Food Service Operator at the Parkside Lodge Cafe
Request for Proposals (RFP)
Food Service Operator at the Parkside Lodge Cafe
Click here to view/download a PDF of the RFP, Attachments and Sample Contract
Overview
The Buffalo Olmsted Parks Conservancy (the “Conservancy”) is seeking to establish a creative partnership with a reputable food service operator for the Parkside Lodge Cafe (the “Cafe”) located in Delaware Park at 84 Parkside Ave, Buffalo, NY 14214. 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 Operator for the Café area to serve golf patrons, park users and neighbors. In addition, the Conservancy rents the adjacent Great Room to the public for small gatherings such as birthday parties, small weddings, etc. The Great Room could be available for the Operator to cater these events.
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 regulations a request for proposal (RFP) must be circulated for these facilities. This property is 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.
Parkside Lodge
The Parkside Lodge is a one and a half story building built in 1914. The Parkside Lodge houses the Conservancy’s main offices as well as the Delaware Park Golf Course Pro Shop and public restrooms.
RFP Objective
The primary objective for this RFP is to identify an experienced, reputable, dependable Operator for the Cafe area, which will be respectful to the Conservancy offices, the Parkside neighborhood and will abide by all City ordinances while providing the greatest benefit to Delaware Park.
Site Location Information & Premises
See Attachment 1: Area Labeled “Café”
Address: 84 Parkside Ave, Buffalo, NY 14214
Cafe Information
The Parkside Lodge Café is approximately 500 square feet and is accessed by an internal parking lot which currently serves golfers and park patrons. There are two sets of French doors leading to a trellis-covered picnic area and parking lot. There is an additional set of French doors into the Great Room, which is adjacent to the Cafe. The Conservancy rents the Great Room to the public for events such as birthday parties, small weddings, etc.
A portion of the Café is utilized by the Conservancy for golf pro shop needs. Therefore, the space will be a shared space. It is anticipated that the golf pro shop will utilize approximately one-third of the available space.
The Operator may also utilize a portion of the covered patio area immediately outside the French doors which lead into the Café. This area must be roped off from the parking lot by the Operator to ensure the safety of patrons.
Parking
The limited parking lot is shared with the golf course and park patrons as well. Street parking is located on Parkside Avenue and adjacent streets. There is currently additional parking in Delaware Park, southwest of the Parkside Lodge in the 198-Agassiz lot.
Amenities: Within the space available to the Operator there is a three-(3) compartment sink, ice trough,. limited storage and inventory space is also available. There are no grills, flames or gas-powered appliances allowed inside the facility.
Furniture, Fixtures & Equipment
The Café is equipped with a full size refrigerator/freezer and microwave. No furniture is provided under the agreement.
Hours of Operation
The Operator will determine their specific hours of operation; however, they must be between the hours of 7am – 10 pm (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.
Catering/Events
The Operator may become the preferred food/alcohol caterer to the Great Room rental events, pursuant to negotiations.
Bathrooms
There are public restrooms located on the first floor of the Parkside Lodge.
Storage
There is storage underneath the bar area as well as a small locked room behind the bar area.
Additional Information
- The Café area will be shared with the Delaware Park Golf Course Pro Shop run by the Conservancy
- The Operator is responsible for a base monthly utility fee of $50 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 chose between the following two options:
- The Operator may choose to contract with the City to receive City approved totes (minimum of 3). 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.
- The Operator must provide at their own expense any upgrades needed for internet service
- 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 shall be responsible for the maintenance of the park grounds, clearing and snow removal of all approach paths and access the Parkside Lodge, as well as any landscaping
- Any furnishing, such as tables, chairs, televisions, etc. are the responsibility of the Operator
- The Operator must comply with the insurance/indemnity requirements as listed in the sample operating agreement
- A sample operating agreement with terms and conditions common to BOPC agreements in relation to City requirements is provided as Attachment 2 to the RFP and should be reviewed carefully as to typical specification
Operator Responsibilities
Expectation
The Conservancy desires an Operator committed to excellence in all aspects of service. Creating a quality customer atmosphere that is uniquely tailored to the significant cultural landscapes in Delaware Park. Planning an ambience reflecting the history and beauty of the Olmsted Parks, cleanliness, excellent customer service, attentiveness, adherence to hours of operations, recycling and sustainable “green” operating standards are expected and strongly encouraged.
Operator is responsible for the following:
- 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 workers’ compensation, unemployment insurance, payroll and other taxes with respect to employment
- 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
- Daily trash disposal and recycling in approved totes or outside disposal company
- Monthly operational reports
- Compliance with Indemnification/Insurance requirements – per agreement (Attachment 2)
Facility Improvements & Marketing
The Café facility 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 of experience in the food services industry
- Liquor license eligible
- Experience working in partnership with not-for-profits and/or the 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 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 manager for this venture
- MWBE qualifications, if/as is available (see sample operating agreement language Attachment 2)
- Section B: Lease/Rental Terms (Weighted 40% in evaluation)
- Proposed length of lease (including extensions)
- Proposed base rent by year
- 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 execute on or about April 1, 2025.
RFP Schedule
Issue Request for Proposal – February 25, 2025
Mandatory Site Visit & Questions: March 10, 2025 (@ 1pm)
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, at 5pm
RFP Submission
RFP responses and questions should be directed to Ivy Cornell @ 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: Food Service Operator – Parkside Lodge Café” 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 – Parkside Lodge Cafe” 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. The 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.
