Pavilion Plus Program Vending Request for Proposals
| Location: | Montana |
|---|---|
| Posted: | Mar 4, 2026 |
| Due: | Mar 27, 2026 |
| Agency: | City of Missoula |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Pavilion Plus Program Vending Request for Proposals
|
| Category: | Request for Proposals (RFPs) |
| Status: | Open |
|
Attachment Preview
PAVILION PLUS PROGRAM VENDING REQUEST FOR
The City of Missoula Park and Recreation is seeking Concession Operators for Fort Missoula Regional Park as part
of their Pavilion Plus Program. Pavilion Plus Program is designed to serve tournaments and events hosted at Fort
Missoula Regional Park. Address: 2725 CCC Road, Missoula, MT 59804
Pavilion Plus Program offers a limited number of vendors the opportunity to provide services during large
tournaments that are hosted at Fort Missoula Regional Park. Starting during the 2025 Pavilion Plus Program, we
have 3 of the 6 vending contracts up for renewal contract status. The successful vendors will be awarded a one-
year contract with a mutual option that can be renewed for 1 additional year.
Most events and tournaments are multiday events and will require that vendors be committed to all days and all
events. Current events that have the Pavilion Plus opportunities:
Maggot Fest (Rugby approx. 3,000 participants)
May 16–17, 2026
Intermountain Champions Cup (Soccer approx. 4,000 participants) June 13–14, 2026
Zootown Cup Youth Soccer Tournament (approx. 2,000 participants) September 19–20, 2026
PLUS, First Right of Refusal for Any Additional Events to be Planned.
Concession vendors will be required to provide their own mobile food/beverage or novelty cart. Each vendor
must clearly identify their successful experience of mobile concession operation and food safety practices.
Requirements and priorities are outlined in the attached request for proposals.
Vendors selected will provide a variety of services/products to consumers. Highest scoring (see Scoring on page
2) vendors will be awarded the contract, except if there is a duplicate service being supplied. For example, we
want to provide a variety of food; therefore, we will not select similar food vendors. If we have a BBQ
establishment under contract and request for proposal generates the highest score for another BBQ
establishment, we will look at the next highest score that provides a different food variety.
Evaluating the proposals will be scored by a panel of two staff representing Missoula Park and Recreation.
PROPOSAL REQUREMENTS
1. Complete, sign and submit all RFP information requested by the Department. RFP should include Pavilion
Plus Application and all additional attachments required by the application. Incomplete proposals,
electronically transmitted proposals, and non-responsive proposals cannot be evaluated and will be
disqualified.
2. RFP Submittal must be signed by an official who is legally authorized to bind the organization or business
to a legal agreement.
3. If clarification of RFP is required, submit questions to Danielle Beaudin, beaudind@ci.missoula.mt.us.
4. Missoula Parks and Recreation reserves the right to reject any and all proposals, to waive irregularities in
any proposals, to request additional information from any proposer, and to make the final decision in
selecting the proposal(s) that best serves the interest of the City of Missoula and the public.
5. All RFP Submittals become the property of the Missoula Parks and Recreation Department.
6. If dropping off in person, clearly mark the exterior of the RFP package: FMRP PAVILION PLUS
CONCESSION RFP.
7. All proposals (2 copies) must be sealed in an opaque envelope or appropriate packing and addressed to:
City of Missoula – Parks and Recreation
ATTN: FMRP Pavilion Plus Program
600 Cregg Ln
Missoula, MT 59801
DEADLINE: All proposals, including mailed submittals, must be received no later than Friday,
March 27, 2026, at 4:00 PM.
Pavilion Plus Schedule and Timeline
The proposed schedule for the submitting, reviewing and scoring of the Pavilion Plus submittals and final selection
of recommended vendor is as follows:
1) March 4, 2026 - Vendor Applications are available
2) March 27, 2026 - Vendor Applications are due by 4:00PM
3) March 30-April 1, 2026 - Review and Scoring of all Vendor Applications Received completed.
4) April 3, 2026 - Selection announced and vending contracts to be awarded.
Scoring—Each Vendor Application will be scored on the following matrix.
50 points Max:
Cash Sponsorship commitment during the contract period, with a minimum premium per
date to be $255.25 per day—which includes the $71.25 per day concession permit fee.
Higher the per-day sponsorship commitment will generate higher points.
20 points Max:
Professional Qualifications, such as Conducting Business in Missoula year-round, menu,
unique dining experiences, and demonstrate record of compliance with Missoula Park
regulations governing concessions and vending in parks.
20 points Max:
Current practices that will comply with the Missoula Park and Rec “Zero Waste Policy in
Parks.” This includes using only compostable dining ware and utensils, or those materials
made from recycled content. Reducing or eliminating single-use plastic beverage
containers and encourage reusable beverage containers.
10 points Max:
Documented history of annual contributions to the Parks and Recreation Scholarship
Fund or similar donations to charitable organizations that support Missoula youth.
Contributions must be other than the amount provided to Park and Recreations
Department under contractual obligation. (5 points per year for up to 10 points.)
PAVILION PLUS —PROPOSERS RESPONSIBILTIES
The successful Vendor will assume responsibility for expenses related to the following.
1. The maintenance and repair of all equipment furnished by the Proposer, including any adaptors needed to
hook up to the power supply at the assigned vending site.
2. The risks of loss or damage to the Vendors inventory and/or equipment from the premises provided for
the vending service operation. This includes all risks of loss of monies collected, inventory pilferage, theft,
and robbery.
3. Neither the contract nor any of the requirements, rights, or privileges demanded by it may be sold,
assigned, contracted, or transferred by the successful Proposer without the express written consent of
the Missoula Parks and Recreation Department.
4. The City of Missoula or Park and Recreation Department does not accept any liability or responsibility, in
whole or in part, for any damage which may be sustained by any machinery or equipment; or injury to any
employee, agent, representative, assignee, or guest of the successful Proposer, regardless of cause.
5. Vendor must maintain a current City of Missoula Business License throughout the term of the agreement.
6. Vendor must provide a Certificate of Liability Insurance for their entity providing liability insurance
coverage that also identifies the City of Missoula as Additional Insured on the Certificate of Liability
Insurance. The Certificate of Liability Insurance coverage limits shall provide liability insurance coverage
in accordance with Montana State Statute, Section 2-9-108 MCA of $750,000 for each claim and $1.5
million for each occurrence. The Certificate of Insurance shall also provide that the insurance coverage
shall not be amended, altered, canceled, or reduced without providing at least ten (10) day advance
written notice to both the insured as well as to the City of Missoula.
7. The Vendor shall agree to indemnify and hold harmless the City of Missoula Park and Recreation
Department, administration, staff, guests, and any agent from any and all damages to persons and
property resulting from or alleged to result from the activities of proposers acts or omissions, and also, to
hold harmless from any losses or damages which should arise due to failure of any utility service or any
act causing interruption of Proposers operation outside the control of the Department.
8. All taxes, licenses, and permits for Vending operations shall be paid by the vendor.
9. Vendor will agree to adhere to the Missoula Park and Recreation’s Zero Waste in the Parks Policy, which
requires vendors to use only compostable straws, and if possible, compostable dining wear and utensils.
Vendors need to reduce or eliminate single-use plastic beverage containers. Use/encourage branded
reusable beverage containers for sale at the vending site. Zero Waste in Parks policy can be reviewed at
www.missoulaparks.org.
10. The Vendor will agree to adhere to the City of Missoula Non-Discrimination and Affirmative Action Policy:
Non-Discrimination. All hiring shale be on the basis of merit and qualifications and there shall be no
discrimination in employment on the basis of race, ancestry, color, physical or mental disability, religion,
national origin, sex, age, marital or familial status, creed, ex-offender status, physical condition, political
belief, public assistance status or sexual orientation, gender identity or expression, except where these
criteria are reasonable bona fide occupational qualifications.
Affirmative Action Policy. Contractors, subcontractors, subgrantees, and other firms doing business with
the City of Missoula must be in compliance with the City of Missoula’s Affirmative Action Plan, and Title
49 Montana Codes Annotated, entitled “Human Rights” or forfeit the right to continue such business
dealings.
The City’s Affirmative Action Policy Statement is:
The Mayor of the City of Missoula or the Mayor’s designee may adopt an affirmative action plan to
provide all persons an equal opportunity for employment without regard of race, ancestry, color, physical
or mental disability, religion, creed, national origin, sex, age, marital or familial status, ex-offender status,
physical condition, political belief, public assistance status, sexual orientation or gender identity/express,
except where these criteria are reasonable bona fide occupational qualifications. In keeping with this
commitment, we are assigning to all department heads and their staff the responsibility to actively
facilitate equal employment opportunity for all present employees, applicants, and trainees. This
responsibility shall include assurance that employment decisions are based on furthering the principle of
equal employment opportunity by imposing only valid requirements for employment and assuring that all
human resource actions are administered on the basis of job necessity.
Specific responsibilities for developing, implementing, monitoring, and reporting are assigned to the City
Personnel staff under the supervision and direction of the Chief Administrative Officer and the Mayor.
It is the policy of the City of Missoula to eliminate any practice or procedure that discriminates illegally or
has an adverse impact on an “affected” class. Equal opportunity shall be provided for all City employees
during their terms of employment. All applicants for City employment shall be employed on the basis of
their qualifications and abilities.
The City of Missoula, where practical, shall utilize minority-owned enterprises and shall ensure that
subcontractors and vendors comply with this policy. Failure of subcontractors and vendors to comply
with this policy statement shall jeopardize initial, continued, or renewed funds.
Our Commitment is intended to promote equal opportunity in all employment practices and provide a
positive program of affirmative action for the City of Missoula, its employees, program participants,
trainees, and applicants.
Business / Organization:
__________________________________________________________________________
Primary Contact
_________________________________________________________________________________
Phone______________________________________Email_____________________________________________
Mailing Address: _______________________________________________________________________________
Website / Social Media Page: _____________________________________________________________________
What are you selling? List all items or include a menu:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Describe your vehicle/set-up, including approximate size, and include photo:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
SCORING CATEGORIES:
1) Cash Per Day Sponsorship Commitment: $__________per day. (Minimum commitment for sponsorship per
day is set at $255.25 per day - Scoring: Higher the per day sponsorship commitment—will generate the higher
score.)
2) Describe Professional Qualifications, such as conducting Business in Missoula year round, years in business and
unique dining experiences (attach page if needed):
____________________________________________________________________________________________
____________________________________________________________________________________________
3) History of Annual Contributions. Please describe your donations to Missoula Park and Rec Youth Scholarship
fund or other charitable organizations.
____________________________________________________________________________________________
_____________________________________________________________________________________________
4) Describe your current “Zero Waste Policy” (example of using only compostable dining ware and utensils):
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Utilities Needed:
110v
No Power Needed
220v 30A
Water Access Needed
220V 50A
Other
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