REQUEST FOR PROPOSALS Request for Proposals for the Sale of Food and Beverages from Mobile Food Units at Flatbush Ave & Plaza St, 9th St & Prospect Park West, Dog Beach, 10th Ave Ballfields and the Vanderbilt Playground Loop in Prospect Park, Brooklyn, NY ISSUE DATE: January 22nd, 2019 1 REQUEST FOR PROPOSALS (RFP) I. OVERVIEW & OFFERING SUMMARY OVERVIEW Brooklyn’s backyard and a national landmark, Prospect Park draws 10 million visits per year. Lying in the diverse and vibrant heart of Brooklyn, the Park is one of New York City’s premier community gathering spots. In order to enhance the visitor experience for the communities we serve, the Prospect Park Alliance (PPA) seeks to expand food options in the Park, with a focus on interesting, affordable, seasonal and healthy food. We invite you to participate by proposing your most inventive, exciting food idea, whether you are selling an assortment of healthy, fresh salads to people on the go, or offering hot and cold delicacies from a distant homeland. Whatever the idea, we want to see it. Partner with us and contribute to the flourishing food culture of Brooklyn. PPA is seeking proposals for the sale of specialty food items from Mobile Food Units at any of five (5) specified locations in Prospect Park. A map of these locations is provided in Exhibit A. PROJECT MANAGER The Project Manager for these concessions is Patrick Kelly. All RFP questions and/or inquiries should be directed to him. He may be reached at: Phone: (646) 393-9031 x1 Email: [email protected] If you have a hearing impairment, please call the following toll-free number and leave a message on the Telecommunication Device for the Deaf (TDD). The TDD number is (212) 504-4115. RFP TIMETABLE PPA invites those interested in responding to this Request For Proposals (“RFP”) to a pre-proposal meeting at the Prospect Park Picnic House on Monday, February 4, 2019, at 12:00 PM to ask questions. The following schedule has been established for this RFP RFP release date: 1/22/19 Pre-proposal meeting at Prospect Park Picnic House: 2/4/19, 12:00 PM Proposals due: 3/4/19 If you have a physical disability and cannot deliver your proposal to the Litchfield Villa at 95 Prospect Park West (see pg. 15), please contact the Project Manager(s) at least 48 hours prior to the deadline and alternate arrangements can be made. PPA may decide to meet with certain proposers in the week of 3/11/19. Therefore, it is recommended that proposers keep the week of 3/11/19 available to meet with PPA. If there are circumstances beyond a proposer’s or PPA’s control and the meeting cannot take place on the week of 3/11/19. PPA will schedule a meeting with the proposer on an alternate date. 2 OFFERING SUMMARY THE TERM All proposals must be for a three (3) year term with options to renew for up to three (3) additional one (1) year terms. A longer term will not be considered. This concession will be operated pursuant to a Sublicense issued by PPA; no leasehold or other proprietary right is offered. QUALITY, AFFORDABLE FOOD The concessionaire should sell food and beverages that are interesting and reflect the diversity of New York City. Food should be high quality and provide a range of price points to cater to a broad range of customers. CUSTOMER SERVICE & COMMUNITY PPA expects concessionaires to maintain a high-quality amenity for the public with exceptional customer service. PPA encourages concessionaires to implement customer service mechanisms that will enhance and maintain the satisfaction of park visitors. Concessionaires are integrated into Prospect Park’s community and therefore play an integral role in the park. Concessionaires must cooperate closely with and support PPA, park users, and the surrounding community. SUSTAINABILITY & ENVIRONMENTAL CONCERNS As a protector and provider of green spaces, PPA is deeply committed to respecting the environment. Concessionaires are expected to share that commitment and implement environmentally-friendly practices. Practices may include, but are not limited to, minimizing operating waste, the use of energy efficient, non- polluting, low noise generators, the employment of energy efficient and water conservation measures, the use of low toxicity chemicals, and the use of compostable packaging and cutlery. MOBILE FOOD UNITS For the purposes of this RFP, “Mobile Food Unit” is defined as a self-contained service operation, located in a vehicle or a movable stand, self or otherwise propelled, used to store, prepare, display or serve food intended for individual portion service. Food trucks and pushcarts are considered Mobile Food Units. Both Mobile Food Unit design and menu content should be of premium quality, making a significant improvement to the quality and ambience of the park. LOCATIONS PPA requests proposals for the operation of Mobile Food Units at the vending locations listed below. The first column indicates the location’s corresponding number on the Park map (Exhibit A). The second column indicates the vending location within the Park. The