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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Millcreek City Hall Preferred Catering Provider due September 22, 2023, at 2:00 p.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals/bids (“Proposals” or “Responses”) from qualified proposers (“Proposers”) to be a preferred catering provider for the public areas at Millcreek City Hall (“Services”). 1.1. Intent. It is the intent of this Request for Proposals/Bids (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request. 2. Background and Detailed Description of Services. The City is a suburban/semi- urban municipality of approximately 65,000 residents. Among a wide spectrum of residential strata, the City has a moderate amount of active commercial enterprise, including small businesses, public and private schools, a major hospital, clinics, library, and community supporting non-profit headquarters. Fifty percent of households can be described as starter homeowner, young professional, and generationally established. The City has constructed Millcreek City Hall (“City Hall") located at 1330 E Chambers Avenue, 84106. The City Hall consists of six floors. Three of these floors are generally open to the public. The first floor consists of a market space, a restaurant, a coffee shop, a large fireplace and some gathering spaces for the general public as well as a space available for private event rentals. The second-floor host public meetings and City Council Chambers as well as spaces available for private event rentals. The sixth floor consists of a community room and multi-purpose room and will be available for private events rentals. Immediately adjacent to the City Hall is the Millcreek Common. Millcreek Common consists of an ice-skating rink and ice-skating loop area totaling 11,000 square feet. Millcreek Common forms the centerpiece of what will be City offices and “City Center”, and Granite Credit Union Adventure Hub Conference Room and a sundeck area. A diagram depicting all these areas with approximate square footage is attached and is referred to as Rental Areas. The City is requesting Proposals for a minimum of six not to exceed eight Proposers to provide catering services for the Rental Areas. Proposals should include a variety of menu items to serve groups from ten to 4,000 attendees. Selected Prospers will be entitled to preferred catering exclusivity at Millcreek Common and Millcreek City Hall. The Granite Credit Union adventure Hub will not require renters to use an exclusive preferred caterer. ---PAGE BREAK--- 3. Proposal Requirements. Two written copies and an electronic copy in PDF (Portable Document Format) of the Proposal are required to be submitted to Rachel Nasse, Millcreek Community Life Events Planning Manager, as listed below, no later than 2:00 p.m. local time on September 22, 2023. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. Except for the PDF copy referenced above no electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 3.1. Introductory Letter. An introductory letter expressing an interest in providing Private Event Catering should be included. The introductory letter should be addressed to: Rachel Nasse Millcreek Community Life Events Planning Manager Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 [EMAIL REDACTED] Include an e-mail address for the primary contact of the Applicant. 3.2. Qualifications. Describe, in detail the Proposer’s experience in performing the Services. Please provide a detailed biography of the company, the team assigned to the job, and the approach the team will take when working with the city. Please supply drawings and photos to support the proposal as well as a variety of menus and menu items that your company would provide. 3.3. Tasting Please provide a tasting showcasing your work for selection committee (six individuals). Tasting dates will be scheduled prior to September 1t, 2023 and may be in person or delivered. 3.4. Cost: Describe, in detail the Proposer’s proposed fee schedules for the Services. As described below the Proposer will be required to pay 10% of the gross fees billed for the Services to the City. 3.5. References. Include the name, address, and contact person of government or private agencies with which the Proposer has provided a similar service. The City may contact such references and do its own investigations and depending on the result of the investigation may result in disqualification based on the City’s sole and absolute discretion. 5. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services. 6. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value. The criteria and each associated percentage are as follows: ---PAGE BREAK--- Request for Proposals ▪ Qualifications (33.3%) ▪ Tasting (33.3%) ▪ Cost (33.3%) ▪ References (refences is a mandatory minimum requirement and the City may do its own investigation and the result of the investigation at any time during the solicitation process may result in a disqualification based on the City sole and absolute discretion) 7. Selection. The City will select an evaluation Committee. This committee will score the proposals and make recommendations to the Millcreek City Mayor. The mayor or his designee will make the final award of contract. The award of contract is scheduled for (September 15, 2023) 8. General Information. City reserves the right to reject any and all responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than September 5, 2023, at 2:00 p.m. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, in her sole and absolute discretion, that such response is of general applicability, her response, if any, will be posted on the City’s website at Millcreek.us (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 9. Terms of Contract. The successful Proposers will be required to enter into a contract with the City to provide the Services. The agreement will provide, among other things, that Proposer will submit data regarding the event no later than three days after Service has been rendered and the resulting amount will be due no later than 30 days after the event. If the selected Proposer and the City Attorney are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the Mayor, or his designee, and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed. 10. Contact Person. For more information on the Proposal, contact Rachel Nasse, Community Life Events Planning Manager, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Kurt Hansen, Director of City Facilities, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106. 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