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March 22, 2024 Request for Proposals: Restaurant Operations Study and Report


Request for Proposals:
Restaurant Operations Study and Report
RFP Issue Date: March 22, 2024
Proposal Due Date: Friday, April 19, 2024 at 2 p.m. Local Time

I. Introduction
Lake of the Woods Association (LOWA) is seeking proposals from qualified and experienced restaurant operations consultants to enhance our overall business performance of the Lake of the Woods Clubhouse Restaurant. The consultant will be responsible for making recommendations for improving sales and profitability, quality and consistency, management structure and efficiency of staff, and customer service of our restaurant operations.

II. Background
Lake of the Woods Association Clubhouse is a private restaurant located on next to the Main Lake of the community. It can accommodate up to 200 people, depending on seating arrangement. The Clubhouse deck overlooking the Clubhouse Point and Main Lake can seat up to 190. The Clubhouse is open five nights a week for dining (closed Monday and Tuesday), including on the weekends for lunch and Sunday brunch offering a full menu to the residents of LOWA and their guests. The Clubhouse offers banquet facilities to host various events, weddings, anniversaries, club events and other functions throughout the year. On the days when food is not offered, it serves as a meeting place for LOWA groups and other activities. A specially priced menu is available for LOWA groups.
LOWA just completed a Clubhouse refresh/renovation project with new luxury vinyl flooring and carpeting, chairs and tables, lighting, artwork, and fresh paint.
We are committed to providing upscale casual dining experiences with excellent customer service in an exceptional lakeside dining and banquet setting, and we are looking to optimize our operations for increased success.
LOWA also operates the Fareways Café at the 18-hole golf course with seating up to 90. The patio can seat up to 36 overlooking the Putting Green and 1st Fairway. Fareways is open seven days a week and is the place for fast and casual dining, and fun programs such as dart league, karaoke.  Fareways Café is not the primary focus of the study.  (See V.8)
The Food and Beverage Director oversees both restaurant operations.
Lake of the Woods Association, Inc. is a private, planned residential community of 4,200 single-family homes located in the northeastern tip of Orange County, Virginia. Founded primarily as a residential and recreational community, LOWA offers nearly limitless opportunities for social/recreational activities and programs for members and their families. These activities include swimming and boating on the two lakes, a USGA golf course with Pro Shop and Fareways Cafe, an Equestrian Center, two outdoor swimming pools, Pickleball and tennis courts, a Clubhouse with food service and space for social and community and club events, Community Center, a Fitness Center and numerous parks with ball fields, basketball courts, horseshoe pits, playgrounds, walking/fitness paths and campgrounds. The main entrance to LOW is on Virginia Route 3, 15 miles west of Interstate 95 and 18 miles east of Virginia Route 29, about halfway between the cities of Fredericksburg and Culpeper. It is approximately 70 miles south of Washington, D.C., and 60 miles north of Richmond.

III. Objectives
The selected consultant will be expected to consult with stakeholders, including the Board of Directors, Clubhouse Committee, and Staff, in coordination with Restaurant Operations Study Working Group, to recommend changes or strategies to achieve the following objectives:
  1. Improve Economic Performance/Increase Sales and Profitability: Develop strategies to boost revenue and customer engagement. Identify and recommend cost-effective measures to enhance overall profitability.
  2. Improve Quality and Consistency: Identify and recommend cost-effective measures to improve food and beverage quality and consistency for both daily dining and banquets.
  3. Optimize Management Structure and Improve Efficiency of Staff: Implement improvements for both front and back of house.
  4. Enhance Customer Service: Evaluate and recommend measures, processes and standards, including employee training programs, that enhance the customer service experience to build loyalty and positive reviews, and build repeat and first time patrons.

IV. Scope of Work
The consultant will be required to perform the following tasks:
  1. Conduct an onsite, comprehensive assessment of current restaurant operations, including kitchen, dining rooms, and office in coordination with the Food and Beverage Director and staff. This comprehensive assessment will include a review of eight aspects:
    1. marketing,
    2. customer service & hospitality,
    3. guest experience,
    4. employee experience,
    5. food & beverage quality,
    6. leadership & culture,
    7. financial & business management, and
    8. strategy/business model.
  2. Create a timeline for implementation of proposed changes.
  3. Recommend key performance indicators (KPIs) to monitor and evaluate the effectiveness of implemented strategies.
  4. Summarize findings in a written report with an executive summary.
  5. Present the report during a meeting of the LOWA Board of Directors.

V. Proposal Submission Requirements
Interested consultants should submit the following information:
  1. Cover Letter: A letter of interest signed by a company principal.
  2. Company Profile: Provide details about your consulting firm, including experience in the restaurant industry as well as with community associations/private clubs.
  3. Relevant Experience: Highlight at least three previous projects that demonstrate success in improving restaurant operations.
  4. Proposed Approach: Outline your methodology for addressing the objectives outlined in this RFP.
  5. Team Qualifications: Provide resumes of key team members who will be involved in the project.
  6. References: Include at least three references from previous clients in the restaurant industry.
  7. Cost Proposal: Provide a detailed cost estimate for the entire project, including any additional expenses such as travel and lodging.
  8. Fareways Café: Consultants can submit an additional option with a cost estimate to evaluate our Fareways Café operations to improve functionality, performance and profitability.
VI. Proposal Submission Deadline and RFP Schedule
All proposals must be submitted by April 19, 2024 at 2 p.m. local time. Late submissions will not be considered. Submit proposals are to be submitted electronically to:
Phillip L. Rodenberg
General Manager
Lake of the Woods Association, Inc.
Proposals may not be copied to other email recipients.
March 22                     RFP Release
April 19                       Due Date of Proposals
April 22-25                  Interviews (in person or by Zoom) by Working Group
May 15                        Award of Contract by Board of Directors/Notice to Proceed
May-June                    Onsite Visit by Consultant
June 19                        Presentation of Report to the LOWA Board of Directors

VII. Evaluation Criteria and Award Contract
Proposals will be evaluated based on the following criteria:
Experience and qualifications of the consulting firm and team members. (25%)
Demonstrated success in improving restaurant operations. (25%)
Clarity and feasibility of the proposed approach. (25%)
Cost-effectiveness of the proposal. (25%)LOWA reserves the right to reject all proposals or to waive informalities.
LOWA shall engage in individual discussions with two or more firms deemed fully qualified, responsible, and suitable based on initial responses, and with professional competence to provide the required services.
The successful firm will present a written proposal that is responsive to the RFP. Selection will be based on best value for LOWA, a combination of price, value and relevant experience.
No work shall begin on the project before receiving a fully executed contract and certificate of insurance. LOWA requires all Vendors and Contractors who perform services to carry a minimum of $1,000,000 in General Liability and Auto Liability insurance coverages. These limits may be achieved by combing with Umbrella coverages.

VIII. Contact Information
For questions and submission of proposals, please contact:
Phillip L. Rodenberg, General Manager
and Charles Maneval, Director of Finance