Management and Operation of Concession Services in the Municipality’s Recreational Facilities

The Corporation of the Municipality of Strathroy-Caradoc is calling for complete proposals from qualified bidders to provide all labor, equipment and materials for the management and operation of concession services at the following Municipality owned recreational facilities

• Gemini Sportsplex – 667 Adair Blvd

• West Middlesex Memorial Arena – 334 Metcalfe St

  It is the intent of this Request for Proposal is to solicit innovative and entrepreneurial solutions to the delivery of food services at the above noted facilities, to provide quality products and excellent customer service in an economical, profitable, cost efficient and effective manner and at prices which the average customer can afford in a safe food handling environment. 

  Interested Concessionaires are encouraged to respond providing information on how they propose to implement the contract and the amount of lead time required to commence operations

  TERMS OF REFERENCE

These Terms of Reference provide a framework for a Concessionaire to submit a Proposal, and for the Municipality to evaluate each Proposal received to determine which submission is most suitable for the Municipality’s requirements.

Proponents will be bidding on ARENAS (West Middlesex Memorial and Gemini Sportsplex) 

Proponents are encouraged to provide any additional information or innovative approaches not specifically outlined in the context of these Terms of Reference that they deem to be of importance in this matter.

1.1     CONTRACT TERM

The term of contract for West Middlesex Memorial Arena and Gemini Sportsplex is for a THREE (3) year period beginning September 1 2025 and ending August 31, 2028. The proposed season dates at Memorial Arena will be Mid September to Mid April.  At the Gemini Sportsplex the proposed season dates will be September 1 to May 30^th  for Rink A and September 1 to August 31 for Rink B.  The Municipality reserves the right to alternate the rink seasons for the summer months and to adjust the operating seasons for any reason. 

The term of the contract is subject to an option for renewal:  three (3) additional one (1) year terms.

1.2     FINANCIAL CONSIDERATIONS

The concessionaire will detail the financial aspects of all arrangements in their submission.

The successful bidder will be required to provide a bid deposit negotiated as part of the agreement, in cash or certified cheque.

MUNICIPALITY RESERVES THE RIGHT TO VIEW SALES RECORDS OF THE SUCCESSFUL CONCESSIONAIRE AT ANYTIME.

Failure to maintain accounts with the Municipality in good standing at all times will constitute cause for the Municipality to terminate the agreement and result in forfeiture of all deposits and other financial guarantees.

1.3     RESTRICTED PRODUCTS

The sale of tobacco products in any manner at all Municipality facilities is strictly prohibited.  Failure to adhere to this condition may lead to the immediate termination of any contract/agreement with the Municipality and the Concessionaire and the forfeiture of any deposits or other financial guarantees provided by the Concessionaire to the Municipality.

1.4     HOURS OF OPERATION

The Gemini Sportsplex concession will operate on a minimum Monday to Friday 5:00 p.m. to 10:00 p.m., Saturday and Sunday 7:00 a.m. to 9:30 p.m. and for other special events as scheduled.  The Gemini concession could be open Monday to Friday during the lunch period to accommodate the High School next door.

The West Middlesex Memorial concession will operate on a minimum all Jr. B Rockets games along with Saturdays from 7:00am to 9:30pm

The availability of concession services is expected, within reason, to accommodate the ice rental schedule at The Gemini Sportsplex and the West Middlesex Memorial Centre.  Weekly ice schedule updates will be made available to the successful Concessionaire from the Municipality. 

• The hours of operation are to be posted at all times by the Concessionaire – stating days and times – all as agreed upon by both the Municipality  and the Concessionaire, and to be signed after negotiations are completed.      
• The successful Concessionaire will be provided with a current year schedule to assist in determining actual operating hours.
• The Municipality reserves the right to alter operation hours of facilities and programs subject to the playing schedule. The Municipality also reserves the right to close sections of or the whole facility as required for maintenance or for special events.

1.5     EXCLUSIVE OPERATING RIGHTS

Should an event, with requirements outside of the Municipality ’s control, be hosted at any of the facilities included in this RFP, the Municipality may award full or partial concession rights to event organizers.

The Municipality will not compete with the Concessionaire.  However, the Concessionaire does NOT have exclusive rights at Municipal Council, Community Events authorized either by Council or by the Community Services Department. 

The Municipality reserves the right to allow vendors to be in operation for designated Community events.  Examples of community sponsored events are – Home and Leisure Show, or other like events etc.   A weekly activity list can be provided by the Community Services Department upon request, to the successful Concessionaire.

1.6     EXCEPTIONS TO EXCLUSIVE OPERATING RIGHTS

In the event of Provincial, National or International recognized tournament or significant event, with requirements outside of the Municipality ’s control, that may, from time to time, be booked at the facilities, the Municipality  may award full or partial concession rights to event organizers without any financial compensation to the Concessionaire.  If such events were to be held at any of the facilities, the applicant (Group Host), the concessionaire and Parks & Recreation department must come to a mutual agreement regarding the concession services.

1.7     SPECIAL EVENTS

It has been the practice of the Municipality to permit various associations to operate a fund raising concession in conjunction with special events.  The Municipality reserves the right to continue this practice with the provision that such groups do not duplicate the items being sold in the regular concession.

It is further understood and agreed between the parties that the rights, privileges and obligations of the parties do not apply in respect of events held in the Gemini Sportsplex –Multi Purpose Room and/or dry floor events or the West Middlesex Memorial Centre – Gymnasium and/or Boardroom and/or dry floor events, which may include banquets, receptions, meetings, programs, recreational and or social events and or for which a rental fee is paid, whether or not such events are licensed under regulation of the Liquor License Board of Ontario (LCBO).

Special events held on the outdoor properties of the Gemini Sportsplex, West Middlesex Memorial Centre, are not subject to the exclusive operating rights of the Concessionaire, as outlined in clause 3.5.

1.8     SOFT DRINK EXCLUSIVITY CONTRACT AND VENDING MACHINES

Under a previous agreement the Municipality of Strathroy-Caradoc has a contract with Coca-Cola Limited as the exclusive supplier of soft drinks to Municipality recreation facilities. The contract for this line of products will continue to be in full force and effect. The Concessionaire will be required to adhere to this contract by exclusively selling Coca-Cola beverages and by purchasing such products directly through Coca-Cola. If during this agreement the Municipality enters an alternate agreement with another supplier, the same provisions would apply. 

At present the Municipality has existing agreements with soft drink suppliers, vending machines suppliers, etc.  These are considered outside of the Municipality’s control for the purposes of this RFP.   The contractor will have the responsibility to honour and abide by all exclusivity arrangements the Municipality of Strathroy-Caradoc may set up throughout the term of this agreement.

The Municipality will not compete with the Concessionaire; however the Municipality reserves the right to allow vending machines to operate in any locations deemed appropriate.  The location of the vending machines will be at the discretion of the Municipality.

 1.9     EQUIPMENT

The following Municipality owned equipment is installed at each Recreational Facility.  The Concessionaire will have access to this equipment.  Concessionaire to confirm equipment.

For any Municipality owned equipment, the Concessionaire will be required to:

• sign off as to condition of the equipment

• provide an undertaking to return the equipment to this condition upon expiry of the Agreement with the understanding of normal wear and tear.

• post a security deposit of cash (or the like against damage in an amount to be determined).

• ensure the equipment is kept clean.

If the Concessionaire provides additional equipment they would assume full and sole liability for its operation, safety or maintenance.  Any concession equipment provided by the Concessionaire must meet all building, fire codes and safety regulations and must be approved prior to use. No costs shall be incurred by the Municipality for either the equipment or its installation.

1.10     LOCATION AND SERVING AREAS

• The Municipality will undertake to discourage outside food and drink being brought within the   food serving area mainly through the posting of signage.

• West Middlesex Memorial Arena: for the purpose of the Proposal, the Concession serving area for food and drinks at West Middlesex Memorial Arena will be designated as the upper and lower floors of the arena and seating area and front lobby area.  – Bar to be operated by others

Opened in 1953 and newly renovated in 2011, the West Middlesex Memorial Centre offers a variety of amenities including ice surface, multipurpose space with full size basketball courts, boardrooms and exercise studio.  The WMMC is also home to the Strathroy Rockets, the community's Jr. B hockey team.  This facility is located immediately adjacent to the new outdoor aquatic facility scheduled to open up in 2014 and to 15 acres of park and ball diamonds.

