Roy City Parks and Recreation Request for Proposal

Roy City Parks and Recreation is seeking proposals from qualified individuals or businesses to provide concession services during the 2026-2027 Spring, Summer, and Fall sports season. The selected concessionaire will be responsible for managing, staffing, and providing food and beverage services at designated Roy City events and programs.

Schedule of Operations (approximate)
•Youth Sports (May – June)
Games run approximately 5:00 PM – 9:00 PM, Monday through Thursday.
•Adult Softball (March – May, July – October)
Games run approximately 6:15 PM – 10:15 PM, Monday through Thursday.
•Special events and tournaments (as mutually agreed upon)
Duties and Requirements – Concessionaire Responsibilities

Completed proposals must include a written description of the proposer’s ability to meet the following duties and requirements:
1. Ability to meet all Federal, State, County and Municipal laws and ordinances as it pertains to the serving of concession items.
2. Must meet all Weber County Health Department regulations and requirements for operations of concession services.
3. Work with recreation staff to obtain a schedule of events that require concessions throughout the year.
4. Providing a variety of reasonably priced food and beverage items.
5. Maintaining clean, sanitary, and safe concession areas.
6. Using the Roy City approved drink vendor for all beverage sales (if applicable).
7. Providing all equipment, supplies, and staffing necessary to provide concessions at each event.
8. Agree to pay Roy City Parks and Recreation a set commission rate of gross sales or a set rental amount for each sports season. This should be paid within 15 days of the generated total sales report.

Roy City Parks and Recreation Responsibilities
1. The Recreation Department will provide the Contractor (Concessionaire) league schedules no later than 2 weeks prior to the beginning of play.
2. Provide concession space at Roy West Park with included equipment:
• Ice Machine (1)
• Refrigerator (1)
• Sink (4)
3. Assumes responsibility of the cost, maintenance, and repair of all equipment provided by the City.
4. Shall maintain such equipment in good working order at all times.

Proposal Requirements
Only complete proposals will be accepted.
1. Letter of interest including:
• Name of applicant/firm
• Contact information
• Statement of interest
• Statement of ability to meet all items as listed in the Duties and Requirements section of this RFP
2. List of similar services the vendor or firm has completed in the past three years, including references with company name, contact person, address, phone number, and email address (3 references preferred).
3. Operations Plan
• Menu outline with proposed food and beverage items.
• Staffing plan (number of employees, training, etc.).
• Cleaning and sanitation procedures.
• Equipment to be used or provided.
4. Proof of liability insurance (Roy City to be added once contract is awarded).
5. Proof of valid business license.
6. Statement indicating the “percentage of Gross Sales” or flat rental fee to be returned to Roy City Parks and Recreation.

Contract Term
The contract term under this RFP will be for a two-year period, March 1, 2026, through February 28, 2028, with the option of a one-time (2-year) contract extension at the discretion of the Roy City Parks and Recreation Department.

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 with the successful bidder.

Proposal Deadline
The deadline for submitting proposals is December 5, 2025, at 5:00pm. Please submit RFP and all supporting documents to Roy City Parks and Recreation by mail, or email. Expected award date is January 5, 2026.
Roy City Parks and Recreation
Attn: Lizzy Badger, Recreation Supervisor
1950 W 4800 S, Roy, UT 84067
Email: ebadger@royutah.gov
Phone: 801-774-1048

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.