Request for Proposals for vendors to provide mobile food and beverage service under a commercial use authorization (CUA) at San Antonio Missions National Historical Park
The National Park Service (NPS) is seeking vendors to provide mobile food and beverage service under a commercial use authorization (CUA) at San Antonio Missions National Historical Park for Farm Day at Mission San Juan on 11/2/19 and for various other events through 2020.
Overview
Located along a 7.7-mile stretch of the upper San Antonio River basin in southern Texas, San Antonio Missions National Historical Park includes four Spanish Colonial mission complexes built in the early 18th century. These missions were not simply churches; they were large, self-sustaining settlements complete with their own agricultural and irrigation systems. The Spanish Crown's goal for the missions was to convert indigenous people to Spanish-speaking Catholic citizens skilled in a trade who could be taxed by the king. The rapid interweaving of peoples and cultures and the sharing of knowledge and skills among inhabitants marked a rapid and permanent shift in the development and culture of South Texas.
The park preserves rare examples of internationally important 18th-century historic structures found in four mission complexes. Mission Concepción, with the oldest unreconstructed stone church in the United States, and the Mission Espada complex, which includes the only functioning aqueduct from the Spanish Colonial period in the United States, are designated national historic landmarks. Mission San José is a model of Texas missions with a church, indigenous quarters, mill, and granary, all of which were fully restored in the 1930s to allow visitors to understand how the missions looked and operated more than 250 years ago. Mission San Juan includes operational farm fields irrigated by an acequia. The park also preserves Rancho de las Cabras (Rancho), the only extant mission ranch with standing architectural ruins and intact archeological deposits that illustrate ranching and other highly communal shared skills and activities among the inhabitants. Together, these features are unmatched in number and range of surviving elements, and serve as an extraordinary illustration of the colonization and evangelization of an indigenous population and defense of the Spanish Empire in North America.
On July 5, 2015, the United Nations Educational, Scientific, and Cultural Organization (UNESCO) designated San Antonio Missions National Historical Park as a World Heritage Site in recognition of the park resources' outstanding universal value and importance to all humankind.
Partnership agreements have been fundamental to the park's establishment and operations. In 1983, the National Park Service and the Catholic Archdiocese of South Texas entered into a cooperative agreement unlike any in the national park system. The agreement enables the National Park Service to provide for the preservation, restoration, and interpretation of the missions and allows access to the mission grounds and secular mission buildings for public interpretation, provided such uses do not interfere with the continued use of the missions for religious and other church purposes.
The missions are now completely interwoven into the urban fabric of the seventh most populated US city. The park's linear, urban boundary extends from downtown San Antonio through the southside community and is connected via street networks, public transportation, and bicycle and pedestrian trails. San Antonio Missions National Historical Park's four mission churches are active Catholic parishes that hold regular services and events.
Visitation
A major event at the park is the annual Farm Day at Mission San Juan which happens in early fall. The event occurs on the historic labores (farm fields) which are owned by the National Park Service and remain in cultivation today via a partnership with the San Antonio Food Bank. Various partners organizations including the Food Bank and local museums provide activities related to the event theme: Explore the roots of San Antonio food culture from the Spanish colonial missions to modern food, health, and wellness. Farm Day draws more than 2,000 visitors to the event, scheduled for 10:00 a.m. to 2:00 p.m., thus spanning the lunch hour. Ironically enough, though food is a major theme of the event, food is currently not available to participants. If an attendee needs food or drink other than water, currently they must leave the event and drive to the nearest food establishment.
Other major events include the World Heritage Festival, Mexican Arts Show, Night Sky Events, and Luminaria Contemporary Arts Festival. Additionally, the park frequently has smaller special events such as author visits with readings, junior ranger days, special activities for Latino Conservation Week or National Park Week, and more. These events almost all occur at the missions, although on occasion the park does host special events 30 miles away at Rancho de las Cabras near Floresville, Wilson County. The availability of food trucks at some of these events could be beneficial to visitors who do not want to leave the event to get food or drink.
Services Required
The NPS seeks to enhance visitor enjoyment of the park and its resources by providing visitors an opportunity to obtain food and beverages on site during special events. Generally, special events are one-day activities which are several hours long. Daytime events are usually 10:00 a.m. to 2:00 p.m. Evening events are three or four hours beginning at or just after sundown. In general, there is room for two (2) or three (3) food trucks/carts to be parked at mission site parking lots. The mobile food services must be completely self-sufficient as electric or water are not available on site. Food vendors will have to clean up around their food truck, have trash/recycling containers near their truck, and haul away their trash/recycling.
The NPS classifies this as Quick Service with grab-and-go or counter services with limited menu items. The NPS is open to a variety of food and beverage offerings and would like to have diverse offerings at each event. The NPS will consider the principles of the Healthy Parks Healthy People initiative as they make their selections. The NPS will not have duplicate offerings at an event except under special circumstances (ie. two ice cream trucks).
All CUA Applications (with fee) will be reviewed and processed. Any applicants that meet all of the criteria will be placed on a roster and be eligible to provide services at future events. Four (4) weeks prior to an event all qualified vendors will be sent an email soliciting interest in providing food service at an event. Vendors will have 24 hours, from the time the email is sent, to respond to confirm interest in working an event. Depending on the anticipated audience size for the event 2-4 vendors will be needed. If more vendors respond then are needed, a lottery will be conducted of all responses received by the deadline to choose the vendors. A CUA will be issued for each event worked and the conditions and fees described below will apply.
If a vendor commits to work a certain event and is a no-show, the vendor will be removed from the roster and ineligible for future mobile food CUAs. If a scheduled vendor contacts the designated park contact 72 hours prior to the event to cancel, the vendor will remain eligible for future events.
This list of vendors is specifically for NPS sponsored events. Food vendors already registered with the City of San Antonio will not be considered unless they respond to this Request for Applications to be added to the NPS roster.
CONDITIONS OF THE COMMERCIAL USE AUTHORIZATION
1. The holder is prohibited from knowingly giving false information. To do so will be considered a breach of conditions and be grounds for revocation.
2. The holder shall exercise this privilege subject to the supervision of the Park Superintendent. The holder shall comply with all applicable laws and regulations of the area and terms and conditions of the authorization. The holder must acquire all permits or licenses of State or local government, as applicable, necessary to provide the services described above, and, must operate in compliance with all applicable Federal, State, and local laws and regulations, including, without limitation, all applicable Park area policies, procedures and regulations. The commercial services described above are to be provided to Park visitors at reasonable rates and under operating conditions satisfactory to the Park Superintendent.
3. This authorization is issued upon the express condition that the United States, its agents and employees shall be free from all liabilities and claims for damages and/or suits for or by reason of any injury, injuries, or death to any person or persons or property of any kind whatsoever, whether to the person or property of the (holder), its agents or employees, or third parties, from any cause or causes whatsoever while in or upon said premises or any part thereof during the term of this authorization or occasioned by any occupancy or use of said premises or any activity carried on by the (holder) in connection herewith, and the (holder) hereby covenants and agrees to indemnify, defend, save and hold harmless the United States, its agents, and employees from all liabilities, charges, expenses and costs on account of or by reason of any such injuries, deaths, liabilities, claims, suits or losses however occurring or damages growing out of the same.
4. Holder agrees to carry general liability insurance against claims occasioned by the action or omissions of the holder, its agents and employees in carrying out activities and operations under this authorization. The policy shall be in the amount of:
a. Bodily Injury and Property Damage Limit $500,000
b. General Aggregate $500,000
c. Product/Completed Operations Limit $50,000
d. Per Occurrence $500,000
e. Medical Payments $50,000 per person
f. Personal Injury & Advertising Injury Limit $50,000
g. Fire Damage Legal Liability "per fire" $50,000
and underwritten by a United States company naming the United States of America (National Park Service, San Antonio Missions NHP) as additional insured. Holder agrees to have on file with the Park copies of the above insurance with the proper endorsements.
5. Additional Insurance Requirements:
a. The CUA Holder agrees to carry automobile liability insurance for any owned, hired, and non-owned vehicles used by the CUA Holder in connection with carrying out activities and operations under this authorization with a minimum required by state law.
b. The CUA Holder will ensure that its insurance carriers provide that the Service, solely for its benefit, an unconditional 30 day advance notice of cancellation, non-renewal, or material change in coverage or policy terms for all coverage issues.
c. The CUA Holder must provide workers compensation coverage to eligible workers as required and described by Texas State Law.
d. The name on the certificate of insurance must match the CUA Holder's business name, including any names used as a D/b/a ("doing business as")
6. Cost incurred by the NPS as a result of accepting and processing the application and managing and monitoring the authorization activity will be reimbursed by the CUA Holder. Administrative costs and estimated costs for activities on site must be paid when the authorization is approved. If any additional costs are incurred by the NPS, the holder will be billed at the conclusion of the authorization.
7. Neither Members of, nor Delegates to Congress, or Resident Commissioners shall be admitted to any share or part of this authorization or derive, either directly or indirectly, any pecuniary benefit to arise there from: Provided, however, that nothing herein contained shall be construed to extend to any incorporated company, if the authorization be for the benefit of such corporation.
8. This authorization may not be transferred or assigned without the written consent of the Park Superintendent.
9. This authorization may be terminated upon breach of any of the conditions herein or at the discretion of the Park Superintendent.
10. The holder is not entitled to any preference to renewal of this authorization except to the extent otherwise expressly provided by law. This authorization is not exclusive and is not a concession contract.
11. The holder shall not construct any structures, fixtures or improvements in the Park area. The holder shall not engage in any groundbreaking activities without the express, written approval of the Park Superintendent.
12. The holder is to provide the Park Superintendent upon request (and, in any event, immediately after expiration of this authorization) a statement of its gross receipts from its activities under this authorization and any other specific information related to the holder's operations that the Park Superintendent may request, including but not limited to, visitor use statistics and resource impact assessments.
13. The holder is to maintain an accounting system under which its accounts can be readily identified within its system of accounts classification. This accounting system must be capable of providing the information required by this authorization. The holder grants the United States of America and the General Accounting Office access to its books and records at any time for the purpose of determining compliance with the terms and conditions of this authorization.
14. Additional conditions will be added based on proposal, application and operating plan.
ASSOCIATED FEES
Application Fee (non-refundable, due with application).................................$25
If selected for an event the following cost recovery fees are due to the San Antonio Missions NHP upon issuance of the CUA for each event:
CUA Administration/Monitoring (anticipated attendance is less than 500) ........$100
CUA Administration/Monitoring (anticipated attendance is more than 500).......$300
OPERATING PLAN
A written Operations Plan must be approved by the NPS before the CUA will be issued. The plan must include, but is not limited to the following.
Rates
The objective of the NPS is to assure that CUA Holder rates are comparable to similar services and facilities provided by the private sector.
1. The CUA Holder must prominently post all rates for goods and services provided to the public.
2. All signs must be professionally made (e.g., computer generated or made of press-on lettering, but may not be hand-printed except for certain circumstance where lettering is very legible).
Operating Dates and Hours of Operation
1. The CUA Holder must operate on the agreed days and times.
2. The first event is on 11/2/19 from 10:00 am - 2:00 pm. Vendor must be ready to serve at 10:00 and may not start to tear down until 2:00.
3. Future event dates and times will be determined later.
Public Health
1. The NPS Public Health Consultant and/or a food inspector from the City of San Antonio may conduct periodic food service evaluations without prior notice. CUA Holder must cooperate fully with the Public Health Consultant or designee. Additionally, the CUA Holders will maintain and follow their own formal, written food service sanitation self-inspection program.
2. The CUA Holder must demonstrate a commitment to visitor safety by planning for safe food storage, handling and preparation. The CUA holder must document compliance with public health standards, operating procedures, processes, personnel responsibilities and training in a formal food safety management plan.
3. The CUA Holder must possess a license to sell food from the local health department.
4. The CUA Holder must have a Certified Manager Level Food Handler overseeing food operations at all times.
5. The CUA holder must follow the requirements of the latest version of the FDA Food Code when the event is on NPS property or the San Antonio Metropolitan Health District Food Code when the event is on non-NPS property. All vendors will be advised of the Food Code type (FDA or San Antonio) when e-mail inquiries are sent.
Scope and Quality of Service
1. The CUA Holder must provide food and beverages from a mobile unit.
2. The CUA Holder must purchase and use environmentally friendly products whenever available and feasible.
3. The CUA Holder must provide all required services in a consistent, quality manner. The CUA Holder must monitor their operations to assure it meet the quality standards.
4. The CUA Holder must keep all vehicular equipment it uses properly licensed and maintained in a safe operating condition and adhere to all applicable Federal and State requirements.
5. The NPS has designated a location for the mobile food unit. The CUA Holder must keep the mobile food unit clean, properly stocked, and in good working condition. No music or public addresses may be broadcast from the unit.
Maintenance Plan
General Maintenance responsibilities are as follows:
1. Maintenance and restocking of mobile unit must take place before or after minimum hours of operation.
2. The CUA Holder must keep the mobile unit and surrounding area free of litter, debris, and garbage and store refuse in trash in their own receptacles.
3. CUA Holder is responsible to haul away their trash.
Staffing and Employment
1. Drivers of any CUA Holder-owned vehicles must have a valid Texas operator's license for the size and class of vehicle driven.
2. Employee/Staffing Practices: All employees dealing with the general public must wear a personal nametag identifying them as a CUA Holder employee. Employees must project a neat and clean appearance. Employees will project a hospitable, friendly, helpful, positive attitude.
3. Employees may not smoke at any time while conducting business in the area.
Utilities
The CUA Holder must implement energy conversation measures such as making sure all lights and generators are turned off when not in use.
Lost and Found Policy
Lost and found property will be turned over to the NPS by handing the item and telling park staff where it was found.
Visitor Comments
The CUA Holder must prominently post the following language at all CUA Holder payment areas:
This service is operated by:__________________, a Commercial Use Authorization holder of the National Park Service.
Please address comments to: Superintendent
San Antonio Missions NHP
2202 Roosevelt Avenue
San Antonio, TX 78210
Advertisements/Public Information
The CUA Holder will submit all promotional and printed material to the NPS for approval prior to distribution to the public.
Required information to be approved for roster:
1. Completed Commercial Use Authorization Application ( Form 10-550)
2. Documentation of liability insurance in the amount of $500,000 or statement of intent to acquire liability insurance. The permit will not be issued without this.
3. $25 payment by check or money order
Application Form can be downloaded here:https://www.nps.gov/saan/learn/news/newsreleases.htm
Submission deadline: Applications will be accepted until October 7, 2019.
Submit application to:
Norma Zuniga
San Antonio Missions NHP
2202 Roosevelt Avenue
San Antonio, TX 78210
For additional information or clarification, contact: Norma Zuniga, Administrative Officer, (210) 534-8875 ext. 249.
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Jennifer Parker, Chief of Concessions, Intermoutain Region, NPS, Phone (303) 969-2661, Fax (303) 969-2786, Email jennifer_parker@nps.gov
