Commonwealth of Massachusetts Department of Conservation And
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Commonwealth of Massachusetts Department of Conservation and Recreation Request for Proposals for Mobile Food Concession Operation at the Cambridge Esplanade, Charles River Reservation, Cambridge MA For Annual Fourth of July Event RFP # DCR 2015 416 Table of Contents I. Introduction ......................................................................................................................................... 2 II. Proposal Process ................................................................................................................................. 3 III. Description of the Premises and Applicable Information ................................................................... 5 IV. Submission Requirements for Proposal .............................................................................................. 7 A. Mandates ............................................................................................................................................................ 7 B. Description of Entity and Related Experience ................................................................................................... 8 C. Description of Services to be Provided .............................................................................................................. 9 D. Financial and Budget Information ................................................................................................................... 10 E. Compensation to the Commonwealth .............................................................................................................. 10 V. Evaluation Criteria and Rule for Award ........................................................................................... 10 VI. Submission Checklist ........................................................................................................................ 12 VII. Attachments..................................................................................................................................... 123 A. Premises Maps, Photos .................................................................................................................................... 14 B. Certificate of Tax Compliance ......................................................................................................................... 16 C. MASSACHUSETT FORM W-9 ..................................................................................................................... 17 D. EFT Sign Up Form .......................................................................................................................................... 18 E. Proposal Submission Form .............................................................................................................................. 19 F. DRAFT PERMIT AGREEMENT ................................................................................................................... 22 Page 1 of 35 I. Introduction The Massachusetts Department of Conservation and Recreation (hereinafter “DCR”), in accordance with Mass. Gen. Laws c. 132A §7 and c. 92 §33 and 37; the rules and regulations promulgated thereunder, including those at Title 302 (302 CMR 12:00) and 350 (350 CMR 2.04) of the Code of Massachusetts Regulations, and all other enabling powers as applicable, is offering the opportunity to qualified individuals, corporations or business entities, whether for-profit or non-profit (hereinafter “Proposer” or “Permittee”) to operate a July 4th related mobile food concession operation within the Cambridge Esplanade and adjacent areas along Memorial Drive and Land Boulevard, in Cambridge MA, (the “Premises”) for up to five (5) consecutive years, providing food concessions to spectators at July 4th concert and fireworks celebrations (the “Event”) which is held at the Hatch Memorial Shell and the Esplanade on the Charles River Reservation in Boston, as set forth in this Request For Proposals (“RFP”). The term for the use authorized herein shall be for a period of one (1) up to five (5) consecutive seasons commencing in January 2016 and expiring in July 2020 unless earlier terminated under the terms and conditions herein. Minimum annual compensation to DCR (excluding all proposer’s costs and expenses) for the Permit will be Ten Thousand Dollars ($10,000.00). The successful Permittee shall, at a minimum, provide an organized, accountable, efficient, safe, clean and professionally-staffed and maintained mobile concession operation, consisting of mobile carts, temporary tents or kiosks, or the like and offering food and drink including healthy food and drink options to the general public, during the Event during each year of permitted operation, commencing upon receipt of an Award Notice, and submission of all required items to DCR (proof of insurance, first year permit fee, etc.). The number and placement of concession operations, menus and price lists, and operating hours shall be pre-approved by DCR staff in writing in advance of each season, and are at all times subject to change at the direction of DCR staff. Operating hours for the Premises during the Event should have a minimum schedule of 12:00 p.m. to 11:00 p.m. plus additional time for setup and breakdown as needed, as approved by DCR staff. DCR is committed to ensuring that healthy food and drink options are offered through its permitted concessions, to enhance the experience of park visitors and to promote healthy lifestyles. Responses to this aspect of this RFP should also reflect consideration and obligation to all types of park visitors that products sold under the awarded permits will be of good value and high quality (safe, attractive, and reflect a range of prices points) at all times. DCR will evaluate the number, percentage, and variety of healthy food and drink options in each proposal, and will consider a greater amount as advantageous to the Proposer as discussed in Section III C herein. Please note that alcohol service and general merchandise sales within the Premises will not be allowed, and other restrictions apply subject to the terms and conditions of this RFP and any future operating permit. In accordance with public safety, DCR policy, or the best interests of the public or DCR, DCR reserves the right to modify and/or completely withdraw, at any time subsequent to this solicitation, any Premises location specified herein, including changing or eliminating facilities, programming, marketing opportunities, special events etc. allowed on the Premises. DCR is soliciting competitive proposals pursuant to a determination that such a process best serves the interests of the Commonwealth, DCR and the general public. DCR has the right to accept or to reject any and all proposals, to withdraw or amend Page 2 of 35 this RFP at any time, to initiate negotiations with one or more Proposers, to modify or amend with the consent of the Proposer any proposal prior to acceptance, and to waive any formality, all as the DCR in its sole judgment may deem to be in its and the public best interest. The decision of the evaluation panel and the Commissioner of DCR is final. II. Proposal Process Proposer Qualifications and Mandated Items All proposers must meet the criteria set forth in Section III A below in order to submit a proposal for evaluation. The items and information required in Section III B must be presented to DCR along with each proposal. The Proposal Submission Form attached below as attachment E must also be submitted with each proposal for consideration. A proposal submitted without these items and information will not be considered, and will be automatically rejected. Site Visit on Premises A Site Visit prior to proposal submission is mandatory. An open group Site Visit will be held on FRIDAY, AUGUST 14, 2015 at 2:00 PM on the Cambridge Esplanade, near the corner of Ames Street and Memorial Drive in Cambridge, MA adjacent to the MIT Sailing Pavilion. If Proposers cannot attend at this time, Proposers should schedule individual site visits during the proposal period with the DCR staff listed below. All Proposers must obtain a DCR staff signature during their Premises Site Visit, on the Proposal Submission Form. All proposals shall be deemed to have been made with full knowledge and understanding of the existing Premises conditions. Cambridge Esplanade – Charles River Reservation Site Supervisor: Angelo Tilas [email protected] The north bank of the Charles River, between 617-227-0627 or 617-828-1614 the Mass Ave Bridge and the Charles River OR Dam, along Memorial Drive and Land Stephen Cyr, Charles Area Manager Boulevard, Cambridge MA 617-727-1058 or 617-304-6164 [email protected] Questions During the Proposal Period All Proposer questions must be submitted in writing. Written questions must be received by Friday August 14, 2015, by 5:00 p.m., and directed to: By E-mail: [email protected] or by Fax: 617-626-1351; or by U.S. Mail or hand delivery to: DCR Long Term Permits & Leases 251 Causeway Street, Suite 600, Boston, MA 02114-2119 ATTN: S. Milano – RFP 2015 416 To ensure fair public notice to all prospective Proposers, DCR staff will reply to all inquiries in writing on the CommBuys website (http://www.commbuys.com/). No answers to substantive questions will be provided in person or by telephone. Presentations and Interviews Page 3 of 35 Following a review of the submitted mandated items and proposals that are timely and otherwise properly submitted, DCR may conduct interviews with