artisan food experience farmers’ market rfp 03-03-15

8/9/2019 Artisan Food Experience Farmers’ Market RFP 03-03-15

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CITY OF CARMEL-BY-THE-SEA

Council Report

March 3, 2015

To:

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

From: Janet Bombard, Library and Community Activities Director

Subject: Consideration of requests to: 1. Reject the bids submitted inresponse to the Artisan Food Experience Farmers’ Market RFP2. Authorize the Farmers’ Market Ad Hoc Committee to revise theguidelines for the operation of the market

RECOMMENDATION(S):

Reject the bids submitted in response to the Artisan Food Experience Farmers’ Market RFP,and authorize the Farmer’s Market Ad Hoc Committee to revise the guidelines for theoperation of the market.

__________________________________________________________________________

EXECUTIVE SUMMARY:

At its November 3, 2014 meeting, the City Council considered Farmers’ Market Ad HocCommittee, Community Activities and Cultural Commission, and staff recommendations

regarding the future direction of the Farmers’ Market.

Council provided staff with a list of directives (see Attachment A) regarding the market, one ofwhich was to issue a Request for Proposal (RFP) for the management and operation of theCity’s Artisan Food Experience Farmers’ Market.

Sixteen proposals were sent out to certified farmers’ markets / growers and a local non-profitorganization, and the RFP was posted on the City website. Only two organizations submittedproposals for the operation of the market.

__________________________________________________________________________

ANALYSIS/DISCUSSION:

Concerned about the lack of response to the RFP, staff contacted local market vendors toascertain what reasons, if any, might have factored into their decision to not submit aproposal.

Not all phone calls were returned, but the consensus among the market owners with whomstaff had contact is that the City’s guidelines for operation are too restrictive, and effectivelylimit a market’s potential offerings and diversity.

Council Meeting Date: 3/3/15 Agenda Item: 8.D

Council Agenda Packet for 3/3/15Page 155Council Agenda Packet for 3/3/15Page 158


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Concerns included the following:

• The tri-county area is too limiting. Opening a market to all California farmers allows amarket to offer an extended season for any given type of produce. Cherries, as anexample, typically have a short growing season, but allowing farmers from further awaykeeps the fruit in the market all summer as different varieties take the place of the

others.• Guidelines as to how the market booths must look, and materials to be used, are too

restrictive.

• The market share agreement - whereby the Market owner would begin paying the Citya percentage of the Market’s proceeds – isn’t spelled out.

Two vendors expressed a concern with the requirement that prepared food purveyors mustcurrently operate a retail food store or restaurant within the City. One market owner felt therequirement would not allow the market to reward and keep long-time market vendors;another felt that while giving first preference to local food purveyors is reasonable, there arenot enough local vendors or interest to support a profitable market.

Although staff did not contact vendors from the Bay Area, it was the opinion of one localmarket operator that Bay Area markets probably didn’t respond because the City’s guidelineswould not allow them to bring their own growers to the market, and that Bay Area vendorswouldn’t have a relationship with local certified growers.

Given the feedback gathered from local market vendors who chose not to respond to theRFP, it appears that revising the current guidelines would be an appropriate course of action.

It is staff’s opinion that the overall response to the RFP (two proposals were submitted) wasinsufficient. The proposed new purchasing ordinance identifies in Section 3.12.220 that “…atleast three written quotations” shall be sought for open market purchases of supplies and

services. Even though the ordinance has yet to be adopted and implemented, staff is seekingways to effectuate the standards until the legislation is fully operative. The recommendation,therefore, is that the two proposals be rejected, and that Council authorizes its Farmers’Market Ad Hoc Committee (Dallas, Theis) to revise the guidelines for the operation of themarket and issue a new RFP.

FISCAL IMPACT: None

Budgeted Funding Source

N/A N/A




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PREVIOUS COUNCIL ACTION/DECISION HISTORY: _________________________________________________________________________ At the June 3, 2014 City Council meeting, Mayor Burnett tasked the Farmers Market Ad HocCommittee, consisting of Council Members Dallas and Theis, with undertaking a review of theFarmers Market and making recommendations to Council regarding the future and vision ofthe market.

At its November 3, 2014 meeting, the City Council considered Farmers’ Market Ad HocCommittee, Community Activities and Cultural Commission, and staff recommendationsregarding the future direction of the Farmers’ Market, and provided staff with a list ofdirectives, one of which was to issue a Request for Proposal (RFP).

ATTACHMENTS:

1. Attachment A: November 3, 2014 City Council meeting directives regarding the

Farmers’ Market and RFP

2. Attachment B: Request for Proposals for Management and Operation of the City of

Carmel- by-the-Sea Artisan Food Experience Farmer’s Market

APPROVED:

____________________________________ Date: __________________Douglas J. Schmitz, City Administrator




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Council Meeting Date: 3/3/15

Agenda Item: 8.D

Council Agenda Packet for 3/3/15

Page 158


Page 161

T

T c

f 1

{l{

EN f A

Motion by Council Member Talmage, Seconded by Mayor roTem Beach to provide the

following direction to staff regarding the Farmers ' Market contract, RFP/RFQ, and

and recommendations

as

follows :

1. Make market a Community Event

2. Place on 6th Avenue year round , Market times from 10 to 2pm for the time being, but put

question

in

RFP for feedback for best time to provide market

3. Meet the existing Artisan Food Experience Guidelines with the following modifications (see

Number 11 below)

4. At least 60% of produce sold from tri-county area

5. Start work on RFP/RFQ now and include all the guidelines, including requesting strong local

activity with volunteers and CBTS participation

6. Non-profits to be allowed to set up a booths working to weave the community into the event

7. Extend the current contract on a month-to-month basis , until the RFP process is complete ,

with a 30 day cancellation clause from either City or West Coast Farmers' Market Association

8. CA&CC will review the market quarterly and report to City Council as necessary

9. Emphasize the intent

to

provide a high quality market, and not unnecessarily fill

all

vendor

spaces and/ or maximize 6

t

Avenue

10

. The market will not use Devendorf Park

11. Adopt the following Ad Hoc Committee and CA&CC Recommendations from Attachment A :

#2 adopt Ad Hoc committee recommendation

#3 Minimum of 15% of booth space for CBTS businesses, with no charge

4 adopt Ad Hoc Committee recommendation

#5 adopt

Ad

Hoc Committee recommendation

#6 offer hot food year round

#8, adopt Ad Hoc Committee recommendation

#9, adopt Ad Hoc Committee recommendation

1

0 adopt

Ad


11

adopt

Ad


#12 adopt Ad Hoc Committee recommendation


#14 adopt

Ad




12. Require that RFP/RFQ respondents propose a way to maximize local and organic goods


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Agenda Item: 8.D


Page 159


Page 162

AMENDMENTS

TO CARMEL ARTISAN FOOD EXPERIENCE GUIDELINES

1

Loosen

PURVEYOR

PARTICIPANTS

section

of

the Carmel Artisan Food Experience Guidelines

so that

restaurants are encouraged to use one market item in their dishes,

but

it will

not

be mandatory to

work

with

a market vendor.

2. Eliminate

the

requirement

under the

COMMUNICATIONS section

of

the Artisan Food Experience

Guidelines

that

farmers post

the

ANDI score

for

all items.

3

Eliminate

the

requirement under

the


ofthe

Carmel Artisan Food

Experience Guidelines requiring

that

dish purveyors and

their partner

farmers must provide

to

shoppers

a card

of

approved standard design

with

the

dish recipe on one side and the

farmer information

on

the

other

.

4. Allow the

use of

plastic table cloths on

vendor

tables.

5 Eliminate

the

fee for using city electricity

or other

utilities

or

services required under

the

FINANCIALS

section

of the

Artisan Food Experience Guidelines.

6

Make

the

Farmers

Market an

ongoing City-sponsored event, eliminating any City event fees

for

the

event.

7.

Do not

charge

the

Market

any fees

for

the first

six

months.

fter

six months, phase

into

a market

share agreement whereby the

Market owner

will begin paying

the

City a percentage

of

the Market s

proceeds.

8. The market owner will undertake all advertising and marketing of

the Market

.


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Agenda Item: 8.D


Page 160


Page 163

/i

\

\ H

f\1

; NT A

F RMERS

M RKET

D

HOC

COMMITIEE RECOMMEND TIONS

1. Location and hours

A. November April (winter)

1

Mission Street only

2. 10:00 a.

2:00p

.m.

B.

May

October (summer)

1. Devendorf Park only

2. 9:00a .m.

1:00

p.

m.

2.

Allow seasonal

fruit that

may

not be

from

the Tri-County area

(e

.g

.,

stone

fruit

, melons,

etc .)

3.

10

of

booths will

be

dedicated

to

Carmel by

the Sea businesses to

try out

on a rotating basis

4. Loosen

PURVEYOR PARTICIPANT

section

of

the

Carmel Artisan Food Experience Guidelines

so

that

restaurants are encouraged

to

use

one

market item in

their

dishes,

but it

will not

be

mandatory

to work with

a market vendor

5. No crafts

6.

Allow

the

market

to offer hot

food

(e

.

g.

,

pizza) only during winter

months. Preference

will

be

given

to

Carmel by the

Sea

businesses,

but

if there

are no

CBTS

vendors

who

wish

to

participate, the market may allow

other

local

vendors

to

offer

the

service

7. Allow pre-packaged foods

from

Carmel by

the Sea

restaurants and businesses (e.g., coffee,

sandwiches, baked goods)

8. Encourage chef demos

9. The

majority

of

the

produce sold at

the

market will

be

organic

COMMUNITY CTIVITIES ND

CULTUR L

COMMISSION F RMERS

M RKET RECOMMEND TIONS

1 The Farmers

Market

should

be

located in

Devendorf Park and on Mission Street year

round.

Market

hours should be

9:00a.m.

to

1:00 p.m.

2. Allow non Tri-County vendors,

but

stress

to

Market

Manager the City's preference for Tri

County vendors

3.

One

or

more booths can

be

allocated

for

Carmel by

the Sea

businesses; however, give

the Market

Manager discretion

to

decide

if

the

business is appropriate

for the

market

4. The CA CC

is

in agreement

with

the Ad Hoc

Committee recommendation .

5. No crafts.

With

regard

to

the reusable bag

issue: the

Market

Manager will provide

reusable bags at cost.

6.

Allow the market

to offer hot

food year

round, given

the

CA&CC's recommendation to

locate the market in both the park and on

Mission Street. Preference will

be

given

to

Carmel by

the Sea

businesses,

but if there

are

no

CBTS

vendors who wish to participate,

the

market may allow peninsula

wide

vendors

to

offer

the service

7. Allow pre-packaged foods

from

Carmel by

the

Sea

restaurants and businesses (e .g., coffee,

sandwiches, baked goods

from

peninsula wide

vendors

8. The

CA CC is

in agreement

with

the

Ad

Hoc


9. The

majority of

the produce sold at the

market will

be

organic

s monitored by the

m rket m n ger


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Agenda Item: 8.D


Page 161


Page 164

10. Eliminate

the

requirement under the


of

the Carmel

Artisan Food Experience Guidelines

that

farmers post the ANDI

*score for

all items

11. Eliminate the requi rement under the


of

the Carmel

Artisan Food Experience Guidelines requiring

that

dish purveyors and

their partner

farmers

must provide to shoppers a card of approved

standard design

with

the dish recipe on one

side and the

farmer information

on the

other

12. Allow

the

use

of

plastic table cloths on

vendor tables.

13. Eliminate the fee for using city electr icity

or

other

utilities

or

services required under the

FINANCIALS

section

of

the Carmel Artisan Food

Experience Guidelines

14. Make the Farmers

Market an

ongoing City-

sponsored event, el iminating any City event

fees for

the

event

15. Do not charge

the Market

any fees

for

the

first six months.

After

six months phase into a

market share agreement whereby

the Market

owner will begin paying the City a percentage

of

the Market's proceeds.

16. The

market owner

will undertake all

advertising and marketing

of

the

Market

17. Issue a

new

RFP

for

Farmers

Market

services.

* ANDI stands

for

Aggregate

Nutrient

Density

Index

/

a scoring system

that

rates foods on a

scale

from

1

to

1000 based on

nutrient

content.

10. The CA CC

is

in agreement

with

the

Ad

Hoc


11. The CA CC is in agreement

with the Ad

Hoc


12. The CA CC

is

in agreement

with

the

Ad

Hoc


13. The

CA CC is

in agreement

with

the Ad

Hoc

Committee

recommendation.

14. The CA CC

is

in agreement

with

the Ad

Hoc


15. One year

from

the signing

of

the contract,

review the Farmers

Market

financial statements

and consider

if it is

feasible to charge fees.

Going forth, determine

whether the

market will

pay fees regardless

of who

the

Market owner

may be .

16. The CA CC

is

in agreement

with

the Ad

Hoc

Committee recommendation.

17. Extend the existing contract

for

another 6

months

to

give enough

time

for a new RFP to be

issued and awarded, while keeping the Farmers

Market

operating through the winter.

SEE

NEXT

PAGE

FOR

ADDITIONAL

RECOMMENDATIONS

BY THE CA CC


8/15

REQUEST FOR PROPOSALS

FOR

MANAGEMENT AND OPERATION OF THE

CITY OF CARMEL-BY-THE-SEA ARTISAN FOOD EXPERIENCE

FARMERS’ MARKET

Submittal Deadline February 1, 2015




9/15

I. DESCRIPTION

The City of Carmel-by-the-Sea (City) is seeking proposals from qualified Certified Producers or

non-profit organizations to undertake the management, operation, and marketing of the City of

Carmel-by-the-Sea Artisan Food Experience Farmers’ Market, which operates Thursdays on

Sixth Avenue between Junipero and Mission Streets.

This Request For Proposal describes the project, the required scope of services, selection

timeline and information that must be included in the proposal.

2. BACKGROUND

The City of Carmel-by-the-Sea is a world-renowned tourist destination located on the Monterey

Peninsula in central California. Home to 3, 722 residents, this charming one square mile village

is known for its natural beauty and rich artistic history.

The Carmel Artisan Food Experience Certified Farmers’ Market has been in operation since June

2013. The market, which has operated under a set of guidelines developed by an ad-hoc

committee in 2012 (the Artisan Food Experience Guidelines), is held year-round on Thursdays.

Current hours of operation are 10:00 a.m. to 2:00 p.m. The market features primarily tri-county

(Monterey, Santa Cruz and San Benito) produce, the majority of which is organic. An ongoing

city-sponsored event, the market is not subject to City special event fees.

The market is reviewed on a quarterly basis by the Community Activities and Cultural

Commission, which reports to the City Council and makes recommendations as necessary.

The goal of this RFP and selection process is to continue and enhance the Thursday market

while making it more of a community event by integrating local non-profits, businesses and

community volunteers into the event.

3. SCOPE OF SERVICES

The City of Carmel-by-the-Sea is requesting proposals from qualified non-profit organizations or

Certified Producers for the operation, overall management and marketing of the Thursday

Farmers Market.

The Carmel-by-the-Sea City Council heard public testimony at several Council meetings and

conducted a series of public workshops in order to determine the community’s preferred values

and management philosophy for the Farmers’ Market. As a result, the City Council approved a

set of directives/objectives which, in addition to the attached Artisan Food Experience

Guidelines, must be reflected in any proposal, and implemented in the Market.




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The proposal must also include a discussion of the approach to be used to meet the following

City Council directives/objectives:

a. The steps that will be undertaken to make the market a Community Event

b. A recommendation regarding optimal times of operation of the market (and

why). The market currently operates from 10 a.m. to 2 p.m. on Thursdays

c.

How the market will meet the revised Artisan Food Experience Guidelines(attached)

d.

At least 60% of the produce sold will be from the Tri-County area.

e.

How strong local activity will be integrated into the market, including local

volunteers and Carmel-by-the-Sea participation

f. Carmel-by-the-Sea nonprofit organizations will be allowed to set up booths at no

charge, working to weave the community into the event

g. Steps that will be taken to provide a high quality market

h. Steps that will be taken to ensure that market emphasizes quality over quantity

(i.e. not unnecessarily fill all vendor spaces and/or maximize the 6th

Avenue

venue)

i.

A minimum of 15% of booth space will be allocated to Carmel-by-the-Sea

businesses, with no charge

j. No crafts are permitted

k. The market will offer hot food year-round. Preference will be given to Carmel-

by-the-Sea businesses, but if no Carmel-by-the-Sea businesses wish to

participate, the market may allow Monterey Peninsula-wide vendors.

l.

How chef demos will be encouraged

m.

The majority of the produce sold at the market will be organic

n.

The market will not be charged any fees for the first six months of operation.

After six months phase into a market share agreement whereby the Market

Owner will begin paying the City a percentage of the market’s proceeds.o. The incorporation of pre-packaged foods from Carmel by the Sea restaurants

and businesses (e.g., coffee, sandwiches, baked goods) into the market

The response to this RFP must also contain the following information:

• A one page Executive Summary of the proposal

•

Your firm’s experience operating a Certified Farmers’ Market which focuses on local

produce and organics. Please list the name and location of the Farmers’ Market(s)

including the number and mix of participating farmers and vendors.

• A description of any experience contracting with municipalities to operate a Farmers’

Market• Three references that the City may contact, including any City or County staff with

whom you may be working or have worked

• The qualifications and experience of the team members who will operate the market,

including the Market Manager

• A detailed description of the process for how local vendors will be supported and given

priority to participate in the market




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• A proposed operating budget for the market, including costs associated with marketing,

and projected revenues. The proposed budget will also include anticipated revenues to

the City under the phased market share agreement referenced in item “n” above:

• The marketing strategy for the market, including any designated website

• A comprehensive, “green” waste management system for the market. Note: the City of

Carmel-by-the-Sea bans the use of single- use plastic bags

The City will assume no financial responsibility for the market other than providing space and

utilities already available at the market site.

4. TERMS AND CONDITIONS

1. The selected market vendor will provide services for the City under a License

Agreement with the City. The terms and conditions of the License Agreement will be

negotiated by the City Administrator and will require approval by the City Council

and the selected market vendor prior to commencing the market.2.

The City requires all contractors working on City property to be covered by general

liability insurance in the amount of $1 million dollars or more. The successful vendor

will provide evidence of insurability at the time of award.

3. The selected vendor will, within thirty (30) consecutive calendar days after

documents are presented for signature, execute and deliver to the City the License

Agreement and any other documents required by the City.

4. The City reserves the right to accept any bid, and to reject any or all bids; to award

the bid to other than the low bidder if deemed the bid most advantageous to the

City; to accept the bid on one or more items of a proposal, on all items of a proposal

or any combination of items of a proposal and to waive any defects in bids. The City

reserves the right to discontinue the selection process at any time prior to theawarding of a contract.

5. The City reserves the right to request additional information and/or clarification

from any or all proposers to this RFP.

6. If the bidder has any special payment or delivery clauses which could affect the bid,

that too shall be made part of the bid. If, however, this in not included in the bid,

the bidder will be solely responsible for any increased prices due to any

circumstances.

