Beach Goncession Services at the Town of Yarmouth

TOWI\ OF YARMOUTH, MASSACHUSETTS

1146 Route 28

South Yarmouth, MA 02664 (s08) 398-223 I

INVITATION FOR BIDS FOR

Beach Goncession Services at the Town of Yarmouth Beaches.

NOTE: The Town of Yarmouth publishes its solicitations, attachments, and addenda online and they are available for viewing and downloading at the following intemet address:

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TOWN OF YARMOUTH, MASSACHUSETTS

INVITATION FOR BIDS FOR

Beach Concession Services at the Town of Yarmouth Beaches.

TABLE OF CONTENTS

1.0 l.l 1.2

2.0 3.0 3.1 3.2 3.3 3.4 3.3

4.0 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.ll 4.12 4.13 4.14 4.15 4.16 4.17 4.18 4.19 4.20 4.21

5.0 5.1

6.0

Introduction

Purpose Background Information

Summarv Information and Calendar Scope of Services and Specifications

Purchase Descriptior/Scope ofServices Contract Term Length and Renewal Options Substitutions Work Schedule, Time Limits, and Notice to Proceed Additional Information or Specifications

Information & Instructions to Bidders

Issuing Office Notice of Pre-Bid Conference Questions and Clarifications Changes to the IFB (addenda) Bid Deposits Responsive Bid (includes submission requirements and bid specifications) Bid Acceptance and Rejection Incorporation of Bid Content

Expenses

Term of Validity of Bids Acceptance of IFB Terms and Conditions, Bidder Representations Bid Modifications and Withdrawals Unexpected Closure or Delays

Late Submissions Rule for Award Execution of Contract Taxes Performance Bonds and Payment Bonds Insurance Licenses and Permits Indemnification

Form of Submission

Submission Requirements

Minimum Criteria

APPENDICES

Appendix I Appendix 2

Exhibits - as indicated Attachments - as indicated

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1. INTRODUCTION

1.1. Purpose On behalf of the Town of Yarmouth, the Chief Procurement Officer (CPO) is soliciting responses from qualified vendors to operate the concession stands at Parkers River Beach and Bass River Beach (Smugglers) in accordance with the specifications set forth within the Invitation for Bid (IFB) document.

Bids accepted on single or multiple locations - multiple contracts will be issued.

This solicitation is being conducted in accordance with the provisions of Massachusetts General Laws

Chapter 30B.

1.2. Background Information See this documents in Scope of Services section for specific services requested. The attached Exhibit 1

provides additional background information related to the project.

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2. SI.IMMARY INFORMATION AND CALENDAR

Procurement Contact

t_\'EN-t

Advertisement

lnvitation for Bid Available

Time And Place For Pre-Bid Conference Deadline for Written Questions

Addenda

When and Where Bids are Due, IFB Opening

Anticipated Evaluation Period

Laura Hayden, DPW Administrative Supervisor

LHayden(@yarmouth. ma. us 508.398.2231 ext. 1250

DATE May 8-l1,2020

DESCRIPTION Advertisements will be posted in the Register newspaper; Massachusetts' online procurement platform: COMMBLIYS; and in the Massachusetts

Inspector General's Office - Goods and Services

Bulletin.

May I1,2020

By appointment optional

IFB documents containing information and details of

bidding requirements may be obtained at: 99 Buck Island Road, West Yarmouth, MA 02673 or by email request using the following email: LHayden(@,yarmouth.ma.us or on-line at the Town's web site "Doing Business" page

if Call Dave Carlson to schedule an appointment

desired at 508-294-5931

May 21,2020 By l2:00 p.m.

Via email onlv to: lha)rden(rit)'arnrouth.nra.r.rs Clearly label questions by using the following subject

line: QUESTION - Beach Concession Services at

the Town of Yarmouth Beaches IFB

May be issued up to 5 days prior to

the due date of

responses.

If any changes are made to this bid, an addendum will be issued. Addenda will be e-mailed to all bidders on

record as having received the bid package and posted to

the Town's Website. All respondents are required to acknowledge all addenda in their response.

May 26,2020by 3:00 p.m. local time

May 26,2020

Bids must be received by the due date and time at: I146 Route 28, South Yarmouth, MA02664.

Late submissions will not be considered. No faxed or emailed submissions will be accepted. Bids will be opened at this date/time, the Bidder and Price will be

announced.

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2. SUMMARY INFORMATION AND CALENDAR (continued)

Anticipated Award Contract executed

Bid Deposit Payment Bond Performance Bond Insurance

Mav 27,2020

Within 90 days of

the due date

Prior to Contract Execution

Required for this procurement

A/Not applicable Not required for this procurement

A/Not applicable Not required for this procurement

Refer to contract Certificate of insurance will need to be provided upon

terms

execution of the contract

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3. SCOPE OF SERVICES AND SPECIFICATIONS 3.1. Purchase Descriptior/Scope of Services The Town is seeking Beach Concession Services at the Town of Yarmouth Beaches; specific requirements are included in Exhibit 1. 3.2. Contract Term Length and Renewal Options After selection of the highest responsible and responsive bid, a written contract containing the terms of this IFB and the bidder's response shall be executed by the successful respondent and the Town. The contract period is for one year from the execution date. The Town anticipates May 27,2020, start date; however, the actual period will be determined as mutually agreed upon between the Town and successful

respondent.

At the expiration of the initial one-year contract period, the Town, at its sole discretion, may extend the contract up to two additional one-year periods to provide ongoing assistance and implementation advice related to the scope of services completed in year 1 ofthe contract. Extensions are offered on a year by year basis. [n no event will the term ofthe contract, including extensions, exceed three (3) years. The terms and conditions are specihed in the Contract attached to this IFB as Exhibit 1. Any terms or conditions imposed by a respondent must be contained within their response and must not conflict with the requirements and/or specifications contained within this IFB. 3.3 Additional Information or Specifications

None.

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4. INFORMATION & INSTRUCTIONS TO BIDDERS

4.1. Issuine Oflice

This IFB is issued by the Municipal Operations Department on behalf of the Town of Yarmouth. The contact for the Department is:

Laura Hayden, DPW Administrative Supervisor Office of the Department of Public Works 99 Buck Island Road

West Yarmouth, MA 02673

(508)-398-223 I ext. 1250

I hayden(@ yarmouth.ma. us

This department will follow the requirements of Massachusetts General Laws and the instructions noted

below in administering this IFB process, including responding to questions and clarifications resulting from this IFB.

4.2. Notice of Pre-Bid Conference

Not applicable for this IFB - There is no pre-bid conference, however a pre-bid conference is optional.

4.3. Ouestions and Clarifications

Questions requiring clarification shall be submitted in writing via email only to the Chief Procurement Officer, at procurement(@.yarmouth.ma.us. Questions must be submitted no later than 5 days prior to the due date of response for this IFB. This affords the Town adequate time to respond with a correction or additional information prior to the deadline for submission of bids. Should it be found necessary, a written addendum will be incorporated into the IFB and will become part of the contract. Those who have received a copy of the IFB will be notified of such changes.

4.4. Chanees to the IFB (Addenda)

This solicitation is being conducted in accordance with the provisions of Massachusetts General Laws Chapter 30B, and all contracts must be strictly awarded in accordance with the requirements of the Invitation for Bid. The Town has no discretion under the law to consider bids that fail to comply with those requirements, except for minor informalities as permitted by MGL Chapter 30B Section 5(0. If it becomes necessary to revise any part of this IFB or otherwise provide additional information, an addendum will be

issued to all prospective bidders who received copies of the original request.

Each Respondent shall acknowledge receipt of any and all addendum issued to the Invitation for Bid by so indicating in their response. Failure to do so may be cause to reject the bid as being unresponsive.

Addenda will be emailed; if an email address was not provided, then it will be faxed. [f a fax number was not provided, then the addenda will be mailed. Addenda will also be posted to the website. Please check back on the website for addendums before submitting your bid to the Town. Respondents may not be notified individually of Addendums. Failure of a Respondent to receive or acknowledge any addendum

shall not release the Respondents from the obligations under their response.

4.5. Bid Deposits -Required/applicable for this IFB/contact.

(i) Bidder shall tender the TOWN a security deposit in the amount of Two Thousand ($2,000.00)

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(ii) Dollars upon the execution of this FOOD SERVICE CONCESSION AGREEMENT, to be paid by

a certified check or money order payable to the Town of Yarmouth. Personal checks shall not be

accepted.

(iii) Made payable to the Town of Yarmouth;

(iv) Conditioned upon the faithful performance by the principal of the agreements contained in the bid, and in the form ofcash, certified check, treasurers', or cashier's check issued by a responsible bank

or trust company, or a bid bond issued by a surety company licensed to do business in the

Commonwealth of Massachusetts.

(v) All bid deposits, except those of the three highest responsible and eligible bidders, shall be

returned within five (5) days, Saturdays, Sundays and legal holidays excluded, after the opening of the general bids. Bid deposits of the three highest responsible and eligible bidders will be held by the Awarding Authority during the time stipulated for the execution of the contracts and may

be disposed of in such a manner as will accomplish the purpose for which they are submitted. After expiration of such period, bid guarantees not disposed, or the amounts thereof, will be

returned within five (5) days, Saturdays, Sundays, and legal holidays excluded.

4.6. Resnonsive Bid

A responsive bid is one that has been properly, and timely submitted in a sealed envelope contains all

required attachments and follows the form of submission outlined below and in Section 5 of this IFB.

4.6.1. Submission Requirements

Bids must be submitted by the due date and time and submitted in a sealed envelope as follows:

(i) One (1) original bid.

The bid must be placed in its own, sealed envelope which is marked:

"BID ENCLOSED FOR - Beach Concession Services at the Town of Yarmouth Beaches."

Submitted by: (Name of Respondent/Bidder)

Bids shall be delivered or mailed to the following address: Laura Hayden, DPW Administrative Supervisor I146 Route 28 South Yarmouth, MA 02664

| (508)-398-2 23 ext. 1250

All bids must be received no later than 3 p.m., local time, on May 26,2020. Bids or any parts thereof received after the time and date stated above will be rejected as non-responsive to the IFB. Delivery of bids to any office or location other than the location specified above will not constitute receipt by the Town. It

is the sole responsibility of the Respondent to ensure that bids are received at the proper location, prior to the stated deadline. Respondents should plan accordingly for a timely delivery. Faxed or emailed bids will not be accepted.

4.6.2. Bid Specifications

o Bids must follow the specifications and requirements outlined in Section 5 of this IFB. o The Respondent should ensure their bid provides the information and/or documentation necessary

to satisfy the Minimum Criteria set forth in Section 6 of this IFB.

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