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.