Food and Beverage Concessionaire: Oak Knoll Golf Course

CITY OF ASHLAND PARKS AND RECREATION

REQUEST FOR PROPOSAL

for Oak Knoll Golf Course Concessionaire

The City of Ashland is seeking Proposals from qualified individuals or organizations to operate the food and beverage concession at the Oak Knoll Golf Course. The successful proposer will be responsible for the following tasks:

• Preparation and sales of concessions for golf course customers and spectators
• Menu creation, alcohol sales and pricing according to agreement
• Providing adequate staffing, excellent customer service, security and cleanliness at all times
• Meeting all requirements as set forth in the final executed agreement with the City of Ashland
• Working directly with golf course staff to establish and maintain a positive work environment
• Passing regular health and safety inspections

Establishing and maintaining sound accounting and cash handling practices and prepare reports on revenue according to agreement

Proposal documents may be downloaded from the City of Ashland website at ashlandoregon.gov . Any addenda that may be issued relating to this RFP will be available from the City of Ashland website and potential proposers are cautioned to continuously monitor the site for updates and addenda.

A pre-proposal meeting and site walkthrough has been scheduled for 10:00 a.m. on 3/18/26, at Oak Knoll Golf Course 3070 Hwy. 66, Ashland, OR 97520. Statements made by City representatives during the pre-proposal meeting are not binding upon the City unless confirmed by a written addendum. Attendance at the pre-proposal meeting is not mandatory, however recommended.

Hard copy proposals must be physically received by 2:00 PM on 3/26/26, at the Parks and Recreation Department offices at 340 S. Pioneer St. Ashland, OR 97520. Concessionaire selection is anticipated to result in the issuance of a contract based upon the sample contract provided in this RFP.

All proposals shall be submitted as set forth in Section 7 - Instructions to Proposers. The City is not responsible for proposals submitted in any manner, format or to any delivery point other than as required by the solicitation document. Concessionaire selection will be based upon weighed criteria as set forth in the Solicitation Document and will include criteria such as (but not limited to): Company profile, references, financial information, menu items and pricing.

The City of Ashland reserves the right to cancel this procurement or reject any and all proposals in accordance with ORS 279B.100.

DEFINITIONS

For the purpose of this RFP: “Agency” or “City” means City of Ashland and Ashland Parks and Recreation Department.

“Business days” means calendar days, excluding Saturdays, Sundays and all City recognized holidays.

“Calendar days” or “days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day.

“Council” means City of Ashland Council

“Department” means the City of Ashland Parks and Recreation Department.

“Manager” means the Golf Course Manager or Parks Division Manager.

“Project Manager” means the person identified on the cover page of this RFP.

“Proposers”- All interested parties are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Concessionaire”.

“RFP” means Request for Proposal.

“Scope of Work” means the general character and range of services and supplies needed to complete the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency.

“Services” means the services to be performed under the Contract by the Concessionaire.

“Statement of Work” means the specific provision in the final contract which sets forth and defines in detail (within the identified Scope of Work) the agreed-upon objectives, expectations, performance standards, services, deliverables, schedule for delivery and other obligation