Roy City Parks and Recreation Request for Proposal

Roy City Parks and Recreation Department
- REQUEST FOR PROPOSAL –
Roy Days Community Breakfast Fundraising Opportunity

The Roy City Parks and Recreation Department seeks proposals for an independent contractor to plan, organize, coordinate, manage, and evaluate the Community Breakfast for the 2026 Roy Days Celebration. The independent contractor shall keep all proceeds from the breakfast.

Proposal Deadline
The deadline for submitting proposals under this specification is February 1, 2026, at 5:00pm. Submit proposal and all supporting documents to Roy City Parks and Recreation by mail, or email.

Roy City Parks and Recreation
Attn: Lizzy Badger, Recreation Supervisor
1950 W 4800 S, Roy, UT 84067
Email: ebadger@royutah.gov

Roy Days Community Breakfast
Each year the Roy Days Committee has an organization or volunteer group plan, organize, and coordinate a Community Breakfast. The Community Breakfast serves approximately 300 - 500 people each year and is one of the many Roy Days activities taking place on the morning of August 1, 2026. All proceeds generated at this event remains the property of the organizing group.
Previous Serving Time: 6:30am – 9:00am
Previous Items Served: Pancakes, scrambled eggs, bacon, and hash browns
Previous Pricing:
-$22 Family of 5
-$6 per person
Location: Roy Hope Center, 5051 S 1900 W, Roy, Utah 84067
Dates: Saturday, August 1, 2026

Special Proposal Instructions
Completed proposals must include a written description of the proposer’s plans to meet the following Special Bid Instructions:
1.Develop and maintain current licenses and permits as listed in the Specification section of this Request for Proposal (RFP).

2.The proposal must outline the independent contractor’s specific plans for this event. These plans are to include: items to be served, anticipated serving times, anticipated pricing, anticipated payment options for attendees.

3.Roy City will provide the following items for the organizing group:
a. Event Advertising
b. Serving Location
c. Tables for dining area
d. Trash receptacles, liners, and removal at the end of the event

4.Independent contractor selected will be responsible for the following:
a. Purchasing of any supplies needed (i.e. food items, serving trays and utensils, plates, utensils, etc.)
b. Setting event pricing
c. Determining purchase options for attendees (i.e. cash, card, etc.)
d. Cleanup of the Community Breakfast area

5. Roy City reserves the right to remove the organizing group for failure to comply with staff instructions, a violation of health department standards, or a failure to comply with community standards as determined by the Roy City Parks and Recreation Director.

General Instructions
These specifications are written to be descriptive and set a minimum standard of quality and not to be restrictive. The Roy City Parks and Recreation Department shall be the sole judge as to which bid constitutes the preferred service provider. Proposals will be evaluated in the following areas:
• Ability to meet minimum requirements in service and quality
• The ability to demonstrate an established history of this type of service
• The ability to meet all Health Department requirements
• The ability to serve approximately 300 people during the set serving times
Roy City reserves the right to accept or reject any or all proposals submitted under this request. Roy City reserves the right to negotiate options with the successful bidder on items specified by this proposal. Roy City reserves the right to negotiate payment terms and incentives with the successful bidder.

Intent of Specifications
It shall be the intent of these specifications to cover the parameters by which the bidding agency will furnish and manage the Community Breakfast for the 2026 Roy Days event.
Specifications
• Must possess current Health Department Food Handler’s Permit from a local health department within the State of Utah
• Must complete a walkthrough with the Fire Department to meet current Fire Safety Requirements from Roy City
• Must provide Roy City Parks and Recreation the event specific details such as serving time, pricing, items being served, etc.
• Organizing group is expected to conduct themselves in a courteous and cooperative manner at all times. This includes dealings with the public, and Roy City staff. Failure to comply with staff directions will result in removal from event.

Contract Term
The contract term for this agreement will be the 2026 Roy Days event, approximately July 25, 2026 through August 1, 2026, with the option of a two (2) year extension at the discretion of Roy City. Roy City reserves the right to cancel the agreement at any time with one-week written notice.

General Provisions
A. No Representation or Warranty. It is the responsibility of each respondent to carefully examine this RFP and evaluate all of the instructions, circumstances, and conditions which may affect any proposal. Failure to examine and review the RFP and other relevant documents or information will not relieve respondent from complying fully with the requirements of this RFP. Respondent’s use of the information contained in this RFP is at the respondent’s own risk and no representation or warranty is made by the City regarding the materials in the RFP.
B. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the respondent. The City assumes no liability for any costs incurred by respondents throughout the entire selection process.
C. Equal Opportunity. The City is committed to ensuring equitable and uniform treatment of all respondents throughout the advertisement, review, and selection process. The procedures established herein designated give all parties reasonable access to the same fundamental information.
D. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., will be retained as property of the City and will not be returned to the respondent.
E. Modification of RFP. The City reserves all right to cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the execution of a contract. The City will provide written notice to respondents of any cancellation and/or modification.
F. Financial Responsibility. No proposal will be accepted from, or contract awarded to, any person, firm, or corporation that is in arrears to the City, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or that may be deemed irresponsible or unreliable to the City. Respondents may be required to submit satisfactory evidence demonstrating the necessary financial resources to perform and complete the work outlined in this RFP.
G. Owners’ Rights Reserved. The City reserves the right to reject any or all proposals, to waive any informalities in a proposal, to request clarification or additional information, and to make awards in the best interest of the City. Award of contract will be at the City’s discretion based on their evaluation of the proposal best determined to suit the city’s needs.
H. Disclosure of Proposal Content. All responses, inquires, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the off error that is submitted to the City, as part of the proposal or otherwise, shall become the property of the City when received by the City and may be considered public information under applicable law. The Government Records Access and Management Act, (“GRAMA”) states that certain information in the submitted proposal contained in its proposal protected from such disclosure, the respondent may request such treatment by providing a “written claim of business confidentiality and a concise statement of reasons supporting business confidentiality” with the proposal. Blanket claims that the entire RFP is confidential will be denied. The City cannot guarantee that any information will be held confidential.