7.

Any bids received after the specified date and time will not be considered, nor will

late bids be opened.

8.

Costs incurred for the preparation of a proposal in response to this RFP shall be thesole responsibility of the bidder submitting the proposal.

9. All proposals submitted in response to the RFP become property of the City and

public records and, as such, may be subject to public review.




12/15

Send your completed response in a sealed envelope, plainly marked, to:

Proposal for Artisan Food Experience Farmers’ Market

Library and Community Activities Department

Janet Bombard, Director

City of Carmel-by-the-SeaPO Box CC

Carmel, CA 93921

All proposals must be received by February 1, at 5:00 p.m. PST




13/15

CARMEL ARTISAN FOOD EXPERIENCE GUIDELINES - REVISED

Mission: The purpose of the Carmel Artisan Food Experience (Hereafter, the “Event”) is to cultivate

community: from farm to chef to table, through the growing , preparing and consuming of sustainable,

local , organic artisan food. The Event strives to:

1.

Connect residents and visitors with each other in the heart of town by providing a open-air

opportunity to shop for fresh food and taste the culinary explorations of local purveyors.

2. Connect shoppers with local merchants by increasing foot traffic for existing storefronts and by

providing Carmel-by-the-Sea food purveyors exclusive rights to establish a second, outdoor,

venue for sales.

3. Connect Carmel-by-the-Sea chefs and food purveyors with local farmers by providing accessible

ingredients and encouraging culinary partnerships.

4. Connect shoppers with local farmers by educating them about the best ingredients through the

culinary excellence and experimentation required of the participating chefs and purveyors.

5. Connect local farmers who use organic, sustainable practices with a larger individual and

business customer base in order to support their development and proliferation.

EVENT ORGANIZATION: The work of organizing and running the Event is carried out by a City-sanctioned

Steering Committee and a professional Event Manager.

RULES: The Event Manager develops and maintains a set of Event Rules, Enforceable through fines and

limits to participation and in accordance with these Event Guidelines, the Food and Agriculture Code,

Article 5, Division 21, Section 58101.5, 58103, 58104, and all other applicable City State, County &

Federal regulations. The Steering Committee must give final approval as to whether the Rules meet the

Guidelines, prior to their taking effect.

PURVEYOR PARTICIPANTS: Prepared Food Purveyors must currently operate a retail food store or

restaurant within the official boundaries of Carmel-by-the-Sea and must offer one or more special

prepared dish for on-site or at-home consumption. Purveyors are encouraged to partner with a

participating Farmer to showcase at least one ingredient from that Farmer’s available products in the

offered dish. Purveyors are strongly encouraged to utilize all organic ingredients when possible. All

Vendors must be in good standing regarding City regulations and have all current required permits for

their permanent storefront as well as an Event booth.

VENDOR PARTICIPANTS: Food Vendors must currently operate a retail food store within the official

boundaries of Carmel-by-the-Sea. They must offer organic, value-added agricultural products (food and

fiber) such as jams, dried fruit, cheese, baked goods, olive oil. No craft items will be permitted. All

Vendors must be in good-standing regarding City regulations and have all current required permits for

their permanent storefront as well as any Event booth.

FARMER PARTICIPANTS: Farmers will sell high quality, certified organic products at the height of

freshness, which they grow or produce themselves. Farmers must provide a current Certified Producer’s

Certificate; the organic certificate from a USDA approved third party certifier; a copy of their state




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Organic Registration; a Map of Growing Ground with supporting photographs; and any other requested

documentation to the Event Manager prior to participation. If a Farmer intends to serve samples of

his/her produce, he/she must adhere to the sampling regulations provided by the applicable health

department. The designation Farmer also includes Fishermen. Fishermen must provide fresh, wild-

caught seafood from California central coast waters that meet or exceed the green level of Monterey

Bay Aquarium Seafood Watch Criteria.