• Gemini Sportsplex:  for the purpose of the Proposal, the Concession serving area for food and drinks at the Gemini Sportsplex will be designated as the upper and lower floors and stadium seating of the Green and Blue pads, the front lower lobby, and the upper mezzanine. 

This active facility is a twin- pad ice facility that offers amenities for meetings, conferences, and special events. In the past, we have been pleased to host events such as NHL Alumni games, the World Curling Championship, the Ontario Indoor Speed Skating Championship, and the World U-17 Hockey Challenge.  The facility is also host to numerous local special events and tournaments. The Gemini Sportsplex is located adjacent to a two board high school (Holy Cross Secondary School and Strathroy District High School), which shares parking lots and sports fields.

1.11     MAINTENANCE AND ALTERATIONS

• The Concessionaire will be responsible for the ongoing cleaning and maintenance of all areas to which he/she has been granted access.

•      The Municipality will be responsible for the payment of all utility charges connected with the concession, but will not provide communication facilities (telephone, etc.)

•       Any type of alterations or renovations, structural or otherwise, to the concession area (s) by the successful Concessionaire must have prior approval of the Municipality and will be at the Concessionaire’s expense.  All Building and Fire code regulations must be adhered to.

1.12     ACCESS AND KEYS

Once keys have been given to the Concessionaire for the applicable facilities and areas within the facilities:

·    Municipality staff will not have access to these facilities/areas without the consent of the Concessionaire, other than in an emergency situation similar to those allowed under Landlord/Tenant legislation (generally Health & Safety issues).  Concessionaire’s access and the concession floor plan are illustrated in Appendix C.

·    Municipality staff, under no circumstances will enter or grant access to facilities, and areas within the facilities, at the request of the Concessionaire or any other party to accommodate specific needs of the Concessionaire.

·    The Concessionaire will not change the locks or keys without prior approval of the Municipality.

·    All keys entrusted to the Concessionaire for the fulfilment of the contract must not be duplicated and must be full protected at all times and returned to the Parks and Recreation Department at the completion of the contract.

1.13     FOOD ITEMS FOR SALE

Concessionaires should provide with their submission a detailed standard menu of items to be sold (“the standard menu”), including the prices and the date of the menu. This will be reviewed as part of the RFP evaluation. If the successful Concessionaire intends to make any changes to the menu, the changes must be approved by the Director of Community Services or designate

The proposal should have a healthy food options including requiring bottled water be sold for less than sugar sweetened beverages.

1.14     QUALITY STANDARDS

All food must be prepared and sold in accordance with regulations laid down by the Federal Department of Health and Welfare, the Ministry of Health, the Health Unit, the Medical Officer of Health or any other jurisdictions of authority. Food and refreshments must be stored in proper containers.

The Concessionaire shall sell only foods that comply with or exceed the minimum standard regulations and applicable sections of all Federal and Provincial Acts and Regulations.

1.15     DELIVERY AND STORAGE

It is the responsibility of the successful Proponent to be on site for delivery of equipment.  All supplies and equipment associated with this contract are to be received without the assistance of Municipality staff or equipment. Delivery of goods must be during business hours. 

1.16     SUB-CONTRACTING OF OPERATION

The Proponent shall not subcontract any portion of the concession operations, services, or responsibilities without the prior written consent of the Municipality. Any unauthorized subcontracting may result in immediate termination of the agreement

1.16.1     APPROVAL REQUIREMENTS

If the Proponent intends to subcontract part of the work:

• A written request must be submitted to the Municipality, detailing:
  • The name and qualifications of the proposed subcontractor
  • The specific services to be subcontracted
  • The subcontractor’s experience and track record in similar operations
• The Municipality reserves the right to reject any proposed subcontractor at its sole discretion.

1.16.2     RESPONSIBILITY AND LIABILITY

·  The Proponent remains fully responsible for all work performed under the agreement, regardless of whether such work is performed directly or by a subcontractor.

·  The Proponent is liable for ensuring that subcontractors comply with all applicable health, safety, legal, and insurance requirements.

·  Any failure by a subcontractor to perform shall be deemed a failure by the Proponent.

·  Subcontractors must carry insurance coverage equivalent to that required of the Proponent and must provide valid certificates upon request.

·  Subcontractors must comply with:

• Municipal policies and procedures
• Health and safety legislation (e.g., WSIB, OHSA)
• Food safety standards as applicable (MLHU)