Concession Stand - Tierney Park for 2027

Description: PROJECT OVERVIEW The Village of Lexington is seeking proposals from qualified individuals or businesses to operate the concession stand located in Tierney Park. Tierney Park is a newly renovated community park that includes a public beach, community gathering space, and a band shelter used for concerts and other community events. The selected vendor will be responsible for operating the concession stand during the agreed-upon seasonal operating period and during applicable special events. The Village is seeking a vendor who can provide convenient, family-friendly food and beverage options that are appropriate for a community park setting. The Village is particularly interested in a low-impact concession operation that can utilize the existing facility without significant modifications to the building or its infrastructure. FACILITY OVERVIEW The concession stand is newly constructed as part of the Tierney Park renovation and is designed to support safe, efficient food service operations. (see pictures on next pages). The facility includes: ● Enclosed concession structure ● Service windows ● Electrical and water hookups (details available upon request) ● Proximity to the public beach, community gathering areas, and band shelter used for concerts and other community events. Vendors are encouraged to conduct a site visit prior to submitting a proposal. Site visits may be coordinated with the Village based on availability and site accessibility. EQUIPMENT AND FACILITY LIMITATIONS The concession stand is intended for limited-preparation food service. The Village is seeking proposals that primarily utilize prepackaged food and beverage items, refrigerated or ready-to-serve products, and/or microwave-type preparation. The following will not be permitted without prior written approval from the Village: ● Installation of a stove, range, fryer, griddle, oven, or similar cooking equipment requiring significant heat, ventilation, or utility modifications ● Equipment requiring significant structural modifications to the concession stand ● Alterations to electrical, plumbing, ventilation, walls, floors, counters, or other permanent building components ● Installation of permanent equipment or fixtures Any proposed equipment that is not clearly considered portable, minor, or compatible with the existing facility must be identified in the proposal and approved by the Village prior to installation or use. The Village reserves the right to determine whether proposed equipment or modifications are appropriate for the facility. SCOPE OF SERVICES The selected vendor will be responsible for: ● Operating the concession stand during agreed-upon hours and seasons ● Offering a menu appropriate for park patrons (family-friendly pricing encouraged) ● Providing all food, beverages, supplies, and staffing ● Maintaining cleanliness of the concession stand and immediate surrounding area ● Complying with all local, county, and state health and safety regulations ● Obtaining and maintaining required licenses, permits, and insurance ● Operating during approved special events as mutually agreed upon with the Village OPERATING TERM Each proposal must include the vendor's proposed contract term, including: ● Proposed initial contract length ● Proposed start and end dates ● Whether the vendor is requesting renewal options ● Proposed length of any renewal terms ● Any conditions the vendor proposes for renewal The Village anticipates awarding a concession agreement for the initial operating season, with the possibility of renewal for subsequent seasons based on performance and mutual agreement. OPERATING HOURS Each proposal must include a detailed Operating Plan identifying the vendor's proposed: ● Opening and closing dates for the season ● Days of operation ● Hours of operation ● Staffing plan ● Proposed weekend hours ● Plan for special event operations ● Plan for handling periods of inclement weather or other circumstances that may affect operations MINIMUM OPERATING REQUIREMENT The selected vendor will be required to provide concession stand service on weekends throughout the operating season, subject to mutually agreed-upon operating dates and any provisions contained in the final concession agreement. Vendors are encouraged to propose additional weekday hours of operation. Proposals that do not provide for weekend operation throughout the season may be considered non-responsive. The Village recognizes that weather, park closures, or other circumstances outside the vendor's control may affect operations. Specific provisions regarding closures and operating requirements will be included in the final agreement. PROPOSAL REQUIREMENTS Each proposal should include: Company / Vendor Information ● Company name, address, and contact information Experience & Qualifications Relevant food service or concession experience, including: ● Years of experience ● Previous concession or food service locations ● References, if available ● Any applicable licenses or certifications Proposed Menu Including: ● Food items ● Beverage options ● Pricing ● Prepackaged or ready-to-serve options ● Microwave-prepared options ● Any specialty or unique offerings Equipment and Facility Use Provide a list of all equipment proposed for use in the concession stand. For each major piece of equipment, identify: ● Equipment type ● Power requirements ● Whether it is portable or permanent ● Any electrical, plumbing, ventilation, structural, or other facility requirements No stove, fryer, range, griddle, oven, or other equipment requiring significant structural, electrical, plumbing, or ventilation modifications will be permitted unless specifically approved in writing by the Village. Operating Plan Provide a detailed plan for operating the concession stand, including: ● Proposed opening and closing dates ● Proposed days and hours of operation ● Weekend operating schedule ● Staffing plan ● Number of employees anticipated ● Plan for special events ● Plan for weather-related closures ● Proposed procedures for opening, closing, cleaning, and securing the concession stand The proposal must demonstrate the ability to provide weekend coverage throughout the operating season at a minimum. Proposed Contract Term State the proposed initial contract term and any requested renewal options. Financial Proposal / Rent Offer Vendors shall propose a rent structure for use of the concession stand. This may include: ● A flat monthly or seasonal rent ● A percentage of gross sales ● A combination of base rent plus percentage of sales ● Another clearly defined rental structure proposed by the vendor If proposing a percentage of gross sales, the vendor must clearly identify the proposed percentage and explain how gross sales will be calculated and reported. The Village is seeking proposals that are fair, competitive, and reflective of a new park facility with anticipated growth over time. The Village reserves the right to negotiate rent terms with the selected vendor and to adjust rent in future seasons. Completed Contractor Requirements Form A completed Contractor Requirements Form must be included with the proposal. (see last page). EVALUATION CRITERIA Proposals will be evaluated based on: ● Quality and suitability of proposed menu ● Vendor experience and reliability ● Financial benefit to the Village ● Ability to meet operational and regulatory requirements ● Overall value and fit for the Tierney Park environment The Village reserves the right to request interviews or additional information from finalists. SUBMISSION DETAILS The project bids shall be placed in a sealed envelope marked "Concession Stand-Tierney Park" and must be received no later than THURSDAY, DECEMBER 8, 2026 BY 2PM. Bids can be mailed or hand delivered to: Village of Lexington Attention: Vicki Scott, Clerk 7227 Huron Suite 100 Lexington, MI 48450 ● Late or incomplete proposals may not be considered. ● No faxed copies of submittals will be accepted. The Village of Lexington reserves the right to accept or reject any or all proposals; to waive irregularities or informalities; and to award proposals as deemed in the best interest of the Village. The Village of Lexington shall not be responsible for the cost of preparation of proposals. CLOSING The Village of Lexington will review the contents of the bids. If the Village deems that the submitting vendor is qualified, then their proposal shall be considered for the operation of the concession stand. The Village reserves the right to interview the short-listed vendors. It is the intent of the Village to complete the review process and enter into a concession agreement with a selected vendor for these services as soon as practical. The Village will review the bids and make a decision at a subsequent meeting. The selected vendor will be required to enter into a formal concession agreement with the Village prior to beginning operations. The final agreement will establish the approved operating schedule, rental terms, insurance requirements, equipment limitations, maintenance responsibilities, and other terms and conditions applicable to the operation. Village of Lexington Contractor Requirement Checklist (Contractors, please Check all line items that can be provided upon request that apply to bid project) Insurance a. ( ) Minimum of $1,000,000 liability - Must provide current certificate of insurance. b. ( ) Must provide a copy of policy stating the Village of Lexington as an additional insured. c. ( ) Workers Compensation - Must provide current certificate of insurance or submit the appropriate Sole Proprietor "hold harmless" form attachment A or B. d. ( ) Vehicle liability - Must provide current certificate of insurance for all vehicles used for contracted work. Safety a. ( ) Contractor shall warrant that employees are trained and certified for confined Entry when required for the contracted work. b. ( ) Contractor shall warrant that employees are trained and certified for Personal Protection Equipment use when required for the contracted work. Equipment a. ( ) Contractor shall warrant their capability of supplying all required equipment in good working condition, including employee safety standards, necessary for contracted work. Qualification a. ( ) All contractors shall provide a copy of their current State business license. The village will determine if licensing is required based on the project. b. ( ) All contractors seeking work from the Village shall submit with bids their company contact information and billing address. c. ( ) All contractors seeking work from the Village shall submit with their bids the above referenced documentation in sections 1, 2 and 3. d. ( ) All contractors seeking work from the Village shall submit with bids a list of sub contractors anticipated to work on the project and their company contact information. Primary contractors are responsible for ensuring sub-contractors with all contractor requirements. Utility Liability a. Contractor understands that he/she will be held liable for any material and or monetary damage caused to any utility, either village, public or privately owned, by the contractor during the performance of a contract. Initiation of Work Payment a. No work is to proceed until all requirements are verified to have been met by the Village Department Manager hiring the contractor. b. No work is to proceed until the service contract is signed and filed with the Village Clerk. c. No payments, including advances or progress, are to be made unless all requirements are met and payment is authorized. Signature of Contractor: ____________________________________ Date: ___________________