HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 06-08-2017City of
Plymouth
Adding Quolity to Life
PARKS AND RECREATION ADVISORY COMMISSION
MEETING AGENDA
DATE & TIME: I Thursday, June 8, 2017 7:00pm
LOCATION: Plymouth Creek Center, Fireside Room (Upper Level)
14800 34th Ave, Plymouth, Minnesota 55447
1. CALL TO ORDER
2. APPROVAL OF MINUTES
3. OPEN FORUM:
4. VISITOR PRESENTATIONS (NON -ACTION ITEMS):
4a. Weddings, Room Rentals, and Events —Angie Dehn (Rental Coordinator)
4b. Senior Programs & Special Events — Christopher Fleck (PCC Manager)
4c. Fieldhouse Replacement Project — Christopher Fleck (PCC Manager)
4d. PCC Feasibility Report— Christopher Fleck (PCC Manager)
5. NEW BUSINESS (ACTION ITEMS):
5a. CIP Approval (2018-2022)
5b. PCC Catering RFP (ACTION)
6. COMMISSIONER/STAFF UPDATE
■ Upcoming Community/Special Events
■ Summer Entertainment Schedule
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NEXT REGULAR MEETING - September 14, 2017 - Parks Et Forestry Facility
Approved Minutes
Park 8t Recreation Advisory Commission
Thursday, May 11, 2017
MEMBERS PRESENT: Chair Merrilee Riley, Vice Chair Aaron Vanderwall, Commissioners: Dick Burkhardt, Tricia
DeBleeckere, Marilyn Sunseri, Michael Swanson, Kipp Wyse
MEMBERS ABSENT:
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Office Support
Specialist Sarah Josephs, Volunteer Coordinator Jackie Maas, Parks & Forestry Manager Jerrod Brunelle, Project
Coordinator Sonya Rippe
COUNCIL REPRESENTATIVES: Councilmember Jim Davis, Planning Commissioner Jim Kovach
GUESTS: William Stuber, resident
1. CALL TO ORDER
Chair Riley called the meeting to order at 7:02 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner Wyse, seconded by Commissioner Sunseri, recommending approval of
the February 9, 2017 Park and Recreation Advisory Commission meeting minutes as written. With
all members voting in favor, the motion carried.
3. OPEN FORUM:
4. PRESENTATIONS (NON -ACTION ITEMS):
4a. Volunteer Services Program
Jackie Maas was on -hand to share updates on the City's Volunteer Services program. Last year was
a big year for the program with over 2,900 volunteers assisting across all departments for a total
in-kind value of $921,313. The majority of volunteers provide assistance to the Parks Et Recreation
department (63%).
Every summer, teens are able to sign up as summer recreation volunteers. Typically there are
between 20-40 local teens that take part in the program and help with events, sports, day camps
and more.
Chair Riley added that many of the Park Commissioners also volunteer for the City and have had
very positive experiences.
Commissioner Wyse asked if there are enough volunteers to cover all areas of need or if there is
ever an overflow of available volunteers. Coordinator Maas shared that for the most part we are
able to fill all department needs for volunteers.
5. NEW BUSINESS (ACTION ITEMS):
5a. Turfgrass Management (Action)
Proposed Minutes
May 11, 2017
Parks & Forestry Manager Jerrod Brunelle shared an updated regarding the City's turfgrass
management program. The Parks & Forestry division manages 117 acres of neighborhood parkland
and 25.5 acres of prairie. These areas are challenging to maintain turfgrass and keep weeds at a
minimum because they are heavily used areas and are not irrigated.
Currently their Turfgrass Management program is a combination of methods and techniques. They
use a variety of chemicals, fertilizers, and non -chemical products to control the weeds. The largest
priority is for the playfields to be safe playing surfaces that are well seeded and minimal weeds.
In terms of applying grass seed to the playfields, staff use machines to aerate the soil and over -seed
the heaviest used parts of the site. The best way for them to prevent injuries is to keep the
turfgrass healthy for those using the fields. Staff use three fertilizer applications annually on the
playfields and once annually on the neighborhood parks.
In the past the City has contracted with Green Stuff to apply an herbicide to the playfields several
times a year. New this year, staff have decreased the treatment to 1 application of herbicide.
Wear spots are inevitable when maintaining as many heavily used fields as the City does. Staff try
to replant as frequently as possible to keep the grass present. Beyond following federal and state
mandates, staff also use industry best practices to ensure they are being good stewards of the land.
Commissioner Swanson asked if the aerators that staff use are one with spikes. Manager Brunelle
shared that they do use those aerators with spikes. Those tend to be a slower machine, but do a
really good job of shattering the topical soil. That machine is used every fall on the playfields. Staff
have a new shredder that is much faster and allows them to aerate playfields monthly.
Commissioner Swanson followed up and asked what the toughest sport on the playfields. Manager
Brunelle answered that Lacrosse is by far the hardest sport on the fields.
Plymouth resident William Stuber provided a detailed write up regarding his feelings towards the
City's turfgrass management program. A copy of the write up can be provided.
5b. Future Trail Gap Projects (Action)
Project Coordinator Sonya Rippe was present to share details on several of the City's trail gaps. The
City currently manages 167 miles of trails. There are 99 trail gaps that have been identified.
Coordinator Rippe shared an informative presentation listing the details on each of the trail gaps
being recommended for completion. A copy of the presentation can be provided.
After discussion of all the trail gaps, Commissioners were asked to share feedback on trail gap
completion priorities. Commissioner Swanson shared that he lives near Old Rockford Rd and hardly
sees traffic along the west side of Zachary Lane near the dead end. He does not feel there is an
urgent need for a trail there.
Commissioner DeBleeckere also expressed that the stretch along Old Rockford Rd is rarely driven
on. There is not much room near trail gap #56 as there is limited room on the side of the road to
walk along. Commissioner DeBleeckere followed up and asked if there was a large price difference
between completing trail gap #112 on the east side vs the west side. Coordinator Rippe shared that
the trail along the east side is estimated to cost $66,000 and the west side estimated to cost
$92,000.
2 Proposed Minutes
May 11, 2017
Commissioner Wyse shared that trail gap #112 by Arby's on Revere Ln is a problem area and he is
glad that it is being looked at. often times he sees bikers on the streets and believes a trail there
would be a good idea. He is in favor of trail gaps #56 & 112.
5c. Draft Capital Improvement Program Review (Action)
Staff are in the early stages of preparing the 2018-2019 budget and CIP. A copy of those plans has
been included in Commissioner's packets. The CIP projects are either large renovations or new
projects that we take on over a 5 -year span.
Staff will work to acquire a final piece of land for the Northwest Greenway. New trails will be
completed along Medina Road and Revere Ln. Deputy Director Northway shared that their annual
goal is to complete repairs or repaving on 2-4 miles of trail. Due to slopes, grading, and ADA
compliance it has been costing more and more to repair and repave the trails.
Crooked Creek Park will be built this year. Next year a new neighborhood park will be built off of
Peony Ln near the new Meadow Ridge Elementary School. Two mini -parks will be completed in
2019.
The City will be requesting State of MN bonding funds to help with improvements at the Plymouth
Ice Center.
5d. Strategic Plan Update (Action)
As a part of CAPRA, every year the Park Commission is presented with a work plan for the year.
There are several large projects schedule for completion in 2017.
Crooked Creek Park will begin development this year. The City acquired more land for the
Northwest Greenway that will be used to complete some trail connections. There is only one more
plot of land needed to acquire.
The Fieldhouse dome came down and was taken away. A brand new dome is being made and
delivered in time for this fall. The Fieldhouse will also be replacing their HVAC system, inflation
system, adding a new revolving door and updating the lobby area.
Phase 3 of the Northwest Greenway has begun. Crews have started cutting trails along the east
side of the Elm Creek wetland.
