Food Service Operator at Cazenovia Golf Course Concessions
Request for Proposal (RFP)
Food Service Operator at Cazenovia Golf Course Concessions
Click here to view/download a PDF of the RFP, Attachments and Sample Contract
Overview
The Buffalo Olmsted Parks Conservancy (“Conservancy”) is seeking to establish a creative partnership with a reputable food service operator for the Cazenovia Golf Course Concessions (aka “Concession”) located in Cazenovia Park, 1 Willink Ave, Buffalo, NY 14210. The Conservancy is seeking one Vendor/Operator (“Operator”) that is experienced in food service for an annual or multi-year agreement with option to renew.
Purpose
The Conservancy would like to engage an Operation for the Concession area to serve golf patrons, park users and neighbors.
An Operator agreement is expected to be in place for the 2025 season; beginning on or about April/May 2025.
Conservancy, City & Facility Background
Conservancy – City
In 2019, the Conservancy renegotiated an agreement with the City of Buffalo (the “City”) to provide maintenance for the historic Buffalo Olmsted Parks as well as the management of the historic facilities therein. Pursuant to the City-owned and Conservancy-managed; therefore, all agreements must be in accordance with City regulations. A sample operating agreement is provided with this RFP which includes City regulations, expectations, etc.
Cazenovia Golf Concession
The Cazenovia Golf Clubhouse is a one-story building built in 1964. The building houses the Cazenovia golf pro shop as well as a small kitchen and space for tables for a concession operator.
RFP Objective
The primary objective for this RFP is to identify an experienced, reputable, dependable Operator for the Concession area, which will be respectful to the Conservancy golf staff, the neighborhood and will abide by all City ordinances while providing the greatest benefit to Cazenovia Park and Cazenovia Golf Course.
Site Location Information & Premises
Address: 1 Willink Ave, Buffalo, NY 14210 (Attachment 1)
Concession Area Information:
The Cazenovia Golf Concession Area is approximately 620 square feet (approximately 45% of the building space) and is accessed through the parking lot which serves golfers and park patrons.
The inside of the building is used by both golf operations and the Operator. Golf operations utilized a corner area of the main room for a golf check-in desk. The Operator is permitted to arrange the inside common dining area in coordination with golf operations. The Concession preparation area is separated from the open space by a roll down window that is locked when not in use. The Concession preparation area and dining area is the full responsibility of the Operator.
In addition, there is a large awning that covers the front patio area of the building that may be utilized as an additional dining area.
Parking and Deliveries:
Next to the building there is limited parking with spaces for handicapped vehicles only, therefore the Operator will need to have all staff, including management, park in the lot west of the building (Attachment 1). The Operator may use the driveway up to the building for 15-minute loading and unloading.
All deliveries of stock items, refreshments and other items used or sold by the Operator shall be
made to the least inconvenience of Cazenovia golf operations. The Conservancy reserves the right to alter any delivery/schedule at any time, with prior notice to Operator, arrangements need to be made. The Conservancy is not responsible for attending to, nor assisting with, Operator deliveries.
Amenities:
Within the space available to the Operator there is a separate kitchen area with a triple sink, an indoor dining area and an outdoor dining area on the awning covered patio.
Furniture, Fixtures & Equipment
Currently there is a dining table and approximately six chairs for use by the Operator. Any other equipment and furniture to be utilized by the Operator must be supplied by the Operator. Equipment repair in the kitchen/dining area is the responsibility of the Operator.
Hours of Operation
The Operator will determine their specific hours of operation; however, they must be between the hours of 7am – 10pm (park open hours).
Liquor License
The Conservancy encourages the Operator to obtain a liquor license and must serve food that meets the requirements to obtain such license.
Bathrooms:
As the facility is a public park building, Operator shall comply with allowing public restroom access during business hours of operation.
Storage:
There is a storage area available to the Operator.
Additional Information:
- The concession area will be shared with the Cazenovia Park Golf Course Pro Shop run by the Conservancy
- The Operator is responsible for a base monthly utility fee of $185 for gas and electric costs. Water is provided by the City of Buffalo at no additional cost
- The Operator must provide at their own expense any upgrades needed for internet services
- The Operator is responsible for the daily removal of trash and may choose between the following two options:
- The Operator may choose to contract with the City to receive City approved totes (minimum of 6). The Operator shall be responsible to pay the fees associated with this service. The Operator is also responsible for placing the totes in the approved location (designated by the City) on the designated pick-up days and bringing the totes in when emptied.
- Alternatively, the Operator may contract with a trash collections company acceptable to the Conservancy and the City for weekly trash pickup. Placement of a dumpster with a trash collection company must be acceptable to the Conservancy.
- All outdoor signage must be approved by the Conservancy and the City prior to installation
- Routine maintenance (cleaning) of the rented area will be the responsibility of the Operator
- The Conservancy will be responsible for the maintenance of the park grounds, clearing and snow removal of all approach paths and access to the building as well as any landscaping
- The Operator must comply with the insurance/indemnity requirements as listed in the sample operating agreement
- Additional furnishings, equipment not provided are the responsibility of the Operator
- A sample operating agreement with terms and conditions common to Conservancy agreements in relation to City requirements is provided as Attachment 2 to the RFP and should be reviewed carefully as to typical specifications.
Operator Responsibilities
Expectation
- All costs of operations and management
- All cost of goods and services
- Licenses for operation, sales taxes on products or services that are provided hereunder, any other federal, state, and local taxes which the business is liable, NYS worker’s compensation, unemployment insurance, payroll, and other taxes with respect to employment
- Base fee for utilities (gas and electric) for the approximate 45% usage of the building
- Cleaning and general upkeep of the space including the public restrooms
- Any costs associated with equipment repair, general improvements, and facility upgrades, as approved by the City and the Conservancy
- Trash disposal and recycling as stated above
- Operational reports
- Compliance with Indemnification/Insurance requirements – per agreement (Attachment 2)
Facility Improvements & Marketing
The Cazenovia Golf Concession Area is rented as is and the Operator will be responsible for any items/equipment necessary to operate, as well as any/all leasehold improvements. Any Operator proposed improvements, as identified in the proposed business plan, must be approved by the Conservancy and the City of Buffalo prior to any implementation and in accordance with all City requirements. Business partnerships and/or subcontracts may also be included in the overall strategy, however, must be identified and approved. Operator must comply with all federal, state, and local rules, regulations, licensing and permitting requirements.
Marketing or advertising the operation will be the responsibility of the Operator and should occur in collaboration with the Conservancy for seamless information and coordination opportunities. Any proposed signage must conform to the Conservancy’s design guidelines and City requirements and must be approved by the Conservancy and the City of Buffalo prior to installation.
RFP Criteria, Guidelines and Submissions
Minimum Criteria for Respondents
- At least 2 years’ experience in the food service industry
- Liquor license eligible
- Experience working in partnership with not-for-profits and/or City of Buffalo
Proposal Guidelines and Instructions
- Only entities that meet the minimum criteria should apply. Respondents that do not meet the minimum criteria may not be considered
- All proposals should be submitted according to the instructions listed below
Proposal Format and Scope
Successful proposals will include the following information:
- Section A: Profile and Description of Respondent (weighted at 25% in evaluation)
- Name and address of respondent.
- History in business and/or event service
- Entity owner’s professional background and years in the food service business
- Name and bio of manage for this venture
- MWBE qualifications, if/as available (see sample operating agreement language Attachment 2)
- Section B: Business Plan (weighted at 40% in evaluation)
- Proposed length of lease (including extensions)
- Proposed base rent by year (excluding utilities and trash fees)
- Proposed commissions/sharing percentage
- Section C: Business Plan (Weighted 25% in evaluation)
- Include a detailed business plan which shall include:
- Staffing plan
- Marketing plan
- Expected hours of operation
- Sample food/beverage offerings
- Projected profit & loss statement
- Section D: Capital Improvements/Additional Investment (Weighted 10% in evaluation)
- Please list any proposed capital improvements for which the bidder will incur the costs; including the estimated cost of such improvements and the timeframe for the proposed improvements; if any.
It is mandatory that candidates participate in a site walkthrough. All submittals will be reviewed by the Conservancy. Finalists may be invited to make a formal presentation and proposal. If selected, the finalist will meet with the Conservancy for further discussions, and a formal negotiated agreement will be developed in contract form. Ideally the new agreement will be available to be executed on or about April 1, 2025.
RFP Schedule
Issue Request for Proposal, February 26, 2025
Mandatory Site Visit & Questions, March 10, 2025 (3pm)
Proposals due by 5pm, March 21, 2025
Final decision, March 28, 2025
Final contract, April 1, 2025 or by mutual decision
No Proposals will be accepted after March 21, 2025 @ 5pm
RFP Submission
RFP responses and questions should be directed to Ivy Cornell at Ivy@bfloparks.org, by March 21, 2025, no later than 5pm, and can be sent by either electronic or hardcopy as noted below:
Electronic submissions can be sent to Ivy@bfloparks.org with “RFP: Operator – Cazenovia Golf Course Concession” in the subject line.
Hardcopy submissions can be directed to:
Buffalo Olmsted Parks Conservancy, Inc.
Attn: Ivy Cornell
84 Parkside Ave.
Buffalo, NY 14214
“RFP: Food Service Operator – Cazenovia Golf Course Concession” must be stated on the outside of the response package.
An evaluation of the submitting businesses will be conducted internally, and a list of businesses that meet criteria may be interviewed, as necessary. The Conservancy reserves the right to reject proposals or parts thereof. The Conservancy also reserves the right to waive irregularities and inconsistencies or take whatever other action that is in the Conservancy’s best interest. Statement of Non-Commitment Issuance of this RFP does not commit the Buffalo Olmsted Parks Conservancy, Inc. to award a contract or to pay any costs incurred in preparation of proposals responding to the RFP. Buffalo Olmsted Parks Conservancy, Inc. reserves the right to reject any or all proposals and re-advertise. All proposals become the property of the Conservancy.
Additional Documentation
Included with the RFP is a sample operating agreement attached as Attachment 2, which includes specific details related to requirements and City of Buffalo expectations for operation of the facility and premises.
