ITEM 4.6 Adventure DelightsDEPARTMENT INFORMATION
Request for
City Council Action
ORGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Parks and Recreation
Ross Demant, Parks and
May 11th, 2015
Recreation Director
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent Agenda
Lori Johnson, City Administrator
4.6
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends the approval of the proposal from Adventure Delights for providing concession
services at Prairie Park during the 2015 summer season.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
On March 91h City staff met with representatives from Rogers/ Otsego Youth Baseball, Otsego Little
League, Northwest Diamonds, and staff also talked to Three Rivers Soccer Association prior to March 9th.
The purpose of the conversation was to generate ideas about concession services at Prairie Park during
the 2015 season.
A consensus with the entire group was that they did not have enough volunteer time to devote to
operating a concession stand at Prairie Park. They also stated the concession wagons that were used
last year during tournaments, which they received a percentage back, worked well.
The group is in agreement to put together a Request For Proposal (RFP) for a mobile concession stand at
the ballfields at Prairie Park. The requirements for the RFP are listed below:
• The ability of the vendor to finance and operate the proposed concession service
• The proposed menu/product options and prices,
• The proposed schedule and sites of operation
• The commission/fees proposed by each bidder
Menu Products to be offered:
• Standard "ballfield foods" (hotdogs, hamburgers, French fries, candy items, bagged snacks
• Providing "Healthy Food Choices" (including fruit items) to patrons is encouraged.
• Coffee/tea, hot cocoa, soda, bottled water, etc.
Insurance Requirements:
• Commercial general liability insurance in the minimum amount $1,000,000.00 per occurrence;
$2,000,000.00 annual aggregate.
• City of Otsego must be named as an additional insured on the vendor's liability insurance.
• The liability policy must include coverage for Premises and Operations, Blanket Contractual
Liability and Products and Completed Operations.
Health Department Requirements:
• The vendor shall also provide the City a copy of the Minnesota Department of Health certificate
(current) or other applicable health department license to vend.
• The original license must be visibly displayed in the food booth at the event, at all times.
City staff advertised for the RFP from April 7th, 2015 to May 4th, 2015. The City received one proposal
from a locally operated company named Adventure Delights. Staff have reviewed their proposal and
verified they meet all of the requirements established by the RFP. Staff also presented Adventure
Delights proposal at the May 6th Administrative Subcommittee meeting where is it was unanimously
recommended to go before the Council for approval. If approved staff will contact all of the youth
athletic groups and notify them that Prairie Park will have concession services available during the week.
SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE
A. Proposal for Adventure Delights
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve the proposal from Adventure Delights for concession services at Prairie Park.
BUDGET INFORMATION
FUNDING: I BUDGETED: YES
ACTION TAKEN
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS:
DEPARTMENT OF
PARKS AND RECREATION
CITY OF CITY OF OTSEGO
Se
O 13400 — 90th ST NE / OTSEGO, MN 55330
(763) 235-3148 • (FAX) 441-9163
MINNESOTA www. recreation @ci. otsego. mn. us
PROPOSAL FORM
Sealed proposals will be accepted until 11 a.m. on Friday. May 4th at City Hall 13400 90th
Street NE. 55330. \
Company Name: 411� '\J� -Z
Mailing Address: _ f_ --'-
E -Mail
_ ' -
E -Mail Address:
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Proposal Price: Proposed Percentage of Gross Sales that will be paid to the City of Otsego in
monthly payments no later than the 15th of the following month. (one check shall be
submitted monthly with the detailed, site-specific reports): 10 % of gross
sales. t7i ` - D f,�'� \ `
IN ADDITION, the following information/documents must be submitted with each sealed
proposal:
1. Listing of proposed mobilip equipment (size & features) at each site. Photos are
recommended. S --A
2. Utility requirements and any other requests for serving.
C �� C� T � CcA
3. List of all proposed merchandise and product pricing. Proposals shall include a description of
the menu items proposed to be sold, in addition to any additional or sundry items to be
offered for sale. The City reserves the right to reject specific items if, in the opinion of the City,
these items are not appropriate for sale in a public park setting.
4. List of three business references.
Dear City of Otsego Park and Recreation Department,
We would greatly appreciate the opportunity to work with you this year and be a part of your
Prairie Park environment. We believe that our presence at the park will be greatly appreciated by your
guests and also a nice opportunity for our company. I live in the Martin Farms Development and visit the
park on a regular basis over the summer. With my close proximity to the park, I will be able to give the
concession stand the time and daily attention that it will need.
Concession Service Overview:
The vendor will need to prove the ability to finance and operate the proposed concession service.
We have our own unit and have worked with the park before during baseball tournaments.
The vendor will need to provide a proposed list of menu/product options and prices
We have a menu that is commonly offered (attached) but we do own and operate
equipment that allows us to fluctuate from this menu and have different offerings.
The vendor will need to provide a proposed schedule
I am an Otsego resident and have a staff of Otsego residents. We can be available whenever
needed.
The vendor will need to provide the commission/fees that they propose
We are proposing 20% of profit. We plan to provide a monthly revenue/profit sheet to help
document our sales and activity.
Vendor will provide service at the Prairie Park Sports Complex from 5 p.m.-8p.m. Monday -
Thursday.
Yes
Vendor may also have opportunities throughout the summer to work weekend tournaments.
Yes
City Requirements for Concession Service & Menu Items
Standard "ballfield foods" (hotdogs, hamburgers, French fries, candy items, bagged snacks
We can do this. We do not have fries at this point but can get them if this is a requirement.
Providing "Healthy Food Choices" (including fruit items) to patrons is encouraged.
We do also have health items including fresh fruit and granola bars.
Coffee/tea, hot cocoa, soda, bottled water, etc.
All of these are provided
Ability to move the concession area if needed
Yes
Commercial general liability insurance in 'alae minimum amount $1,000,000.00 per occurrence;
$2,000,000.00 annual aggregate.
City of Otsego must be named as an additional insured on the vendor's liability insurance.
The liability policy must include coverage for Premises and Operations, Blanket Contractual
Liability and Products and Completed Operations.
The vendor shall also provide the City a copy of the Minnesota Department of Health
certificate(current) or other applicable health department license to vend.
The original license must be visibly displayed in the food booth at the event, at all times.
We will have this all
We are very excited to work with you. Please feel free to contact me anytime with any
questions that you may have. Thank you very much for your time and consideration.
Best Regards,
Dan lannazzo
President/CEO
763-225-7320
fA
Gourmet and standard hot dogs, kettle corn,
cotton candy, sno cones, beverages and more!
Whether you have already had your 2014
event, and getting ready to start planning for
2015, or still trying to find a fun and
professional vendor for this year, Adventure
Delights would love to be a part of your
planning.
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