STATE OF CONNECTICUTDEPARTMENT OF ENVIRONMENTAL PROTECTION

REQUEST FOR PROPOSALS

TO PROSPECTIVE BIDDERS:

Listed below are the materials necessary to prepare and submit a bid for the operation of a statepark food and camp store concession:

t. PROPOSAL FORM - Bidders must submit a separate proposal for each contract ina sealed envelope. Please indicate on the outside of an envelope "Sealed Bid"and the respective Contract # and Park Name(s).

2. STATEMENT OF BIDDERS QUALIFICATIONS

3. BIDDER’S CONFIRMATION FORM OF PARK/FOREST SITE VISIT

4. REQUEST FOR FOOD CONCESSION PROPOSALS.

5. ATTACHMENT A - A sample of concession-specific terms that will be included in aconcession contract, in addition to all statutorily required terms.

Mail sealed, completed bid packages to:

Department of Environmental ProtectionBureau of Outdoor RecreationDivision of State Parks & Public Outreach79 Elm Street, 6th FloorHartford, CT 06106-5127

Bid packages can either be mailed or delivered in person to the above address, but mustbe received at the above address no later than 2:00 p.m. on March 3t~ 2010.

Enclosures

PROPOSALFORM

STATE OF CONNECTICUTDEPARTMENT OF ENVIRONMENTAL PROTECTION

STATE PARK CONCESSION

(Submit separate proposal forms for each contract.)

Proposal of:

Name:

Mailing Address:

City and State:

I~IAIL OR HAND CARRY TO:

Tel. No.:

Email Address:

Zip:.

The Department of Environmental ProtectionBureau of Outdoor RecreationDivision of State Parks & Public Outreach79 Elm Street, 6~h FloorHartford, CT 06106-5127

Pursuant to, and in compliance with your Request for Proposals (RFP), dated March 5, 2010,

and to the form of contract, including the conditions thereto, I (we) propose to operate the

concession at Lake Waramaug State Park from 2010 to 2012, furnishing all necessary

equipment, machinery, tools, and labor necessary for said operation, as provided in the

contract, and to pay the annual rent of $. to the State of Connecticut. (If

annual rent is $1,000 or less, the total annual sum is due at the execution of the agreement and

on or before the anniversary of the execution of the contract for each subsequent year. If the

annual rent is greater than $1,000, one half of the annual sum is due at the execution of the

agreement and on or before the anniversary of the execution of the contract for each

subsequent year and the remainder of the annual sum is due on or before July 15 of each year).

STATE OF CONNECTICUTDEPARTMENT OF ENVIRONMENTAL PROTECTION

STATEMENT OF BIDDERS QUALIFICATIONS:

1. Bidder’s Name: Daytime Tel:

2. Bidder’s Address:

a. Date of Birth:

If corporation: Corporate Name:

a. When organized:

b. If Inc., where and when:

c. Federal Employee Identification Number

d. Officers, partners, etc., of your organization:

4. How many years engaged in the food service business?

a. (if different from above): Under what name:

5. Gross annual business revenue of above?

6. Credit references:

a. Bank:

Address:

Phone #:

BIDDERS QUALIFICATIONS STATEMENT - CONTINUED:

b. Suppliers with whom you have established credit:(Provide names, addresses, phone numbers & account #’s)

7. Have you ever defaulted on a contract: YesIf "yes" explain circumstances under "remarks".

No

8. I have read and understand that "ATTACHMENT A" of the Request for Food and CampStore Concession Proposal will be part of any concession agreement awarded.

9. I understand that the awarded Contractor will be required to show proof of his/herauthority to sign a concession agreement either as a sole proprietor or authorizedcorporate representative.

Remarks:

Additional information on qualifications: Attach list of any facilities operated, including telephonenumbers.

Signature:

Print Name of Proposed Bidder(date)

The above statement must be subscribed and sworn to before a Notary Public.

State of )) ss

County of )

Personally appeared before meoath to the truth of the foregoing statement.

& subscribed to & made

Date:

Notary PublicCommissioner of the Superior CourtMy Commission Expires:

DEPARTMENT OF ENVIRONMENTAL PROTECTIONBUREAU OF OUTDOOR RECREATION

DIVISION OF STATE PARKS & PUBLIC OUTREACH

Proposed Bidder’s Confirmation of a Mobile Food Concession Site Inspection

I have inspected the food and camp store concession building at Lake Waramaug State Park.

