Request for ProposalCoffee Service

Midtown Carnegie Branch Library397 E Central

Springfield MO, 65802

Request for Proposal

The Springfield-Greene County Library District (the Library) invites you to submit a proposal for coffeeservice at the Midtown Carnegie Branch Library, 397 E Central, Springfield MO, 65802. Proposals shouldbe submitted in a sealed envelope, clearly marked ‘RFP Midtown Carnegie Coffee Shop’ and addressedto:

Springfield-Greene County Library DistrictAdministrative Offices

4653 S Campbell AvenueSpringfield MO, 65810

The deadline for receiving the proposal shall be 5:00 p.m. C.S.T., Friday December 3, 2021. Proposalsmust be received by a member of the library system’s staff and stamped with date and time received.You may tour the site prior to your proposal. Please notify library staff at 417-616-0587 or 417-616-0509before going. Direct all questions concerning the RFP to:

Jim SchmidtAssociate Director

4653 S Campbell AvenueSpringfield MO, 65810

(417)616-0587jims@thelibrary.org

The Library reserves the right to accept or reject any or all proposals, in part or in whole, to waive minorirregularities, technicalities or informalities in proposing, and to award a contract deemed to be in thebest interest of the Library. Final selection will be made by a committee of individuals made up of Libraryboard members with input from Library personnel. If no acceptable proposal is received the Library alsoreserves the right to re-solicit proposals, at its sole discretion.

Scope of Services

A. Period of Performance and Options

The services to be rendered under this RFP shall be for an initial period of one year. At the endof one year, vendor and Library will renegotiate the terms of the lease agreement.

B. Completely Independent Contractor

The relationship of the vendor to the Library is that of an independent contractor and inaccordance therewith. Vendor covenants and agrees to conduct itself consistent with suchstatus and that neither its employees, officers or agents will claim to be an officer, employee oragent of the Library or make any claim, demand or application to or for any rights or privilegesapplicable to any officer or employee of the same, including to but not limited to workers’compensation coverage, unemployment insurance benefits, social security coverage, orretirement membership or credit.

C. Mechanics of Coffee Shop Operation

The vendor and their representatives shall follow all applicable library regulations while onlibrary property, including the no tobacco products, weapons authorized by law, and drug-freepolicies. No work shall interfere with the library activities or environment unless permission isgiven by the Springfield-Greene County Library District.

The Midtown Carnegie Branch Library recorded a patron traffic count of approximately 180,000 eachyear of operation, averaging approximately 595 visitors per day prior to 2020. In 2021 the MidtownCarnegie Branch Library experienced 6,128 visitors per month, or 239 per day. The coffee shop space issituated in the main entryway to the library. The space is designed to attract customers who want a placeto relax and enjoy coffee, tea, soft drinks or food.

The vendor agrees to provide coffee and beverages, moderately priced. Prepackaged food may also beoffered. Only small appliance preparation (hot plate, slow cooker, panini/sandwich press), coffeebrewing, and re-heating on site is permitted. Vendor will keep a current list of prices for food andbeverage items on file with the Library.

It is the vendor’s responsibility to obtain all the appropriate licenses for serving food and drink. Theoperator will be given an opportunity to cater to groups using the library’s community meeting spaces.

The name of the café will be determined by the vendor subject to final approval by the library board.

The space utilized contains approximately 500 square feet with access to an additional 200 square feeton the top floor for seating. Customers may take their purchases inside the library.

The Library will provide:

● Grease trap (vendor schedules and pays maintenance)● Existing lighting● Ceiling and flooring● Electricity● Water

● Outside trash removal● Limited janitorial● Pest control● Microwave● Espresso machine● Coffee grinder/mill● Refrigerated display case● Ice Machine● Two (2) commercial blenders● Under counter double door refrigerator● Three (3) square tables● One (1) round tables● Nine (9) chairs● Internet access● Telephone connection (including number)● Telephone ● Dual coffee brewer● Standing refrigerator/freezer● Small 3 bay sink

The coffee shop operator will provide and pay for the following services:

● Shop equipment, shop supplies● Water filter replacements for coffee, espresso, and ice makers● Bussing and cleaning tables● Cleaning spills ● Taking trash to the outdoor trash receptacle● Electric (billed quarterly)● Point of sale (POS) system

Vendor shall ensure that all employees under vendor’s jurisdiction are dressed in proper attire (no sheerclothing, clothing or hats with offensive language or graphic depictions, etc.). Use of offensive or foullanguage or gestures is strictly prohibited. Vendor’s employees shall show respect for all customers.

Vendor is expected to properly train all employees engaged in work under this agreement regarding thesafe handling and operation of concession stand equipment as well as any applicable safety issues.Compliance with OSHA standards and regulations is mandatory. Worker violations of these standardsand fines are the responsibility of the vendor.

Janitorial Duties

Vendor must regularly monitor and pick up litter within and around the coffee shop area. Vendor shallsupply all cleaning equipment and all cleaning supplies necessary for the job. Vendor shall useappropriate cleaner for work done: USDA approved cleaners when cleaning around food service areasand disinfectants and all-purpose cleaners when sterilizing and cleaning objects away from the food

service area. Garbage must be taken out every night to the dumpster provided by the library system. Nogarbage shall be left in the coffee shop overnight. Garbage containers must be lined with plastic liners.Liners must be replaced daily or more often if necessary. If odor becomes obvious or the library receivescomplaints, containers will be required to be washed out more often. Vendor must break down allcardboard boxes. Vendor must not leave any paper, boxes, etc. on the ground or outside the building. Allboxes must be removed by the end of the day.

Maintenance

The Library is responsible for repairs to the building and the vendor is responsible for repairs to allequipment, furnishings and counters it installs.

Insurance Requirements

Within 10 (ten) days of notification of award the vendor shall furnish to the Library a Certificate ofInsurance showing compliance with the following limitations:

Vendor agrees to comply with the Worker’s Compensation laws of the State of Missouri and shall providethe Library the necessary Certificate of insurance.

It shall be stated on every policy or certificate of insurance that the “insurance company agrees thatPolicy Number___________________________ (insert the number) shall not be cancelled, changed, orallowed to lapse until the (10) days after the Library has received written notice as evidence by returnreceipt of registered letter, and it is agreed further that as to lapsing, such notice will not be valid ifmailed more than fifteen (15) days prior to the expiration date shown on this policy.”

The vendor further shall maintain such other insurance (with limits as shown below) as shall protect thevendor and hold harmless the Springfield Greene County Library District from any claims for propertydamage or personal injury, including death, which may arise out of operations under this contract, andthe vendor shall furnish the Library certificates and policies of such insurance as shown below.

Following is the listed insurance coverage which must be procured by the vendor at their own expense:

a) Commercial General Liability Coverage:

Limits of Insurance:

Each Occurrence Limit $1,000,000.00

Personal & Advertising Injury $1,000,000.00

General Aggregate $3,000,000.00

Products/Completed Operations $3,000,000.00

Medical Expense $10,000.00

b) Automobile Insurance Policy: Limits of $300,000.00 for any vehicle owned by the company foroperation on library owned property.

c) Disposition: Certificate of Insurance for Protective Liability, Public Liability, including PropertyDamage, specifically naming the Springfield-Greene County Library District as an additionalinsured and loss payee, must be sent to the Library prior to commencement of the coffee shopoperation. The library must be held harmless in any case or circumstance to the vendor’sequipment or product of sale. The vendor will be fully liable for their equipment and product.

d) No insurance will be acceptable unless written by a company licensed by the State InsuranceDepartment to do business in Missouri.

e) The library will be held harmless in any case or circumstance to the vendor’s equipment orproduct of sale. The vendor will be fully liable for their equipment and product.

Organization Vendor’s Proposal

Cover letter: A cover letter shall be provided describing the vendor including name and address of theentity submitting the proposal, the date the entity was established, and the name, address, telephonenumber and e-mail address of the person or persons who will serve as the entity’s principal contactperson and be authorized to make representations on the entity’s behalf. The letter must have thesignature of the person having proper authority to make the proposal for the entity.

Management approach: A written explanation shall be provided as to the approach the vendor intendsto:

Keep the premises clean;Develop and adjust menu items;Cook and bake food items off premises and deliver to said premises;Staff the operation.

Menu: Provide an example of the type of food and beverage items which will be offered in the coffeeshop.

Lease agreement: The Springfield-Greene County Library is seeking an operator willing to enter into anopen contract for one year for the amount of $125 per month. At the end of the first year both partieswould re-negotiate the lease agreement.

Proposal execution: The proposal must be signed in ink with the address of the entity provided. Vendorsmust also include the following with the submission:A completed and signed Qualification Questionnaire included with this RFP;An estimate of the time needed to get the Coffee Shop open for business.

General Information Used In Response to RFPThere is no standard format required to submit the proposal. Service will be provided at a minimum during the hours the library is open:

Monday- 9:30am-6:00pmTuesday – 9:30am-6:00pmWednesday - 9:30am-6:00pmThursday – 9:30am-6:00pm

Friday – 9:30am-6:00pmSaturday - 9:30am-6:00pm

Vendor should be prepared to extend hours if library system changes hours of operationThe Library is prepared to discuss extended hours The Library is prepared to discuss shortened hoursThe Library is interested in food and beverages as is found in a Starbucks or a store of similar ilk.The coffee shop will primarily serve coffee and other beverages to people wanting to spend severalhours in the building.

Offending Section

If there is an offending section herein prohibiting you from making a proposal please point out thesection, taking your exception to it, and submit your proposal for consideration.

Vendor’s Qualifications Questionnaire

All information in the Questionnaire must be furnished by the vendor to the Springfield-Greene CountyLibrary District. All supplementary statements and attachments should be identified by appropriatecaption and keyed to the items in the Questionnaire to which they apply. The Questionnaire must besigned for and on behalf of the vendor by the (i) owner, if a sole proprietorship; by all (ii) partners, if apartnership or joint venture; by (iii) authorized officer, if a corporation; by (iv) all members, if a limitedliability company.

1. Vendor’s name exactly as it would appear on the contract:

2. Provide a brief history of your organization or business experience.

3. Please provide three names and phone numbers of persons who can be contacted as references inregard to your business experience.

4. Has the vendor ever been a party to any legal action or proceeding relative to a food/beveragecontract? Yes No (If yes, give details on a separate page.)

5. Does the vendor have any motion pending against it or has the vendor ever been the subject of suchaction taken by any governmental agency for non-payment of taxes, law violations, or violations of anyCity, County, State or Federal Code? Yes No (If yes, give details on a separate page.)

6. Within the past ten (10) years has the vendor voluntarily or involuntarily had its assets placed withinthe jurisdiction of a court under any bankruptcy, insolvency or credit reorganization laws, or had itsassets or management placed in a trust for the benefit of creditors?

Yes No (If yes, give details on a separate page.)

7. Please indicate current insurance coverage maintained with respect to other food/beverageoperations and limits of coverage.

Attach any additional information which would be helpful to the Library in reviewing your qualifications.

Prior to the award of the agreement, the Springfield-Greene County Library District may require thevendor to furnish additional information to enable the Library to determine the capability of theundersigned to perform the terms and conditions of the proposed lease or agreement. The vendorhereby authorizes the Springfield-Greene County Library District to verify any of the informationprovided and to obtain credit history from appropriate credit reporting agencies.

The foregoing information and all attachments hereto are submitted to induce the Springfield-GreeneCounty Library District to select the vendor for the award of the agreement and are complete andaccurate to the best knowledge and belief of the undersigned.

Date:

Name of business: (print or type)

Authorized representative: (print or type)

Signature: