City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
That the City Council approve the attached Request for Proposal (RFP) and
authorize staff to advertise for proposals for a food service provider (Operator) to
operate a restaurant and concession services in the Veterans Memorial Building.
BACKGROUND:
For the last five to six years, the Veterans Memorial Building (VMB) kitchen facilities
have been used by the on-site concessionaires as a prep area for concession
services during open-to-the-public events. Prior to that, the City was under contract
with a series of resident caterers. Other users of the VMB kitchen include the Lions
Club for their annual Crab Feed and Thanksgiving Day Senior Center dinner, and for
various Parks, Recreation and Community Services (PRCS) sponsored events.
DISCUSSION:
It is the PRCS Department intention, through the RFP process, to offer to
restaurateurs and food service providers the opportunity to, once again, enter into an
agreement with the City to provide regular restaurant services to the guests of the
VMB. However, because the VMB kitchen needs extensive remodeling in order to
obtain a Health Department Permit for daily food service, staff feels that the RFP
(Attachment “A”) should offer more of an incentive than just concessions. Toward
Meeting Date: 06/12/06 Item Number: A-14
AGENDA ITEM: Approval of RFP for Restaurant and Concession Services in the
Veterans Memorial Building and Authorization for Staff to Advertise for
Proposals.
Contact Person/Dept.: Pam Robinson,
VMC Manager
Phone Number: (310) 253-6632
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification on 06/07/06
Department Approval: William La Pointe;
05/31/06
CAO Approval: Martin R. Cole for Jerry
B. Fulwood (06/07/06)
City Controller Approval: Marlee Chang
(06/07/06)City of Culver City, California
City Council Agenda Item Report
that end, in addition to the kitchen facilities, the RFP offers the opportunity to lease
the Lethbridge Garden Room as a daily restaurant for breakfast and lunch, exclusive
concession opportunities throughout the day and evenings and a long-term (3-5+
year) lease. In exchange the Operator will also be required to fund the tenant
improvements necessary for daily food preparation and service as well as
recompense the City an appropriate monthly rental payment.
Staff will be interested in finding an Operator with the following qualifications:
1. An Operator with the financial resources and capabilities to fund the
necessary improvements.
2. The ability of the Operator to operate a successful restaurant and
concessions service.
3. Demonstrated record of success of the Operator on similar projects.
4. Qualifications of the Operator, members and relevant experience of the
individual staff members.
5. An Operator offering the best financial benefit to the City.
FISCAL ANALYSIS:
It is anticipated that the proposed arrangement will increase the revenue currently
realized by the City for the rental of the Lethbridge Garden Room and concessions
services.
ATTACHMENTS:
A. Request for Proposal for Restaurant and Concessions Services in the Veterans
Memorial Building
MOTION:
That the City Council:
Approve the Request for Proposal for Restaurant and Concession Services in the
Veterans Memorial Building and Authorize Staff to Advertise for Proposals.
MEETING DATE
6/12/06
AGENDA ITEM Approval of RF'P for Restaurant and Concession
Services in the Veterans Memonal Building and
Authonzation for Staff to Advertise for Bids
ATACHMENTS
Pages|1010| Request for Proposal for Restaurant 1-6
and Concessions Services in the
Veterans Memorial BuildingATTACHMENT 1
REQUEST FOR PROPOSALS FOR RESTAURANT AND CONCESSION
SERVICES IN THE VETERANS MEMORIAL BUILDING IN
THE CITY OF CULVER
The City of Culver City, herein after referred to as "City , is seeking an experienced
foodservice operator, herein after referred to as "Operator", to assume the on-going
operation of the Concessions and to open and operate a Restaurant (breakfast and lunch
only) in the Veterans Memonal Building, 4117 Overland Avenue, Culver City, CA
90230
SECTION 1
11 PROJECT LOCATION
The Veterans Memorial Building, a community and recreation center is located at 4117
Overland Avenue, on the corner of Overland Avenue and Culver Boulevard in the City of
Culver City, California (located approximately 10 minutes north of the Los Angeles
International Airport, and 10 minutes south of Beverly Hills and West Los Angeles)
12 PROJECT INFORMATION
The Veterans Memorial Building was built to serve the community as a Civic Center
meeting place for cultural, recreational and social activities sponsored by recreational,
civic and commercial interest It is the locale for a major portion of the leisure and
cultural activities of Culver City and its surrounding population The building is an all-
purpose event facility perfect for small meetings as well as large events More than 4,000
users schedule more than 20,000 hours of structured activities there each year
Additionally, the building provides another 6,000 hours per year for unstructured "drop-
