Request for Proposal - Cafe Operator

May 31, 2018 Nine Island Avenue Condominium Association, Inc. 9 Island Ave

Miami Beach, FL 33139

KW Property Management & Consulting LLC

8200 NW 33rd St Ste 300

Doral, FL 33122-1942

Property Manager: Mr. Joel Castillo

305-672-1204 Phone

305-673-8512 Fax

Introduction

The Nine Island Avenue Condominium Association, on behalf of the residents of Nine Island Avenue Condominium, is seeking proposals for a 9 Café Operator to provide an updated concept and kitchen for it’s newly renovated dining space (9 Café).

The Condominium was built in 1980 on Belle Isle, the easternmost island of the Venetian Islands in Miami Beach, Florida. It is fully occupied with 25% of the building’s residents are seasonal. Nine Island Avenue Condominium consists of 275 residential units along with several other amenities that offer its residents a resort-like quality of life. These include but are not limited to a pool with a highly sought-after view of the Miami skyline; fitness center; outdoor whirlpools; men and women’s indoor sauna and spa/locker rooms; boat dock; Children’s Room; Bay Room/events room; and restaurant space (9 Café).

The 9 Café space is located on the mezzanine level of the condominium and is not currently occupied due to the multimillion dollar renovation of all common areas in the building. Please see Attachment A for the basic floor plan.

Key Building Features

• An indoor/outdoor dining space that opens out onto the pool area • Two grills under a covered Gazebo • Pool with spectacular views of the Miami City Skyline and sunsets • Three outdoor whirlpools- heated • Fitness center • Women & Men’s Spa/Locker rooms with saunas • Elevator service to the Mezzanine Level • 24/7 Security Staff • Valet • 9 Island Marina • Bay Room/Events Room

Nine Island Avenue Condominium Demographics

• 275 Units • 37 Units comprised of families with children and teenagers • 97 Units comprised of couples • 92 Units comprised of single occupants • 70 Units comprised of elderly residents • 51 Renters • 12 Snowbirds (seasonal residents) • 61 Absentee owners (owners and/or family members that stay for short

term/vacation)

The 9 Café and The Vision

We expect the 9 Café to become a place of choice rather than a place of simple convenience for our residents and their invited guests. We envision the provision of high quality fresh food options and service commensurate with those options available in our South Beach neighborhood, ultimately establishing the 9 Café and pool area a preferred destination.

In addition to indoor 9 Café dining, our vision ultimately includes the provision of pool service, door-to-door delivery, a take-away menu and catering for the residents. These services, outside the main 9 Café dining room, may be rolled out in a sequenced, phased fashion to accommodate a start-up budget. The 9 Café must be open for all weekends and Holidays.

The ideal 9 Café operator will deliver creative culinary imagination and innovation, while offering a rotating, high quality, fresh food menu in a residential setting. The 9 Café Operator should support the residents needs for a warm, welcoming ambiance in a ‘South Beach-Casual’ (a sophisticated yet relaxed mix between trendy and young) while providing an outstanding food and beverage program.

The 9 Café space consists of: • A 665 sq foot kitchen (approximate, this space includes cooler/freezers and

storage spaces) • A 1,180 sq foot dining space indoors (approximately 62 seats) • A 3,700 sq foot pool area

Association Obligations

1. The Nine Island Avenue Condominium Association, Inc. (the Association) owns all the 9 Café equipment, furnishings, fixtures and personal property (see Attachment B) within the 9 Café. The Association shall replace, repair and maintain all equipment, furnishings, fixtures and personal property within the 9 Café. This includes routine pest management.

2. The Association is responsible for payment of non-food related expenses in conjunction with the re-opening** (see page 8) and operating the 9 Café including kitchen and dining room equipment, electricity, garbage disposal, air conditioning, repair and replacement of equipment and facilities (9 Café dining room, patio, windows, etc.), cleaning of kitchen exhaust/hood system (4 times/year).

3. The Association shall provide property insurance for the property in which the 9 Café is located, including flood and wind mitigation.

4. KW Property Management and Consulting, LLC will be responsible for maintaining communications and operations between the Operator Vendor and the Association.

Operator Obligations

1. The Operator shall be a corporation existing under all applicable laws of the State of Florida and City of Miami Beach.

2. The Operator shall be responsible for obtaining all licenses, including Food License and Wine & Beer Licenses from the State of Florida, the Certificate of

3. Use or Business Tax from the City of Miami Beach, Miami-Dade Business Tax and other governmental fees and taxes associated with the 9 Café operation.

4. The Operator shall be responsible of cost of table linens, flowers, and all other 9 Café space decor they require to establish a unique ambiance. All space decor must be approved by the Design Committee and BOD.

5. The Operator shall operate the 9 Café facility located in the condominium and shall always maintain the 9 Café in a clean first-class manner commensurate with 9 Café facilities at the highest degree of quality and service.

6. The Operator shall provide appropriate staffing at all times and follow all applicable Federal, State, and City Food Service and Labor regulations/requirements. The cost of such staffing shall be the sole responsibility of the Operator. The Operator will be responsible to provide uniforms for the 9 Café employees. The 9 Café uniforms must be approved by the Association. The Operator will ensure the 9 Café employees wear clean and well maintained uniforms at all times.

7. The Operator shall be responsible for purchasing all food and beverages for its own account and shall be entitled to all profits and losses derived therefrom. The Operator acknowledges that the 9 Café is offered as an amenity to only the condominium residents and their guests and should be operated with a view to providing maximum service and quality.

8. The Operator shall be open for business for the minimum sample hours of operation which are as follows:

November 1st thru May 31st MONDAY: Closed TUESDAY: 12 to 3 pm - 6:30 pm to 9:30 pm WEDNESDAY: 12 to 3 pm - 6:30 pm to 9:30 pm THURSDAY: 12 to 3 pm - 6:30 pm to 9:30 pm FRIDAY: 12 to 3 pm - 6:30 pm to 9:30 pm SATURDAY: 11:00 am to 4 pm SUNDAY: 11:00 am to 4 pm

June 1st thru October 31st MONDAY: Closed TUESDAY: Closed WEDNESDAY: 12 to 3 pm - 6:30 pm to 9:30 pm THURSDAY: 12 to 3 pm - 6:30 pm to 9:30 pm FRIDAY: 12 to 3 pm - 6:30 pm to 9:30 pm SATURDAY: 11:00 am to 4 pm SUNDAY: 11:00 am to 4 pm.

8. The 9 Café will be open on all weekends and legal holidays, including but not limited to, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, Christmas Day and New Year’s Day. Should the legal holiday fall on a Monday, the 9 Café will stay open on that Monday and close on the following Tuesday. 9. The Operator will change the menu a minimum of three (3) times per year. 10. The Operator shall provide and maintain a license to sell beer and wine in the 9 Café. 11. The Operator shall always use best efforts to maintain the 9 Café equipment in good working order. 12. The Operator shall be responsible for routine maintenance and cleaning of the 9 Café area and all equipment. The Operator shall also be responsible for any damage caused to the property or equipment as a result of the negligence or misconduct of the Operator and its employees. 13. The 9 Café Operator will provide service in the 9 Café, pool, trellis and gazebo areas. 14. The 9 Café Operator will explore, purchase (with the approval of the Board of the Nine Island Avenue Condominium) and maintain a Point of Service System (POS) that will be used to track and maintain resident pre-consumption fee usage, as well as resident guest usage, marketplace purchases and pool service expenditures. The 9 Island Board of Directors and Property Management will have access to the entire POS system and a quarterly report of Pre-consumption fee usage by unit will be provided to the Board on the first of month, each month. 14. The 9 Café Operator shall deliver food upon request to individual residential units. 15. The Operator will have the ability to provide catering services to the residents of the condominium and their guests. Catering services would be available at the 9 Café and in individual condominium units, Bay Room, Card Room, Gazebo and Trellis, as may be requested on a first-come, first-serve basis. Catering services will be provided only to the extent that they do not interfere with the operation of the 9 Café which is the primary purpose of allowing the Operator to service the condominium and the residents. 16. The Operator shall maintain Commercial General Liability insurance with limits of no less than $1,000,000 per occurrence covering loss, damage, or liability for bodily injury, including personal injury of death of any individual and loss or damage to property occurring in, upon or about the property. The Association and its Managing Agent shall be named as an additional insured. The policy shall include a waiver of subrogation against the Association. 17. The Operator shall maintain workers compensation coverage with statutory limits, including employer’s liability. 18. The Operator shall provide liquor liability coverage.

