Request for ProposalCoffee ServiceLibrary Center

4653 S Campbell AvenueSpringfield MO, 65810

Request for Proposal

The Springfield-Greene County Library District (the Library) invites you to submit a proposal forcoffee/food service at the Library Center, 4653 S Campbell Avenue Springfield MO, 65810. Proposalsshould be submitted in a sealed envelope, clearly marked ‘RFP Library Center Coffee Shop’ andaddressed to:

Springfield-Greene County Library DistrictAdministrative Offices

4653 S Campbell AvenueSpringfield MO, 65810

The deadline for receiving the proposal shall be 5:00 pm C.S.T., Friday December 03, 2021. Proposalsmust be received by a member of the library system’s staff and stamped with date received. You maytour the site prior to your proposal. Please notify library staff at (417)616-0587 or (417)616-0525 toarrange a tour. Direct all questions concerning the RFP to:

Jim SchmidtAssociate Director

4653 S Campbell AvenueSpringfield MO, 65810

(417)616-0587jims@thelibrary.org

The Library reserves the right to accept or reject any or all proposals, in part or in whole, to waive minorirregularities, technicalities or informalities in proposing, and to award a contract deemed to be in thebest interest of the Library. Final selection will be made by a committee of individuals made up of Libraryboard members with input from Library personnel. If no acceptable proposal is received the Library alsoreserves the right to re-solicit proposals, at its sole discretion.

Scope of Services

A. Period of Performance and OptionsThe services to be rendered under this RFP shall be for an initial period of one year. At the endof one year, Vendor and Library will renegotiate the terms of the lease agreement.

B. Completely Independent ContractorThe relationship of the Vendor to the Library is that of an independent contractor and inaccordance therewith. Vendor covenants and agrees to conduct itself consistent with suchstatus and that neither its employees, officers or agents will claim to be an officer, employee or

agent of the Library or make any claim, demand or application to or for any rights or privilegesapplicable to any officer or employee of the same, including to but not limited to workers’compensation coverage, unemployment insurance benefits, social security coverage, orretirement membership or credit.

C. Mechanics of Coffee Shop OperationThe vendor and their representatives shall follow all applicable library regulations while onlibrary property, including the no tobacco products, weapons authorized by law, and drug-freepolicies. No work shall interfere with the library activities or environment unless permission isgiven by the Springfield-Greene County Library District.

Prior to 2020 the Library Center had a patron traffic count of approximately 828,000 each year ofoperation, averaging approximately 1,800 visitors per day. In 2021 the Library Center is averagingcirculation of 1,777 items per day, with a traffic count of 864 visitors per day. The coffee shop space issituated in a separate room off the entryway to the library. The space is designed to attract customerswho want a place to relax and enjoy coffee, tea, soft drinks or food. There is an outside entrance/exitexclusive to the shop. Additionally, there is an outside seating area that may be used for customers. Upto four (4) parking spaces in the south parking lot for delivery service or pick up are available.

The Vendor agrees to provide coffee and beverages, moderately priced. Prepackaged food may also beoffered. Small appliance preparation (hot plate, slow cooker, panini/sandwich press), coffee brewing,and re-heating on site is permitted. In addition, there is a bread oven. Vendor will keep a current list ofprices for food and beverage items on file with the Library.

It is the operator’s responsibility to obtain all the appropriate licenses for serving food and drink. Theoperator will be given an opportunity to cater to groups using the library’s community meeting spaces.

The name of the café will be determined by the vendor subject to final approval by the library board.

The space utilized contains approximately 1,425 square feet with access to a prep closet. Customers maytake their purchases inside the library, and the library has indoor and outdoor seating. The vendor willhave exclusive access to an outside 8’ x 12’ storage unit in the south parking lot.

The vendor's name, logo, and other identifiers will be included in the Library’s promotional materials,including, but not limited to, electronic, print, and social media.

The Library will provide:

● Grease trap (Vendor schedules and pays maintenance)● Existing lighting● Ceiling and flooring (flooring is set to be replaced, but vendor’s input will considered)● Refrigerated display case● Non-refrigerated display case● Bread oven, two doors, stainless● Standing refrigerator● Floor refrigerator● Coca Cola branded fountain dispenser

● 5 cafe-style dining tables● 20 dining chairs● Internet access● Telephone service (including number)● Telephone● Limited janitorial● Pest control● Sales counter

The coffee shop operator will provide and pay for the following services:

● Shop equipment, shop supplies● Bussing and cleaning tables● Cleaning spills ● Taking trash to the outdoor trash receptacle● Electricity (billed quarterly)● Point of sale system (POS)

Vendor shall ensure that all employees under Vendor’s jurisdiction are dressed in proper attire (no sheerclothing, clothing or hats with offensive language or graphic depictions, etc.). Use of offensive or foullanguage or gestures is strictly prohibited. Vendor’s employees shall show respect for all customers.

Vendor is expected to properly train all employees engaged in work under this agreement regarding thesafe handling and operation of concession stand equipment as well as any applicable safety issues.Compliance with OSHA standards and regulations is mandatory. Worker violations of these standardsand fines are the responsibility of the vendor.

Janitorial Duties

Vendor must regularly monitor and pick up litter within and around the coffee shop area. Vendor shallsupply all cleaning equipment and all cleaning supplies necessary for the job. Vendor shall useappropriate cleaner for work done: USDA approved cleaners when cleaning around food service areasand disinfectants and all-purpose cleaners when sterilizing and cleaning objects away from the foodservice area. Garbage must be taken out every night to the dumpster provided by the vendor. The Librarywill allocate space in the south parking lot for the dumpster. No garbage shall be left in the coffee shopovernight. Garbage containers must be lined with plastic liners. Liners must be replaced daily or moreoften if necessary. If odor becomes obvious or the library receives complaints, containers will berequired to be washed. Vendor must break down all cardboard boxes and place them in the libraryprovided recycling bin. Vendor must not leave any paper, boxes, etc. on the ground or outside thebuilding. All boxes must be removed by the end of the day.

Maintenance

The Library is responsible for repairs to the building and the Vendor is responsible for repairs to allequipment, furnishings and counters it installs.

Insurance Requirements

Within 10 (ten) days of notification of award the vendor shall furnish to the Library a Certificate ofinsurance showing compliance with the following limitations:

Vendor agrees to comply with the Worker’s Compensation laws of the State of Missouri and shall providethe Library the necessary Certificate of insurance.

It shall be stated on every policy or certificate or insurance that the “insurance company agree thatPolicy Number___________________________ (insert the number) shall not be cancelled, changed, orallowed to lapse until the (10) days after the Springfield-Greene County Library District has receivedwritten notice as evidence by return receipt of registered letter, and it is agreed further that as tolapsing, such notice will not be valid if mailed more than fifteen (15) days prior to the expiration dateshown on this policy.”

The vendor further shall maintain such other insurance (with limits as shown below) as shall protect thevendor and hold harmless the Springfield-Greene County Library District from any claims for propertydamage or personal injury, including death, which may arise out of operations under this contract, andthe vendor shall furnish the Library certificates and policies of such insurance as shown below.

Following is the listed insurance coverage which must be procured by the vendor at their own expense:

a) Commercial General Liability Coverage: Limits of Insurance:Each Occurrence Limit $1,000,000.00Personal & Advertising Injury $1,000,000.00General Aggregate $3,000,000.00Products/Completed Operations $3,000,000.00Medical Expense $10,000.00

b) Automobile Insurance Policy: Limits of $300,000.00 for any vehicle owned by the company foroperation on library owned property.

c) Disposition: Certificate of Insurance for Protective Liability, Public Liability, including PropertyDamage, specifically naming the Springfield-Greene County Library District as an additionalinsured and loss payee, must be sent to the Library prior to commencement of the coffee shopoperation. The library must be held harmless in any case or circumstance to the vendor’sequipment or product of sale. The vendor will be fully liable for their equipment and product.

d) No insurance will be acceptable unless written by a company licensed by the State InsuranceDepartment to do business in Missouri.

e) The Library will be held harmless in any case or circumstance to the vendor’s equipment orproduct of sale. The vendor will be fully liable for their equipment and product.

