ࡱ> @C?y "bjbj 44{{0000$T$0!vxiii+!-!-!-!-!-!-!$"$&Q!iiiiiQ!f!i+!i+!rT Nm̒"c!|!0!qX'FX'  X'# iiiiiiiQ!Q!iii!iiiiX'iiiiiiiii : LETTER OF INVITATION Date: March 8, 2012 From: Family Programs and Commencement, University of Oregon To: Food Vendors Subject: Food Vending at UO Spring Graduation/ Grad Fest Dear Restaurant or Food Vendor: The University of Oregon is hosting the second annual Grad Fest, on Monday, June 18 as part of the UO Graduation Celebration. The University has up to 12 spaces available for food vending. General food service, including non-alcoholic beverages, will be open for service for the duration of 8:00 am 4:00 pm. We expect both a breakfast and lunch crowd. Vendors can provide food service for breakfast, lunch or both. Preference may be given to vendors who are able to offer both breakfast and lunch options. This food service will be working in addition to regular UO Food Service operations. Vendor(s) will be located on 13th Avenue, between Columbia and Franklin Streets directly north of Matthew Knight Arena. With an estimated 35,000 people being expected on campus this day, these food vending stations will be an essential part of creating and executing a successful event. Vendors are required to perform duties regardless of the weather and should make accommodations to allow operations to continue in the case of poor weather conditions. Vendors should be prepared to work with the weather. Vendors are given no guarantee of sales or business; vendors assume all risk associated with food sales operations. Chosen food vendors will provide: Copies of valid Oregon food handlers card (s) for all food service employees Any tables or canopies needed for operation Any signage needed for operation Lane County restaurant license Certificate and endorsement of liability insurance The University of Oregon will provide: Parking for vendors starting on Sunday, June 17 at 3:00 pm and ending Monday June 18 at 6:00 pm. Limited electricity will be provided for selected vendors. Additional charges may apply. Centrally located composting and recycling stations Gray water disposal area For those vendors selected to participate, there will be a $50 exhibitor fee. These fees are necessary for the University to defray costs associated with permitting, waste disposal, and overnight security, as well as other expenses that may accrue. Load in for this event will be on Sunday, June 17 from 3:00 pm 7:00 pm. Load out will be on Monday, June 18 after 6:00 pm only, as to not interfere with graduation ceremonies happening from 3:00 pm 5:00 pm. Interested Licensed Food Vendors should supply a brief statement of qualifications, previous festival experience and references. Please include the scope of services you envision providing with menu and prices with a detailed equipment list. Menus, pricing, and equipment lists are subject to approval, including decisions by the University to avoid duplication of items or product. Also include your available method of payment for services at the event. The deadline to submit your statement of interest is April 9, 2012 at 5:00pm. Please send it to David McCandless, Interim Assistant Director of Family Programs and Commencement, 5216 University of Oregon, Eugene OR 97403-5216. This letter does not constitute a solicitation for bids or an offer of a contract. Responses will not bind you to the University (or the University to you) contractually or monetarily, or in any other way. Once the University receives all information submitted, it will determine how to proceed. GARBAGE AND RECYCLING DISPOSAL: In conjunction with Commencement, Campus Recycling is setting up comprehensive recycling and composting stations at Grad Fest. To ensure an environmentally conscious event, Grad Fest participants are asked to cooperate with the following guidelines: *Styrofoam is banned from Grad Fest. *Utilize bio-degradable paper products only (no plastic lining). *Food vendors must keep assigned area clean to prevent extra fines and possible booth closure. All booths are subject to inspection by the Health Department. The Office of Family Programs and Commencement will continue to work with the Campus Recycling Program to provide an environmentally conscious Grad Fest. If a response contains any information that is considered a trade secret under ORS 192.501(2), you must mark each page containing such information with the following legend: TRADE SECRET. Failure to mark a specific page with the legend set forth in this paragraph shall conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). Please do not mark entire responses as trade secret, as the University is unable to consider such responses. All questions should be e-mailed to  HYPERLINK "mailto:davidm@uoregon.edu" davidm@uoregon.edu. We look forward to hearing from you. David McCandless Interim Assistant Director, Family Programs and Commencement 5216 University of Oregon Eugene, OR 97403-5216 FIRE SAFETY REGULATIONS FOR U OF O OUTDOOR EVENTS TENTS AND CANOPIES All tents, canopies, side walls, tarps and all other parts of temporary structures must be made of flame resistant material or have a flame retardant treatment in accordance with the International Fire Code. Documentation of flame resistant material and/or flame retardant treatment must be available for the inspectors on sight. Note: This documentation must be available for the entire event No tent, canopy, or any other item can be placed in or block a fire lane, fire department access, or exit paths from buildings. FIRE EXTINGUISHERS Each booth must have a 2A-10BC rated fire extinguisher (5 pound ABC fire extinguisher). The extinguisher must have a gauge showing it is fully charged, a pin in the handle, a seal holding the pin in place, and a certification tag that indicates the service date. Cooking booths must have a 40BC rated fire extinguisher and cooking booths using deep fat frying or woks must have a Type K fire extinguisher. All of these extinguishers must have a gauge showing they are fully charged, a pin in the handle, a seal holding the pin in place, and a certification tag that indicates the service date. PROPANE According to the International Fire Code all propane tanks must be at least 20 feet apart and at least 10 feet from any structure including any booth. To meet these separation requirements you must place your propane tanks in the location designated for your booth in your confirmation packet. Any booth with misplaced propane tanks will be immediately shut down with no refund. COMPLIANCE WITH FIRE REGULATIONS Any booth that cannot produce the above mentioned required fire safety items or meet the fire safety regulations each day, will be shut down until the booth can comply. These regulations are strictly enforced each day of your event. 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