19. The Operator will be responsible for all billing and collection of receivables that exceed each units Food Service Credit. Food Service Credit explanation is detailed in “Monthly Subsidy” section of the RFP. 20. The vendor will take an annual inventory of all property and equipment. This inventory will be provided to the 9 Island Avenue Condominium Property Manager for review and approval.

**ReOpening Expenses and Allowances

The Nine Island Avenue Condominium Association will commit to a reopening allowance within three categories.

1. Kitchen Face-lift: included basic new equipment, Point of Service System, technical services, professional cleaning and small renovations to bring the kitchen back to life. Convection Oven

Dishwashing Station

Ice Machine

Food Processor

Ceiling tiles

Professional Cleaning

Refrigeration: tune-up

Refrigeration: gaskets

Oven tune-up

POS System ( to be explored, purchased (with the approval of the Board of Directors, Nine Island Ave Condominium Association, Inc.) maintained.

2. New small equipment for the kitchen, including but not limited to pots, pans, to-go containers, and general utensils. 3. New Tableware and table-top decoration.

Revenue

Contract/Lease

• Rent (See Attachment C Lease/Contract Agreement)

9 Café

• Pre-consumption - Each condominium unit (275 units) will be entitled to a food service credit at the Café based upon the percentage of ownership attributable to each unit, with an average credit per unit of One Hundred Dollars ($100) per month, (the “Food Service Credit”). Food Service Credit to be used for food and beverage at the 9 Café.

Marketplace

• The sale of marketplace items has the potential to add to the 9 Café Operators income and can be tailored to the residents needs/requests. Please note: there is no space available for a marketplace display, but sales of food stuffs is welcomed if allowed under regulation/law.

Catering

• As above item #15 in Operator Obligations.

Take-out Orders

• Apartment take-out and delivery • Marina take-out orders (there will be no Marina delivery service) • Pool take-out and delivery • Gazebo and Trellis take-out and delivery

Equipment

Prior to the completion of construction, the kitchen equipment was inventoried and is listed in Attachment D.

Menu and Service - Summary Requirements

• The menu should be small and seasonal, with a minimum of 3 menu-updates per year. It should include a combination of classic dishes and fresh/healthy options.

o Cost: Food and beverage pricing should be affordable and within a moderate price range commensurate with the neighborhood.

o Quality: Food should be of the highest quality, according to industry standards and include quality, seasonal selections and daily specials.

o Variety: The ideal menu will rotate and reflect the culturally diverse community of Nine Island Ave Condominium. It should service the residents’ interests and food restrictions as much as possible.

o Healthy Choices: Selections should include healthy/low-fat options, fresh and made-to-order salads, as well as vegetarian options that are seasonal.

• Lunch and Dinner service should be available during weekdays. It is desirable to have a limited selection of breakfast items during lunch service.

• Dinner service on weekends is not recommended, but acceptable if the budget and staffing costs allow for it.

• A Brunch menu should be available on weekends, including a combination of breakfast and lunch items. Lunch hours should be extended to accommodate a slower pace weekend routine.

• Pool and Gazebo service is necessary and essential on weekends/Holidays. • Days and hours of operation should be adjusted seasonally to accommodate a

higher volume of people in the building during the winter and fewer in summer. • Restaurant should be open all weekends and Holidays. When the Holiday falls

on a Monday, the restaurant should stay open and close the following Tuesday. • Point of Service System (POS) to be used to track pre-consumption fee usage

and accommodate pool and apt delivery service.

The Proposal

DUE DATE: Proposals are due August 1, 2018 at noon.

Proposals will be evaluated on each of the issues raised in this summary, including but not limited to the proposed 9 Café concept, financial capacity, menu quality/tastings and proposed operating budget.

Required Submittal Materials

General Questions

1. Please provide your name, contact information, name of your business entity(ies) and address(es). How long have you operated as a Café Operator/ Restaurateur?

2. Have you previously operated a Café/Restaurant in a condominium? If yes, where?

3. Are you currently operating a Café and/or Restaurant? If yes, where?

Specific Mandatory Requirements

1. Resume(s) of the prospective Café Operator and key staff 2. Sample menu for proposed 9 Café and prices 3. Proposed hours and numbers of staff 4. List of current and last three operations, locations, menus if applicable. 5. Copies of two most recent health inspections for each location 6. Demonstration of Financial Capacity 7. References from property owners who have leased or licensed café space to the

applicant operator. 8. Proof of insurance acceptable to the Board of Directors of Nine Island Avenue

Condominium Association, Inc and their legal counsel. 9. Projected first-year operating statement for the proposed café, including, but not

limited to: a. Revenue for food and beverage b. Anticipated number of daily patrons based on the demographics supplied. c. Anticipated revenue per patron d. Expenses for labor (we will require adherence to Fair Wage and Labor Acts in force in Miami Beach, FL) e. Expenses for food and beverage f. Expenses for rental of any equipment g. Anticipated Overhead profit 10. Projected annual increases in sales above standard meal service at 9 Café from marketplace sales, catering and resident guest sales. 11. Monthly Subsidy Amount

• Please provide your proposed monthly subsidy below based upon the Association and Operator obligations as stated above.

• When calculating your proposed monthly subsidy, please be aware of the existence of a food service credit per unit structure. Each condominium unit is currently entitled to a Food Service Credit of $1,200/year at the 9 Café to be used against food and beverages. Gratuity and tax is to be applied towards the Food Service Credit. The intent of the food service credit is to guarantee a minimum level of use of the Café by the residents of the condominium and their guests. Any Café charges incurred by residents and/or their guests after the Food Service Credit has been exhausted will be paid separately by the owner or their tenants or guests (such amount payable at the time service is rendered).

• Monthly subsidy is $______________. 12. Optional: Please submit a list of any questions and/or concerns you have about the attached RFP.

Suggested Outline and Content of the Proposal

Please incorporate all the Specific Mandatory Requirements within this suggested outline as well as respond to all topics within the suggested outline.

I.General Question Responses II.Financial/Business/Insurance Information

III.9 Café Concept A. An overall concept statement for the café B. A new menu (including ingredients) for all meal periods

1. Menu pricing 2. Sample menu with layout

C. Ideas for adjusting to seasonal demand

D. A sample Sunday Brunch concept E. A detailed service model that includes, but not limited to:

1. The type of service expected by meal period 2. Staffing expectations (number of staff and cost) 3. Understanding residents personal needs and demands 4. Training protocol

a. Pre-shift meetings b. Ongoing training and new staff training

5. The concept for the ambiance that the room will take on by meal time

a. Lighting b. Uniforms c. Tableware d. Music

IV. Sanitation Program

A. Food handling B. Storage/Temperatures

a. Reach-ins b. Walk-ins c. Dish Machine d. Other

C. Proper Food delivery/handling/storage standards (FOH) D. Kitchen sanitation/cleaning schedule

E. Deep clean preventive maintenance program/schedule

V. Specific Mandatory Requirements (Include all Mandatory Requirements not already included in Sections I-IV- see above and any additional information you would like to provide in response to the RFP).

Submitted by:

Print Name ____________________________________

Signature _____________________________________

Date _________________________________________

Selection Process and Timeframe

Tour

A Pre-selection Tour will be scheduled the week of June 18, 2018 at 10am (Please arrive 15 min prior to the start of the conference/tour)

The Nine Island Ave Condominium Association, Inc. will host an optional tour of the Nine Island Ave Condominium, including the current 9 Café space and kitchen prior to the Pre-selection Conference. Please email First Name Last Name to (KW Property Manager email) to RSVP for the tour.

Bidders Conference

A Pre-selection Bidders Teleconference will be schedule Week of June 25, 2018. The Nine Island Ave Condominium Association, Inc. will host an optional bidders teleconference to provide an opportunity for bidders to speak with project personnel and ask any/all related questions they have about the RFP and the process. Please email First Name Last Name to (KW Property Manager Email) to RSVP for the conference.

Applications are due August 1, 2018 by noon.

We will conduct the application review and selection in one step followed by the finalist(s) interview(s) and tastings.

1. Application review and selection of qualified candidates based on selection criteria scoring.

2. Interview of finalists a. Tastings will be conducted at a mutually convenient time.

Interviews/Tastings

We are expecting to interview prospective final applicants during the week of August 13-17, 2018 at mutually convenient dates/times.

Proposal Reviews and Selection

We expect to select a 9 Café Operator and award the contract August 20, 2018.

Submission Instructions and Deadlines

One (1) hard copy of your proposal should be submitted to the following address no later than noon on August 1, 2018. Please do not include any plastic bindings or folders.

