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TOWN OF BERNALILLO
MOUNTAIN WEST BREW FEST
REQUEST FOR PROPOSALS
BEVERAGE SALES
SUBMIT PROPOSALS TO:
MARIA RINALDI
TOWN OF BERNALILLO
PO BOX 638
BERNALILLO, NM 87004
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Proposals for Beverage Sales for the Mountain West Brew Fest at Bernalillo, referred to
herein as “MWBF”, a festival which includes beer tasting and sales, agricultural products,
food and entertainment. This event will take place on Labor Day Weekend at Loretto Park
in Bernalillo, New Mexico. Bid will be received by the Town of Bernalillo, 829 South
Camino Del Pueblo, Bernalillo, NM until 4:00 PM on May 8th, 2015. The Town reserves
the right to accept or reject any or all proposals and to waive irregularities or
technicalities provided such waiver doesn’t substantially alter the proposal.
Question about the RFP should be directed to María Rinaldi at 505-771-7133 or Carla
Salazar at 505-771-7114
SECTION I
GENERAL
1.1
Overall Scope: As MWBF’s duly authorized representative, the Town of
Bernalillo, is soliciting proposals for exclusive beverage sales at the New Mexico Wine
Festival at Bernalillo. Beverages include soft drinks, bottled water, juices, sparkling
waters, non-carbonated water and iced tea. Excluded from this list are lemonade
and hot beverages.
1.2
Contract Term: The contract will become effective upon notification of award
and will cover a minimum of one (1) year with an option to renew for no more
than three (3) consecutive years.
1.3
Formation of the contractual Agreement: The Town accepts a proposal as written
by issuing a written “Notice of Award” to the selected vendor that refers to this
proposal and accepts the proposal as submitted. This “Notice of Award”, will be
in the form of a Contractual Agreement prepared by the Town and signed by both
parties.
1.4
Contract Provisions by Reference: it is mutually agreed by and between the Town
and the vendor, the Town’s acceptance of the vendor’s offer, shall create a
contract between the parties thereto containing all terms and conditions of this
request for proposal and the vendor’s proposal, except amended by mutual
agreement. The vendor shall clearly state in the submitted proposal any
exceptions to or deviations from these contract documents or terms and
conditions. Such exceptions or deviations will be considered in evaluation of the
proposals.
1.5
INSURANCE REQUIREMENTS
A.
Certificates of Insurance
1.
The successful bidder shall furnish certificates of insurance issued
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2.
B.
by an insurance company authorized to do business in the State of
New Mexico.
The certificate of insurance and the underlying insurance policies
shall name the Town of Bernalillo and the Mountain West Brew
Fest, as an additional insured.
Insurance Policy Limits Requirements
1.
The successful bidder shall provide comprehensive general
liability insurance and comprehensive automobile liability
insurance, each policy having limits no less than One Hundred
Thousand and no/100 ($100,000.00) Dollars per claimant / Three
Hundred Thousand and no/100 ($300,000.00) Dollars / per
occurrence; Three Hundred Thousand and no/100 ($300,000.00)
Dollars aggregate; of Three Hundred Thousand and no/100
($300,000.00) Dollars combined limits.
SECTION II
TERMS AND CONDITIONS
2.1
Laws: Terms and provisions of this proposal solicitation and any contract
resulting from this proposal solicitation shall be constructed in accordance with
the laws of the State of New Mexico. Any litigation or actions commenced in
connection with this proposal solicitation, or contracts resulting from this
proposal solicitation shall be instituted in the appropriate courts in the State of
New Mexico.
2.2
Termination: The Town may terminate the contract resulting from this proposal
at any time the vendor fails to carry out its provisions under the terms specified in
this proposal solicitation and the resulting contract.
2.3
Remedies Upon Default: In any case where the vendor has failed to carry out the
provisions of the contract, MWBF shall provide a Cure notice. If after notice the
vendor continues to default, MWBF may terminate the Contract and collect
monies due from the defaulting vendor.
2.4
Indemnification: The vendor agrees to jointly and severally indemnify and hold
MWBF, the Town of Bernalillo, and their agents, successors and assigns,
harmless from and against all liability, loss, damage or expense, including
reasonable attorney’s fees that may be incurred or sustained by reason of the
failure of the vendor to fully perform and comply with the terms and obligations
of a resulting agreement.
2.5
Price Increases/Service: In the event the MWBF should experience, in the opinion
of the MWBF Executive Director, unacceptable price increases or service, after
providing an opportunity to correct, MWBF will have the right to exercise
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termination of the agreement, retain all monies and equipment previously paid to
MWBF, and shall have the right to collect all monies due under the agreement.
SECTION III
PROPOSAL PARAMETERS
3.1
Pour Rights/Acknowledgments: In return for exclusive pour rights, vendor will
provide a yearly fee to secure the soft drink pour rights at the Mountain West Brew
Fest at Bernalillo and the equipment and personnel necessary to properly dispense
product.
3.2
Vendor Responses: The proposal submitted is to include a point by point
response to the following:
3.2.1
The amount of money per year vendor will pay for the exclusive pour
rights.
3.2.2
A listing of products the vendor will sell as well as sizes (in ounces).
3.2.3
Vendor guarantees (1) product prices offered will not increase over the
life of the contract, or (2) guarantee price increases will not exceed a set
of percentage per year and/or a set percentage over the life of the
contract.
3.2.4
Vendor guarantees to sell a 16.9 oz. bottled water of their choice for no
more than $1.00 per bottle
3.2.5
Vendor spaces at the MWBF are no larger than 10 x 10. Vendor proposal
should include the number of spaces needed to provide the services
proposed.
3.2.6
An agreement for the vendor to provide water and soft drinks at no cost to
staff and volunteers at a pre-designated location and to restock accordingly.
3.2.7
A listing of equipment the vendor will use at the MWBF at no cost to
MWBF.
3.2.8
A detailed description on the level of service vendor will provide MWBF
during the length of this agreement.
3.2.9
A description of past performance at MWBF and/or other special event, to
include references
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SECTION IV
EVALUATION CRITERIA
4.1
Proposal Evaluation: Evaluation of the proposals will be performed by the Town of
Bernalillo and the MWBF. Final approval of the selected vendor and any resulting
agreement rests with the Town. Evaluation of the proposals will be based on, but
not limited to, the following criteria, which are listed in no particular order of
acceptance:
4.1.1
Product price and selection offered.
4.1.2
Guaranteed product prices/capped product price increases.
4.1.3
Vendor’s offer of payment for beverage sales at the MWBF.
4.1.4
Past performance at MWBF and/or other special event(s)
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