Park renovations are taking place at Imperial Hills Park and Sunrise Park. The playground
equipment is being replaced at Imperial Hills and renovated at Sunrise. The parks should be
complete by mid -summer.
SMA is hosting two paid -ticket concerts this summer. The Goo Goo Dolls will be playing on July 29
and Soul Asylum is playing on August 19.
The PIC will be hosting a national sled hockey tournament in November. There will be exhibition
games played in July to bring attention to the tournament.
Motion by Commissioner Burkhardt, seconded by Vice Chair Vanderwall, recommending the
approval of 2017 Strategic Plan Update. With no objection, the motion passed.
5e. Park Tour (Action)
3 Proposed Minutes
May 11, 2017
The Park Commission plans a park tour every other year so that Commissioners can get out and see
new developments and projects throughout the city. The tour will leave City Hall at 5:30 p.m. and
return back approximately 8:00 p.m. Available dates are; August 3, August 10, and August 17.
After a vote, August 17 was found to be the day that the majority of Commissioners were able to
attend.
More information will be emailed out to Commissioners in the coming weeks.
6. COMMISSIONER/STAFF UPDATE
• The Tree & Shrub Sale did very well this year. Over 1,500 bare root trees were sold. Pick up is
scheduled for this Friday and Saturday. Any additional trees and shrubs will be sold Saturday
from 11 -noon.
• City Planting Day is scheduled for Saturday, May 20 (rain or shine).
• Bark in the Park is also scheduled for Saturday, May 20. New this year is a 11K Dog Walk and an
Adoption Parade.
• A ribbon -cutting event has been schedule to celebrate the Northwest Greenway's progress.
Information was distributed to Commissioners. The event will be held on Sunday, June 4 at
12:30 pm along the west side of the Vicksburg Ln pedestrian bridge. Volunteers are scheduled
to plant over 1,500 trees along the Greenway that morning.
• Chair Riley mentioned that she saw a nice article in the Sun Sailor regarding the feasibility
study at the Plymouth Creek Center. Director Evans shared that staff are still waiting for a final
feasibility report from the consultant, HGA. Once finalized, staff will present the plans to
Council so that they can further discuss if they would like staff to proceed. One suggestion has
been to complete a community survey to gather feedback from residents regarding possible
expansion of the Plymouth Creek Center.
• Commissioner Swanson inquired if there was going to be an Open House scheduled for the
Pump Track at Plymouth Playfield. Director Evans will be checking with staff on the plans and
will update the Commission.
7. ADJOURNMENT
Motion by Commissioner DeBleeckere, seconded by Commissioner Burkhardt, recommending
adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair
Riley adjourned the meeting at 8:47 p.m.
4 1 Proposed Minutes
May 11, 2017
rp) City of
Plymouth
Adding Quality to Life
To:
REGULAR
PRAC MEETING Prepared by:
June 8, 2017 Reviewed by:
Item:
1. ACTION REQUESTED:
Agenda 5B
Number:
Parks & Recreation Commission Members
Christopher Fleck, Plymouth Creek Center Manager
Diane Evans, Director of Parks & Recreation
Plymouth Creek Center Catering RFP
Staff request authorization to initiate a Request for Proposal (RFP) process to enter into a
five year agreement with 1-4 exclusive food and beverage (including alcoholic beverage)
provider(s) at the Plymouth Creek Center. New contracts would cover events that occur
from January 1St, 2020 to December 31St, 2024.
2. BACKGROUND:
The Plymouth Creek Center (PCC) opened in May of 2000. At that time, there was a
contract with one caterer, Suzanne's Cuisine, for all food and beverage needs. In 2007
Suzanne's Cuisine chose to terminate their contract and close their business. Since 2007 the
PCC has contracted exclusive food and beverage services from a select group of providers
including; Town and Country Catering, Common Roots, Mintahoe Hospitality, Medina
Entertainment, Lancer Catering, and Roasted Pear.
In 2014, Mintahoe Hospitality, Medina Entertainment, Lancer Catering and Roasted Pear
were selected for a 5 year contract. This contract is set to expire December 31St, 2019.
Residents are able to secure the ballroom for special events as early as 18 months in
advance. Therefore, staff will need to have new and updated catering information
published no later than June 1st, 2018.
At this time, staff is still very satisfied with the exclusive caterers. However, in order to be
responsive to residents and ensure we are providing the best possible service, pricing, and
menu selection, this is the time to seek new RFPs.
RFP Process Timeline
RFP Announcement
September 25, 2017
Submission/Application Deadline
November 22, 2017
Review of Applications
December 2017
Interviews
January 7-10, 2018
Taste Tests
January 23-26, 2018
Caterers Selected (3-4 companies)
February 2018
3. BUDGET IMPACT:
The selected caterer(s) will be required to pay the PCC a percentage of the revenues
generated through the food and beverage service and other services provided, including
rental items and decorations. The commission percentage paid will be based on the final
gross bill, excluding tax and gratuity.
*Non-alcoholic beverages only
4. ATTACHMENTS:
Request for Proposal
Monday — Friday
6:00 am — 5:00 p.m.
8% of all gross sales
Monday — Friday
5:00 p.m. — midnight
15% of all gross sales
Saturday — Sunday
6:00 a.m. — midnight
15% of all gross sales
Holidays
6:00 a.m. — midnight
15% of all gross sales
*Non-alcoholic beverages only
4. ATTACHMENTS:
Request for Proposal
PLYMOUTH
in CREEK
CENTER
14800 34TM AVE N. PLYMOUTH, MN, 55447
PH: 763-509-5280 1 WWW.PLYMOUTHMN,GOV
F: 763-509-5290 1 TDD: 763-509-5065
Requestfor Proposal
f- 1
Food & Beverage Catering Services
September 2017
Table of Contents
Page
1. Purpose of Proposal.............................................................. 2
2. Plymouth Creek Center Room Information ......................... 2
3. Event Expectations............................................................... 3
4. About the Plymouth Creek Center's Customers .................. 3
5. Kitchen & Storage................................................................ 3
6. Beverages.............................................................................. 3
7. Financial............................................................................... 3
S. Plymouth Creek Center Commission ................................... 4
9. Accounting Procedures....................................................... 4
lo. Caterer Responsibilities.................................................... 5
11. Caterer Fees/Expenses....................................................... 5
12. Plymouth Creek Center Responsibilities ........................... 6
13. References........................................................................... 6
14. Violations........................................................................... 6
15. Terms of Agreement........................................................... 7
16. Insurance............................................................................ 7
17. Responses............................................................................ 8
18. Contacting Elected Officials .............................................. 9
19. Acceptance/Rejection of Proposals ................................... 9
20. Interview Process............................................................. 9
1
City of Plymouth • Food & Beverage RFP
1. Purpose of Proposal
The City of Plymouth is accepting proposals to enter into a five (5) year agreement with one (1) to four
(4) exclusive food and beverage (including alcoholic beverage) providers at Plymouth Creek Center (PCC).
The exclusive Caterer(s) will be expected to provide food and beverage service for a variety of events
including weddings, banquets, meetings, and other special event functions beginning January 151, 2020.
The Caterer(s) will be the only food and beverage providers available to clients, unless exempted, such
as Parks & Recreation events, groups of thirty or less, or those instances when ethnic, cultural, or
religious needs cannot be met by the provider(s). The Caterer(s) may subcontract food and beverage
service with the approval of PCC management to accommodate those needs. The selected Caterer(s) will
be responsible to hold a current on -sale liquor license valid in the City of Plymouth and hold a certificate
of insurance with the City named as additional insured as detailed here within.
If the City chooses multiple Caterers, the City will not make any recommendations on which Caterer to
utilize with the clients. Staff will only provide contact information to ensure fairness to all potential
caterers.
The City will continue to charge base room rental fees as applicable. The Caterer(s) will be required to
reimburse the City a percentage of the revenues generated at PCC as described here within.