Nine Island Avenue Condominium Association, Inc

℅ KW Property Management & Consulting, LLC

9 Island Ave

Miami Beach, FL 33139-1343

In addition, an electronic version of the proposal, in PDF format, must be sent to Property Manager at KW Property Management and Consulting, LLC, EMAIL Nine Island Ave Condominium no later than noon on August 1, 2018 .

Proposals may be hand delivered to Property Manager, Nine Island Avenue Condominium 9 Island Ave, Miami Beach, Florida 33139-1343.

For questions about this Request for Proposal, please contact Mr. Joel Castillo, Property Manager, Nine Island Avenue Condominium at jcastillo@kwpmc.com or call 305-672-1204 and ask for Administration.

Attachment A

Attachment B Personal Property

Attachment C - Contract

The Board and Legal to decide on type of Operating Contract- Lease Model vs Operator Model

See Original Report from Consultant Attachments B and C in her report

Attachment D - Equipment Inventory

Refrigeration

• Walk-in cooler: good condition, fully operation, running with no issues and at proper temperature.

• Walk-in freezer: good condition, operational. Since it’s been unplugged for several months, will need tune-up.

• “True” 27 in 1-solid door reach-in freezer: good condition, fully operational.

• 2 ‘‘Maxx Cold” 27 in 1 solid door reach in refrigerators: good condition, fully operational.

• “Beverage Air” 48 in 2-door Sandwich/salad Prep table: good condition. Fully operational. Recommended replacement of white cutting board.

• “True 24” in 1 door Sandwich/salad Prep table: good condition. Fully operational. Recommended replacement of white cutting board.

• “Ice-o-matic” ice machine (185#/day): good condition, fully operational. Deep cleaning recommended.

• General cleaning and maintenance of all units will be performed before re-opening, including the replacement of gaskets in most units.

Ovens/Grills/Fryers/ and “hot: Equipment

• “Royal 6-burner 60” gas range with 24” griddle/broiler and 2 standard ovens: good condition.

• “Royal” 24 in gas grill: good condition • “Vulcan” 12 in gas fryer with 2 baskets: good condition • 2 microwave ovens: good condition • General cleaning and maintenance (calibration) of all units will be

performed before re-opening. All parts and units will be actively tested once the hood-connection is re-established at the completion of renovation.

Ventilation System

• Existing 12 ft hood in good operating condition- services are up to date.

Dishwashing Area

• “Jackson” built-in dishwashing machine- operational but truly and deeply outdated and too small for the size of the operation. Will be REPLACED before re-opening along with the Dirty sink that will fit the new dishwashing machine.

• Three compartment sink in perfectly good working condition- drains in good shape.

Preparation Tables

• 6ft table with built-in hand wash sink and drawer • 10ft double table with ½ ice sink, shelves bottom and top, hold area

with heat element. • 8ft, 6ft, 3ft tables

Storage

• 7 48in Metro shelves • 1 12 in Metro shelf wine rack • 3 speed rack (one is inside the walk-in cooler, one in storage)

Cookware

• 16 full size sheet pans • 14 half size sheet pans • 8 hotel pans (4in) • 10 hotel pans (2in) • 5- 14 in sauté pans • 10- 10in sauté pans • 3- 11.5 qt pots • 1- 18 qt pot • Assorted sizes bain maries, steam table pans and miscellaneous

containers

• Assorted cooking tongs and spoons (few)

Small Appliances

• Heavy duty 18in immersion blender

FOH Serve ware (mixed patterns/styles could use replacement)

• Abundance of plates in various sizes • Multiple assorted sets of silverware • Coffee cups and saucers • Assorted glassware sets • Server trays and stands

The Nine Island Avenue Condominium Association, LLC commits to ensuring that the kitchen will be in operational order before a new vendor takes over. This will include, but is not limited to, the purchase of:

1. A new convection oven 2. A new ice machine with larger capacity 496-520#’s/day 3. A new, larger capacity, corner configuration dishwashing machine

with a new pre-wash and clean table. 4. A commercial grade food processor 5. New pots, pans, containers, plastics, cutting boards, small utensils

(peeler, thongs, spoons, knives, etc) 6. New China, flatware, silverware 7. New ceiling tiles 8. New Point of Service System - suggest Aloha, Pinnacle and RDS.