Date Inspected:

Signed by:

On behalf of (if applicable):

The above is hereby attested to:

By on(Park Supervisor and/or his/her designee)

PLEASE NOTE: PROPOSALS SUBMrl-rED WITHOUT THIS FORM PROPERLY COMPLETEDWILL NOT BE ACCEPTED.

LAKE WARAMAUG STATE PARKRequest for Food & Beverage Concession Proposals

March 2010

I. Overview

This contract is intended to cover Department of Environmental Protection (DEP) requirements for theoperation of a Food & Beverage Concession and a Camp Store Concession at Lake Waramaug StatePark in the Town of Kent, County of Litchfield, CT.

II. Scope of Services

The successful concessionaire is expected to provide food service and camp store concessions to thegeneral public utilizing a concession building provided by the DEP, on a schedule approved by the DEP,for the duration of a 3-year contract. (Failure to maintain an approved schedule may be consideredgrounds for termination of a contract.)

III. Goals of the Request for Proposals:

¯ Identification and selection of the most qualified concessionaire.¯ Plan for maintenance and repair of Concession Building #200 in accordance with all state and city

codes, and within any guidelines set forth by the DEP.An itemized list of equipment to be supplied by the concessionaire to be used within the facility.

~, Promulgation of detailed Inspection and Cleanliness Programs.

IV. General:

The proposed Concessionaire is responsible for:

All aspects of the food service operation, including preparing and serving the food, consumables,supplies, clean up, trash disposal, and ensuring that any state or municipally designatedrecyclables generated by the operation be recycled. As of 11/13/01 the state designatedrecyclables typically generated in this type of operation include but are not limited to: glass andmetal containers, corrugated cardboard, and newspaper. For a complete list of state mandatedrecyclables visit the DEP website http://www.dep.state.ct.us/wst/recycle/recyfact.htm. For a list oflocally required recyclables contact the municipality in which the operation is located.

B. All equipment associated with the food concession operation must be provided by the proposedconcessionaire, i.e. refrigerators, freezers, stoves/grills, etc.

Proposed Concessionaire responsibilities include but are not limited to: electricity, propane,phone service, insurance (see Section VI), building maintenance and any other necessaryexpenses that may arise during the operation of the concession.

There is one (1) Food Concession Building at Lake Waramaug State Park. The proposedConcessionaire will be responsible for compliance with all applicable laws and regulations for afood service operation.

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E. The proposed Concessionaire is to establish a system to ensure proper accounting and auditingpractices.

F. The proposed Concessionaire will implement quality assurance for customer satisfaction,competitive pricing for products and services, and, in the case of food items, availability of avariety of products and fully and properly balanced meals.

G. The proposed Concessionaire is not permitted to install vending machines. The DEP reserves theright to grant the Board of Education and Services for the Blind permission to install vendingmachines in accordance with C.GS. 10-303.

V. Concession Building and Local Health Department Required Improvements: The proposedConcessionaire will be responsible for performing the specified work or hiring subcontractors in thevarious trades to perform such work and making direct payment for the services performed. Anyimprovements or permanent fixtures approved by the Department of Environmental Protection andprovided by the proposed Concessionaire during the proposed contract term shall become the property ofthe State of Connecticut. The proposed Concessionaire will be responsible for completing the followingwork in Concession Building #200 as indicated below:

Prior to Memorial Day for the Calendar Year 2010:

1. Clean the interior of the building as necessary to obtain a permit from the local health department.2. Schedule an inspection of the fire suppression system, and recharge it if necessary.3. Any other needed repairs as noted during the inspection by the local health department. The

proposed Concessionaire is responsible for scheduling the local health department inspection toallow time for the completion any required repairs prior to May 29, 2010.

Be prepared to discuss specific repairs with DEP staff at one of the mandatory site visits, to take placeon March 19, 2010 at 10:30 a.m. and on March 26, 2010 at 10:30 a.m. For your bid to be consideredyou must submit a Proposed Bidder’s Confirmation of a Site Visit form with your sealed bid.

VI. Insurance: The successful Concessionaire must, without expense to the State, procure and maintainthroughout the contract award term liability insurance, from insurance companies authorized to do suchbusiness in the State of Connecticut, covering all services contained herein (Detailed in Attachment "A").Before commencing the work, the successful bidder shall furnish a certificate or certificates, in formsatisfactory to the Department of Environmental Protection (DEP), showing that it has complied with therequirements, which certificate or certificates shall state that the policies shall not be changed or canceleduntil thirty days written notice has been given to the Department of Environmental Protection.

