REQUEST FOR PROPOSAL PREMIUM COFFEE SERVICE The Lodge Des Peres is currently accepting proposals until 2:00 p.m., Wednesday, November 28, 2012, for Premium Coffee exclusivity for The City of Des Peres. Any proposal received after the time and date specified will not be considered. The Lodge Des Peres reserves the right to waive all informalities and reject any or all proposals. Questions regarding the proposal request should be directed to Aaron Kaminski, Facility Specialist, by calling (314) 835-6152. All proposals should be delivered to Des Peres City Hall, Attn: City Clerk, 12325 Manchester Road, Des Peres, MO 63131 by 2:00 p.m. Wednesday, November 28, 2012.
City of Des Peres REQUEST FOR PROPOSALS PREMIUM COFFEE EXCLUSIVITY THE LODGE DES PERES 1. REQUEST FOR PROPOSAL Qualified PREMIUM COFFEE service companies (herein noted as vendors ) are invited to submit proposals to provide PREMIUM COFFEE services at The Lodge Des Peres in accordance with the specifications contained herein. The selected company will provide The Lodge with contract proposals for a one-year period with the option to renew for each year for three years under the same terms and conditions with a maximum increase per year of 3% in the cost of goods supplied per year or the contract will be terminated. The Lodge will only offer exclusivity of a product line to a PREMIUM COFFEE supplier offering an exemplary package of product price, marketing support and services. 2. SCOPE OF SERVICES This 76,000 square foot recreation facility is complete with indoor amenities including a natatorium with a wave pool, slide and whirlpool spa. In addition to the natatorium, a fitness center, walking/running track, aerobics studio, meeting rooms, tot care room, gymnasium, and indoor/outdoor concessions, there is also an outdoor aquatic center that is open during the summer season, Memorial Day through Labor Day. Outdoor features include slides, a lazy river, spray garden, open play space and a cool water spa. Vendor shall provide, install and maintain One (1) PREMIUM COFFEE double brew system with a minimum capacity of 2.5 liters including stainless steel lined airpots with hot water dispenser brewing machines for use at the catering kitchen and as a single brew system with a minimum capacity of 2.5 liters including stainless steel lined airpot with a hot water dispenser at the employee break room at The Lodge. Equipment and supplies deemed necessary for operation must be identified in the firm s proposal including but not limited to cleaning supplies, staff training, etc. Vendor should provide a list of PREMIUM COFFEE products and the size of products packaging that are available in the specific Premium Coffee Brewing and serving machines as well as the equipment specifications in the proposal. The Lodge offers morning PREMIUM COFFEE service in the front lobby year round and at the indoor concession stand in the winter months. The Lodge Des Peres rents meeting room space year round to local businesses and organizations and offers PREMIUM COFFEE service to renters. The proposal shall include a price per case of 8 oz. PREMIUM COFFEE cups, sleeves and lids, Twenty (20) 2.5 liter stainless steel lined airpots. The City has a preference for locally roasted, ground, PREMIUM COFFEE products. The City has a preference for compostable and/or recyclable paper products. Access to the facility for installation work is to be coordinated with the Facility Specialist. Equipment deemed necessary for operation as well as the specifications must be identified in the firm s proposal. Regular maintenance shall include a minimum monthly restocking of product. The Facility Specialist will inform the Vendor of upcoming events of magnitude that may affect PREMIUM COFFEE supplies.
Marketing support is an important aspect to the success of these services. Therefore, the successful respondent will work with The Lodge to develop a successful marketing support program. Any marketing support programs developed will be subject to final approval from Lodge staff. Vendor shall also include any other incentives for their marketing program (logo printed cups, sleeves, lids, banners, support for special events, etc.). The Lodge Des Peres averages 10,000 cups of coffee per year from members and guests. Volume should be estimated based upon the number of visits (average per year 311,000). Vendor would be listed in 8,000 activity guides that are mailed to over 7,000 households in Des Peres and surrounding communities, 3 times a year, and listed in our email blast, reaching 3,700 current and past program participants and Lodge members. Morning Premium Coffee service Meeting Room Premium Coffee service Break Room Premium Coffee service An available product price list should also be included in the proposal. The following product prices should be included: Brewing Machine with 2.5 Liter Stainless Steel Lined Airpots 1- Double Brewer with hot water spicket 1-Single Brewer with hot water spicket Filters Premium Coffee Regular Premium Coffee Decaf Cups Lids Sleeves 20 2.5 Liter Stainless Steel Lined Airpots Cleaning supplies Monthly Maintenance 3. INFORMATION TO VENDORS REGARDING PROPOSAL SELECTION To simplify the review process and to obtain the maximum degree of comparability, the proposal must follow the outline as set below and, at a minimum, contain the required information. Respondents are encouraged to include additional relevant information. Finalist firms will be ranked and, if deemed in the best interest of The Lodge, the top ranked vendor will be awarded the contract. If the top ranked vendor fails to enter into an agreement, they shall forfeit their proposal and the next firm will be awarded the contract. A. LETTER OF INTENT Please submit a brief letter of interest, no more than one (1) page, which should include a description of the services you will provide and any other relevant information. B. APPROACH Define your process of providing services and indicate how your process and approach will accomplish the objectives of The Lodge. C. SCHEDULE Provide a proposed timetable, in calendar days for all stages of the project service.
D. REFERENCES Each proposal shall include a list of references. Each reference shall conform to the following requirements: A. Facility with a Coffee contract; recreation facility preferable. B. Facility name, contact person and title, phone number, address and number of years facility was contracted, should be included. Final selection criteria will be based on: A. The specialized experience and qualifications of the proposing firm. B. Customer satisfaction formalized methods of measuring customer satisfaction on a continuing basis. C. The expense of the products requested and percentage returned to The Lodge, along with other incentives, if offered. D. Depth of marketing program for The Lodge E. Quality of maintenance and service to The Lodge. F. The past performance record and evaluations by former clients. G. The depth of organization and its ability to respond to all anticipated needs of facility. H. Taste testing by staff if requested. 4. MISCELLANEOUS INFORMATION Proposals shall be submitted by 2 pm on Wednesday, November 28, 2012, as follows: To: Des Peres City Hall 12325 Manchester Road Des Peres, Missouri 63131 Attn: City Clerk
THE LODGE DES PERES PREMIUM COFFEE EXCLUSIVITY PROPOSAL FORM The Vendor agrees to provide all items as listed in the accompanying specifications as part of this proposal. MACHINES Catering Kitchen/Front Desk Area/Employee Break Room at The Lodge PRODUCT SELECTION: Supply Complies Cost Brewing Machine with 2.5 Liter Stainless Steel Lined Airpots 1- Double Brewer with hot water spicket 1-Single Brewer with hot water spicket Filters Premium Coffee Regular Premium Coffee Decaf Cups Lids Sleeves 20 2.5 Liter Stainless Steel Lined Airpots Cleaning supplies Monthly Maintenance PLEASE LIST A DETAILED MARKETING PROGRAM (attach additional sheets if necessary): Dated Quote Made by: Name of Company Agents Signature Printed Name Address Phone E-mail Address