The City has had excellent relationships with Medina Entertainment, Mintahoe Hospitality Group, Lancer
Catering, and Roasted Pear since 2014. The Plymouth Creek Center and these four exclusive caterers
have worked well together to provide great food and excellent service for PCC events. Existing food and
beverage contracts are set to expire December 31, 2019. If an existing caterer is not selected to enter
into a new contract, they will be allowed to finish any events that occur on or before December 31st
2019.
2. Plymouth Creek Center Room Information
Plymouth Creek Center has been in operation for seventeen years. In that time it has become one of the
Twin Cities' premier banquet facilities. The main dining hall "The Plymouth Room" seats up to 350 and
can be divided into two halves or one half and two quarters. This room, which has large windows and
decking on two sides, overlooks the Millennium Garden and park reserve. Annually, the Plymouth Creek
Center hosts over 70 wedding receptions, anniversaries, Bar/Bat mitzvahs, corporate functions, and
other large ballroom events plus numerous smaller events (breakfast, lunch, etc.). The facility also
includes 3 meeting rooms, 2 conference rooms, the Fireside Room, and the Black Box Theater, all of
which, accommodate many community members on weekdays, nights and weekends. All of these
venues may require food service on occasion. Weekday events include business functions, workshops,
recitals, school sports banquets, etc. Residents are able to book these facilities up to 18 months in
advance (twelve months for non-residents). The PCC is primarily responsible for marketing these
facilities but will expect assistance from its exclusive Caterer(s).
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City of Plymouth • Food & Beverage RFP
3. Event Expectations
Weekend events in the full Plymouth Room require linens, china, glassware and silverware. These fees
should be included in all customer pricing. Larger weekday events may be exempt from this policy with
PCC staff approval.
4. About the Plymouth Creek Center's Customers
PCC customers are diverse in age and culture. Our customers have varying expectations in their food and
beverage needs. Caterer(s) must be able to offer a wide range of quality food options and pricing that is
appropriate and appealing to our diverse cliental. Caterer(s) will not impose a food and beverage
minimum to PCC customers.
5. Kitchen & Storage
The PCC will allow the Caterer(s) full use of the kitchen with existing equipment including ice machine, a
portable bar, refrigerator, freezer, ovens, convection ovens, and walk-in cooler on the day of the event.
Food preparation equipment and serving utensils such as plates, glasses, silverware, pots, pans and
linens will be supplied by the Caterer and delivered per event. The Caterer(s) must meet health
department and city/state codes. It is recommended that the Caterer(s) secure all property, as the PCC
will not be responsible for lost or stolen items.
6. Beverages
The PCC will supply a portable bar to accommodate the beverage service. All consumables related to
the beverage operation are the responsibility of the Caterer(s). Beverage delivery and pick-up should be
made in a timely manner. Limited ice is available, free of charge, via the PCC ice machine. The Caterer(s)
is expected to supply a cash register to record bar sales. Clients may request no "tip jars" when paying
lump sum gratuity. The Caterer(s) will be expected to participate in the Plymouth Police Department's
"Best Practices" training or other similar programs for liquor distributors.
7. Financial
The selected Caterer(s) will be required to pay the PCC a percentage of the revenues generated through
the food and beverage service and other services provided, including rental items and decorations. The
commission percentage paid will be based on the final gross bill, excluding tax and gratuity. The
Caterer(s) should include in their proposal the percentage payable to the PCC to be the exclusive caterer.
3
City of Plymouth • Food & Beverage RFP
S. Plymouth Creek Center Commission
The PCC will consider only those proposals that offer the minimum percentages listed below.
For all food & beverage service provided by the Caterer (excluding tax and gratuity)
• Monday — Friday .........................6:00 a.m. to 5:00 p.m ............... 8% of all gross sales*
• Monday — Friday .........................5:00 p.m. to midnight .............. 15% of all gross sales*
• Saturday / Sunday/Holidays ...... 6:00 a.m. to midnight..............15% of all gross sales*
• Alcoholic beverages including all bar sales.................................25% of all gross sales
• Upgrades & Corkage Fee.............................................................3%
* = Non-alcoholic beverages only
9. Accounting Procedures
The collection of deposits and fees for all catering charges are the sole responsibility of the authorized
Catering company(s). Non-payment by a client to the Catering company(s) for services rendered will not
negate payment of the commission revenue to the PCC.
On -sale beverage fees will be collected when the sale is made at the bar. All on -sale purchases must be
tracked through a cash register at the bar. The Caterer(s) will run a register tape in the presence of a PCC
supervisor to close out and balance each register used. This is done to get the total sales per event to
the customer and will be recorded by the PCC supervisor. Each drink must be processed in the register
to track host bar beverages. The Caterer(s) must provide their start up cash and cash register.
The Caterer agrees to pay the PCC the commission revenue based on the final billing for each event. The
Caterer(s) must provide a copy of each of the final invoices and a report summarizing the sales for each
month to PCC management. The summarized report and payment to the PCC must be made by the
fifteenth (15th) of each following month. Delinquent payments are charged $50 every 30 days, starting
with the first day the payment is late.
The PCC reserves the right to inspect all financial records for an event. The Caterer(s) must provide
documentation within two (2) business days upon request.
The PCC will collect all fees for room rental, room deposits, security officer(s) and rental equipment.
E
City of Plymouth • Food & Beverage RFP
1o. Caterer Responsibilities
1. Provide excellent customer service in a timely and professional manner from pre -event to post -event
(includes returning all customer inquiries within one working day). Work with customer directly to
accommodate all food and beverage needs.
2. Coordinate and collaborate with PCC staff to maximize communication with customers including
returning all inquiries from PCC staff within one working day.
3. Provide professional staff that will maintain a consistently high level of service and appearance.
Provide staff for daytime, evening, weekend and holiday events.
4. Allow food tasting for current and potential customers at PCC or own catering facility.
5. Provide all food and beverages for each event contracted.
6. Provide a full range of excellent food and beverage choices.
7. Provide broad multi-level price list to accommodate customer needs with wait staff, bartenders,
tableware and linens included. Provide fee options for sit down meals.
8. Provide varied menus with ethnic diversity.
9. Responsible for keeping the kitchen, food preparation area, and bar areas clean; including mopping
of floors, emptying trash.
10. Assist in cleaning and maintenance of banquet rooms.
11. Provide proof of bonding with the State of Minnesota, annually.
12. Provide a copy of current Health Department License and Certified Food Mgrs. License, annually.
13. Provide a copy of current Liquor license, annually.
14. Meet the insurance need set forth by the City of Plymouth as listed here within.
15. Provide marketing/menu information to assist PCC with potential customers.
16. Designate an on-site coordinator to work throughout each event with PCC staff.
17. Coordinate room set-up with PCC Rental Coordinator.
18. Follow all policies and procedures set by the PCC for food and beverage operation.
19. Meet all deadlines and payment requirements as set forth here within.
20. Conduct surveys and evaluations of food/beverage service to maximize customer service. Share
these results with PCC staff.
21. Provide 6-8 at -cost city events per year. Food should be at caterer(s) cost but staffing and equipment
can still be charged regular rate. Examples include City Recognition Events, Staff training, etc. These
events will be identified by PCC staff and not individuals calling to request them.
22. Participate in up to 2-3 Bridal Expos per year to promote the facility and catering services.
11. Caterer Fees/Expenses
1. Clearly identify specific menu, cost per plate per person, beverage fees, and any other
extraneous fees potential customers would be responsible for including tax, service/house
fee and gratuity.
2. Identify any service beyond that stated above that will benefit the PCC or PCC customers (i.e.
advertising, marketing, sponsorship of special events, unique offerings, etc.).
3. Caterer(s) will not impose a food and beverage minimum to PCC customers.
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City of Plymouth • Food & Beverage RFP
4. Caterer(s) may not list the PCC Commission rate as a separate line item or charge on a customer's
bill.
12. Plymouth Creek Center Responsibilities
1. Promote quality customer service by scheduling the banquet room in a timely manner.
2. Charge and collect rental fees from customers for scheduled events.
3. Conduct pre -event walk through with clients for all catered ballroom events and share information
with the Caterer(s) to ensure great customer service.
4. Provide a building supervisor for all evening, weekend and holiday events.
5. Provide Catering kitchen with existing equipment (ovens, freezer, walk-in cooler, ice machine,
dishwasher), prep and work areas on the day of the event.
6. Provide rooms, tables and chairs and timely accurate setups for all events.
7. Provide pre and post event custodial service including room tear down and scrubbing/vacuuming of
floors.
8. Provide cleaning supplies.
9. Provide maintenance to kitchen equipment unless service is warranted due to improper usage by
Caterer(s).
10. Provide utilities and overhead costs.
11. Provide a minimum of one portable bar.
12. Provide payment for licensing the kitchen facility with Hennepin County Health Dept.
13. Provide access to copier and fax machine.
14. Provide a kitchen phone for local calls.
13. References
1. Caterer shall identify at least five (5) event references that demonstrate a full range of
Caterer's experience. References must include wedding receptions and /or banquets for over
200 people and contain at least three within the last six months, one between 6 and 12
months, and one 2-3 years ago. At least 3 of the events should include liquor sales.
2. Caterer shall identify members of their staff that will provide catering and liquor service at
events, their background, experience and number of years associated with that company.
3. Caterer shall identify member(s) of their staff that will be responsible for supervising events,
their background, experience and number of years associated with that company.
4. Caterer shall identify three (3) dates between January 23 and 26 when they can prepare a
luncheon food tasting for City of Plymouth representatives to sample. The PCC manager will
contact Caterers to schedule interview times and provide more details regarding the menu
selection once finalists have been selected for tastings.
14. Violations
1. List all alcohol violations your company has experienced in the past six (6) years.
2. List what follow up was completed with employees after violations were issued.
no
City of Plymouth • Food & Beverage RFP
15. Terms of Agreement
Non-performance: It is the caterer's responsibility to familiarize himself/herself, his/her supervisors and
his/her crews as to the requirements of the contract and to perform all tasks in an acceptable and timely
manner. It is not the City's responsibility to remind the Caterer of the contract requirements. This
includes knowing facility rules pertaining to the room, lobby, deck, patio and garden areas.
This agreement shall be effective January 1, 2020. If an exclusive caterer's agreement is not renewed,
the caterer will remain responsible for providing services to events for which they had committed to at
the time of the agreement termination.
The PCC Manager and the catering company owner (or owner's representative) shall work to positively
resolve any service/performance issues that may arise. If the issue is not able to be resolved within 30
days, either party may terminate this agreement with a thirty (30) day written notification. The PCC
reserves the right to terminate the contract with the Caterer with a 30 day written notification if there
are service, performance, health or safety issues that are impeding the success of reserved events. At
the discretion of the PCC Manager, the Caterer will remain responsible for providing service to the
rentals booked at the PCC for which they had committed at the time of the written notification.
In consideration of being allowed to use the PCC, the Caterer(s) hereby voluntarily assumes all risks of
accident or damage to its property and to the persons and property of its employees. The Caterer(s)
hereby agrees to defend, indemnify and hold harmless the City of Plymouth and the PCC, respective
officers, employees, agents and insurers from damages solely caused by the intentional action of the
Caterer(s) representatives and employees.
16. Insurance
Selected Caterer(s) shall purchase and maintain insurance that will protect the Catererfrom claims which
may rise out of, or result from, the Caterers operations under this agreement, whether such operations
are by the Caterer or anyone directly employed by them, or by anyone for whose acts or omissions any
one of them may be liable. Insurance amounts shall be:
• Comprehensive General Liability Insurance — including completed operations and liability
coverage written on an occurrence basis for $2,000,000 combined single limit bodily
injury/property damage that will apply exclusively to the catered event occurring at PCC. Also
name the City of Plymouth as additional insured on a primary and noncontributory basis with
respect to activities involving the PCC.
