REQUEST FOR PROPOSALS FOR CONCESSION MANAGEMENT SERVICES FOR THE ALLEGHANY COUNTY FAIRGROUNDS

RFP DUE DATE AND TIME:  Friday, March 8, 2019 at 1:00 P.M

RFP ISSUANCE DATE: February 18, 2019

CONTACT:  Jim Brown, Alleghany County Recreation Director (336) 372-2942 (recdirector@skybest.com)

LOCATION:  ALLEGHANY COUNTY FAIRGROUNDS (1375 US Highway 21 North, Sparta, NC 28675)                      

Alleghany County, North Carolina (“County”) is seeking qualified firms to provide concession management services (“Concessions Manager”) for the Alleghany County Fairgrounds (“Fairgrounds”) located at 1375 US Highway 21 North, Sparta, NC 28675.  The Concessions Manager shall manage the concession program at the Fairgrounds.  Concessions shall include food and nonalcoholic beverages. The Fairgrounds is an outdoor entertainment venue which will accommodate approximately 2,000 patrons for events.  Most events held at the Fairgrounds are fund raisers for local non-profit organizations.  Concession management services will consist of furnishing all labor, materials, equipment, supervision and other services necessary to manage and operate the concession stand for County events at the Fairgrounds.  There is one (1) fixed concession stand as well as electrical hook-ups for additional food trucks or carts and additional temporary locations may be added throughout the complex.

Concession management services shall be provided when events, such as performances and festivals, are taking place at the Fairgrounds during the performance season.  The County will also rent the facility which may require concessions. The performance season runs from late April through September, generally on weekends.  Concession services are an integral part of the overall operations of the Fairgrounds and will be a source of revenue for the County.

The County has enhanced its marketing efforts around the Fairgrounds and is unsure at this time of the exact number of events that will be held for the inaugural Performance Season(s).  For the 2019 season the County currently has 6 events scheduled but reserves the right to add additional events.  The events currently scheduled are as follows:

GCVFD Mud sling on April 27, 2019

Blue Ridge Fiber Fest on June 7, 8, & 9, 2019

GCVFD Lawnmower Race on July 6, 2019

SAVFD Fiddler’s Convention on July 19 & 20, 2019

Alleghany County Fairgrounds 21 Road Market on July 26, 27, & 28, 2019

SAVFD Demolition Derby on August 3, 2019

Fairgrounds patrons may bring their own food and non-alcoholic beverages into the Fairgrounds.  The Concession Manager will be responsible for acquiring the required food service permits for the facility. 

The Concessions Manager must demonstrate experience in food and beverage operations, concessions management, specialty concessions and customer service.  Concessions must be available for purchase by event attendees no later than 30 minutes prior to the posted event start time until 11:00 pm or the end of the event, whichever comes first.

Concessions Manager will compensate the County the greater of 10% (ten per cent) of gross sales or $2,000.00 (two thousand dollars) for the season.   Compensation to be paid no later than 45 days after the final event of the Season.  Concessions Manager must provide documentation to verify amount paid to County.

Proposals must include a copy of the vendor’s liability insurance policy and three (3) professional references.

The County reserves the right to accept or reject any and/or all proposals, to waive irregularities and technicalities, and to request resubmission.  Any sole response that is received may or may not be rejected by the County depending on available competition and timely needs of the County.  There is no obligation on the part of the County to award the contract to the lowest proposer and the County reserves the right to award the contract to the responsible proposers submitting responsive proposals with resulting agreements most advantageous and in the best interest of the County.  The County shall be the sole judge of the proposals and the resulting agreements that are in its best interest and its decision shall be final.  Also, the County reserves the right to make such investigation as it deems necessary to determine the ability of any proposer to perform the work or service requested.  Information the County deems necessary to make this determination shall be provided by the proposer.  Such information may include, but shall not be limited to, current financial statements by an independent CPA; verification of availability of personnel; and past performance records.   This RFP does not obligate the County to select, procure or contract for any services whatsoever.

