Friends of the Camden County Library

(M. Allan Vogelson Regional Branch Library, Voorhees, NJ)

REQUEST FOR PROPOSAL

For Contractor to
Operate
Library Café

M. Allan Vogelson Regional Branch Library

Camden County Library
203 Laurel Road
Voorhees, NJ 08043

Responses due: 4:00 p.m. Friday October 15, 2004

to William Brahms at above address.
856-772-1636 x-3308 wbrahms@camden.lib.nj.us
 Overview
The Friends of the Camden County Library (hereafter “The Friends”) is requesting
proposals for the operation of a Café concession at the M. Allan Vogelson Regional
Branch Library, 203 Laurel Rd. in Voorhees, NJ (across from the Echelon Mall).

The Café will provide beverages and high quality light fare to Library customers and staff
at good value. The Library will provide a designated section of the Library with area for
the Café business operation and small scale food preparation and an area for the
establishment of Café style seating. The total area is approximately 680 square feet. A
water line and electricity are provided. Gate counts show traffic at the Library to be
almost 500,000 per year. There are over 150 full and part-time staff employed at the
Library. Library hours are 10 a.m. to 9 p.m. Monday through Friday, 10 a.m. to 6 p.m.
Saturday, and 1 p.m. to 5 p.m. Sunday during school year. Closed Sunday during the
summer. The Library hosts numerous meetings that may provide some catering
opportunities from time to time.

The Friends will enter into a contract with a Contractor (successful applicant) who meets
the criteria set forth in this Request for Proposal (RFP). This RFP sets forth general
selection criteria. This is intended as a guideline for interested respondents. Actual
selection is expected to encompass an interview / negotiation process in addition to the
RFP.

The Café must provide moderately priced fresh food selections (ex. desserts, muffins,
bagels, biscotti, salads, sandwiches, soup, fruit, etc.) coffee and tea, as well as juices and
other cold beverage selections.

Operation of the Café (cart, kiosk, or counter, etc.) must conform to the state and federal
laws and local ordinances. It is the Contractor’s responsibility to obtain and maintain all
appropriate licenses and permits.

No set rent is to be paid to the Friends by the Contractor. Utilities (water and electricity)
are provided without extra charge for reasonable use. Payment will be a monthly
commission paid by the Contractor to the Friends and will be a percentage of gross
sales after adjustment for New Jersey sales taxes.

This RFP contains the following sections:

I To be provided by the Café Contractor

II To be provided by the Friends of the Library
III Criteria for selection of successful Contractor
IV Proposal requirements
 I. To be provided by the Café Contractor
(provision of all of these requirements should be addressed or confirmed in the submitted proposal )

1. Property and Liability Insurance [certificates of required insurance will be

requested prior to commencement of operation of the Café].
2. Menu with pricing and other promotional materials including signage.
3. All necessary equipment and fixtures for providing service.
4. Tables and chairs for customers.
5. Staffing for all aspects of the operation of the concession and associated
business tasks.
6. Trash removal, cleaning supplies and cleaning service for Café and designated
customer area.
7. Percentage of gross income after sales taxes adjustment.
8. All food, beverages and supplies; and mechanisms for ordering and receiving
and maintaining accounts for food, beverages, and supplies.
9. Provision and payment of Café telephone service for Café employee use.
10. Supervision of Café area and regular hourly straightening or cleaning of
customer areas.
11. Strong customer service.
12. Consistent hours of operation and good faith dealing with regard to changes in
products, pricing and services.
13. Discount to Library staff and Friends with proper ID.
14. Commencement of operation within 30 calendar days of award of contract.
15. Operation during all Library open hours: Library hours are 10 a.m. to 9 p.m.
Monday through Friday, 10 a.m. to 6 p.m. Saturday, and 1 p.m. to 5 p.m.
Sunday during school year. Closed Sunday during the summer.

Examples of type of beverages to be offered (some or all of the following): Coffee,

Cappuccino, Espresso, Specialty Teas, Iced Tea, Fruit Juices, Soda, Milk.

Examples of types of food to be offered (some or all of the following): Muffin, Bagels,
Biscotti, Cookies, Cakes, Fruit, Salads, Sandwiches, Soups, Packaged Snacks.

II. To be provided by the Friends of the Library

1. First floor centrally located tiled area to be used for operation of Café and
customer seating 17’x 40’ (approx. 680 sq. feet).
2. Water supply to Café area.
3. 220 electric service to Café area.
4. Lighting of Café area.
5. Schedule of hours of Library operation including list of closings.
.
III. Criteria for Selection of Successful Contractor
The Friends have determined that in order to select the most advantageous proposal to
operate the Café at the Library, comparative judgments of various factors will be
necessary.

The food and beverages offered need to be of high quality, with good variety and good
value. The services needs to customer-oriented and be in no way conflict with any aspect
of the mission, vision or goals of the Library. In addition the successful Contractor will
be one whose proposal for operation of the Café demonstrates a thoughtful and realistic
projection of the associated revenue and expenses and addresses other areas of
importance to the Friends and the Library.

Each applicant may be interviewed by at least one member of the Evaluation Committee.
The Committee may request prepared samples of proposed menu selections for
evaluation

No fees or costs are associated with the submitting of this proposal. The successful
proposal will be selected primarily based on evaluation of proposal. The Friends reserve
the right to reject any and all proposals.

