REQUEST FOR PROPOSAL BEVERAGE DISTRIBUTION SERVICES WHEELING PARK DISTRICT

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1 REQUEST FOR PROPOSAL BEVERAGE DISTRIBUTION SERVICES WHEELING PARK DISTRICT I. Introduction The Wheeling Park District (District) invites qualified firms to submit proposals for beverage distribution services at various facilities operated by the District. Beverage distribution services shall mean all aspects of beverage vending, beverage resale, beverage soda fountains, and beverage bar gun dispensers. Beverage shall mean all carbonated and non-carbonated non-alcoholic beverages, including, but not limited to, carbonated soft drinks; mixers; flavored and unflavored packaged waters; fruit juices; fruit juice-containing or flavored drinks; fruit punches and ades; isotonic, energy, and fluid replacement drinks (sometimes referred to as sports drinks ); tea drinks; chocolate drinks; and all drink or beverage bases, whether in the form of syrups, powders, crystals, concentrates or otherwise, from which such drinks and beverages are made. The proposals submitted shall be for the operation of all aspects of Beverage Distribution Services to include equipment, maintenance, repair, delivery, product, and licensing. The Wheeling Park District is interested in revenues it will receive from the operating of beverage distribution. Therefore, in its review of proposals, the District may consider such factors as the percentage of its proceeds, profits, sales or other revenue or the specific guaranteed amount of money the qualified firm will pay the Wheeling Park District, as consideration for the grant of the beverage distribution service rights of the District. There is no expressed or implied obligation for the Wheeling Park District to reimburse responding firms for any expenses incurred preparing proposals in response to this request. The District reserves the right to reject any and all proposals and/or waive minor technicalities/irregularities. In addition to current locations listed in Appendix A, future beverage service opportunities will exist at acre Heritage Park to open spring Those opportunities include walking trails, daytime and evening music/entertainment at the 2,400 square foot Performance Pavilion, regional special events, and rentals at the Shelter. In its inaugural year (2014), Heritage Park Sports Complex (HPSC) operated by selling 20oz bottled beverages out of display refrigerators. Moving forward into 2015, the desire is to move to Bag-In-Box (BIB) sales at HPSC. Please also be aware, Chevy Chase Country Club is currently undergoing a renovation and addition project which will expand the space of the Devonshire Room by 1,810 square feet. This project, to be completed May 2015, will increase both the amount and size of functions (weddings/celebrations/corporate events/etc.) to be held in the Devonshire Room.

2 To be considered, all prospective qualified firms must submit three (3) hard copies of their proposals and one (1) copy complete in electronic format on a CD, DVD, or flash drive no later than 4:00 p.m. on February 2, 2015, to: Kevin Romejko Director of Administrative Services Wheeling Park District 333 W. Dundee Road, Wheeling, IL During the evaluation process, the District reserves the right to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. The Wheeling Park District deems it to be in the best interest of the Park District and the users of its parks and facilities to grant a beverage distribution license for these services. II. General Conditions and Requirements This Request for Proposal (RFP) is only an invitation to submit a proposal and does not commit the Park District in any way to enter into a license for beverage distribution services. In addition, the RFP does not obligate the Park District to pay any costs incurred by any respondent in conjunction with the preparation of a response to this request. The Park District s intent is to select a qualified firm and negotiate an agreement for all aspects of Beverage Distribution Services including, without limitation, the following provisions: A. Licensee to provide all beverage vending machines at Park District facilities as outlined in Appendix A. Machines and equipment must be energy efficient, equipped with energy saving devices, support multi drop bus coin mechanisms, bill validators, card readers, and a change dispenser in working order. B. Licensee to maintain all beverage vending machines on a seven-day per week basis. C. Licensee to pay District a percentage of revenue collected from the beverage vending machines. Licensee s proposal should state what the percentage will be with an escalation provision over a three-year contract. D. Licensee to provide beverage fountain and bar gun equipment, multi-beverage fountain and bar gun dispensers including CO2 compressor, bag in box (BIB) racks and all related hardware, connectors, piping, and/or tubing. E. Licensee to provide and deliver the District Display Refrigerators as requested at no additional cost to the District. F. Licensee to allow the District to participate in licensee s purchase of beverages at reduced cost for the District s use in connection with Park District operated nonvending concession areas and special events. G. Licensee to provide to the District an up-front fee for sponsorship of District projects or programs in exchange for an exclusive beverage distribution services license. Licensee to pay fee for sponsorship to District April 1, 2015, April 1, 2016, and April 1, The up-front sponsorship fee will be non-refundable unless the

3 license is terminated by the District without cause. In the event of termination by the Park District without cause, the license fee refunded will be reduced by ten (10) percent for each year or part thereof that the license is in effect. H. Licensee to maintain insurance coverage in amounts, types, and with insurers approved by the District. I. Licensee to full indemnify and hold harmless the District from and against claims and liabilities associated directly or indirectly with the license or licensee s vending operations. J. Licensee to comply with all applicable Federal, State, and local laws, rules and regulations. Documents submitted in response to the RFP become the exclusive property of the Wheeling Park District. The District expressly reserves the right at any time and from time to time, for its own convenience, and without notice to do any or all of the following: - Waive or correct any defect or technical error in any response, proposal, or proposal procedure, as part of the RFP or any subsequent negotiation process. - Reject any and all proposals as well as proposals of any person or firm who, in its opinion, has insufficient experience in beverage distribution services operations or who cannot demonstrate the necessary capital, materials, equipment, or supervisory personnel to execute the contract. - Reject any and all proposals, with or without cause, and without obligations to indicate any reason for such rejection. - Modify the selection procedure, the scope of the proposed license, minimum requirements, or the required responses. - Negotiate with any, all, or none of the respondents to the RFP. III. Qualifications The selected qualified firm will demonstrate a proven record in providing comparable services in the operation of similar facilities. Proof of achievement in the following areas: A. Ability to provide services 7 days a week, year around. B. Provision of clean, safe and sanitary equipment that meet or exceed government or industry standards and as outlined in item II. - A. C. Provision of trained personnel to properly service the equipment.

4 D. Maintenance of an approved counting system or other means of keeping accurate readings and records of the amount of beverage dispensed from and supplied to the equipment in a manner acceptable by the Park District. E. Proof of insurance coverage in amounts, types, and with insurers reasonably acceptable to the Park District for: 1. Workers Compensation 2. Comprehensive General Liability 3. Comprehensive Automobile Liability 4. Product Liability 5. Fire and Theft Insurance F. Provide three (3) references from the Chicagoland area. IV. Volume History The following represents volume history, as provided from our current vendor, for the time period November 1, 2013 through October 31, Cases Location 20oz Water (Cases) 20oz Soda (Cases) Heritage Park Sports Complex Family Aquatic Center District Special Events Traditions at Chevy Chase (CC) Golf Course Bag-In-Box (BIB) Location BIB (5 Gallon) Family Aquatic Center Chevy Chase Country Club - Banquets Vending Machines Location BIB (3 Gallon) 20oz Sport Drink (Cases) 20oz Water (Cases) 20oz Soda (Cases) Community Recreation Center (CRC) Fitness Center - CRC Childerley Park Horizon Park Parks and Facility Services Building Traditions at Chevy Chase Golf Course Traditions at CC Golf Course - Maintenance oz Sport Drink (Cases)

5 V. Response to the Request Questions concerning this request may be submitted via to Interested qualified firms must respond to this RFP no later than February 2, 2015 at 4:00 p.m. Proposals should be directed to: Kevin Romejko Director of Administrative Services Wheeling Park District 333 W. Dundee Road, Wheeling, IL Please provide a detailed listing or chart of the items below and base pricing on anticipated volume of sales combined with being an exclusive beverage provider. A. Please indicate which plastic bottled, Bag-in-Box, and frozen drink products offered a. Please specify volume of plastic bottles per case b. Please specify volume of product per container c. For Bag-in-Box (BIB) items please indicate number of finished fluid ounces of product per BIB unit (i.e. per 3 gallon or 5 gallon unit) d. Please include pricing for 16, 20, 22, and/or 24 oz. cups, lids, and straws B. Please provide a profitability analysis for full service vending and resale C. Please indicate what your volume discount is for each product, if any D. Please indicate suggested retail prices and projected profit and profit margins for each product at those prices E. Please list promotional support provided by the vendor. This refers to items such as apparel for prizes, product donations for special events, promotional banners, etc. F. Please indicate any other unique products or service you could provide The Wheeling Park District will evaluate all proposals submitted and, if a qualified firm is awarded a license, such license will commence on April 1, 2015.

6 Wheeling Park District s Heritage Park Sports Complex, opened in March 2014, features four synthetic surface baseball/softball fields and a full-service concession stand building. It is the premiere, elite sports complex in the Chicagoland Northwest Suburbs and recognized on a local, regional, statewide, and national level. Wheeling Park District s Outdoor Family Aquatic Center, featuring a full-service concession stand, hosted 73,000 visitors from June 4 September 5, Wheeling Park District s Traditions at Chevy Chase Golf Course and Chevy Chase Country Club Banquets provides a memorable experience for 85,000 guests annually.

7 APPENDIX A Proposals will be considered exclusive for water, juice, sports/energy, and soda beverage services. Please propose exhibit 1, exhibit 2 and exhibit 3 as separate proposals. Exhibit 1 - Locations included (All Locations) Community Recreation Center 333 W. Dundee Road, Wheeling Equipment: Three (3) vending machines Offerings: Soda/Water/Juice/Sports/ Energy drinks Description: 77,674 square foot facility housing Guest Services, Recreation Programs, Fitness Programs, Birthday Parties, Rentals, Preschool, and Administrative Offices. Fitness Center - Community Recreation Center 333 W. Dundee Road, Wheeling Equipment: Two (2) vending machines Description: 2,208 square foot Fitness Center offering free-weight and cardiovascular exercise. Approximately 980 members. Family Aquatic Center 327 W. Dundee Road, Wheeling Equipment: Two (2) CSD fountain dispensers Offerings: Soda/Water/Juice/Sports/Energy Drink Description: Outdoor aquatic facility with 1,500-bather load capacity and full-service concession stand. 73,000 visits June 4 September 5, Features two tube slides, two drop slides, one diving board, sand volleyball courts, children s sand area, waterfall, and water spray ground. Heritage Park Sports Complex 333 W. Dundee Road, Wheeling Equipment: Current is plastic bottles from display refrigerator. Desire is to replace current with two (2) CSD fountain dispensers Description: Opened in March 2014, featuring four (4) synthetic surface baseball/softball fields arranged in a wagon wheel design with a full-service concession stand in the middle. Hosts local, state, and national youth and adult athletic events, leagues and tournaments. Parks and Facility Services Building 245 Egidi Drive, Wheeling Description: Home base to the Park Services staff. Employee only location.

8 Horizon Park 373 Shoenbeck Road, Wheeling Description: 10 acre park housing three baseball/softball fields, soccer fields, a basketball court and playground. Childerley Park 506 McHenry Road, Wheeling Description: 12.5 acre park with shelter area, BBQ grills, sand volleyball courts, paths, working washroom facilities, open passive areas, playground, and historic church. Traditions at Chevy Chase Golf Course 1000 N. Milwaukee Avenue, Wheeling Equipment: Two (2) vending machines and bottles served from beverage carts. Description: 5-Star, 18-hole Championship golf course situated on 126 acres. Over 34,231 rounds played in Advertising opportunity available on golf cart GPS system. Traditions at Chevy Chase Golf Course Maintenance Building 1000 N. Milwaukee Avenue, Wheeling Description: Home base to golf course maintenance staff. Employee only location. Chevy Chase Country Club Banquets 1000 N. Milwaukee Avenue, Wheeling Equipment: Seven (7) beverage gun dispensers and seven (7) display refrigerators Description: 34,690 square foot Clubhouse offering full-service banquet operation Devonshire room seating 250 and Grand Ballroom seating 500 hosting celebratory and corporate events. Also includes golfer s bar and grill serving plastic bottles from display refrigerator.