Request for Bids — Roof Replacement

Alleghany County is accepting bids on a Flat roof at the BDC/WCC/Library building, located at, 115 Atwood St. Sparta, NC 28675.  Bids will be opened on 2/28/2019 at 2 PM, at the Administration Building located at, 348 S. Main St. Sparta, NC 28675.  Within this bid sheet you will find the scope of work Alleghany County is requiring.

Preparation:

  • Remove and dispose of the existing roof membrane, curb flashings and penetration flashings to the surface of the existing roof insulation.
  • Inspect the existing roof insulation for areas of wet or damaged insulation. Price shall include a per square foot charge for any insulation needing to be replaced.
  • Remove and dispose of existing sheet metal fascia at the perimeter. The existing gutter and downspout shall remain.
  • Alleghany County will provide Dumpster, hauling of dumpster, Landfill Fees, Electricity, and Water.

Contractor to Furnish and Install:

  • New .060 TPO membrane mechanically attached over the existing insulation per roof system manufacturers published specifications.
  • TPO membrane flashing up and over existing parapet walls.
  • TPO membrane flashing at all roof penetrations.
  • Custom fabricate and install new 24 gauge prefinished Steel fascia at all areas where existing was removed. Color to be selected from the metal manufacturers standard color chart.
  • Provide roof system manufacturers Twenty year (20) Total System Roof Warranty.
  • Provide Contractor Two (2) Year Workmanship Guaranty.

 

Tear off, new roof, curb flashing, penetration flashing Cost: _________________

Price per square foot of replacing wet/damaged insulation Cost: _____________

Request for Bids — Roof Repairs

Alleghany County will be accepting bids for a roofing project located at the Business Development Center, 115 Atwood St. Sparta, NC 28675.  All specs of the Uniflex Elastomeric Fluid are to meet Sherwin Williams’s guidelines to obtain a 10 year warranty on said product.  With addition, Alleghany County requires there be a 15’x330’ section at back of building, applied with SILICONE 44 at the correct MILS required by Sherwin Williams for additional protection.  (Addition), all metal flashing is to be covered with the correct product by Sherwin Williams Specs.  Alleghany County requires that there be a row of one way roof vents installed every 30’ from front to back of building and on 35’ centers from side to side (approx. 20 vents).  Alleghany County will provide, Dumpster and haul off, Landfill Fees, Electricity, water, and building permit.

Alleghany County reserves the right to purchase all materials in specs that are supplied by the Sherwin Williams Company.

Alleghany County will have a sealed bid opening on February 28, 2019 at 1 PM, located at the County Managers Office 348 S. Main St. Sparta, NC 28675.  Bids are to consist of a price on Labor only, and also include the amount of labor warranty provided with service.

(On the next page you will see what product, and approx. quantities have been specified by the Sherwin Williams Company for this project)

All Questions or to see this project Please Call Josh Greene Public Works Director at (336) 372-2010

 

 

 

 

 

 

 

 

LIST OF MATERIALS (for biding to be comparable)

Product/Rex #                   Description                                                                         Estimated QTY

KST038620                           Uniflex Bond-it wash primer cleaner                        100 gal

KST20385B                          Uniflex Polyester Fabric 12in.x324 ft                        10 rolls

KST020385                           Uniflex Polyester Fabric 40in.x324 ft                        45 rolls

KST041510                           Uniflex Elastomeric SPE base coat white                900 gal

KST041300                           Uniflex Premium Elastomeric roof coating             725 gal

KST044300                           UF RUB silicone white                                                    75 gal

Request for Bids for HVAC Installation

Alleghany County will be accepting bids for fifteen (15) Gas Packs with A/C at the location of the Business Development Center located at 115 Atwood St. Sparta, NC 28675.  All Gas packs are roof top units, which will require a Crane Service, and the contractor who wins the bid will be required to remove all CFC’s from the old units in reference to State Laws.  Alleghany County will be responsible for the disposal of the old units once the contractor has removed them from the roof, and the CFC’s are removed.  The job shall be complete by no later than 4/30/2019.   Alleghany County will hold a sealed bid opening at the County manager’s office located at 348 S. Main St. Sparta, NC 28675 on February 15, 2019 at 2PM.