Evaluation of the following criteria, while not exhaustive, will guide the determination of
the successful Contractor. These criteria should be addressed as part of the submitted
proposal.

1. Business Plan Points of the business plan to be evaluated are listed in the
subsections below. Subsections and plans may be combined and additional
material may also be submitted:

A) Experience and reputation in the food industry for consistent quality

operation of similar ventures. A minimum of three years of successful
food and beverage management is desired. Track record that
demonstrates experience and achieved revenue of other similar
ventures. Extent that business owner will participate in the day-to-day
operation of the Café. Indication of the completion of any food safety
courses, and food- or business-related degrees or certifications.

B) Financial Plan that indicates thorough study of financial requirements

(start-up and on-going), expectations and contingencies for seasonal
variation, etc. Proper insurance.* Projected sales revenue with a
detailed analysis to support the revenue projection

* Note: At least $1,000,000 of General Comprehensive Liability Insurance, including

product coverage. The Friends of the Library to be listed as an additional insured party.
Sufficient workmen's compensation insurance coverage for all employees is
recommended. Sufficient property insurance to cover Contractor’s property.
 C) Operational Plan offered by Contractor. Including: structure type
(kiosk, counter, cart, etc.), necessary equipment and fixtures, tables
and chairs, sufficient staffing, sufficient supervision and daily
oversight of Café area, supplies including type of utensils and staples,
trash removal and cleaning schedules, recycling, telephone,
mechanism/schedules to acquire food and supplies. Ability to maintain
consistent hours of operation during all Library open hours**:

** Library hours are 10 a.m. to 9 p.m. Monday through Friday, 10 a.m. to 6 p.m.
Saturday, and 1 p.m. to 5 p.m. Sunday during school year. Closed Sunday during the
summer. Closed on some holidays. All modifications or additional equipment to be
delivered to or installed in the Café space must be approved in advance by the Branch
Manager. For purposes of food preparation, cleaning, etc. the Contractor will be
allowed access to the Café space two hours prior to Library opening time. Contractor
must permit the Library to use Café seating space, tables, and chairs at times when the
Café is not operating and the seating is to be available to all Library patrons at all times
even if they have not purchased food from the Café.

D) Marketing Plan that indicates menu pricing, advertising strategies,

etc. Aesthetic presentation of business and materials. Discounts or
arrangements to encourage Library employees or Friends of the
Library.

E) Profit Sharing Proposal. Percentage of gross profits that the Café will
provide to the Friends of the Library monthly as payment. (proposal
must indicate percentage Contractor is willing to pay.)

2. Proposed menu: evaluated on food and beverage pricing, quality and variety
(including healthy options or alternatives)***

*** The menu shall, at a very minimum, include the following:

a. Coffee, tea, hot cocoa, milk, fruit juices, and soft drinks.
b. Bagels, muffins, donuts and/or scones;
c. Sandwiches, at least 3 kinds each day;
d. Salads, at least 2 kinds each day;
e. Soups, at least 1 kind each day;
f. Fresh fruit, at least 2 kinds each day
g. Low-carb options
h. Cookies, cakes or other dessert options.

3. References and Credit Checks [Provide 3 professional references. Provide

statement of consent and that you will cooperate in a credit check.]

4. Disclosure of any potential conflict of interest [Indicate any connection or

relationship to anyone that could reasonably be foreseen to adversely effect the
successful and fair operation of the Café.]
 .

IV Proposal Requirements
1. Cover letter:
• Applicant’s legal name
• Applicant’s primary address
• Applicant’s telephone number
• Signature of applicant indicating that the individual has
authorized and attested to accuracy of the entire
contents of the proposal
2. Business Plan
• Resume
• Financial Plan
• Operations Plan
• Marketing Plan
• Profit Sharing Proposal (must state % to be given to
Friends)
3. Menu
• Food and Beverage Selections with Pricing
4. References and Credit Check
• Three professional references with contact information.
• Signed letter of consent to cooperate in a credit and
criminal check (provide social security number(s)).
5. Declaration of potential conflicts of interest
* Whether “Applicant” is a sole proprietor, partnership, corporation of any type, please include the
relevant information of contractor’s legal status.

The terms of the agreement (final contract) resulting from this RFP will be for one-year
from the date of contract execution. The Friends may, at its discretion, extend the
contract for additional one year terms. Prior to exercising an option to renew, the Friends
reserve the right to review financial records of the Contractor, including statements of
revenue and operating expense for the Café. The Library may, if warranted, require the
Contractor to enter into good-faith negotiations regarding an increase in the shared profit
percentage prior to renewing the contract. The conditions for ending the agreement will
be set forth in the agreement.

All proposals must be submitted to the Friends of the Library through the Friends Library Liaison, William
Brahms, Branch Manager, 203 Laurel Road, Voorhees, NJ 08043, no later than 4:00 p.m., October 15,
2004. Proposals must be submitted in a sealed envelope, plainly marked “Proposal for Library Café” There
will be no public opening of proposals. The proposals will be provided to the members of an Evaluation
Committee. Unsuccessful applicants will be informed via U.S. Mail, by October 15, 2004. This RFP is
intended only as a general guide for preparing and submitting a proposal. The final agreement (mutually
signed contract) will supercede and serve as sole and final agreement of terms and conditions.