in activities for senior citizens and teenagers More than a quarter of a million attendees
per year support the wide variety of activities presented in the Veterans Memonal
Building
In addition to meeting and banquet rooms, the Veterans Memonal Building houses,
• Kitchen Facility 675 +/- square feet
• Lobby Concessions 90 +/- square feet
• Auditorium Concessions 282 +/- square feet
• Storage Area 540 +/- square feet
The main kitchen facility is located next to the Lethbndge Garden Room (Garden Room),
a 1,216 square foot banquet room with an adjoining outdoor patio There is direct access
from the kitchen to the Garden Room making it a perfect location for a daily restaurant
1However, the main kitchen, built in 1950, has not been used as a full-service kitchen for
close to ten (10) years and will require major renovations, new equipment, and a County
of Los Angeles Health Department Permit
The two (2) Concession areas may require renovations and Permits if, and when, they are
operated on a daily basis
12 HOURS OF OPERATION
The Veteians Memorial Building is open for activities and rentals sel, en (7) days per
week closing only on eight (8) major holidays Food Service could be operated daily at
either or both of the concession areas for breakfast, lunch and dinner
The Garden Room must be made available to the City as a rental spa e beginning at
4 00 PM daily allowing the Operator to use it only for breakfast and lunch service All
tables, chairs, work stations and restaurant equipment must be cleared daily by 4 00 PM
from the Garden Room each day and placed in a storage area, out of Ate from the public
There are no limitations on the days and hours the kitchen could be in operation hi fact,
there may be opportunities for catering various meetings and events at the VMB
13 FUNDING SOURCE
The City budget does not currently include funding for any renovations, equipment or
permits required to operate the kitchen for daily food service, or the Garden Room as a
restaurant However, the City will entertain various options within the agreement with
the Operator in exchange for the required tenant improvements
SECTION 2
20 SCOPE OF SERVICE
The City is looking for an Operator that will, in the shortest possible time-frame and
immediate future, take over the kitchen for daily food preparation, the Garden Room for
daily restaurant operations (breakfast and lunch only), and the Lobb y and Auditorium
concessions for regularly scheduled events which require concession services
The City will entertain a proposal for a flat rate monthly rental fee, a percentage of sales
an escalating fee based on renovation costs and/or a combination of the above
The City desires an Operator that is experienced, capable and creatiN e, has a
demonstrated background as a restaurant owner, a demonstrated clientele in the City of
2Culver City, the financial resources and business team that will be able to provide the
highest quality of food and beverage services, at competitive pnces, and one who can
develop an aggressive and successful marketing and advertising program to build
sales/revenues, which, in turn, will reasonably insure a long-lasting, successful business
partnership between the City of Culver City and the Operator
21 E VENT CLEANING
Operator will provide adequate personnel to bus all tables and collect table cloths,
catenng equipment, dishes, glasses and flatware and break down all services stations at
the end of each day and event
2 2 SUPPLIES
In addition to all equipment necessary to perform duties, Operator will provide all
cleaning supplies, including, but not necessanly limited to trash receptacles, trash liners,
roll towels, brooms, mops, mop buckets, wet floor signs, floor cleaner/deg] easer,
disinfectant, drain cleaner and maintainer, oven cleaner and anti-slip/fatigue mat s, all
such supplies meeting or exceeding safety standards as published by Cal Osha
23 EQUIPMENT & FURNISHINGS
Operator shall provide all kitchen and concessions equipment and furnishings nect ssary
to operate a restaurant and concessions business Operator shall provide adequate
personnel to break down equipment and furnishings, which shall be ,tored on a daily
basis by a time certain and in an area on the Garden Room Patio agreed upon by City and
Operator
24 TRASH
Trash bins are provided at City expense, adjacent to the kitchen park Lrig All trash and
garbage must be emptied from the kitchen on a daily basis by Operator s personnel All
cardboard containers must be broken down and disposed of in the cardboard recycling
bin All other trash will be disposed of in accordance with City recyn ling rules and
regulations
25 CLEANING
Operator s personnel will be responsible for the daily and post-event cleaning o C any
kitchen oi concessions space utilized by them All trash and garbage must be emptied,
counters and cooking surfaces cleaned, floors swept and mopped, and all dishes washed
3All drain traps must be cleaned out after each days use All mop water must be emptied
in drainc designated for dumping
SECTION 3
30 PROPOSAL REQUIREMENTS
