Procurement Department
Date: August 30, 2016
REQUEST FOR PROPOSAL (RFP)
# SARC-0119-16LF
BID DESCRIPTION: Holiday Indoor/Outdoor Décor 2016-2019
Seneca Allegany Resort & Casino
BID DEADLINE: Monday, September 12, 2016– 5:00 PM EST
The Seneca Gaming Corporation Procurement Department is requesting bids for the above mentioned goods/service. All communications regarding this bid should be addressed to:
Seneca Gaming Corporation - Procurement Department
Attn: Lisa Fittante
310 Fourth Street
Niagara Falls, NY 14303
RE: # SARC-0119-16LF
Telephone: (716) 501-2345
Proposals must be received by the Procurement Department on or before the date stated above by 5:00 pm EST. Proposals received after the deadline will not be considered. SRC recognizes e-mail as a sealed response in relation to this RFP.
I. Scope and Intent
The Seneca Resorts & Casino would like to invite your company to submit a proposal to provide the Holiday Décor for the Seneca Allegany Resort & located in Salamanca, NY that captures the warmth and joy of the season.
II. Specifications
All Items are in our CURRENT inventory. The highlighted items are items the vendor will need provide. Vendor will be required to refresh, replenish, update, and store the current inventory and any newly purchased items based on the vendor and SGC’s recommendations.
HOTEL LOBBY
o 14’ tree decorated with red and gold decor
o Large matching wreath above fireplace, with additional
o Crystals, greens and red accents including battery operated lights on mantle
o Four (4) decorative swags and matching garland around Valet Station
o Poinsettias tree in lobby and halved by doors.
o VENDOR: Refresh four (4) stands in coordinating colors
o Gold lanterns on hearth with poinsettias surrounding
NOT in Inventory-Vendor to Supply:
Two (2) Fresh floral arrangements at Front Desk Reception
Two (2) Fresh arrangements at Valet Station
HALLWAY BY ELEVATORS IN MAIN ENTRY
o Large 6’ finials in pots
o Snowman
PARKING GARAGE ELEVATORS NEAR LOGO SHOP
o 6’ Santa
o Sleigh filled with gifts
LOGO SHOP
o Glitter gold deer
o Gold, cream, and crystal ornaments hung over window
o Holiday Village
o Vendor -add additional décor ideas to this area.
NATIVE AMERICAN INDIAN AND ESCALATOR SCULPTURE
o Two (2) -Urns-
o Vendor-Refresh with decorative twigs
o Arrangement in red floral
WESTERN DOOR
o Two (2) - 72” snow trees w/ silver and cream ornaments, LED lit vendor to check and refresh lights as needed.
o Gold wreath on dividers
o Garland with ribbon-vendor to refresh the ribbon
o Tree in Private Dining Room
o Arrangements to coordinate with wreath
o Two (2) Lanterns on booth corners decorated with gold accents and flameless candles
NOT in Inventory-Vendor to Supply:
o One (1) Fresh floral arrangement for reservations desk.
o Refreshing of ribbons & wreaths and/or décor on wreaths to coordinate with décor theme.
CAFÉ
o Candy Jars
o Santa tree trimming
o Candy Canes hung on glass divides
o Artificial Christmas cutout cookies
o Holiday arrangements for shelves and an extravagant arrangement adorned with lights above the register area
NOT in Inventory-Vendor to Supply:
o One (1) Fresh floral arrangement for reservations desk
SPA
o Tree and décor
o Coordinating wreath
o Artificial floral arrangement
CHAIRMAN’S LOUNGE
o Tree with decorations in aqua and brown accents
o Large arrangement over buffet with colors and ribbons
o Small trees on each table
o Swags
o 36” wreath to match décor
EXECUTIVE OFFICES-Vendor-NEW AREA, need additional décor ideas for this area.
o Tree with neutral accents
o Wreath-refreshed
o Artificial floral arrangement
o Deer statues
HALLWAY TO POOL AREA
o Wreath, garland, ribbon and accents
o Two (2) cast iron urns filled with greens and lit branches
FIRE LOUNGE
o Bottlebrush trees on ledge
o Tree with aqua and silver accents
o Silver twig arrangement on mantle
o Thirteen (13) silver mesh snowflake
o Vendor-Add LED lights around the glass windows of the bar – Not in inventory vendor will need to supply
STEAKHOUSE HALLWAY
o Two (2) Wreaths
o Two (2) large arrangements
o Vendor- add additional décor ideas to this area
BUS PROMOTIONS AREA
o Three (3) artificial trees decorated with red ball garland
o Vendor-add additional décor ideas to this area
PARKING GARAGE ELEVATOR IN CENTER OF CASINO
o Decorated coned twig trees with lights
PROMO DESK ON CASINO FLOOR
o Lit birch branch embellished with greens and birds-refreshed
o Arrangements-refreshed
o Vendor -add additional décor ideas to this area.
RESTAURANT BALCONY
o Tree with coordinating decor
o Six (6) White poinsettia lit wreaths
o Garland
o Finials and ribbon, silver accents
o Tree with complimenting accents
o Lit wall ornaments
BALCONY OVERLOOKING CASINO FLOOR
o Multi-colored glitter ball wreath
o Garland with new ribbon
o Utilize large red tins with fresh new twig arrangement
PATRIA’S
o Curtain of waterfall lights under soft flowing fabric
o Refreshed wreaths to use on wall inside restaurant
o Refresh white branch arrangements
POOL
o Twelve (12) Large Silver Snowflakes
FITNESS CENTER
o Two (2) pine bells
Vendor- add new DÉCOR IDEAS for the Window/Door
BUS ESCALATORS
o Large Christmas arrangement
o Two (2) small trees-refreshed
EVENT CENTER
o Silver Bells decorated at coat check station
BEAR CLAW
o Utilize tin present arrangements
o Complimenting arrangement
BUFFETT
o 12’ tree; adding ornaments from Lobby tree
o Six (6) arrangements decorated battery operated lanterns-refreshed
o Hang swags and place garland atop of buffet
MEETING ROOMS
o Decorated movable tree
o Large arrangement
EMPLOYEE DINING
o Decorated Tree with ornaments
BUFFET HALLWAY
o Three (3) waterloo towers
o Nutcracker
o Soldier
o Two (2) extra-large arrangements
o Topiary Angel
B-ICONIC STORE
o Arrangements and wreaths-refreshed
o Winter wonderland outside doorway
o Waterloo stars
OUTDOOR DÉCOR INVENTORY-CURRENT
*Lights will all have to refreshed & checked to insure they are still working
**All items may not listed
Qty / Item / Description37 / LED Multi / Largest tree surrounding waterfall 1850 lights
30 / LED Blue / Tree with 1500 lights surrounding waterfall
20 / LED Red / Tree with 1000 lights surrounding waterfall
15 / LED Green / Tree with 750 lights surrounding waterfall
15 / LED Purple / Tree with 750 lights surrounding waterfall
1 / Tree of Lights 14' / Green with white star surrounding waterfall
1 / Tree of Lights 17' / Red with white star surrounding waterfall
1 / Topiary Deer / Leaping 8' deer surrounding waterfall
2 / Topiary Deer / Head back deer surrounding waterfall
1 / Garland / Christmas Flower Skyline 40' for Valet Hotel Entrance
3 / Light Post Decorations / 7 ½ “ LED wreaths light posts near the entrance road to the casino
4 / Light Post Decorations / 12' Poinsettia
OUTDOOR-May require additional outdoor décor items based on consultation
Additional Items for Vendor to provide:
New decorative ribbon, accents items to be replaced where needed and the cost to refresh items throughout
Plus fresh floral and poinsettias to accent holiday décor. *Fresh floral are noted above, but are not limited to these areas alone. Vendor to work with SAC Special Events Team to determine any additional locations.
OUTDOOR-Two-Three 5’ fiberglass deer
OUTDOOR-Holiday LED Outdoor Signs:
Happy Holidays w/ poinsettias 7 ½’ H x 34’ W
Season’s Greetings w/ snowflakes 12’ H x 35’
Other Proposal Requirements:
Contract Term: 3 years
Budget: 1st year – up to $40,000
2nd year – up to $30,000
3rd year – up to $30,000
Costs include labor for set-up and take-down, maintenance, and delivery of fresh flowers and any additional items.
SCHEDULE FOR 2016 HOLIDAY DÉCOR
· The Casino decorating will begin November 21, 2016
· Décor needs to be taken down week of January 4-9, 2017
· The number of support staff vendor may require will range between 10-12
· 2018 & 2019 Schedule will be provided
Vendor Responsibility:
Decorate all area’s listed above with SARC inventory and new items purchased from vendor. Selection of new décor items will be vendor’s recommendation. Provide fresh arrangements for all mentioned areas.
It will be the vendor’s obligation to take care of or provide the following tasks listed below:
o Provide staff transportation to and from SARC
o Schedule set-up and take-down of décor staff
o Transport, deliver and set-up all décor materials to SARC
o Provide storage boxes and pack SARC décor items during take-down
o Provide schedules and names of staff
o Provide Storage for all décor items with insurance during the contract term.
*This is a 3 year bid, however SGC has a right to change the contract to a one year contract if they are not satisfied with the product and services supplied in year one.
*Vendor must supply SGC with update certificate of Insurance and Liability coverage.
*If you have any questions or would like to request a tour of the property, please contact Lisa Fittante.