third column indicates any information specific to that location. # on Park Map (Exhibit A) Mobile Food Unit Location Specifications 1 Grand Army Plaza – Flatbush Avenue and Sidewalk location – carts proposing Plaza Street must be small enough not to block pedestrian path 2 9th Street and Prospect Park West Sidewalk location 3 Vanderbilt Street Playground Interior Loop Park interior location; food trucks may apply 4 Dog Beach Park interior location; limited vehicle access 5 10th Ave. Ballfields Park interior location 3 All proposers should visit the vending location in which they are interested to ensure it is appropriate for their intended operations. Proposers may submit proposals for any or all of the approved vending locations. Each vending location listed in this RFP is hereinafter referred to as “Permitted Premises” or “vending location.” II. REQUIRED SUBMISSION MATERIALS PRINTED HARD COPY Please submit three (3) copies of your proposal including all required attachments. Each proposal should be printed double-sided on 8 ½” x 11” paper. Pages should be paginated. No proposals should be submitted in plastic sleeves or spiral binders. Illustrations are welcome. All proposals must be submitted in a sealed envelope and received in the Litchfield Villa, Prospect Park Alliance, Concessions Dept, 95 Prospect Park West, Brooklyn, NY 11215. The following information should be printed on the outside of the envelope: Attn: Patrick Kelly, Director of Concessions, Prospect Park Alliance. DIGITAL FILE Please also submit one (1) electronic version of your proposal in PDF format. Each proposal should be contained in a single PDF file, including all required attachments. If file is too large to email, you may alternately send a file link (e.g. Dropbox, Google Docs, Hightail) to: Patrick Kelly at [email protected]. All proposals must be received by 3/4/19. PROPOSAL REQUIREMENTS 1. All proposals must include the locations where they wish to operate. 2. All proposals must be for a three (3) year term with options to renew for up to three (3) additional one (1) year terms. 3. All proposers are required to submit as a proposal deposit a check, money order, or cashier’s check in the amount of $1,000.00 with the proposal (payable to Prospect Park Alliance). In the event of the failure of a successful proposer to execute a concession agreement in accordance with the terms of its proposal, the deposit shall be retained by PPA unless the proposal has been permitted to be withdrawn. Proposal deposits will be returned to unsuccessful proposers by no later than . Successful proposers’ deposits will be applied toward their sublicense fee. 4. All proposals must be submitted in a sealed envelope and received in the Litchfield Villa, Prospect Park Alliance, Concessions Dept, 95 Prospect Park West, Brooklyn, NY 11215. Hand delivery to Lichfield Villa before the deadline is recommended to ensure consideration of your proposals. 5. Fee Offer All proposals must include a fee offer for each year of the operating term including a fee offer each of the optional three years. Proposals must state a guaranteed annual flat fee for each of the six years. Proposals that do not state a guaranteed annual flat fee will not be considered. At PPA’s request, proposer shall submit documentation, satisfactory to PPA, demonstrating that it has the financial capability to pay the fees set forth in its proposal. PPA urges that there be an escalation of at least five percent (5%) per year (compounded annually) in the guaranteed annual flat fee over the Sublicense term. 6. Planned Operations Proposers should submit a detailed operational plan for the Permitted Premises, including but not limited to hours of operation, menu and prices, staffing plans, safety and security plans, mechanisms to measure 4 customer satisfaction, rubbish removal, and cleaning schedules. All plans, schedules, menu items, prices, and hours of operation are subject to PPA’s prior written approval. PPA will view favorably operational plans or proposals that make a significant improvement to the quality and ambience of the park, menus that are inventive and interesting and serve a variety of options and plans to use environmentally friendly products and practices. Proposers should include a comprehensive pro-forma income and expense projection for each year of the six years of operation. This pro-forma projection should include explanations for all the assumptions used in its formulation. PPA will view favorably proposals that demonstrate an awareness of the role of the concession as an integral part of the surrounding community. PPA will view favorably proposals that show a commitment to cooperate with and support park administrators, park users, and the community. 7. Operating Experience Proposers should submit a resume or detailed description of the proposer's professional qualifications, demonstrating extensive experience in the industry, including any work with City agencies, and/or access to individuals and/or firms with such expertise.