AESTHETICS: The Event Manager must maintain high aesthetic standards in the layout and equipment

of Participants. Proposals for layout, signage, equipment, and the like must adhere to or exceed the city

Design Guidelines for the use of natural and subdued materials and must be approved by the Steering

Committee before purchase an/or use.

COMMUNICATIONS: Participants must clearly display the name of their business. All temporary signage

must adhere to the same design, dimension, and location requirements and must be approved by the

Steering Committee. Participants must post prices for all items being sold. The display of additional

nutritional information is strongly encouraged. Signage must comply with current laws.

EQUIPMENT: The City may be able to supply equipment (power cords, and the like) and staffing

(additional police officers, cleanup and the like) provided that the Event arranges these items in advance

and provides reimbursement so that the City incurs no costs. Bicycle locking areas must be arranged.

BOOTHS: Participants must establish and maintain clean, attractive, informative booths. The Manager

or the Participants provide tables, chairs, table cloths, scales, umbrella, signage waste receptacles,

decorations and the like. Participant umbrellas must be approved by the steering Committee and be of

natural wood and cloth construction. All products must be displayed in natural receptacles such as

wood, fabric or wicker. There is no plastic or cardboard display material permitted. All display tables

must be draped to hide table legs and storage.

PACKAGING: Participants must encourage the use of multi-use wheeled or tote bags by providing them

for sale or directing shoppers to the closest source. Participants may also offer recycled single-use

paper bags for sale for 25 cents or more. All prepared food must utilize either washable dishware or

bio-degradable plates, cups, utensils, napkins and the like. Prepared food to go must also utilize

biodegradable packaging.

PURCHASES: For shoppers who cannot manage to transport their purchases back to where they are

parked, the Event Manager may provide a drive up will-call booth, rental carts, or some other approved

solution.

SCHEDULE: The Event is open year-round on Thursday afternoons around the lunch and dinner hours,

rain or shine, except for planned holiday or other event conflicts, if any.

LOCATION: The Event is held on Sixth Avenue between Junipero and Mission Streets.

PETS: By law, pets and all dogs except service dogs are not permitted in a food Event; however, pets

may occupy City sidewalks and other areas that are not within the Event boundaries.




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SMOKING: No smoking is permitted at the Event or within 100 feet thereof.

GARBAGE: The use of City waste and recycling receptacles by Event Participants and their customers is

not permitted. The Event Manager must ensure that all Participants provide standardized waste,

recycling, and composting receptacles, empty them frequently so that they do not overflow, and

remove all waste from the City after tear down.

FINANCIALS:

The Carmel City Administrator negotiates for Carmel City Council approval:

• the general terms of the contract with the Event Manager

• a sliding scale of profit sharing with the City of Carmel from 0% at Event startup; after six

months City and Event Manager will phase into a market share agreement whereby the Event

Manager will begin paying the City a percentage of the market’s proceeds

The Event Manager determines:

• the fee payment date, time and methods

• the outdoor event fee structures for Farmers, Vendors, and Purveyors

SET-UP: The Event Manager must confine set-up to the shortest possible time (thirty-minute

maximum)) with the least impact on normal residential and commercial operations. No late arrivals will

be permitted. Emergency vehicle access is of the utmost importance. No Participant will be permitted

to encroach in access-ways or otherwise depart from the Manager’s layout.

TEAR-DOWN: the Event Manager must confine tear-down to the shortest possible time (thirty minute

maximum) with the least impact on normal residential and commercial operations. All Participants must

clean up litter and debris from their space and leave the area better than they found it. Participantsmay not leave before Event close.

INSURANCE: The Event Manager must arrange overall event insurance and ensure that Participatns

carry their own insurance coverage.

ENFORCEMENT: Event Manager must strictly enforce the Guidelines and the Rules founded on the

following a clear procedural agreement signed by all Participants.

artisan food experience farmers’ market rfp 03-03-15

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