The units to be replaced are as follows:

·         2 (two)  3 Ton Gas Pack With A/C only

·         5 (five)  10 Ton Gas Pack With A/C only

·         8 (eight) 5 Ton Gas Pack With A/C only

Any questions, need to be referenced by phone to Josh Greene Public Works Director at (336)372-2010.

Alleghany County Juvenile Crime Prevention Council Request for Proposals

 Alleghany County Juvenile Crime Prevention Council
Request for Proposals
$57,665 20% January 28, 2019
Anticipated County Allocation Required Local Match Rate Date Advertised
The Juvenile Crime Prevention Council (JCPC) has studied the risk factors and needs of Juvenile Court involved youth in this county and hereby publishes this Request for Proposals.  The JCPC anticipates funds from the NC Department. of Public Safety, Division of  Adult Correction and Juvenile Justice, Community Programs section in the amount stated above to fund the program types specified below.  Such programs will serve delinquent and at-risk youth for the state fiscal year 2019-2020 beginning on, or after, July 1, 2019.  The use of these funds in this county requires a local match in the amount specified above.
The JCPC will consider proposals for the following needed programs:
Interpersonal Skills                                                       Tutoring/Academic Enhancement             Parent & Family Skills Restitution/Community Service
Substance Abuse Treatment
Proposed program services should target the following risk factors for delinquency or repeat delinquency:
*School Behavior Problems                                 *Use of Alcohol and Drugs                                                                                                                                                                               *Peer Relationships                                              *Parental Ability/Willingness to Provide Supervision of Youth                                                                                                                                                    *Age of First Delinquent Offense
Programs should address the following concerns as reported in the Needs Assessments for adjudicated youth:
Peer Domain: Peer Relationship
Individual Domain: Substance Use/Abuse                                    Sexual Behaviors                                                                                                                                        Mental Health Needs                                     History of Victimization
Family Domain: Substance Abuse by Family Members           Conflict in the Home- Domestic Violence/Discord                                                                                                                  Parental Supervision                                      Family Criminality
School Domain: School Behavior Problems
Applicants are being sought that are able to address items below:
1.  Program services compatible with research that are shown to be effective with juvenile offenders.
2.  Program services are outcome-based.
3.  The program has an evaluation component.
4.  The program serves youth ages 6-17 years.                                                                                                                                                                                  5. The program has a transportation component.
Local public agencies, 501(c)(3) non-profit corporations and local housing authorities are invited to submit applications to provide services addressing the above elements.  
Becky Craft at 336-903-7217
JCPC Chairperson or Designee Telephone #
In order to apply for FY 2019-2020 JCPC funding, you must complete and submit your application online by accessing NC ALLIES.  Applicants are required to attend an information session on February 12, 2019 at 3:00 pm at Wilkes County Juvenile Justice Conference Room.  All applicants should bring one copy of their application to the JCPC meeting scheduled for March 13, 2019 at 11:30 in the Old County Office Building first floor conference room.  Applicants should be prepared to make a brief presentation of their proposal during the meeting.   Please read and follow all instructions at the following link: http://www.ncdps.gov/index2.cfm?a=000003,002476,002483,002482,002514     After submitting the application electronically, print and submit hard copies as indicated below.  Private non-profits are also required to submit No Over Due Tax forms, Conflict of Interest Statements, and proof of 501(c)(3) status.                                                                 
NOTE:  For further information, or technical assistance about applying for JCPC funds in this county,
contact, Regina Arrowood,  Area Consultant, at 704-603 6833.
Deadline for Application is: February 28, 2019 by 5:00  P.M.
Mail or deliver Wilkes County Courthouse DJJ Office (Attn: Becky Craft)
applications to: 500 Courthouse Drive, Suite 1071
Wilkesboro, NC 28697
Number of original copies to submit: 1   Telephone: 336-903-7217

Alleghany County Awards Contract for New Ambulance

January 4, 2019 

Sparta, NC – The Alleghany County Commissioners recently announced the awarding of the bid for a new ambulance to Northwestern Emergency Vehicles of West Jefferson, NC.  The ambulance will include a box (the rear component used for patient transport) from American Emergency Vehicles of Jefferson, NC.  Northwestern Emergency Vehicles is the premier full service emergency vehicle dealership in the southeast.  American Emergency Vehicles (AEV) has been located in Jefferson, NC since 1982 and employs over 300 workers, many from Alleghany County.   

“We are pleased to award the bid for this new ambulance to Northwestern Emergency Vehicles and AEV,” stated Alleghany County Manager Michael James.  “With the current emphasis on spending locally, we are always excited to make a large purchase like this as close to home as possible.”   

“We appreciate the County Commissioners’ approving the purchase of a new ambulance and am delighted that Northwestern Emergency Vehicles won the bid and will be providing the citizens of Alleghany County with a quality ambulance including a box from AEV which will be assembled from scratch right next door in Ashe County,” added Linda Edwards, Alleghany County EMS Director.     

The County budgeted $155,000 for this project.

For more information on Alleghany County’s buying locally efforts, go to http://alleghanycounty-nc.gov/announcements/category/buying-locally/. 

For More Information Contact:

Michael James

Alleghany County Manager

manageralc@skybest.com

(336) 372-4179

Alleghany County Spends $630,000 with 84 Local Businesses in 2018

December 20, 2018 

Sparta, NC – Alleghany County today announced that its “Buying Locally” initiative has resulted in the County Government’s spending $630,831.48 with 84 local vendors during calendar 2018.   

“The previous Board of Commissioners placed an emphasis on buying items from Alleghany County vendors whenever possible.  The new Board will continue this emphasis,” stated Michael James, County Manager.  “We always have to balance being good stewards of taxpayer money.  That means sometimes we do have to go outside the county to obtain goods and services.  But our county employees do their best to acquire things locally.  Our local economy is growing.  We have many new businesses and restaurants.  Unemployment is low.  And we were just upgraded from Tier 1 to Tier 2 by the Department of Commerce.” 

The County has purchased everything from heating oil to auto parts to printing services to the meals served to inmates at the county jail from locally-based, family-owned businesses. 

“We are proud to support the local economy.  Alleghany County is home to many top-notch small businesses.  Our emphasis on buying locally coupled with our Authentically Alleghany marketing campaign has really been paying dividends,” added Mark Evans, Board Chairman. 

The buying locally results by vendor are updated approximately every two weeks on the county website at the following link:  http://alleghanycounty-nc.gov/announcements/category/buying-locally/

 Buying LocallyFor More Information Contact:

Michael James

Alleghany County Manager

manageralc@skybest.com

(336) 372-4179

ALLEGHANY COUNTY, NC REQUEST FOR BIDS PROPANE PURCHASES

Alleghany County, North Carolina is requesting bids to provide propane to County operations and programs on an annual basis.  The following details each County operation / program, the type of service that is required by each County operation / program and the amount of propane that was utilized by each County operation / program during the last contract cycle of December 2018 to December 2019.  Alleghany County or affiliates owns all of the propane tanks listed below.

Courthouse 

Located at 12 North Main Street, Sparta, NC.  The Courthouse used approximately 7,775 gallons of propane.  There are two underground 1,000 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Health Department 

Located at 157 Health Services Road, Sparta, NC.  The Health Department used approximately 2,441 gallons of propane.  There is one underground 1,000 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Alleghany Group Homes 

Located at 133 Health Services Road, Sparta, NC.  The Group Homes used approximately 5,064 gallons of propane.  There is one underground 1,000 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

New River Cottage 

Located at 82 Davis Lane, Sparta, NC.  The Cottage used approximately 1,712 gallons of propane.  There is one underground 500 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Law Enforcement Center 

Located at 40 Alleghany Street, Sparta, NC.  The Law Enforcement Center used approximately 5,015 gallons of propane.  There are two aboveground 1,000 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty. 

Council on Aging 

Located at 85 East Whitehead Street, Sparta, NC.  The Council on Aging used approximately 16 gallons of propane.  There is one aboveground 120 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty. 

Animal Shelter 

Located at 2948 US Highway 21 North, Sparta, NC.  The Animal Shelter used approximately 275 gallons of propane.  There is one aboveground 120 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Fairgrounds—Concession Stand 

Located at 1545 US Highway 21 North, Sparta, NC.  The Concession Stand used approximately 152 gallons of propane.  There is one aboveground 500 gallon tank onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty. 

Emerson Black Building 

Located at 29 Bledsoe Creek Road, Sparta, NC.  The Emerson Black Building used approximately 1,792 gallons of propane.  There are two aboveground 120 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Wilkes Community College 

Located at 115 Atwood Street, Sparta, NC.  The College used approximately 11,472 gallons of propane.  There are two aboveground 1,000 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

EMS Building

Located at 40 Cox Street, Sparta, NC. The EMS Building used approximately 347 gallons of propane.  There are two aboveground 120 gallon tanks onsite.  This propane is supplied through an automatic fill-up procedure.  The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.  There is an additional 1,000 gallon propane tank onsite for a backup generator and this tank will only be filled as needed on a will-call basis.

Maintenance Garage

Located at 37 Cox Street, Sparta, NC. The Maintenance Garage used approximately 561 gallons of propane. There is a single 250 gallon tank on site. This propane is supplied through an automatic fill-up procedure. The successful bidder will be required to supply fuel in a manner that will ensure that the tank will not become empty.

Duncan Recreation Center (Pool)

Located at 490 Trojan Avenue, Sparta, NC. The Pool used approximately 601 gallons of propane.  There are one aboveground 1,000 gallon tank onsite.  This propane is supplied through a will-call fill-up procedure.   

Request for Bids & Award Schedule:

 

Request Sent Out                                November 28, 2018

Request Deadline                                December 5, 2018 by 3:00pm

Request Opening                                December 5, 2018 at 3:01pm

Request Award                                   December 5, 2018

Beginning Contract Date                    December 5, 2018

Proposal Requirements 

  1. A detailed cost proposal. Please use Exhibit A to submit a propane proposal.
  2. Bids must be hand delivered to Alleghany County in a sealed envelope no later than 3pm on Wednesday, December 5, 2018 at which time they will be publicly opened. The bids will be received and opened in the Alleghany County Administration Office located at 348 South Main Street, LL80 in Sparta.  All bidders are invited to attend the opening.

Hand deliver bids to:

Administration Office

348 South Main Street, LL80

Sparta, NC 28675

Or Mail bids to:

Administration Office

PO Box 366

Sparta, NC 28675

(Please put “Propane Bid” clearly on the envelope)

Rights of Alleghany County

The County reserves the right to accept or reject any or all proposals or parts thereof. The County is not obligated for any costs incurred by any contractor in the preparation or submittal of a proposal. Alleghany County reserves the right to issue additional RFB’s.

 

 

Exhibit A

Propane Cost Proposal

 

Alleghany County is requesting the bids to reflect a commercial lock-in rate for the following specified time period: December 5, 2018 to December 6, 2019.  Please indicate your price per gallon for the following:

 

 

Lock-in Rate for All Accounts           ___________________

 

 

 

____________________________________                        ____________________

Contractor                                                                               Date

Name & Title