VII. Correspondence, Business Information Changes: All correspondence regarding this contractshould be directed to the address below. In the event that the awarded contractor company’s nameand/or Federal Identification Number changes, and/or company moves and/or updates address and/ortelephone number(s) and/or contact person, it is the contractor’s responsibility to advise the DEP, Bureauof Outdoor Recreation, State Parks Division of such changes in writing. The state will not be heldresponsible for payments or purchase orders, which are delayed due to additional routing caused by thelack of notification on the Concessionaire’s part. These updates shall be forwarded to: DEP - Bureau ofOutdoor Recreation, Division of State Parks and Public Outreach, 79 Elm Street, Hartford, CT 06106-5127.

VIII. Qualifications: Concessionaires must have sufficient ability and experience to provide a variety offood items.

IX. Mandatory Site Visit: The purpose of the site visit is to familiarize each bidder with the site conditionsand facilities, and to review any requirements of this request that might affect your ability to prepare a

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valid proposal. All proposers must attend one of the mandatory site visits~ taking place on March19~ 2010 at 10:30 a.m. and on March 26, 2010 at 10:30 a.m. All proposers must submit a ProposedBidder’s Confirmation of a Site Visit form with the sealed bid. Proposals submitted without the site visitconfirmation form will not be accepted.

X, Selection Criteria: The following criteria will be considered when awarding this contract:

A. Evidence of the proposed concessionaire’s ability to meet all the requirements of this RFP.B. The degree to which a proposal matches the Scope of Services and Goals, as outlined above.C. The proposed concessionaire’s level of experience operating food and camp store concessions.D. The proposed rental amount. (Contract may not necessarily be awarded to the highest bidder.)E. The completeness of the bid submittal information.

(NOTE: The DEP reserves the right to reject any or all proposals, and may re-advertise for new proposalsif, in its sole opinion, it is in the best interest of obtaining qualified service providers.)

Xl. All awarded bids shall be subject to the execution of a concession contract, acceptable in form andcontent to the Commissioner of the Department of Environmental Protection and, when the value of acontract exceeds $4,000, acceptable in form to the Attorney General.

Xll. Required Proposal Submittal Information:

Each proposal submittal should include, but not be limited to:

, Proposed annual rental payment to the State of Connecticut¯ Applicable references.¯ The ability to meet the delivery schedule of April 15 through September 30¯ Statement of your organization’s qualifications and food service experience.¯ Sample menu, along with the price list for said food items.¯ Completed DEP forms in the Prospective Bidder’s Package.

Xlll. Point of Contact: Any questions pertaining to the Request for Proposal process, all bid documents,requirements and resulting contract award should be directed in writing to:

Douglas JannDivision of State Parks and Public OutreachBureau of Outdoor RecreationDepartment of Environmental Protection79 Elm Street, Hartford, CT 06106-5127.

XlV. Park Information:

A. General:

The state park is ninety-five acres of land adjacent to the western shoreline of Lake Waramaug in thetown of Kent. The park received 88,118 day-use visitors and 11,106 overnight campers in 2009. Thereare 77 campsites open from Memorial Day Weekend to the end of September. The park is popular inautumn with foliage tourism, and it hosts several rowing regattas in early May that draw thousands ofparticipants and spectators. Clarke Outdoors, Inc. has a contract through 2011 to rent canoes and kayaksto campers and the general public. Gross receipts for the food concession and camp store operations atthis park were $18,055 in 2007 and $18,771 in 2008.

B. Activities:, Camping ,, Picnicking

o Car-top Boating = Swimming

~, Lake Fishing ¯ Canoe & Kayak Rental

ATTACHMENT A

THE CONCESSIONAIRE AT LAKE WARAMAUG STATE PARK AGREES TO THE FOLLOWINGCONDITIONS:

’1. Insurance: The Concessionaire shall furnish evidence of insurance. A Certificate of Insurance,covering the whole period of the Concession contract, shall reflect the following limits and shall besubmitted by the awarded Concessionaire to the Department of Environmental Protection.

Commercial General Liability insurance shall provide a total limit of $1,000,000 for all damages arising outof bodily injury to or death of all persons in any accident or occurrence and for all damages arising out ofinjury to or destruction of property in any one accident or occurrence. In cases where any insurancepolicy shows an aggregate limit, the aggregate limit shall not be less than $2,000,000.

Coverage is to include products and completed operations. In addition, the Concessionaire shall carryFire Liability insurance coverage in the amount of the appraised value for the Food Concession Buildingbelow:

Concession Building #280, Appraised Value= $53,398.18.

The operation of all motor vehicles, including those hired or borrowed, used in connection with thiscontract shall be covered by Automobile Liability insurance providing for a total limit of $1,000,000 for alldamages arising out of bodily injuries or death of all persons in any one accident or occurrence, for alldamages arising out of injury or destruction of property in any one accident or occurrence. In caseswhere an insurance policy shows an aggregate limit the limit shall not be less than $2,000,000.

The State of Connecticut shall be listed as an Additional Insured on all required coverage. Said coverageis to be provided by insurance companies licensed by the State of Connecticut. Any deductibles or self-insured retentions must be declared and approved by the State.

With respect to all operations performed by the Concessionaire, the Concessionaire shall carry Worker’sCompensation insurance in accordance with the requirements of the laws of the State of Connecticut.

2. Item and Price List: The Concessionaire shall forward, by April 1 of each year of this agreement, aprice list of all commodities and/or souvenirs for sale to the Department of Environmental Protection,Bureau of Outdoor Recreation, State Parks Division, 79 Elm Street, Hartford, CT 06106-5127, forapproval for each subsequent year of the contract. Any price increases are subject to the prior writtenapproval of the State Parks Division. The Concessionaire shall post a price list of all commodities for salein full public view while in operation.

The Concessionaire shall be allowed to sell souvenirs provided they are approved by the State Parks Division,however, if the park name is used on souvenirs or items of clothing, the complete park name shall be used; suchas: "Lake Waramaug State Park", not just "Lake Waramaug Park."

The Concessionaire warrants that all goods offered for sale shall not exceed in price nor be substandard in qualityor quantity to like articles sold in the surrounding community.

3. Sunscreen: All Concessionaire’s that operate a concession in a beach park, shall have available forsale to the general public, sunscreen with a Sun Protection Factor (SPF) of at least 15 for adults andSPF-45 for children.

4. Use of Biodegradable Products: The Department of Environmental Protection encourages theConcessionaire, to use biodegradable products and packaging in its operations, i.e., paper products orproducts containing recycled contents only. The use or sale of any products made with fluorocarbons isstrictly prohibited.

5. Non-Glass Containers: All liquids dispensed by the Concessionaire shall be in non-glass containers.

6. Prohibitions:The Concessionaire shall not sell flotation devices of any kind, beach balls, snorkels,facemasks or similar articles.The Concessionaire shall not sell, dispense or give away alcoholic beverages.The Concessionaire shall not permit gratuities to employees of the State of Connecticut.No video or pinball games shall be permitted.

7. Hours of Operation: The Concessionaire shall open the concession(s) every day no later than 10a.m., except during inclement weather; and the concession shall remain open until three hours before, butnet later than sunset, from Memorial Day through Labor Day. Exceptions to this schedule shall beestablished through joint agreement of the on-site Park Supervisor and the Concessionaire. Whenclosing due to inclement weather, the on-site Park Supervisor must be notified. The Concessionaire shallkeep a log, where the concession is located, of all early closures and shall submit a season-end report tothe Park Supervisor at the close of the concession season, but no later than October 15th.

8. Health Department Inspections: The Concessionaire is responsible for scheduling inspections bythe appropriate local health department at the beginning of concession operations and thereafter,annually prior to April 15th of each year this agreement is in effect. The Concessionaire is responsible forand shall directly pay for any fees charged for such inspections.

9. Security: For Concession Building #1553 the Concessionaire shall provide keys to all locks to the on-site Park Supervisor during the entire term of said contract. The keys are to be supplied solely for anyemergencies that may arise when said concession is closed. If the Concessionaire changes locks at anytime during the contract term, the Concessionaire shall provide the on-site Park Supervisor with the newkey(s) as soon as the change takes place.

10. Utilities and Suppliers: The Concessionaire shall have a separate account and directly pay theutility company for the use of electricity. The Concessionaire shall be responsible for the turning on andturning off of the electricity.

For billing purposes with Concessionaires, utility companies and suppliers, the Concessionaire shall always usethe name referred to as the "Concessionaire" or "Contractor". At no time, shall the Concessionaire use the statepark’s name and address for billing purposes.

11. State-owned Equipment: The Concessionaire shall be responsible for the use of all State-ownedequipment and agrees to replace articles lost or damaged other than those damaged by usual wearresulting from concession use.

12. State Property: The Concessionaire shall install no fixed equipment nor make any physical changesto State property without the prior written approval of DEP. Any improvements and/or permanent fixturesapproved by the DEP and provided by the Concessionaire during the contract term shall become theproperty of the State of Connecticut at the termination of this agreement.

13. Maintenance of Fire Suppression System: The Concessionaire shall be responsible for the annualmaintenance of the fire suppression system for the grill exhausts, which includes the periodic removal ofcooking grease build-up in the exhaust ducts. In the event the system discharges because of a fire, theConcessionaire shall be responsible for the clean up of the building and shall be responsible forrecharging the fire suppression system. The Concessionaire shall also be responsible during the contractterm for any maintenance required under the warranty or as recommended by the manufacturer.

14. Public Health Code: The Concessionaire agrees to conform to the Public Health Code of the Stateof Connecticut concerning the storage, handling and vending of food.

15. Insect/Vermin Control: The Concessionaire is responsible for any insect and/or vermin control asdetermined by the local or state health departments or by the on-site Park Supervisor.

16. Refuse Disposal: The Concessionaire, at his/her own expense, shall be responsible for the disposaland removal of all recyclables and trash generated by said concession operation.

17. General Maintenance: The Concessionaire shall be responsible for maintaining in a clean, sanitaryand orderly manner, the general area of the State Park in which the Concession is located. DEPrepresentatives or designees may inspect the Concession area at any time.

18. Exclusivity: The Concessionaire shall have the exclusive right to sell food within the park in whichthe Concessionaire is the Lessee, with the exception of foods or goods which have prior written approvalfor DEP sanctioned events where food and/or goods may be sold by the event sponsor or their authorizedagents.

19. Rights of Park Visitors: The Concessionaire agrees that nothing contained in the terms of theConcession Contract shall prevent visitors from bringing their own food for their use to the park andcooking such food for themselves. Park visitors may also pre-arrange for private catering services ondepartment properties with the approval of the on-site Park Supervisor. These services may be permittedwith the condition that no financial transactions occur on-site.

20. On-Site Staffing: Whenever the concession is open for business, the Concessionaire must havepresent, an employee who is a qualified on-site manager. That manager must be knowledgeable in allaspects of operating the concession business.

21. Code of Conduct: Due to the public service nature of the Concession, the Concessionaire and allemployees of the Concessionaire shall conduct themselves in a courteous, respectful and professionalmanner with all members of the public.

22. Appearance: The Concessionaire and his/her employees shall be clean and neat in appearance.Wearing an item of uniform e.g. a shirt, hat, or badge identifying the name of the Concessionaire,employee or business is encouraged.

23. Concession Location: The Concessionaire agrees, unless specifically authorized in writing by DEPto do otherwise, to confine all sales to the established concession building(s) or motor vehicle and furtherto confine all advertising to the interior of said concession building(s) or motor vehicle.

24. Vending Machines: The State of Connecticut Board of Education and Services for the Blind (BESB)shall have exclusive rights to vending machines on the premises of the concessions and other authorizedareas for the purpose of vending food, and other related products, and to collect receipts there from. Thenumber and locations of such vending machines shall receive prior approval from a representative of theDEP. No video or pinball games shall be permitted.

25. Food Inspection: An authorized representative of the DEP shall conduct an annual in-season foodinspection. The Concessionaire shall provide a range of food and beverage items (which will constituteone free meal) to the DEP’s Representative for food-tasting purposes.

26. Financial Reporting: By November 15Ih of each calendar year that this contract is in force, theConcessionaire shall submit a certified statement of annual gross receipts, attested to by a Notary Publicand/or a Commissioner of the Superior Court, to: Department on Environmental Protection, Bureau ofOutdoor Recreation, State Parks Division, 79 Elm Street, Hartford, CT 06106-5127:

27. Revenue: DEP shall not assume responsibility for revenue loss directly or indirectly attributable toactions taken by the DEP resulting from weather or crowd conditions or other acts of God. Neither shallDEP assume responsibility for revenue loss directly or indirectly attributable to attendance loss, weatherconditions or other uncontrollable phenomena.

28. Concession Equipment: Items of concession equipment such as refrigerators, freezers, grills,stoves, and other similar appliances are not supplied by DEP. In instances where such items ofequipment are owned by the State and are in use by the Concessionaire, DEP does not assumeresponsibility for repair, maintenance or replacement. At the discretion of DEP, any equipment owned bythe State may be moved at any reasonable time to any park location deemed more valuable to theoperations of the State.

29. Compliance: The Concessionaire agrees to comply with the regulations of the Department ofEnvironmental Protection regarding State Park and Forest Recreation Areas and with any otherdepartment policy concerning the operation of concessions.

30. Transferability: This Agreement may not be wholly or partly assigned, transferred, sublet orconveyed in any manner by the Concessionaire without the prior written approval of the Commissioner ofthe Department of Environmental Protection.