9 Exhibit 2 - Locations included (Excludes Traditions at Chevy Chase Golf Course, Traditions at Chevy Chase Golf Course Maintenance Building, and Chevy Chase Country Club Banquets) Community Recreation Center 333 W. Dundee Road, Wheeling Equipment: Three (3) vending machines Offerings: Soda/Water/Juice/Sports/ Energy drinks Description: 77,674 square foot facility housing Guest Services, Recreation Programs, Fitness Programs, Birthday Parties, Rentals, Preschool, and Administrative Offices. Fitness Center - Community Recreation Center 333 W. Dundee Road, Wheeling Equipment: Two (2) vending machines Description: 2,208 square foot Fitness Center offering free-weight and cardiovascular exercise. Approximately 980 members. Family Aquatic Center 327 W. Dundee Road, Wheeling Equipment: Two (2) CSD fountain dispensers Offerings: Soda/Water/Juice/Sports/Energy Drink Description: Outdoor aquatic facility with 1,500-bather load capacity and full-service concession stand. 73,000 visits June 4 September 5, Features two tube slides, two drop slides, one diving board, sand volleyball courts, children s sand area, waterfall, and water spray ground. Heritage Park Sports Complex 333 W. Dundee Road, Wheeling Equipment: Current is plastic bottles from display refrigerator. Desire is to replace current with two (2) CSD fountain dispensers Description: Opened in March 2014, featuring four (4) synthetic surface baseball/softball fields arranged in a wagon wheel design with a full-service concession stand in the middle. Hosts local, state, and national youth and adult athletic events, leagues and tournaments. Parks and Facility Services Building 245 Egidi Drive, Wheeling Description: Home base to the Park Services staff. Employee only location. Horizon Park 373 Shoenbeck Road, Wheeling Description: 10 acre park housing three baseball/softball fields, soccer fields, a basketball court and playground.

10 Childerley Park 506 McHenry Road, Wheeling Description: 12.5 acre park with shelter area, BBQ grills, sand volleyball courts, paths, working washroom facilities, open passive areas, playground, and historic church.

11 Exhibit 3 - Locations included (Includes only Chevy Chase facilities) Traditions at Chevy Chase Golf Course 1000 N. Milwaukee Avenue, Wheeling Equipment: Two (2) vending machines and bottles served from beverage carts. Description: 5-Star, 18-hole Championship golf course situated on 126 acres. Over 34,231 rounds played in Advertising opportunity available on golf cart GPS system. Traditions at Chevy Chase Golf Course Maintenance Building 1000 N. Milwaukee Avenue, Wheeling Description: Home base to golf course maintenance staff. Employee only location. Chevy Chase Country Club Banquets 1000 N. Milwaukee Avenue, Wheeling Equipment: Seven (7) beverage gun dispensers and seven (7) display refrigerators Offerings: Soda/Water Description: 34,690 square foot Clubhouse offering full-service banquet operation Devonshire room seating 250 and Grand Ballroom seating 500 hosting celebratory and corporate events. Also includes golfer s bar and grill serving plastic bottles from display refrigerator.

12 Proposals Submitted By: Please propose exhibit 1, exhibit 2 and exhibit 3 as separate proposals. Company: Authorized Signature: Printed Name: Title: Address: City, State, Zip: Phone: Date: