Am 5.pdf

Smithsonian Institution

Request for Proposals No. 250268-0000 for

Food Service Operations at the

National Zoo and Conservation Biology Institute

Amendment No. 5

Date of Issue: October 1, 2025

The RFP #250268-0000 is hereby amended effective as of the date hereof by providing the additional information identified below.

I. PROPOSAL DUE DATE

Section III.A.9.a, and all other references to proposal due date and time, are hereby revised to state that materials must be submitted via email to the attention of Laura Eichorn at eichornl@si.edu by 12:00 pm EST on or before Tuesday, October 14, 2025.

Proposals are due whether or not the federal government is shutdown on the proposal due date/time.

II. REVISIONS TO RFP

Article III, Proposal Preparation Instructions and Conditions, Section B, Proposal Requirements, Part II, Technical Proposal, Section 3c, Corporate Oversight, is missing wording at the end of the paragraph. The correct wording is as follows (added wording indicated in bold):

c. Corporate Oversight. Detail how frequently corporate level visitation will occur at the restaurants and cafes. Detail the frequency of marketing meetings, operations review, and strategy meetings, taking into account the requirements in Appendix B. Specify who in your firm will be involved in providing corporate oversight for the Smithsonian account.

Offerors must demonstrate expertise at all corporate levels of food service management.

(This requirement may not apply to all offerors, especially if small business).

III. QUESTIONS AND ANSWERS

Answers to questions are listed below. The issues are generally presented by subject matter.

Where a question relates to a certain page or section of the RFP, the Smithsonian response may refer to such page or section for clarification and may restate the section and the name of the section.

mailto:eichornl@si.edu

GENERAL/ADMINISTRATIVE

1. Can you share the price that was awarded to this bid in the past or something along those lines?

We are unable to disclose the pricing awarded in previous bids. Our goal is to ensure a fair and competitive process for all vendors, and we encourage you to submit pricing that reflects your best offer based on the scope and requirements outlined in the current RFP.

2. How much was this bid awarded for before this current rfp was released, the actual food stands option?

Please refer to Question 1.

3. How much was the concession bid awarded for prior to this rfp being released?

Please refer to Question 1.

4. Does the zoo have one single provider currently or is there multiple vendors? If multiple, who are they contracted with?

The Zoo is currently contracted with multiple vendors. Current vendors can be found on our website Food & Shopping | Smithsonian's National Zoo and Conservation Biology Institute.

5. Would you please provide a copy of the sign-in sheet for the walk-thru that occurred Wednesday, September 3, 2025.

We cannot provide a list of vendors who attended the site tour.

6. Is there a timeline for the contract award?

Contracts are expected to be awarded between January and February 2026.

7. When would transition take place?

Transition would take place once contracts are awarded between January and February 2026.

8. What is the anticipated timeline for contract negotiations following initial proposal evaluation? Proposals are due in October 2025 and contract awards are anticipated between January and February 2026.

9. What new stations or concepts are desired? What are the current hours of operation/.

The Zoo is open to all concepts and ideas. For current hours operation, please refer to Section II.S of the RFP.

https://nationalzoo.si.edu/visit/food https://nationalzoo.si.edu/visit/food

10. What marketing programs are in place?

Currently, no specific marketing programs are in place, but all food vendors are listed on our website. We are open to all ideas, so we encourage you to submit concepts that reflect your best offer based on the scope and requirements outlined in the current RFP.

11. Are there any programs for customer feedback collection?

Currently, visitor feedback, comments and inquiries can be submitted to our visitor service resource account at nzp-visitorservices@si.edu.

12. Are there specific communication channels (e.g., company intranet, email) that must be used to promote menus and events?

Special events are communicated through our website and email groups. At this time, we do not list vendor menus on our platforms.

13. Can we please get a copy of the Zoo’s brand guidelines?

The Zoo must approve any signage prior to printing and use. Any specific branding or logo that is required will be shared with awardees.

14. Can the Zoo share current branding (names, logos, etc.) for each of their branded retail dining concepts?

Please refer to Question 13.

15. Regarding questions pertaining to RFP #250268-0000, would you kindly address when the Zoo's construction activities currently underway are scheduled for completion and advise whether any additional major projects are planned at this time for the base period of the agreement? The Africa Trail project is slated for completion in spring 2027. Ongoing projects that are confidential or not publicly disclosed will not be listed.

16. When will the renovations at the front of the Zoo be completed?

The anticipated completion date for the Africa Trail project is spring 2027.

17. Will there be a tasting and presentation required? If to, when.

Tasting and presentations are optional and at the request of the Zoo. If requested, tastings/presentations would occur late October/early November 2025.

HOW TO RESPOND TO RFP

18. Can proposals include a combination of fixed-location and mobile operations under a single contract?

Yes, proposals can be a combination of fixed-location and mobile operations under one single contract.

mailto:nzp-visitorservices@si.edu

19. On behalf of [company], I am writing to request clarification regarding our proposal submission. Since 2023, [company] has provided a food truck at ZooLights to operate the [_] station in addition to managing our year-round kiosk at the Zoo.

With Amendment No. 2 to RFP No. 250268-0000 adding food truck concessions, could you please confirm whether we should submit a separate bid specifically for the ZooLights truck/[__] station, or whether this may be incorporated into the same proposal as our kiosk submission?

Please include all operations (fixed-location and/or mobile) that you would like to submit proposals for that would operate on a regular basis. The Zoo may still solicit proposals for special event requests to current and outside vendors.

20. For this bid package, what does the package include, meaning documents expected to be included?

Please refer to the RFP section III for expected documents for submission.

21. Will proposals limited to vending services only be accepted?

Yes. Vendors may submit proposals for any of the options listed in the RFP.

22. for the Vending are we to submit a proposal for the entire vending program or just our component of it?

Vendors may submit proposals for any options listed in the RFP, which includes food vending, food vending machines, and/or vending services in conjunction with their food service proposals, i.e, including a freezer with self-serve ice cream at a restaurant or cafe.

23. Can you only bid on the carts concession option?

Yes, you can bid only on the carts concession option.

EQUIPMENT AND FLOOR PLANS, INTERNET, APPS

24. Could you provide all kitchen equipment lists and floor plans? Who owns all kitchen equipment?

Please refer to Section II.A of the RFP for restaurant square footage and details, and Appendix A to the RFP for Concession Locations and Restaurant Floor Plans.

Please refer to Section 3.c of Appendix B to RFP – Sample Concession Agreement for information regarding ownership of equipment and fixtures. Any Concession Agreement resulting from this solicitation will include a list of equipment provided by contractor which will be attached to the Concession Agreement as Appendix I (Equipment List).

The attached Zoo Equipment List lists equipment currently located in the restaurants and cafes, owned by the Smithsonian but available for contractor’s use. Per Section 7.b.ii of Appendix B to RFP – Sample Concession Agreement, the cost of all repairs, alteration, improvements, renewals or replacements to the Facility’s equipment shall be borne by the Contractor.

25. Who owns all back of house and front of house smallware’s?

Please refer to Section II.O of the RFP and Sections 4.e and 10.c of Appendix B to RFP, Sample Concession Agreement.

26. Is there an inventory of existing smallware’s?

Please refer to question 25.

27. Are the smallware’s owned by the zoo or the incumbent operator?

Please refer to question 25.

28. Are there large assets required for purchase?

Please refer to RFP Section II.B and the appendices listed in the RFP. All vendors are responsible for purchasing any additional large assets required to operate.

29. Current POS? Who owns it?

All vendors own and operate their current POS. Please refer to Section II.U of the RFP.

30. Is the zoo providing internet access or is the foodservice provider required to provide their own ISP? Please refer to, among other places, Section II.U of the RFP.

o If data lines are required who will incur the cost? Please refer to Section 7.j of Appendix B to RFP - Sample Concession Agreement. Vendors will incur the cost for any data lines required.

o Ensure there is a budget in capital/pre-opening expense for networking fees if required by the agreement. This does not require an answer by the Smithsonian.

31. How many check points or kiosks are installed? Is this enough? The number of checkpoints or kiosks currently in place is not prescriptive for this RFP. It is up to each vendor to propose a solution that meets the operational needs and goals outlined in the scope of work. We welcome creative and scalable approaches that reflect your expertise and understanding of best practices.

32. Are there mobile or pre-ordering app solutions in use?

Mobile or pre-ordering app solutions are not in use at this time.

33. What payment options are accepted (e.g., credit card only)? Cash?

Most vendors accept cash, credit card, and apple pay options.

o Are vouchers, meal plans, or declining balance cards used? Currently, some vendors offer vouchers to large groups upon special request.

34. Does the zoo currently use any apps that aid in both wayfaring and/or purchasing/pre-ordering of food & beverage on campus?

Currently, the Zoo does not use any apps for pre-ordering food and beverages on campus.

35. At the Panda Plaza Café, could you please confirm which equipment belongs to the Zoo and will remain on site, and which equipment is owned by Sbarro Pizza?

Please refer to Question 24.

36. Who owns and maintains the digital signage? In park digital signage is owned and maintained by the Zoo. Any digital signage directly related to Food & Beverage is up to each vendor to propose a solution that meets the operational needs and goals outlined in the scope of work. We welcome creative and scalable approaches that reflect your expertise and understanding of best practices.

CATERING

37. For the catering option, is the vendor supposed to provide catering services for the café throughout the duration of the hours that the café is open? Along with catering for special events?

Catering services are optional and not guaranteed.

38. Is there someone currently tasked with selling catered events?

The Zoo currently has an Office of Special Events tasked with selling events rentals.

Rental clients are responsible for selecting vendors, such as catering or AV for their services and will contract directly with those vendors, without negotiation or representation from the Zoo.

39. What is the % split between internal and external events?

This is not public information.

40. What spaces can accommodate catering and what is the capacity of each space? Are any spaces off limits due to animal safety?

A list of spaces available for rental are available on the Zoo’s website -https://nationalzoo.si.edu/support/host-event-zoo

41. Is there a list of current approved caterers?

This is not public information.

42. What is the process for loading in for an event All deliveries must be scheduled and approved by the special events coordinator in advance. No materials may be sent to the Zoo prior to the event. All event materials must come in the day-of the event and must be removed at the conclusion of the event.

https://nationalzoo.si.edu/support/host-event-zoo

No “window” deliveries are permitted – all deliveries must be “pinpoint.”

Large equipment, rentals, and non-perishable items must be delivered in the morning before the Zoo opens, or after the Zoo closes. The Zoo has extremely limited availability for afternoon deliveries. Depending on the event’s location within the Zoo, your event coordinator will provide you detailed delivery instructions including drop off location, storage, and directions.

No trucks may remain on site during the event. All staff should make their own parking arrangements either first come first serve at the Zoo’s parking lots (fee applies) or in advance through the Licensee.

For more information, please refer to the attached Vendor Guidelines for Special Events.

43. Are there restrictions on vehicle access, loading dock hours, or vendor parking?

Please refer to Question 42.

44. Can catering teams do pre-event setups the day before? If so, what are the parameters – where do they stage – can we close off areas?

Event spaces are available for the day of rental only, however, additional days for load-in/out are available for additional rental fees (variable).

45. Are there staffing restrictions on when and where we can operate?

Please refer to Question 42.

46. Is there onsite storage for rentals between events, or do all materials need to be removed immediately? All materials are required to be removed at the conclusion of an event.

47. Will there be a designated office space for our team for cash office? Warehouse or storage space? You are not authorized to operate a cash office or warehouse at any location other than the one officially assigned (awarded) to you.

48. How many simultaneous events can happen in the venue?

Currently, the Zoo can accommodate 3 events at one time.

49. Are there shared catering areas if multiple events are running at the same time?

Onsite food vendors looking to caterer Zoo events should use the same kitchen as their location. There are no shared catering kitchens. All event spaces have areas that can be used for heating/prep, but no commercial kitchens are available for rental events.

50. How are event spaces assigned, and do catering teams need to work around exhibits?

Event spaces are selected by the end client. Events are required to follow strict policies to ensure the care of our animals and the safety of our patrons. Please refer to the attached Vendor Guidelines for Special Events.

51. Who are the current catering partners – how many? Who does majority of the work there- we need to see their price points, and I can shop that myself We do not have a fixed number of catering partners at this time. The selection of caterers is determined by the rental group based on their preferences and event needs.

If selected, your organization would be added to our list of available caterers for future consideration.

52. If exclusive, what is the process for getting on the preferred caterer list?

Please refer to question 51.

53. Are there any restrictions on rental vendors, florists, or specialty food suppliers?

There are restrictions on vendors who do not meet insurance requirements or cannot comply with vendor guidelines. Please refer to the attached Vendor Guidelines for Special Events.

54. Can food trucks or satellite kitchens be used for larger events?

Yes, food trucks and satellite kitchens can be used for larger events.

55. Who holds the liquor license right now? What kind of license is it? Assuming we need to pull a license.

The vendor and its catering company will need to provide the Liquor Liability coverage.

The Zoo cannot advise on how vendors can procure liquor licenses. The Smithsonian requests evidence of Liquor Liability coverage from both vendors and caterers that will be facilitating the service of liquor.

56. What percentage of catering revenue goes to the venue as a commission with the current structure.

Onsite food vendors' sales are subject to standard commission.

57. Are catering teams expected to contribute to marketing costs?

Catering teams are not expected to contribute to marketing costs.

58. Does the venue provide any financial incentives or investments to caterers currently?

Or flip that – do the caterers pay the venue?

Venue does not provide any financial incentives to caterers currently.

59. Are there mandatory discounts for museum-sponsored events? What is offered currently Smithsonian requires offerors to provide catering services for in house meetings at discounted rates. Please refer to the catering sections of the RFP.

o How many internal events do they have, and what is the type. Please refer to Section II.H of the RFP, Optional Catering. We cannot provide information on internal events.

60. What percentage of catering is for internal (non-revenue) events?

This information is not available.

61. How is trash removal, recycling and composting currently handled at the Zoo? Would the Zoo like to see any difference in how these are handled in the future?

For catering, all vendors working onsite are required to take all equipment and trash with them at the end of the event. In general, please refer to Section 7.h of Appendix B

– Sample Concession Agreement, and its Appendix C (Composting and Recycling at Smithsonian Facilities).

62. I’m assuming we would need Gators and/or Golf Carts for transport during open hours. Are these owned by the current provided? Where are they stored? Any parameters around what types of transport vehicles are permitted during operating hours? Carts and Gators are the property of the vendor and are not permitted to be operated inside the park during operating hours. All carts must be stored in designated areas approved by the Zoo. The vehicle must be equipped with adequate safety features and must be approved by the Zoo prior to operating. Please refer to Section II.Q of the RFP, Parking.

63. Are there separate kitchens for event catering vs. restaurant operations, or is space shared?

Yes, event locations are different than restaurant operations. These locations vary by space and location.

64. What equipment is provided vs. what needs to be rented (ovens, hotboxes, prep tables, etc.)?

For Special Events, the National Zoo does not provide any equipment. Any and all equipment must be brought in through the catering organization or a third-party rental company.

65. Is the kitchen ventilation system adequate for large-scale event catering?

Kitchen size and location vary depending on the space being used. Catering for Special Events often takes place throughout areas in the park that are not nearby commercial kitchens.

66. Are there dedicated dishwashing stations for event use?

No, there are not dedicated dishwashing stations for event use.

67. Who owns the catering smallware’s? What condition are they in?

All smallware for catering is owned and brought onsite by the caterer.

68. What types of events are typically catered?

There are many events at the Zoo that are catered ranging from Privately Hosted to Zoo Hosted.

69. Staffing- any pain points? What are they looking for in catering leadership and service?

We do not have this information. All staffing for catered events has been provided through third party vendors.

70. Who is responsible for the set-up and breakdown of tables and chairs for catering events and meetings?

The vendor selected for the event is responsible for the set up and breakdown of all equipment.

71. What is your current catering software?

We do not currently utilize catering software.

72. Could you provide the number of potential event spaces?

Any location in the Zoo can become an event space. Officially, we have 14 different event venues throughout the park.

73. How many FTEs are working in the catering department?

Catering services are optional and not guaranteed. There is not a dedicated catering department.

74. Do we have historical for group sales? Do you have sample group sales menus currently in play? Where do group sales events take place on the campus? Are their timing restrictions and/or dedicated areas for these activations? We do not have historical group sales data or sample menus available to share at this time. Additionally, the locations and timing of group sales activations vary depending on the nature of the event and are determined in coordination with our internal teams.

We encourage vendors to propose group sales strategies, menu concepts, and activation plans that reflect their experience and creativity, aligned with the goals outlined in the RFP. All proposals will be evaluated based on their ability to meet operational needs and enhance the guest experience.

75. Does the zoo currently operator with an exclusive or preferred catering contract(s? Is it the same vendor as the retail food service? The Zoo does not currently operate under an exclusive or preferred catering contract. Catering services are selected by rental groups based on their individual needs and preferences. Additionally, the catering vendors may not be the same as those providing retail food services on campus.

76. What is the required cleaning process for catering teams post-event? IS there a vendor

– what is required of the caterer Caterers are required to remove all trash post event, please review appendices in RFP and the attached Vendor Guidelines for Special Events for additional requirements.

77. Are there overtime fees for extended load-out times? What are they?

Unreasonably long load-ins/outs (extending beyond 3 hours) may be subject to additional fees.

78. My company is interested in covering the catering service and potentially bringing in a few trailers featuring specialties, such as Argentine-style empanadas.

Would that be an option?

Yes, provided the catering service’s trailers are insured and meet all the venue requirements, the vendor may bring in additional trailers.

79. We recognize that catering will not be exclusive, can you share more details about how the preferred list is structured?

The Zoo’s preferred list of caterers is developed through a frequency of potential vendors working in venues similar to ours.

80. Please provide more detail about after hour events. How often are they hosted, how many nights does each activation run, and how does this impact attendance?

After hour events are listed on https://nationalzoo.si.edu/visit/events. A typical fall sees approximately 30-35 nights of after hour events with 3000-7500 attendees nightly. Most events conclude by 9:00 pm with a few outliers extending to 11:00 pm.

81. How is the liquor license split and handled between vendors and catering?

Please refer to Question 55.

VENDING

82. Does the scope of this RFP include the existing Pepsi vending machines?

No. This RFP only includes food vending. All current Pepsi vending machines will remain in place while Pepsi contract is active.

83. Is there a list of all vending machines currently on property?

Current vending onsite is Minimelts and Pepsi.

MENUS

84. Is there a particular menu that we should provide?

Vendors should include menu options that they plan to offer as part of their food service program.

https://nationalzoo.si.edu/visit/events

85. Does Bird Friendly coffee certification apply to specialty branded coffee programs if the beans are certified?

All coffee must be Bird Friendly. More information can be found on our website Smithsonian Bird Friendly® | Smithsonian's National Zoo and Conservation Biology Institute.

86. What coffee brand is currently served at the Zoo?

There are various brands of bird friendly coffee that are available. More information can be found on our website Smithsonian Bird Friendly® | Smithsonian's National Zoo and Conservation Biology Institute.

87. Are there any particular foods that are forbidden for the carts concession option?

Please refer to the Banned Product List attached to Appendix B to RFP – Sample Concession Agreement as Appendix B.

STAFFING

88. What is the current staffing structure (managers, hourly employees)? Staffing structure vary by operators and are not determined by the Zoo.

89. Is this a unionized workforce? Staffing workforce is dependent upon the operator.

90. Are there any transportation needs (e.g., vans or delivery vehicles)? Operators are required to cover transportation needs for their operation.

91. Will any current staff transition to the foodservice partner, or is the proposer responsible for all new hires? The proposer will be responsible for staffing their operation.

92. Are there any specific background check or training requirements beyond standard industry practice? All staff will be subjected to the Smithsonian background investigation process. Please refer to Appendix G, Background Investigations, and Appendix F, Smithsonian Institution Privacy and Security Clause, both attached to APPENDIX B to RFP– SAMPLE CONCESSION AGREEMENT. See also references to security in the RFP and the appendices.

93. Could you share your current staffing chart? How many managers and hourly employees?

Staffing plans vary from operators/locations and are not determined by the Zoo.