III. Schedule of Events:
Request for Proposal issued 8/30/16
Request for Proposal due 9/12/16 by 5:00 PM EST
IV. Vendor Requirements:
· Performance: Bidders must have the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the terms, conditions and requirements of the RFP.
· Insurance: At all times, during the fulfillment of any resulting Purchase Order or Contract, the Awarded Vendor(s) shall obtain and keep in force insurance coverage acceptable to SGC’s Risk Management Department. SGC’s insurance requirements for vendors vary according to the nature of the contract and degree of risk, but normally include general liability, automobile liability, and workers’ compensation coverage. In addition, in appropriate cases, SGC may require professional liability/errors & omissions coverage and/or network security/data privacy coverage. Proof of insurance coverage must be provided to SGC Risk Management department.* see note in bid checklist (section VII-4). For any questions regarding insurance, please contact the Risk Management Department at Please reference the Request For Proposal (RFP) number and Bid Description
· Failure to maintain requisite insurance will entitle SGC to immediately rescind and/or terminate any resultant business relationship and contract with Awarded Vendor.
· Vendor Registration: Awarded Vendor(s) agrees to submit a completed Vendor Registration Form and designated fees as required by SGC’s regulator, the Seneca Gaming Authority (SGA). It is the Awarded Vendor(s) responsibility to fulfill the requirements, submit information and cooperate with any SGA investigation into its business functions, structures and principals when sales by said Awarded Vendor may reach or exceed Seventy Five Thousand Dollars ($75,000); and to maintain the registration/license through the duration of any purchase order or contract resulting from this RFP. Failure to do so will entitle SGC to immediately rescind and/or terminate any resultant contract or business relationship and may result in the suspension of payments to the Awarded Vendor.
· The SGA may also, in an appropriate case, require the licensure of individual employees of the Awarded Vendor who perform certain services that are or may be closely associated with SGC’s casino operation. As SGA retains the discretion to make this type of determination on a case-by-case basis, SGC is unable at the RFP point in the bidding process to state definitively whether such licensure will be required in any particular case.
· Seneca Nation of Indians Business License: In addition to SGA licensure, Awarded Vendor(s) with a calendar year spend of over $10,000 are required to obtain a Seneca Nation of Indians (SNI) business license throughout the course of any contract or business dealings with SGC. It is the Awarded Vendor(s) sole responsibility to maintain and renew the SNI business license in accordance with the terms set forth in the “Seneca Nation of Indians Business Code”. The cost of the license is currently $150 per calendar year. The Awarded Vendor must submit the application, together with the requisite fee, within 30 days following award of contract, to the following address: Seneca Nation of Indians, Business Permit Office, 12837 Rte. 438, Irving, NY 14081. To obtain the application form, and for any questions, please contact the SNI Business Office at (716) 532-4900, ext. 5033 or visit the SGC website at http://www.senecagamingcorporation.com/corp_standards.cfm. A copy of the Awarded Vendor’s application should contemporaneously be sent to Seneca Gaming Corporation - Procurement Department, 310 Fourth Street, Niagara Falls, NY 14303.
· Confidentiality: This document contains information (and Bidders may have access to) confidential information of the SGC and/or its affiliate. Bidders are authorized to use this information solely in connection with the preparation of a response to this RFP and fulfillment of any resulting purchase order or contract award. In submitting response(s) to this RFP, Bidder(s) agree and represent that the Bidder(s) will not directly or indirectly use the Confidential Information beyond the scope of the authority granted by SGC or disseminate, disclose or in any way reveal the Confidential Information or any part thereof, except upon the express written approval of SGC. SGC will keep all documents received from Bidders on a confidential basis, save to the extent disclosure is required to comply with requirements of SGC’s corporate Charter, as regards the approval of SGC’s Audit Committee, Board of Directors and Council of the Seneca Nation of Indians, if applicable.
· Disclosure of Potential Conflicts of Interest: If Bidder, or any director, officer, employee or owner of Bidder has a business or personal relationship with a director, officer or employee of the Seneca Gaming Corporation (or its affiliates) that may create a conflict of interest, or appearance of impropriety, for or relating to such director, officer or employee in connection with the entry into, or ongoing performance of, the transaction(s) or service(s) contemplated under this RFP, Bidder must disclose such conflict to the Corporation, in writing, to the extent Bidder has knowledge thereof.
· Kickback Covenant: SGC will not tolerate Kickbacks in any form. A “Kickback” shall be defined as any cash, fee, commission, credit, gift, gratuity, thing of value or compensation of any kind in exchange for favorable treatment in obtaining or retaining any purchase order or contract servicing SGC. Bidder agrees that its officers or employees have not and will not provide or attempt to provide, either directly or indirectly, any Kickback to any employees of SGC, the Seneca Nation of Indians (the “Nation”) or their respective officers, directors, employees or agents, nor to any citizens of the Nation.