• Automobile Liability Insurance — on any automobile coverage for owned, hired and leased
vehicles for $2,000,000 combined single limits bodily injury/property damage.
• Workers Compensation and Employer's Liability Insurance — Statutory limits $100,000 per
accident or disease per employee with $500,000 policy limit.
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City of Plymouth • Food & Beverage RFP
• Liquor Liability Insurance — Minimum of $2,000,000 in liquor liability insurance with City of
Plymouth named as additional insured and thirty day notice of cancellation. PCC must be shown
specifically as a covered location.
• Copies of all Caterer(s) insurance must be on file with the City of Plymouth. This must be updated
annually. Certificates should be replaced at least 2 weeks before expiration.
17. Responses
The respondent shall supply three (3) copies of the Request for Proposal suitable for reproduction and
distribution to appropriate City officials. Responses are to be delivered to the Plymouth Creek Center
no later than 4:00 p.m. on Wednesday, November 22, 2017. The Plymouth Creek Center is located at;
1480034 th Avenue North, Plymouth, Minnesota, 55447. Note: Faxes and e-mailed responses will not be
accepted. Responses are to be directed to the Plymouth Creek Center Manager.
Responses are to include the following:
1. Name, address, phone, fax, e-mail and website address of the responding company.
2. Name, address, phone, fax, e-mail of representative of responding company.
3. History of company
4. General description of catering services.
5. Sample menus including current prices. Please include all costs.
6. Provide a price list for all alcoholic beverages and services
7. Identify any additional fees for services.
8. Provide a booklet or handout used to promote menus with current prices.
9. Provide details for items listed under the section "References".
10. List any alcohol related violations as per the section "Violations".
11. Statement of a marketing plan with goals and objectives.
12. Statement of intent to provide requested catering services for the PCC.
13. Statement of intent to stay current with license and insurance, and adhere to city/county/state codes
applicable to serving food and alcohol.
14. Statement of capability for licensing, bonding, and insurance.
15. Statement of why your company is the best business to fit the needs of PCC.
16. Revenue percentages as described in the section titled "Financial".
Send responses and any requests for information to:
Christopher Fleck, Manager
Plymouth Creek Center
14800 34th Avenue North
Plymouth, MN 55447
Direct: 763-509-5281
Fax: 763-509-5290
Email: cfleck@plymouthmn.gov
City of Plymouth • Food & Beverage RFP
Responses must be received by 4:00 pm, Wednesday, November 22, 2017
A pre -proposal question and answer meeting will be held on Wednesday, October 18th at 11 a.m. at
the Plymouth Creek Center. A tour of the banquet and kitchen facilities will start at 11 a.m. with the
meeting starting at 11:15 a.m. Staff will not be scheduling individual tours outside of this date.
18. No Contact
Proposing Caterers and their representatives are prohibited from contacting any elected official for
purposes of lobbying to secure this contract.
19. Acceptance/Rejection of Proposals
The City of Plymouth intends to enter into a contract with a Caterer(s) that best satisfies the needs of
the City. The City of Plymouth reserves the right to reject any and all proposals and to act in the best
interest of the City and it residents. This RFP does not commit the City to award contract or share in
any expenses of preparing these proposals, or travel expenses related to the proposal or interview
process.
20. Interview Process
Request for Proposals will be evaluated on content, presentation and the Caterer's ability to
provide services for a diverse clientele and/or fills a niche in the catering services to meet client's
needs.
Selected Caterers to be interviewed will be contacted by December 15th, 2017. The interview will
be scheduled during the week of January 6th, 2018. The Catering finalists must provide a taste
testing for up to 12 City of Plymouth staff and community representatives. Tastings will occur
between January 23-26 between 9:00 a.m. and 4:00 p.m.
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City of Plymouth • Food & Beverage RFP