94. Any pain points? Not sure what this question refers to.

https://nationalzoo.si.edu/migratory-birds/bird-friendly

95. Are Food & Beverage staff members at the Smithsonian National Zoo & Conservation Biology Institute currently part of a CBA agreement? All staff for food & beverage services are employed by the vendor.

o If yes, who is the CBA agreement in place with? Please refer to answer in first part of question.

96. Uniform- what are they currently wearing?

The Zoo requires vendors to wear company issued uniforms and varies by operators.

WALK THROUGH

97. Will interested bidders be offered the opportunity to visit in order to view the back of house spaces?

A walk-through opportunity for interested bidders was offered on Wednesday, September 3.

98. Will there be an onsite walktrhough? If so, when.

Please refer to Question 97.

RECYCLING AND COMPOSTING

99. Who is responsible for trash removal and composting? Please refer to Question 61.

100. What sustainability initiatives do you expect to see in our proposal (e.g., waste reduction, sourcing local products)?

Please refer to Question 61.

FINANCIAL AND LEGAL

101. Please provide 3-5 years of annual estimated attendance, COVID years not necessary.

Attendance varies throughout the year with our peak months being March through August. The following is total attendance for the last 3 years:

2022 - 1,555,378

2023 - 1,959,767 2024 - 1,619,196

102. Please provide 3-5 years of annual revenue, by location, COVID years not necessary.

We are unable to disclose the revenue information. Our goal is to ensure a fair and competitive process for all vendors, and we encourage you to submit pricing that reflects your best offer based on the scope and requirements outlined in the current

RFP.

103. If there is a buy-out requirement for either moveable equipment or permanent improvements, please detail by category. Please see appendices in RFP.

104. Is there a purchase requirement for existing inventory? If so, what is the average inventory amount at the time of proposed transition? Please refer to the appendices in the RFP.

105. Please provide 3-5 years of utility and pest control charge-backs. Approximately $1200/year per location for pest control services $24,000/year per location for utilities

106. The RFP says that the operator reimburses the Zoo for utilities. Can we request copies of these bills from the last year or 2?

Please refer to Question 105.

107. How many Zoo employees and members? Also are members by the “household” or individuals? ~400 Zoo employees and 14,000 membership households.

108. On page 9 there is a note about mandatory promotional/free events (3 annually with a max value of $1000 cost). Can we get an example of what these are?

The specific promotional or complimentary events vary from year to year. A recent example includes a vendor-sponsored initiative during Keeper Appreciation Week, where free ice cream was provided to staff as a gesture of recognition and appreciation.

109. What is their Corporate Membership Program? How many corporate members does the zoo have? The Zoo does not have a corporate membership program. The Smithsonian Institution has a corporate membership program that benefits the institution. The Zoo does not have the information to share on the number of corporate memberships.

110. What is the average daily population for the zoo?

Please refer to Question 101. The Zoo is open 364 days a year.

111. What is the average daily population for each restaurant and café?

We do not have this data.

112. Could you provide your current average check for each restaurant and cafe?

113. Could you provide your current annual subsidy?

114. Could you provide catering sales for the last 12 months?

115. Could you provide catering sales by event type?

116. Could you provide each outlets sales?

117. How many operating days should we assume?

364 days

118. What insurance coverage levels are required ($1M General Liability, $5M Umbrella, etc.)? Please refer to Section 14 of Appendix B to the RFP - Sample Concession Agreement, as well as other sample agreements attached to the RFP, and the Vendor Guidelines for Special Events attached below.

119. Are there indemnification clauses protecting the caterer from venue-related issues? Please refer to the sample agreements attached to the RFP

120. Are there specific health department standards or certifications beyond standard HACCP protocols? The Contractor is responsible for complying with all necessary health permits, sanitation certificates, and any other certificates, permits, and licenses, required by federal and state laws, regulations and ordinances, for the Contractor to operate at the Facility.

121. Will the Zoo share sales information for the last three years by each location?

We are unable to provide this information.

122. Would the Zoo consider amending the initial term of the concession agreement to five, (5) years? Please refer to RFP section II.F. for contract terms.

123. May the offeror mark the financial portion of the response as Confidential to protect its financial information? Yes. Please refer to sample concession agreement appendix in the RFP.

124. How many people on average does the Smithsonian feed per day?

We do not have this data, annual attendance for 2024 is 1,619,196 guests.

125. Is this award for a full year of service? Please refer to the RFP section II. F for contract terms.

126. Please provide the Smithsonian National Zoo & Conservation Biology Institute’s total attendance, number of catering events, and total F&B revenues for each of the previous three years of operation

Please refer to Question 101.

1. Please provide a breakdown of these revenues by each concession location, mobile food cart location, vending location, and restaurant location included in this RFP.

We are not able to provide this data.

2. Please provide a breakdown of catering revenues by catering event and the # of attendees at each catering event We are not able to provide this data.

3. Please provide a breakdown of F&B revenues attributable to membership sales We are not able to provide this data.

4. Please provide a breakdown of F&B revenues attributable to employee sales We are not able to provide this data.

5. Please provide a monthly breakdown of total attendance, and total F&B revenues We are not able to provide this data.

127. What was the amount billed to the current incumbent for utility, extermination, and drain line jetting expenses over each of the previous three operating years?

1. Please provide breakdown by expense category.

128. Please provide historical sales for concessions and catering broken down by outlet and event by year for the past two years. We are unable to provide this information.

129. Are there any food sponsorships in place? If so, please share those details and when they expire. Currently there are no food sponsorships in place.

130. Please detail liquor sales and accessibility throughout the campus. We are unable to provide this information.

131. Could you please confirm if compiled financial statements will be acceptable in lieu of reviewed statements for this RFP? If additional supporting documentation is needed (such as tax returns or a CPA letter), we will be happy to provide it.

If the financial statements have been certified to be accurate by a CPA, then they are fine to submit.

REPAIRS AND MAINTENANCE

132. What are the expectations for repairs and maintenance to the facilities? Please refer to the appendices provided in the RFP for the expectations for repairs and maintenance to the facilities.

133. For the café buildings, who is responsible for the AC units and general building maintenance — the operator or the Zoo?

Please refer to Question 132.

MOBILE UNITS

134. In appendix A of the RFP, it identifies 14 mobile units, (MU’s). Are those actual MU’s or anticipated locations for MU’s? Those are actual mobile units. However, the Smithsonian will make final location determinations.

135. In the RFP it indicates that at a minimum the Zoo would like to operate 7 MU’s.

Could we propose for all 14 MU’s? Yes, the operator may propose operations for all 14 mobile units.

136. May the offeror choose the locations for MU’s? The offeror may request a location for mobile units in their proposal. The Zoo will assign mobile locations upon award.

137. Do they plan on keeping [______]'s in the park? Are they open to [_______]?

All food service operations are being evaluated under this RFP.

138. Are there any subcontracting options? Subcontracting is allowed under the RFP.

FOOD TRUCKS

139. I wanted to reach out because we received an email about submitting a proposal for working at the Smithsonian zoo. My only question was that I have a food truck for our [company] that we purchased from [redacted] and it is the first location in the United States. I see an opening for a mobile food cart spot at the zoo. I just wanted to reach out and ask if our [food] truck would work or if that is too large and you would prefer for us to have a smaller trailer unit.

The Zoo is accepting proposals for all operations listed in the RFP. A vendor may request a location but the Smithsonian will make final location determinations.

140. If I am applying with a food truck concept, could you advise on the available locations within the Zoo for placement? Please refer to Appendix A of the RFP, Concession Locations and Restaurant Floor Plans, specifically the Concessions Locations map, which sets forth the current mobile unit locations.

MOBILE TRAILERS

141. Trailer Placement – If approved, will a mobile trailer be assigned to one fixed location for the entire season, or will it need to be moved around the Zoo? If movement is required, how often would that occur (e.g., monthly, weekly, or for special events)? Mobile unit placement will be determined by the Zoo and will remain at the location during operations.

142. Storage Inside Trailer – If a trailer remains parked on-site, are vendors permitted to store sealed syrups, dry goods, and packaging inside overnight (provided the unit is locked and pest-proof), or must all inventory be removed daily? All storage must be contained within the trailer.

143. Overnight Power Use – If a trailer is connected to Zoo electricity, can it remain plugged in overnight so freezers and refrigeration can keep perishable items cold?

Trailers connected to Zoo electricity may remain plugged in overnight.

144. Signage & Branding – Are vendors allowed to use branded signage/wraps on trailers and menu boards, or does Smithsonian provide design guidelines that must be followed? The Zoo is required to approve any signage, menu boards, and wraps prior to use. Please see Section 7.k of Appendix B to RFP – Sample Concession Agreement, Signs;

Restaurant/Café/Cart/Vending Names.

145. Startup Timeline – If awarded, is it required to begin operations by March 2026, or is there flexibility to delay opening to allow for ordering trailers, permitting, and inspections? Vendors will be required to begin start up once contract is awarded in January/February 2026.

146. Number of Trailers – The RFP mentions a minimum of two mobile units. Can a vendor start with one trailer while a second is being built, or must both be operational at the start of the agreement? Both must be operational at the start of the agreement.

147. Concession Fee – What percentage of gross sales revenue is required to be paid to the Smithsonian each month, and is this fee the same across all vendors or negotiated individually? The Zoo is open to all proposals for operations listed in the RFP. Please submit your best offer to be considered.

148. Utilities – Will vendors be billed separately for electricity usage, or is that included within the concession fee? Please refer to the RFP section II. U, Services and supplies, subsections f and dd. The contractor is responsible for electricity, gas, water, sewage, and HVAC system costs (through reimbursement to Smithsonian details of which are in Appendix B). Please also refer to Question 105.

149. Reporting Format – Is there a required POS system or reporting format (e.g., Toast, Square), or will Smithsonian provide a template for daily/monthly sales reporting?

Please refer to RFP Section II. V. for technology requirements, and Appendix B to RFP – Sample Concession Agreement, Section 9.e, Cash Management System and Equipment.

The monthly report should be generated directly from your POS system and must include the time frame and all transaction data for that period. A daily breakout of the monthly sales is preferred to help us better understand sales trends and activity throughout the reporting period.

150. Menu Flexibility – If the primary menu is Hawaiian shaved ice during the spring/summer, is it acceptable to switch to seasonal offerings such as crepes or hot beverages during the fall and winter? Please include all options/timing of changes in proposal. Please also refer to Appendix B to RFP – Sample Concession Agreement, Section 6.c, Menus, Prices, and Portions, subsection i, Initial Prices and Portions. Once approved, all menu changes from what is initially approved should be reviewed and approved by Zoo prior to update.

151. Special Events – For events like ZooLights and Boo at the Zoo, are sales handled as normal concession sales under the same fee structure, or do those events have different arrangements (e.g., buy-in fee, separate revenue share)?

Revenue share breakdown is the same for events and daily sales. Any changes should be discussed and agreed upon with the Zoo prior to the event.

152. Contract Extensions – If awarded, how far in advance of contract expiration would Smithsonian confirm whether the two-year extension options will be exercised? Contract expiration is covered by the Term or Period of Performance section of the applicable concession agreement executed by the Smithsonian and the contractor. For example, Appendix B to RFP – Sample Concession Agreement, Section 8.a, Term, states that the Smithsonian will provide to Contractor written notice of its intention to extend not later than six months prior to the end of the then current Term.

153. Early Exit/Transfer – If a vendor cannot continue during the agreement term, is there a process for transferring or assigning the operation to another operator, or would Smithsonian re-bid the space? Please refer to Appendix B to RFP - Sample Concession Agreement, Sections 21 – 23 for information regarding contract termination.

Attachments:

Zoo Equipment List Vendor Guidelines for Special Events

Except as specifically set forth herein, all terms and conditions of the RFP remain unchanged.

END

Equipment List

Restaurant 1: Mane Grill (Lower Zoo)

Equipment Location All stainless steel tables/counter tops Entire Building Tables and Chairs Indoor and Outdoor Condiment station & Trash Cans Dining room Reach-in cooler (2 Beer and Drinks) Upper Level (Front Line) Stainless boiler Lower Level 4 Burner stove Lower Level

Flat Top grill w/press Lower Level

Steamer/oven Cleveland Lower Level

Walk-in Cooler Lower Level

Walk-in Freezer (2) Lower Level

Cotton Candy machine Lower Level

Hatco line hot food warmer Lower Level

Turbo chef toaster oven Upper Level Duke shelf 8 compartment warmer Kitchen (Upper Level) Fry warmer/holder Kitchen (Upper Level) 3 Fryer unit Kitchen (Upper Level) Single door freezer Kitchen (Upper Level) Walk-in cooler Upper Level Walk-in freezer Upper Level Nestle hot chocolate Machine Upper Level (Front Line) Coffee Machine Upper Level (Front Line)

Restaurant 2: Panda Plaza (Upper Zoo)

Equipment Name Location Stainless steel tables Throughout location 6 door fridge unit, with prep top Front line Stainless steel table Below Express window 3 Door cooler Next to express window Single freezer Near fryer area Ice machine Back wall Victory 2 Door Cooler (2) Back wall Walk-in Freezer Back wall

Restaurant 3: Panda Overlook (Upper Zoo)

Built-In Cabinets/Countertops Front Lines Under counter storage Front Lines Walk-In Cooler Back of House Walk-In Freezer Back of House

Small Café 1: Seal Rock Café (Middle Zoo near American Trail)

Built-In Cabinets/Counter Tops Throughout location

Small Café 2: Reptile Kiosk (Lower Zoo near Reptile Discovery Center)

Built-In Cabinets/Counter Tops Throughout location

National Zoo Smithsonian National Zoological Park

Vendor Guidelines for Special Events

The National Zoological Park contains a living collection and serves the public daily. Animal welfare and the safety of our patrons supersede any event arrangement.

Hosting an event at the National Zoo is unlike any other rental facility or event space.

Events are required to follow strict policies to ensure the care of our animals and the safety of our patrons. While this document covers many aspects of hosting an event at the Zoo – it is by no means an exhaustive list. Familiarizing yourself with these guidelines ensures a smoother event. With a living collection and outdoor event spaces, conditions can change at a moment’s notice – the Zoo will make every effort to minimize disruptions to events while ensuring the safety of you and our animals. Events are required to follow the direction of Zoo staff at all times.

The National Zoo has final approval in the selection of all vendors hired for special events that are held in its spaces. All vendors must coordinate arrangements and access to the Zoo through their National Zoo special events coordinator.

Smithsonian National Zoological Park | Vendor Guidelines for Special Events 2

Hours The National Zoo is open to the public every day of the year except December 25th.

Winter hours begin Sept. 15:

Grounds open 8 a.m. to 4 p.m.; last admittance at 3 p.m.

Summer hours begin March 15:

Grounds open 8 a.m. to 6 p.m.; last admittance is at 5 p.m.

Please consult with your event coordinator to determine the specific timing of your event space(s).

Vendors Licensee is responsible for ensuring all vendors are licensed and insured in Washington DC. A copy of each vendor’s certificate of insurance must be submitted to the Zoo’s event coordinator two weeks prior to the event.

Licensee is responsible for onsite vendor management is the point of contact for the day-of the event, including vendor arrival and departure. A Zoo representative will coordinate all delivery times with the client.

Licensee is responsible for making sure any outside caterer provides labor for all set up, breakdown, trash removal, etc.

Licensee must submit a vendor contact sheet to the event coordinator in advance of the event.

Parking Zoo Parking is not included with any rental space. Please work with your event coordinator to arrange parking. Licensee can purchase parking for vendors or guests pending availability.

Deliveries All deliveries must be scheduled and approved by the special events coordinator in advance. No materials may be sent to the Zoo prior to the event. All event materials must come in the day-of the event and must be removed at the conclusion of the event.

No “window” deliveries are permitted – all deliveries must be “pinpoint.”

Large equipment, rentals, and non-perishable items must be delivered in the morning before the Zoo opens, or after the Zoo closes. The Zoo has extremely limited availability for afternoon deliveries.

Depending on the event’s location within the Zoo, your event coordinator will provide you detailed delivery instructions including drop off location, storage, and directions.

No trucks may remain on site during the event. All staff should make their own parking arrangements either first come first serve at the Zoo’s parking lots (fee applies) or in advance through the Licensee.

Smithsonian National Zoological Park | Vendor Guidelines for Special Events 3

Electricity

All electrical needs must be furnished to the Zoo’s events coordinator at least two weeks in advance of the event for approval.

The Zoo features many outdoor venues. Depending on your event’s specifics, a generator may be required. All generators must be approved in advance by the Zoo’s events office.

Site Visits/Walk-Throughs A vendor walk-through to confirm logistics must be scheduled and conducted at least 3 weeks prior to the event. Licensee must submit a complete list of vendors and a floor plan for approval prior to the final walk-through.

At the walkthrough, the flow of the event, including deliveries, set-up, program, and clean-up will be discussed. The walkthrough will be conducted by your events coordinator and may include but is not limited to the catering staff, other vendors, Office of Facilities Management and Reliability, and Zoo Police. A complete vendor contact list must be submitted at this time.

Social Events Licensees hosting personal social events (such as weddings) must contract with an approved and insured event planner for day-of planning and throughout the planning process. The Zoo reserves the right to cancel any event that does not maintain a planner throughout the process.

Security The National Zoological Police provide security at the National Zoo. Outside security companies must be approved in advance by the Zoo and may not be armed.

Internet/WiFi All WiFi needs must be furnished to the Special Events Coordinator at least two weeks in advance of an event. WiFi may not be available in all areas of the Zoo. The Zoo recommends using mobile hotspots to ensure the reliable connectivity in outdoor areas.

Catering

1. Open flame is not allowed in any building at any time. All heating must be done with Sterno in enclosed racks & stands and electricity only.

2. Votive candles are not allowed on Zoo grounds. Battery operated candles must be used in all locations.

3. Please provide two 10lb-fire extinguishers for each caterer’s kitchen space.

4. Objects cannot be hung or rigged anywhere on Zoo grounds. All objects must be ground supported.

5. No shots or ice luges are permitted.

6. Alcohol not provided by the catering company or outside distributor is strictly prohibited. Guests may not bring their own alcohol to the event. Only the catering companies listed on the Approved Caterers List are permitted to serve alcohol.

Smithsonian National Zoological Park | Vendor Guidelines for Special Events 4

7. Food and beverage are limited to certain spaces in each building. Please consult with your events coordinator for areas where food and beverage are not allowed during an event.

8. Bars may be set-up prior to the building closing, but no beverages may be displayed until the museum closes to the public. The caterer is solely responsible for all alcoholic beverages from the time of delivery until it is removed from the building immediately following an event.

9. All trash must be removed at the conclusion of an event.

10. Do not pour any excess liquids or discard liquid anywhere on the Zoo grounds. The grounds are carefully monitored by the Horticulture Department. All liquids should be taken off site at the conclusion of the event.

11. All trash must be taken with the vendor. The Zoo will not accept trash.

12. Smoking and electronic cigarettes are NOT permitted anywhere.

Audio Visual/Lighting/Décor

1. Vendors are required to do their work in a safe manner, adherence to OSHA rules and regulations are required.

2. If an outside company is required for additional lighting needs, all arrangements and technical requests must be approved and coordinated through an events coordinator.

3. All electrical needs must be furnished to the events coordinator at least two weeks in advance of an event for approval.

4. All equipment must be removed from the Zoo at the conclusion of the event unless the vendor receives prior authorization from the special events department.

5. Objects cannot be hung or rigged in any areas unless approved in advance. All objects must be ground supported.

6. Exhibits, signs, display cases and display stands may not be moved, touched, draped or covered.

7. No décor may be affixed to the any interior or exterior walls.

8. Bands or DJs performing inside the Zoo are required to control their volume levels. Zoo staff have the right to ask that the volume and bass levels be turned down or off at any time – many animals are sensitive to vibration.

9. The Zoo may require that onsite modifications be made to the decorations to ensure compliance with policies and to protect the Zoo’s facilities.

10. All materials must be inherently fire retardant and meet OSHEM standards. Documentation should be available upon request. Any wooden elements must bear the appropriate Flame Spread and Smoke Development Factor ratings.

11. If pipe and drape is used, the equipment must be secured with sandbags.

a. If pipe and drape obstruct an exit sign, a battery lit exit sign must be provided and placed on the pipe and…