The City welcomes proposals from all such Operators Please use the following
guidelines for your proposal submittals and provide the information requested, to the best
of your ability, in the order detailed below|109| Your Company
a Corporation, partnership, proprietorship, names of officers and partners,
stockholders, etc
b How long in business
c Size of Company, annual sales, number of operating units, number of
employees, etc
d Describe ownership structure
e Description of services your firm provides, i e restaurants, catering,
concessions, etc
f Financial resources and capabilities if privately own( d, include three (3)
years financial statements and balance sheets (note tax returns and other
financial information may be requested at a later date)|109| Other Restaurant and Concession Operations
a List of similar operations/services in the greater Los Angeles area or other
location in closest proximity to the City of Culver City
b Name, address and phone number of client and/or landlord contact at
similar operations
c Date of opening or commencement of services provided for each location
d Description of foodservice operations provided for each location
e List of closed/lost businesses/contracts within the past 24 months
including the reason for such closure/loss and the name and phone number
of the client/landlord at each of these locations|109| Proposed Operations at the Veterans Memorial Building
a Extent of intenor/extenor remodeling contemplated
b Total estimated capital investment for remodeling and or furniture,
fixtures and equipment, and proposed method and sources to pay for the
investment
c Sample menu and prices
d Days and hours of operation
4e Advertising/Promotion/Marketing plans
f Description of on-site management structure and resume of proposed on-
site manager
g Food preparation methods, i e , on-site coking with flesh ingredients, off
site preparation, etc
h Proposed financial payment (i e , rent/commission reimbursement,
monthly/annual mimmum payment, etc ) to City
i Proposed "key" Lease/Contract terms and conditions
j Proposed "up-front" capital dollars, if any, available to City for c apital
improvements in place|109| Proof of the Following Minimum Insurance Coverage
a Automobile Liability, including owned, non-owned, and hired vehicles,
with Pnmary Bodily Injury with limits of at least $250,000 per person,
$500,000 per occurrence and Primary Property Damage of at least
$100,000 per occurrence or Combined Single Limits of $500 000 per
occurrence
b General Liability including coverage for premises and products,
independent contractors/vendors, personal injury and contractual
obligations with combined single limits of coverage of a least $1,000,000
per occurrence
c Errors and Omissions coverage with limits of at least $1,000,000 per
occurrence
d Worker's Compensation insurance as required by the Laboi Code of the
State of California
SECTION 4
30 PROPOSAL SUBMISSION
40
Three (3) sealed copies of written proposal shall be addressed and submitted by XXXXA
to
City of Culver City
Attn Pam Robinson, VMC Manager
4[17 Overland Avenue
Culver City, CA 90230
All proposals will be reviewed by the City based on the following criteria
• Ability of the Company to operate a restaurant and concessions
5• Qualifications of the Company members and relevant expene nce of the
individuals
• Demonstrated record of success of the Company on similar projects
• Responsiveness to this RFP and the completeness of the information provided
• Familiarity with all applicable requirements
The City reserves the right to reject, modify or cancel in part or in its entirety any and all
proposals The City may request additional information from any and all companies in
order to make the best decision The City will not pay for any costs incurred by any
company or person submitting a proposal in response to this RFP
The City will negotiate a lease with the Operator whose proposal, in the sole judgment of
the City representatives, is most advantageous to the City Financial return to the City
and financial capabilities and resources of the operator, and other factors will be
considered in the evaluation Proposals should be submitted based on the mosi
favorable terms possible Upon selection of the successful proposer, the City and the
successful proposer shall expeditiously prepare the lease agreement reflecting ihe agreed
upon terms and conditions
Inquiries on all matters during this process and matters requmng further clarification
concerning the contents of the RFP should be put in wnting and addressed to,
Pam Robinson, Manager
Veterans Memorial Complex
City of Culver City
4117 Overland Avenue
Culver City, CA 90230
310-253-6632 — phone
310-253-6629 — fax
pam robinson@culvercity org
The City anticipates selecting an operator and commencing lease/contract negotiations
close to XXXXX as possible The management of the Veterans Memorial Building is
committed to move in an expeditious manner as soon as the Operatoi selection process is
completed and a Letter of Intent exchanged between the parties|1013|