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Home My WebLink AboutContract 42830-R1 Cmr sECRETARY ��3Q CONTRACT NO. FIRST RENEWAL OF CONTRACT NUMBER 42830, AN AGREEMENT WITH COBURN CATERING SERVICE,INC. This First Renewal of Fort Worth City Secretary Contract Number 42830 ("First Renewal") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas,acting by and through Susan Alanis, its duly authorized Assistant City Manager, and Coburn Catering Service,Inc., acting by and through Jerrell Coburn its duly authorized Owner. WHEREAS, on February 2, 2012, the City entered into an agreement with the Operator to be the exclusive provider for concessions and alcoholic beverage service for exhibitors and facility users at the Will Rogers Memorial Center, the same being Fort Worth City Secretary Contract Number 42830 ("Agreement"); WHEREAS, the Agreement include a primary term of five (5) years, with five (5) additional one- year renewal terms; WHEREAS, the parties desire to continue their relationship by exercising the first, one-year renewal option,effective beginning on January 13,2017 and expiring on January 12, 2018; and NOW THEREFORE, in consideration for the covenants and agreement hereafter set forth, the parties hereto agree as follows: I. The City and Operator hereby agree to renew and extend the Agreement for one additional year, effective beginning on January 13,2017 and expiring on January 12,2018. H. All terms and conditions of the Agreement that are not expressly amended or revised pursuant to this First Renewal shall remain in full force and effect. III. All terms in this First Renewal that are capitalized but not defined shall have the meanings assigned to them in the Agreement. EXECUTED on this 3 day of V ,2016. CITY OF FORT WORTH COBURN CATERING SERVICE,INC. 4&a, CAwv By: By: us Alanis J rrell Coburn Assistant City Manager wner OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Firs[Renewal of CSC 42830 1 of 2 gi RECOMM ND . aV-- Kirk Slaughter,Director Public Events Department APPROVED AS TO FORM AND LEGALITY: Tyler . al ch Assistant C' orney V O R G ATTE 0 M a ser City Sec eta o °°O�°p0 ��(p1 Contract Authorization: M&C: C-25264 Date: November 1, 2011 Form 1295 Certification Number: Not applicable OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX First Renewal of CSC 42830 2 of 2 M&C Review Page 1 of 2 Official site of the City of Fort Worthjexas CITY COUNCIL AGENDA FaRRTH COUNCIL ACTION: Approved on 11/1/2011 REFERENCE 25WRMC-CONCESSION DATE: 11/1/2011 NO.: C-25264 LOG NAME: AND ALCOHOL SERVICE2011 CODE: C TYPE: NOW PUBLIC NO CONSENT HEARING: SUBJECT: Authorize Execution of a Contract with Coburn's Catering Service, Inc., to Provide Exclusive Concession and Alcoholic Beverage Services at the Will Rogers Memorial Center for a Period of Five Years (COUNCIL DISTRICT 7) RECOMMENDATION: It is recommended that the City Council authorize execution of a contract with Coburn's Catering Service, Inc., to provide exclusive Concession and Alcoholic Beverage Services at the Will Rogers Memorial Center for a term of five years to begin on February 1, 2012 and expire on January 31, 2017 with options to renew for five one-year terms. DISCUSSION: On June 29, 2011, a Request for Proposals (RFP) No. 11-0190 was issued for exclusive Concession and Alcoholic Beverage Services at Will Rogers Memorial Center(WRMC). On July 13, 2011, a pre- proposal Conference was held that was attended by representatives of six firms. The deadline for submission of the proposals was July 28, 2011. Coburn's Catering Service, Inc. (Coburn's), is being recommended as the exclusive Concession and Alcoholic Beverage Services Provider based on the best value to the City. Factors such as overall commission, experience, financial stability and the proposed business plan were considered by the evaluation team. All events produced by the Southwestern Exposition and Livestock Show will be excluded from the Agreement. The City will retain the food, beverage and alcoholic beverage rights for the Backstage Club and the Centennial Room. Coburn's is a Fort Worth, family-owned and operated concession and catering company established in 1946, has operated in the facility during the Stock Show and possesses the equipment required to provide concession and alcoholic beverage services. Coburn's will pay the City the following commissions: Year 1: 25 percent of gross receipts of Alcoholic Beverages and Mixed Drinks 25 percent of food and non-alcoholic beverages at permanent or temporary concession stands 50 percent of revenue from third party vendors Year 2: 26 percent of gross receipts of Alcoholic Beverages and Mixed Drinks 26 percent of food and non-alcoholic beverages at permanent or temporary concession stands 50 percent of revenue from third party vendors http://apps.cfwnet.org/council_packet/mc review.asp?1D=15995&councildate=11/1/2011 1/14/2016 M&C Review Page 2 of 2 Year 3-5: 27 percent of gross receipts of Alcoholic Beverages and Mixed Drinks 27 percent of food and non-alcoholic beverages at permanent or temporary concession stands 50 percent of revenue from third party vendors Coburn's will invest $100,000.00 for equipment, infrastructure, and concession upgrades to enhance the operation and will dedicate an additional one percent of gross receipts for a Maintenance and Improvement Fund to be used for the maintenance and improvements of the catering and concession facilities. The Public Events Department will also invest in upgrading the concessions and catering infrastructure to insure an outstanding guest experience at the WRMC. Catering at the facility will remain open to approved caterers who meet the established criteria, have the capacity to provide health permits, liability insurance, have the ability to contract with the City and agree to pay the established commission based on gross receipts less sales tax. ADVERTISEMENT—The RFP was advertised in the Fort Worth Star-Telegram on June 29, 2011, July 6, 2011, July 13, 2011, and July 20, 2011. Three responses were received from AMAcore, LLC, Coburns Catering Service, Inc., and The Coffee Spot. MIWBE—A waiver of the goal for M/WBE subcontracting requirements was requested by the Public Events Department and approved by the M/WBE Office because the purchase of goods and services is from sources where subcontracting or supplier opportunities are negligible. CONTRACT TERM — Upon City Council's approval, the Contract will begin on February 1, 2012 and end on January 1, 2017 and excludes the approximately 30 days each year in January and February that the facility is leased to the Southwestern Exposition and Livestock Show. RENEWAL OPTIONS —This Contract may be renewed for up to five additional one-year terms at the City's sole option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. The Will Rogers Memorial Center is located in COUNCIL DISTRICT 7, but will serve Fort Worth residents in ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that the Public Events Department will be responsible for the collection of funds due to the City under this contract. TO Fund/Account/Centers FROM Fund/Account/Centers Submitted for City Manager's Office by: Susan Alanis (8180) Originating Department Head: Kirk Slaughter(2501) Additional Information Contact: Betty Tanner(2502) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review.asp?ID=15995&councildate=11/1/2011 1/14/2016