BID NOTICES
DATE: January 5th, 2012
The Troup County Parks & Recreation Commission is seeking quotes for the operation of five concession facilities, under a one-year lease agreement, covering a total of five locations:
• Shuford Fields Softball Complex, 950 Calumet Drive, LaGrange
• George Harris Baseball Complex, 131 Ragland Street, LaGrange (2)
• Troup County Soccer Complex, 305 Fort Drive, LaGrange
• Mike Daniel Recreation Center, 1220 Lafayette Parkway, LaGrange
• Callaway Stadium, 800 Dallis Street, LaGrange
A. Successful contractor will be responsible for:
(1) The purchase, preparation and sale of all food and beverage products at each location under a uniform price structure approved by the Recreation Commission.
(2) The scheduling and staffing of adequate personnel at each location.
(3) Conducting operations at each facility during all scheduled recreation activities, tournaments and special events.
(4) Maintaining proper insurance coverage on any and all equipment not provided by the Recreation Commission under the lease agreement.
(5) Paying all applicable sales taxes on products sold.
(6) Compliance with all local, state and federal laws pertaining to minimum wage requirement, child labor restrictions, workers compensation and mandatory payroll deductions for Social Security, Medicare and withholding taxes on every employee.
(7) Clean and maintain all restroom facilities at sites daily (tissue & towels will be provided by Troup County Recreation).
(8) Contractor shall have use of all equipment in concession areas and be responsible for all repairs and/or replacement of said equipment. All equipment presently in concession stands at end of contract shall be in working order.
B. Specifications:
(1) Interested parties should propose an annual franchise fee of not less than $40,000.00 to be paid to the Recreation Commission with 25% at the beginning of the contract period (no later than March 1, 2012). And 25% at the beginning of each quarter; June 1st, 2012; September 1, 2012; December 1, 2012. (see attachment reflecting annual sales)
(2) Successful contractor will enter into a lease agreement with the Troup County Parks & Recreation Commission, whereby the Commission will provide exclusive access to all existing concession facilities and equipment covered by the agreement for the purpose of inventory storage, food preparation and sales.
(3) Contractor must agree to honor an existing contract between Troup County Parks & Recreation Commission and Coca-Cola, whereby all soft drink products sold must be manufactured by the Coca-Cola Bottling Company, Inc.
(4) The final agreement between Contractor and the Troup County Parks & Recreation Commission will be for the sale of food and beverage items only. The Commission reserves the exclusive right to any and all sales of other items not considered food or beverage, such as souvenirs, programs, admission tickets, etc.
(5) Contractor must assume all liability for any loss, or damage to, any merchandise or equipment not provided by the Commission due to fire, theft, vandalism, natural causes or incidents of neglect.
(6) All equipment used or replaced must be in working order at end of contract.
C. Terms and Conditions:
(1) This agreement is intended to cover the period of March 1, 2012 through February 28, 2013.
(2) This agreement may be cancelled with a 30-day written notice by either party should differences be irresolvable. Should such cancellation occur due to any failure by the Contractor to meet all terms and conditions of the agreement, the annual franchise fee paid by the Contractor is non-refundable.
(3) The agreement may be renewed twice for an additional year, for a total of three years, if agreeable with both contracting parties.
(4) (4) This agreement covers each location heretofore identified, and no quote will be accepted that does not include all five facilities.
(5) 10% of the bid amount due to be paid when the contract is awarded. This
amount will be subtracted from the 25% due on March 1, 2012.