Restaurant RFP -2018

Restaurant/Bar - Request For Proposal

• A total of 70 owners and long term renters reside full time on the property
• Winter Texans (20 – 30 couples for approximately 90 days per year)
• Short Term Renters (less than 28 days, typically weekenders, holidays, etc., - high season May thru September)

The Condominium Owners Association reserves the right to use the restaurant/bar area for occasional events during times the restaurant/bar is closed. COA will assure cleanup after such events.

The tenant may reserve some common areas of the property for events catered by the tenant if the space is not reserved for use by the COA or an owner.  Pools may not be reserved.  Otherwise, the following areas may be reserved in advance with the understanding that residents may need to move across the space to access their units or other parts of the property:  the center courtyard below the restaurant, south BBQ area, north BBQ area, interior courtyards ( Star, Wisteria, Flower courtyards), ballroom, and tennis courts.  The tenant will be required to pay $500 for each site reserved.  Each site may be reserved for a maximum of ten hours, to include the setup and tear down and cleanup at tenant’s expense.  IOLT staff is not available to set up, tear down, or clean up.  Note:   Only one of the BBQ areas may be reserved at any given time to ensure one BBQ area is available to residents.

REQUIREMENTS OF THE RFP RESPONSE   

The response must include at least the following:

• A description of prior experience in the restaurant/bar industry
• Current catering permit number or proof of obtaining one (If tenant plans to provide catering services)
• Current TABC license number or proof of obtaining the license
• The type of establishment being proposed is casual dining with Tex Mex options on the menu (based on response of owners to restaurant survey executed by the board)
• Days and hours proposed for operation
• Security plans to deal with unruly patrons
• A sample menu, including children’s menu
• Per response of owners to restaurant survey, the following factors may be considered in final selection:
  • Café/Market/Grocery items
  • Simple restaurant menu
  • Entertainment/Events
  • Condo Delivery
  • Pool Delivery
  • Take-out / Pick-Up

LEASE REQUIREMENTS

• The tenant shall enter into at least 3 to 5-year lease with the COA.
• A $1000.00/month (includes electricity) plus 1 ½% fee on all gross sales shall be paid to the COA by tenant on a monthly basis. The 1 ½% fee of gross sales is applied on all food and beverage sold. NOTE:  This lease/fee is the only amount paid to the COA for use of the restaurant/bar space.
• A catering fee of 10% gross of all sales for each catered event outside the restaurant/bar space shall be paid to the COA. The COA shall be provided a duplicate invoice of any such event the tenant may cater. Note:  Any outside caterer on Island property will be charged the same rents for common space and be required to pay the 10% catering fee. 
• Water and propane gas shall be paid by the tenant. Water is currently $160.28/month as required by the City of Lago Vista for water service to the restaurant and bar. Propane gas is individually metered and will be the responsibility of the tenant. 
• Phone, TV (cable), music, wi-fi, grease pit pumping/cleaning, dishwasher service and pest control, will be responsibility of tenant. 
• Repair of damages to the property caused by the tenant, tenant’s employees, or tenant’s customer shall be paid for by the tenant.
• Maintenance of the space and equipment, as well as replacement of equipment are the responsibility of the tenant.
• Maintenance of plumbing, windows, doors is the responsibility of the COA.
• For events that the tenant caters outside of the restaurant on COA property, the tenant is responsible for submitting the required one page form to TABC under the tenant’s catering permit as specified by TABC. Tenant will provide the COA a copy of that form each time one is submitted for an event
• Cleaning of the bathrooms on either side of the ballroom is the responsibility of the tenant at the close of business each day of operation.
• The tenant may set hours of operation, with the exception of closing time, which shall be no later than 12:00 midnight on the days of operation. No patrons shall be permitted to remain in the restaurant/bar area after 12:15 A.M. Exception:  New Year’s Eve, the bar may remain open until 1:00 A.M. with all patrons leaving by 1:15 A.M.
• The tenant must operate food and drink services at a minimum of the times listed below. Additional days of operation are encouraged.
  • Friday-------- Dinner (and lunch is preferred)
  • Saturday----- Lunch, Dinner (and Breakfast is preferred)
  • Sunday------- Breakfast or Brunch
• When the tenant offers entertainment, the decibel level may not rise above that allowed in the City of Lago Vista’s noise ordinance, Section 8.306 “Maximum Permissible Sound Levels.” No entertainment is allowed on the balcony without prior board approval. 
• Tenant must receive approval from the COA for the name of the restaurant/bar.

All information in the RFP should be provided to the COA’s Property Management Office.  Prospective tenants are welcome to visit The Island and view the restaurant, bar, ballroom, marina space, and common areas. Please contact the Property Management Office to make these arrangements.  Proposals should be submitted by 5:00 PM, March 31, 2018, for consideration. Proposals may be hand-delivered, mailed, emailed, or faxed.

The Island on Lake Travis COA looks forward to receiving proposals that describe quality food and scope of service consistent with our Island population and lake community during all seasons of the year. Thank you for participating in The Island on Lake Travis Restaurant/Bar RFP.