Organization Vendor’s Proposal

Cover letter: A cover letter shall be provided describing the Respondent, including name and address ofthe entity submitting the proposal, the date the entity was established, and the name, address,telephone number and e-mail address of the person or persons who will serve as the entity’s principalcontact person and be authorized to make representations on the entity’s behalf. The letter must havethe signature of the person having proper authority to make the proposal for the entity.

Management approach: A written explanation shall be provided as to the approach the vendor intendsto:Keep the premises clean;Develop and adjust menu items;Cook and bake food items on premises and deliver to said premises;Staff the operation.

Menu: Provide an example of the type of food and beverage items which will be offered in the coffeeshop.

Lease agreement: The Library is seeking an operator willing to enter into an open contract for one yearfor the amount of $500 per month. At the end of the first year both parties would re-negotiate the leaseagreement.

Utilities: The Library will provide gas, sewer, and water. Electrical use will be billed quarterly to theVendor

Proposal execution: The proposal must be signed in ink with the address of the entity provided. vendorsmust also include the following with the submission:A completed and signed Qualification Questionnaire included with this RFP;An estimate of the time needed to get the Coffee Shop open for business.

General Information Used in Response to RFPThere is no standard format that the proposal must be submitted in. Service will be provided at a minimum during hours library is open:

Monday- 8:30am-9:00pmTuesday – 8:30am-9:00pmWednesday - 8:30am-9:00pmThursday – 8:30am-9:00pmFriday – 8:30am-8:00pmSaturday - 8:30am-7:00pm

Sunday – 10:00am-6:00pm

Vendor must be prepared to extend hours if the library system changes them.The Library is prepared to discuss extended hours. The Library is prepared to discuss shortened hours. The Library is interested in food and beverages as is found in a Starbucks or similar store.The coffee shop will primarily serve coffee and other beverages to people wanting to spend severalhours in the building.

Offending SectionIf there is an offending section herein prohibiting you from making a proposal please point out thesection, taking your exception to it, and submit your proposal for consideration

Vendor’s Qualifications Questionnaire

All information in the Questionnaire must be furnished by the vendor to the Springfield Greene CountyLibrary District. All supplementary statements and attachments should be identified by appropriatecaption and keyed to the items in the Questionnaire to which they apply. The Questionnaire must besigned for and on behalf of the proponent by the (i) owner, if a sole proprietorship; by all (ii) partners, if apartnership or joint venture; by (iii) authorized officer, if a corporation; by (iv) all members, if a limitedliability company.

1. Vendor’s name exactly as it would appear on the contract:

2. Provide a brief history of your organization or business experience.

3. Please provide three names and phone numbers of persons who can be contacted as references inregard to your business experience.

4. Has the vendor ever been a party to any legal action or proceeding relative to a food/beveragecontract? Yes No (If yes give details on a separate page.)

5. Does the vendor have any motion pending against it or has the vendor ever been the subject of suchaction taken by any governmental agency for non-payment of taxes, law violations, or violations of anyCity, County, State or Federal Code? Yes No (If yes, give details on a separate page.)

6. Within the past ten (10) years has the vendor voluntarily or involuntarily had its assets placed withinthe jurisdiction of a court under any bankruptcy, insolvency or credit reorganization laws, or had itsassets or management placed in a trust for the benefit of creditors?

Yes No (If yes give details on a separate page.)

7. Please indicate current insurance coverage maintained with respect to other food/beverageoperations and limits of coverage.

Attach any additional information which would be helpful to the Library in reviewing your qualifications.

Prior to the award of the agreement, the Springfield-Greene County Library District may require thevendor to furnish additional information to enable the Library to determine the capability of theundersigned to perform the terms and conditions of the proposed lease or agreement. The vendorhereby authorizes the Library to verify any of the information provided and to obtain credit history fromappropriate credit reporting agencies.

The foregoing information and all attachments hereto are submitted to induce the Springfield-GreeneCounty Library District to select the vendor for the award of the agreement and are complete andaccurate to the best knowledge and belief of the undersigned.

Date:

Name of business: (print or type)

Authorized representative: (print or type)

Signature: