EXPRESSION OF INTEREST – DUNNVILLE ARENA CONCESSION & VENDING SERVICES

Background:

Haldimand County is a single tier municipality which operates four (4) Arenas with concession and vending services in the communities of Caledonia, Cayuga, Dunnville and Hagersville. The concession and vending services are provided as a convenience and service for facility users and to generate revenue for the County.

Haldimand County is seeking interest from groups, organizations or businesses (herein referred to as ‘The Operator’) for the concession operations at the Dunnville Memorial Arena. The Operator is to provide quality products and excellent customer service in an affordable yet profitable manner at these locations.

Typically, the Dunnville Memorial Arena operates from August until approximately end of March. The Arena is home to a Junior Hockey team (the Dunnville Mudcats)-, a Senior Hockey team (the Senior Aeros)s and is available for floor rentals during the summer months. Special events and tournaments are also booked throughout the year. Although this is a sampling of the current users at the Arenas, the County cannot guarantee specific uses or users at the Arena.

Normal seasonal operating hours for ice surfaces are 7:00 a.m. to 11:00 p.m.; however, these are subject to change daily and throughout the season.

Operator Requirements:

The Operator will be required to comply with all applicable laws and regulations, including that of the Haldimand-Norfolk Health Unit, Ministry of Labour, etc.

The Operator will also be required to provide proof of having a Commercial General Liability insurance policy in the amount of $2 million – naming Haldimand County as additional insured including but not limited to bodily and personal injury liability, extended bodily injury, property damage, products & completed operations liability, blanket contractual liability, premises liability, and contingent employer’s liability coverage.

Resources Provided by Haldimand County:

 Some equipment will be provided by the County as outlined in Schedule ‘A’ (attached). Site visits will be considered. Haldimand County is also responsible for supplying or providing:

• All necessary space to operate the food service;
• All capital equipment as identified in Schedule ‘A’ and delivery of same in good working condition on the Agreement start-up date;
• All necessary service and repair of County-owned capital equipment due to mechanical breakdown or ordinary wear and tear, not including any capital equipment owned by The Operator;
• All light, heat, cooling, power, fuel, hot and cold water, garbage removal and pest control services;
• Maintenance services to the business premises and be responsible for a semi-annual professional cleaning of the exhaust system and grease traps in the concession area; and,
• Necessary capital improvements, including purchasing new or replacement capital equipment for all equipment identified in Schedule ‘A’, conditional upon demonstrated need and Council approval. All such equipment to remain the property of Haldimand County.

Submissions:

The County is seeking to enter into a two-year agreement with The Operator at the Dunnville Memorial Arena, with the option for a two-year extension by agreement by both parties.

Questions regarding this Expression of Interest process can be directed to Jayne Aldridge, Supervisor, Community Programs & Events, Community Development & Partnerships Division; jaldridge@haldimandcounty.on.ca or 905-318-5932, ext. 6134.

Submissions from interested parties are invited by email (cdp@haldimandcounty.on.ca), drop off at the Haldimand County Administration Building (53 Thorburn Street South, Cayuga) or by mail (to the above-noted address) by 4:00 p.m., Friday , October 4, 2024  to the attention of Jayne Aldridge, Supervisor, Community Programs & Events, Community Development & Partnerships Division.

Submissions should include:

• Name of your group, organization or business;
• Confirmation that the required insurance can be provided;
• Experience in the operation of a concession or food service;
• Anticipated hours of operation, staffing, etc.;
• Details of the food to be provided including sample menu and pricing. The County restricts the:
  • Sale of gum, alcohol and cigarettes/vaping supplies via concessions/vending machines;
  • Use of peanut oil/peanut products that are used in the preparation of concession foods. This restriction does not include pre-packaged, ready-to-eat products that do not require on-site preparation);
• Operator-proposed equipment to be installed;
• Strategies to ensure financial feasibility;
• Two references;
• Proposed monthly lease rate for a twenty-two (22)-month period (October 2024 to August 2026), , with the option of a two-year (24 months) extension by agreement by both parties; and,
• Name and contact information (mailing address, email) of person submitting.

Evaluation Process for Submissions:

 Submissions will be assessed by a team of Haldimand County staff based upon criteria including:

• Experience in the food services industry;
• Business plan;
• Menu items;
• Reputation and reliability; and,
• Lease rate.

Agreement with Haldimand County:

 While The Operator may not have exclusive rights to sell food and non-alcoholic beverages within an Arena, the County will ensure other providers will not be permitted to sell menu items that are in direct competition with The Operator.

No other provider will be given rights to provide these services during the term of the Agreement unless mutually agreed upon by the County and The Operator.

Neither party shall be entitled to assign its interest in the Agreement or any portion thereof without the prior written consent of the other party. 

Schedule ‘A’ – Arena Concessions Equipment Inventory

 Dunnville Memorial Arena: