2026-2027 Mobile Ice Cream food Invite to Bid~2.doc

Town of Chatham

Department of

Recreation and Beaches Chatham Community Center 702 Main Street CHATHAM, MA 02633 (508)-945-5158

(508) -945-5175

(508)-945-5159

Parks

Recreation

Fax Invitation to Bid

MOBILE ICE CREAM CONCESSION

The Town of Chatham is accepting bids for the operation of a mobile ice cream concession at the following Town Beaches for the 2026 and 2027 beach seasons.

1. Mobile Ice Cream Service - A combination of Harding’s Beach, Cockle Cove, Schoolhouse Pond, Forest Beach, Pleasant Street and Oyster Pond Beaches.

Specifications are available from the Town Managers office:

Town Hall, 549 Main St, Chatham, MA 02633 or by email snealy@chatham-ma.gov All bids should be submitted in a sealed envelope clearly marked:

“MOBILE ICE CREAM CONCESSION BID”

Bids will be received on or before 3:00 pm, on Thursday, April 29, 2026, at the Chatham Town Offices, at which time and place they will be opened and read. The Town of Chatham reserves the right to accept and/or reject any or all bids and award contracts in the best interest of the Town of Chatham.

2026/2027 Town of Chatham

Invitation to Bid

Mobile Ice Cream Concession The Town of Chatham is seeking bids from people, partnerships, or corporations to operate mobile Ice Cream concessions for (2) years, at selected public beaches, during the 2026 & 2027 beach seasons.

Objective: To receive bids from interested qualified vendors for the operation of ice cream mobile concessions at selected Chatham public beach areas for the sale of ice cream, candy, soft drinks, and water at a reasonable rate with a fair and equitable return of payment to the Town of Chatham.

GENERAL SPECIFICATIONS FOR A MOBILE ICE CREAM CONCESSION

1.

The minimum bid is as follows:

Combinations: Harding’s Beach, Cockle Cove, Forest Beach, Schoolhouse Pond, Pleasant Street and Oyster Pond Beaches $1,000.00/per year 2.

Concessions to provide: All necessary equipment, personnel, and materials to provide the following:

Combination Beaches - Ice cream, candy, water, soft drinks.

3.

The Concessionaires equipment to be of good and safe quality and appearance. If power generators are used, they are to be maintained and operated so as not to negatively affect patrons at the beaches or surrounding properties.

4.

No glass containers may be dispensed. The Concessionaire shall not serve or sell items that cause undue litter. The Park & Recreation Commission or their designee may direct discontinuance of any such item(s), for just reason. The Town of Chatham recommends the use of environmentally compatible biodegradable serving products.

5.

No beer, other alcoholic beverages or tobacco products may be stored or sold at any time.

6.

The Chatham Park and Recreation Commission reserves the right to limit any sales other than ice cream, candy, and drinks.

7.

The concessionaire will be responsible for keeping his general area clean. The concessionaire shall dispose of garbage and trash daily, from the concession by removing it from the premises to an authorized disposal area other than a Parks & Grounds Dept. trash barrels. Said removal will be at the concessionaire’s expense.

8.

The Chatham Recreation and Beaches Department shall provide specific designated parking at the locations named in the contract for use by the Concessionaire. Bidder shall acquaint itself with the location and conditions of the sites.

Days and Hours of Operation:

9.

At the beaches, it should be at a minimum from 11:30 a.m. until 4:0pm during the beach season except that operation shall not be required on days when inclement weather prevails.

10.

The 2026 Beach Season dates are Friday June 19, 2026, to Sunday September 6, 2026.

The 2027 Beach Season Dates are Friday June 18, 2027, to Sunday September 5, 2027.

Insurance 11.

The concessionaire agrees to carry and maintain in effect during the entire term of the contract, at his own expense, the following kinds, and minimum amounts of insurance. Such insurance shall cover claims and suits that arise out of or result from the contractor's execution of the contract work whether such execution is by the contractor himself or by any subcontractor.

12.

Concessionaire agrees to carry Worker's Compensation Insurance as required by the laws of the Commonwealth of Massachusetts.

13.

"Broad Form" Comprehensive General Liability including, but not limited to, Bodily Injury, Personal Injury, and Property Damage Liability. Minimum limit of liability: $1,000,000.00 per occurrence and $3,000,000.00 aggregate.

14.

Automobile Bodily Injury and Property Damage Liability for all owned, non-owned and hired automobiles operated in connection with the performance of the contract.

Minimum limits of liability:

Bodily Injury: $ 500,000.00

Property Damage: $ 100,000.00

Certificate of Insurance:

15.

Prior to beginning work under the contract, the contractor shall furnish the Town of Chatham a Certificate of Insurance naming the Town as an additional insured (not certificate holder) acceptable to the said Town evidencing the existence of the foregoing insurance coverage. Such certificate shall provide that the Town of Chatham will be notified at least thirty days in advance of the cancellation or non-renewal of any insurance covered in the certificate.

16.

Town of Chatham, Chatham Park and Recreation Commission members, and employees of the Recreation and Beaches Department, shall not be liable for any loss, accident, damage, injuries, or theft during the period of the contract.

17.

The Chatham Park and Recreation Commission specifies that termination of the contract is possible for breach of any general obligation of the Concessionaire. The Commission, upon observation of any violation of the terms of these specifications and/or the contract, will give written notice of the same to the concessionaire by Registered Mail, and if the condition(s) cited are not corrected within five (5) business days from mailing such Registered Mail notification, the Park and Recreation Commission reserves the right to terminate the agreement without further notice and to hold the Concessionaire responsible for any unfulfilled obligations.

Minimum Qualifications 18.

The Concessionaire shall acquire, at its own expense, all licenses, permits, Serve Safe Certificates, etc. as required by the Town of Chatham, the Commonwealth of Massachusetts, and all other applicable and necessary permits.

A prerequisite to commencing any concession operation shall be the possession of the following permit: Food Handler's Permit - Chatham Board of Health

(508) 945-5165.

19.

All proposals are based upon a flat fee for the term of the contract.

20.

Concessionaire will be required to enter a Contract for two years (2026 & 2027) with the Town.

21.

A deposit of $200.00 is required at the signing of the contract, with the balance due payable in two equal installments on July 1st and August 1st. (checks payable to: "Town of Chatham”).

Award

22.

The award will be based on the highest qualified bid.

23.

The Town will award the contract within 7 days of the bid opening.

24. The Town reserves the right to reject all bids if deemed in the best interest of the Town.

Bid Submission

25.

Bidders should submit the Bidder's Reply Form in a sealed envelope marked "Mobile Ice Cream Concession Bid" by 3:00 p. m., Thursday, April 29, 2026, to the office of the Town Manager, 549 Main St., Chatham, MA 02633. The bid must be accompanied by a State Taxes Certificate Clause and a certificate of non-Collusion (see attached).

Method of Operation & References

26.

The Bidder shall furnish the Town of Chatham with enough information to demonstrate how the bidder will operate the concession, either on the Bid Form or on additional sheets if necessary. The Bidder should supply information on the type of equipment to be used, (including a picture of the vehicle) and list types of food and beverage items to be sold. Bidder must also complete the Reference Form outlining previous experience in the food concession business.

Questions

27.

Written questions about the Request for Proposals should be directed to:

Aimee Howell

Recreation and Beaches Deputy Director

702 Main Street

Chatham, MA 02633

Fax : (508) 945-5159 Email : ahowell@chatham-ma.gov

CORRECTIONS, MODIFICATIONS, WITHDRAWALS:

Bidders who wish to withdraw a bid must do so in writing. Any corrections or modifications to a bid must be submitted in writing. All corrections or modifications must be sealed and submitted before the submission deadline. Bidders may not change the price or any other provision of the bid after the bid has been opened unless the Town agrees to such change. A bid may be withdrawn after it has been opened only if a mistake is clearly evident on the face of the document, but the intended correct answer is not evident.

Carrie Mazerolle Chief Procurement Officer

REFERENCE FORM

REQUEST FOR REFERENCES:

Bidders must submit a complete list of previous Ice Cream concessions that clearly demonstrate the bidder’s experience in operating an Ice Cream concession, and ability to perform the service. Please include contact names and telephone numbers and any other information that is relevant.

Bidder: ________________________________________________________ Bid Title: MOBILE ICE CREAM CONCESSION Reference: ________________________________________________

Contact: __________________________________________________ Address: __________________________________________________

Phone: _____ Fax: __________________________ Description and date(s) of supplies or services provided:

Reference: ________________________________________________

Contact: __________________________________________________ Address: __________________________________________________

Phone: _________________________Fax: __________________________

Description and dates(s) of supplies or services provided:

References: ______________________________________________

Contact: _________________________________________________ Address: _________________________________________________

Phone: __________________________Fax: ___________________________

Description and dates(s) of supplies or services provided:

BID FORM

MOBILE FOOD CONCESSION

To: Town of Chatham, MA

Having carefully examined the permits, specifications, and contract forms, and having become thoroughly familiar with the sights and conditions under which the work is to be performed, the undersigned proposes to provide ice cream concession services in accordance with the specifications prepared by the Chatham Recreation and Beaches Department for the Contract sum specified below.

Explanation of Method of Operation: (Use additional sheets if necessary) __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

The proposed lump sum price per year to operate an ice cream mobile concession at the combination Beaches is: $____________________. ____

(Write out Amount)

The undersigned agrees that, if he is selected as Concessionaire, he will within seven (7) days, (Saturdays, Sundays and legal holidays excluded), after presented thereof by the Awarding Authority, execute a contract in accordance with the terms of the general bid.

The bidder understands that the Awarding Authority reserves the right to accept or reject any or all bids to waive any informality or to accept any bid deemed in the best interest of the Town of Chatham.

The bidder agrees that this bid shall be good and may not be withdrawn for a period of 21 calendar days after the scheduled closing time for receiving bids.

BID FORM (continued)

Date: _________________________________ (Name of General Bidder)

(Business Street and mailing address)

(Business phone) (Business Fax)

Signed by: ____________________________________________________________________ (Print name) (Print title)

Bids due by; 3:00 p.m. on Thursday, April 29, 2026, to the Town Managers Office, 549 Main Street, Chatham, MA 02633.

Bids must be submitted in a sealed envelope, plainly marked on the outside:

“BID – MOBILE ICE CREAM CONCESSION”

Complete bids should include the following:

· Bid Form.

· Bidders Reference Form.

· Certificate of non-collusion.

· State Tax Certificate Clause.

· Pictures of Equipment to be used in operation.

· List (Menu) of Food items to be sold.

TOWN OF CHATHAM

STATE TAX CERTIFICATION CLAUSE

I CERTIFY UNDER THE PENALTIES OF PERJURY THAT I, TO THE BEST OF MY KNOWLEDGE AND BELIEF, HAVE FILED ALL STATE TAX RETURNS AND PAID ALL STATE TAXES UNDER THE LAW.

*SIGNATURE OF INDIVIDUAL OR CORPORATE NAME (MANDATORY)

BY: _______________________________________________________________________

CORPORATE OFFICER MANDATORY (IF APPLICABLE)

**SOCIAL SECURITY # (VOLUNTARY) OR FEDERAL IDENTIFICATION #

* APPROVAL OF A CONTRACT OR OTHER AGREEMENT WILL NOT BE GRANTED UNLESS THE APPLICANT SIGNS THIS CERTIFICATION CLAUSE.

** YOUR SOCIAL SECURITY NUMBER OR FEDERAL IDENTIFICATION NUMBER WILL BE FURNISHED TO THE MASSACHUSETTS DEPARTMENT OF REVENUE TO DETERMINE WHETHER YOU HAVE MET TAX FILING OR TAX PAYMENT OBLIGATIONS. PROVIDERS WHO FAIL TO CORRECT THEIR NON-FILING OR DELINQUENCY WILL NOT HAVE A CONTRACT OR OTHER AGREEMENT ISSUED, RENEWED OR EXTENDED. THIS REQUEST IS MADE UNDER THE AUTHORITY OF THE MASSACHUSETTS GENERAL LAW 62

TOWN OF CHATHAM

CERTIFICATE OF NON-COLLUSION

THE UNDERSIGNED CERTIFIES UNDER PENALTIES OF PERJURY THAT THIS

BID OR PROPOSAL HAS BEEN MADE AND SUBMITTED IN GOOD FAITH AND WITHOUT COLLUSION OR FRAUD WITH ANY OTHER PERSON. AS USED IN

THIS CERTIFICATION, THE WORD PERSON SHALL MEAN ANY NATURAL PERSON, BUSINESS, PARTNERSHIP, CORPORATION, UNION COMMITTEE, CLUB OR OTHER ORGANIZATION, ENTITY, OR GROUP OF INDIVIDUALS.

FIRM________________________________________________________________

SIGNATURE__________________________________________________________

ADDRESS_____________________________________________________________

NAME (print)____________________________________________________________

TITLE___________________________________________________________________

TELEPHONE____________________________________________________________

DATE_____________________________________________________________________

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