shine. The festival will only be cancelled if it deemed dangerously inclement by the fire department. Can the concessionaire open only a portion of their tents in the event of bad weather? We could be open to that idea, put the strategy in your proposal.

6 How many food vendors participated over the years? food vendors. Does Artscape have an exclusive non-alcoholic beverage vendor yet? No, if you know of one or have one, please put it in your proposal. How does the festival work with the Health Department and obtaining permits? The food vendor/concessionaire is responsible for contacting the health department and obtaining all required permits. Artscape is a City event and all City agencies are our partners. Are there vendors/food vendors outside of the festival limits? If so, what it done about it? Potentially, yes. The festival notifies city police and our private security of illegal vendors within the festival limits vendors and does our best to remove them. It is an ongoing challenge without a gate. Are there specific space requirements for concessionaire spaces? No, last year most of our spaces were as small as 10x10 and as large as 20x25, but there is no need for a concessionaire to stay within those guidelines. Has the festival contracted with a tent vendor for 2011? No. Last year we used Select Event Rentals. Did Select Event Rentals provide all the Artist Tents? Yes. Does the festival have any tent requirements as far as color, shape, etc.? No, we are open. Does the festival provide security? Yes, 24 hour roaming security Who attended the site visit? Charm City Hospitality, Jerry Gottlieb The Classic Catering People, Larry Frank & Eddie Dopkin Crown Foods Inc., Ted Shaw Jay's Restaurant Group, Lee Morton MacBrand Foods, David Nunnally Sodexo Education, Gino DiTrolio, Tony Hall Spectrum Catering c/o The Hippodrome, Jason Reed Tropical Island Concessions, Raymond Kallas What has been the impact of unfavorable weather on past Artscape events? It all depends on the weather event; the festival happens rain or shine and, naturally, rainy weather can result in lower attendance although this hasn t always been the case. The RFP states that the selected concessionaire would have exclusive right to sell food, snacks and beverages along the Artscape site. Would there be other vendors that would be outside of the Artscape site but in close proximity to the Artscape site that would be in competition to the Artscape vendors? There are neighborhood restaurants, and potentially vendors who secure permits for street vending outside the festival perimeter. Restaurants that have permits for outdoor table service are allowed to operate as they would on any given day. Would it be possible to have access to the sales price for goods sold during Artscape from past years? Vendors were independent operators and so we do not have that information recorded.

7 The RFP states that proposals based on 100% subcontracting is discouraged but would like information on how local businesses would be engaged. Is there a target percentage for subcontracted vendors as it relates to overall venues? No. How many people would have access to the backstage and hospitality areas that the concessionaire would donate food for? Approximately 500 people over the course of the entire weekend. Will the city be providing security for the event? If so, would the concessionaire have access to that security or would the concessionaire need to provide their own security force for their venues? The festival provides 24 hour roaming security. Detailed officers from Baltimore City Police Department are also at the event during hours of operation. If the concessionaire (or any vendor) would like a dedicated guard(s), they should make their own arrangements preferably with the firm already hired by the festival or the Baltimore City Police overtime unit. The RFP states that financial arrangement can include but are not limited to an upfront guarantee and/or post-event commissions. Is there a preference? If an upfront guarantee is preferred, would contractual language allowing for that amount to be reduced based on severely reduced attended be allowed? Artscape is open to all proposal ideas and terms thereof. Can you share past year commission amount received by BOPA from the vendors? In 2010 Artscape received $157,100 in gross rental income from food vendors. We did not ask for a commission on top of their rent. FYI: 2010 Artscape Festival Boundaries Northern boundary North Avenue Southern boundary Biddle Street Eastern boundary St. Paul Street Western boundary Howard Street/Dolphin Street Updated 11/04/2010