Zoo Concession RFP FNL .pdf

Smithsonian Institution

Request for Proposals No 250268-0000 for

Food Service Operations at the

National Zoo and Conservation Biology Institute

3001 Connecticut Ave NW Washington, DC

August 15, 2025

Questions Due: August 29, 2025, by 12 pm EST

Proposals Due: September 26, 2025, by 12 pm EST

I. INTRODUCTION

A. About Smithsonian

The Smithsonian Institution (“Smithsonian”) is a non-profit trust instrumentality that was created by act of Congress of the United States in 1846. The Smithsonian is the world’s largest museum and research complex consisting of 21 museums and galleries, the

National Zoological Park and nine research facilities. In 2019, more than 23.2 million people from around the world visited the museums and the National Zoo. The total number of objects, works of art and specimens at the Smithsonian is estimated at nearly

155 million. The Smithsonian collections are the basis for research, exhibitions and public programs in the arts, history and culture, and the sciences. The Institution’s mission is the “increase and diffusion of knowledge.”

The Smithsonian’s statement of values and code of ethics require that Smithsonian’s revenue-generating activities support the Smithsonian mission and protect the

Smithsonian's reputation, integrity, and independence. Smithsonian’s revenue-generating activities must be consistent with the Smithsonian mission, culture, governance, and status as a trust instrumentality of the United States and a tax-exempt organization.

B. About Smithsonian’s National Zoo and Conservation Biology Institute

The Smithsonian’s National Zoo and Conservation Biology Institute (the “National Zoo” or “Zoo”) leads the Smithsonian’s global efforts to save species, better understand ecosystems and train future generations of conservationists. Founded in 1889, its two campuses are home to more than 2,200 animals, representing almost 400 different species, including some of the planet’s most critically endangered species.

Always free of charge, the Zoo’s 163-acre park in the heart of Washington, D.C., is a popular tourist destination, welcoming nearly 2 million visitors from all over the world each year. The Zoo instills a lifelong commitment to conservation through engaging experiences with animals and the people working to save them.

C. About the Project. The Smithsonian National Zoo seeks proposals for the management and operation of food and beverage services across multiple locations within the Rock

Creek campus in Washington, D.C. This includes three restaurant spaces, two cafés, a minimum of seven mobile food carts, food vending machines and catering. The National

Zoo desires innovative and engaging food and beverage concepts that will enhance the visitor experience. Additional details can be found in Section II below. Please note, the

Smithsonian reserves the right to award contracts to one or more offerors for these services.

II. SCOPE OF WORK

A. Project Details and Considerations. This project involves the management and operation of various food and beverage services across the Smithsonian National Zoo's

Rock Creek campus located at 3001 Connecticut Avenue NW, Washington, D.C., 20008

(the “Premises”). The following locations and details outline the requirements for each area. More information is attached hereto in Appendix A, Concession Locations and

Restaurant Floor Plans.

a. Restaurant 1: Will be located at the Mane Grill in the Lower Zoo near Conservation

Pavilion.

i. Restaurant 1 is an approximately 9,000 sf two-level restaurant with indoor/outdoor dining available on the upper level and will have approximately 100 to 200 seats. An additional service window is located along the front entrance adjacent to Olmsted Walk.

b. Restaurant 2: Will be located at the Upper Zoo in Panda Plaza.

i. Restaurant 2 is an approximately 1,400 sf enclosed operation with outdoor dining and approximately 50 to 75 seats.

c. Restaurant 3: Will be located at the Upper Zoo near the Connecticut Avenue entrance at Panda Overlook.

i. Restaurant 3 is an approximately 1,000 sf enclosed operation with outdoor dining and approximately 50 seats.

d. Small Café 1: Will be located at the Middle Zoo on American Trail. Café is approximately 400 sf (including outdoor storage) with an open concept and limited outdoor seating.

e. Small Café 2: Will be located at the Lower Zoo near Reptile Discovery Center. Café is approximately 200 sf (including outdoor storage) with an enclosed operation and limited outdoor seating.

f. Mobile Carts: Mobile carts are located throughout the campus on the Olmsted Walk

(see Appendix A). Mobile carts are required to operate with direct sourced power.

The Smithsonian will make final location determinations. The Smithsonian seeks a minimum of seven mobile carts. Multiple carts may be operated by a single vendor.

A single vendor must operate a minimum of two carts. More than one vendor may be selected.

g. Food Vending Machines: Are located throughout the Zoo in agreed upon locations.

The Smithsonian will make final location determinations.

In addition, offerors may include vending services in conjunction with their food service proposals, i.e., including a freezer with self-serve ice cream at a restaurant or cafe.

The Smithsonian’s overall food service goals for the National Zoo are set forth in Section

II.C, Food Service Goals, below.

B. Operations.

1. Food and Beverage Service Concept Design and Consultation.

a. Restaurant 1: Smithsonian will select a vendor to manage and operate food and beverage services at the Mane Grill located in the Lower Zoo at 3001

Connecticut Avenue NW, Washington DC 20008.

b. Restaurants and Cafes. In coordination with Smithsonian Park Operations and

Design Managers, the successful offeror will be required to provide its food and beverage service concept design for restaurants and/or cafes (including all furniture, fixtures and equipment (“FF&E”) and interior design), in keeping with the overall theme of the National Zoo. The successful offeror will be allowed to institute minor changes approved by Smithsonian to enhance operations and visitor experience, but the overall interior construct shall remain intact. Please refer to Section II.D, Upgrades, for more information.

The Zoo will provide outside seating and umbrellas and maintain them. The selected offeror is responsible for trash management in the seating area.

c. Mobile Carts. In coordination with Smithsonian Park Operations and Design

Managers, the successful offeror will be required to provide its food and beverage service concept design for mobile carts, in keeping with the overall Zoo design. The selected offeror will be responsible for mobile food cart storage. The

Zoo must approve outdoor storage plans prior to implementation.

2. The successful offeror(s) will be required to manage and operate their respective restaurants, cafes and carts, and provide high quality, reasonably priced, food and beverages in an efficient and courteous manner to Zoo visitors and employees, in accordance with the requirements set forth in the Sample Concession Agreement, attached hereto as Appendix B and incorporated by reference herein.

C. Food Service Goals. The Zoo’s unique needs and mission must be considered when developing the food and beverage service concept, offer, and pricing requested in Section III below. A high throughput operational concept is essential to meet the needs of the National Zoo.

Overall food service goals: The overriding objective for the National Zoo’s food service is to satisfy the diverse needs and tastes of the National Zoo’s visitors and staff and be sourced as fresh and local as possible. Options for those with allergies or sensitivities are important, including vegan, vegetarian, and gluten-free options. Excellent customer service throughout the operation is also a key objective for the National Zoo. The

Smithsonian anticipates that the selected offeror will play a key role in expanding the

National Zoo’s group sales business by developing and delivering compelling offerings for a wide range of visitor groups, including school groups. This is a growth area for the

Smithsonian and food offerings must be high quality and at a reasonable price point. In-house catering by restaurants, cafes or mobile carts for Zoo lunches and meetings is desired but not required. The selected offeror will not have exclusive rights to provide catering for special events. The selected offeror shall support the Smithsonian’s drive for sustainability along with established recycling program and, if required by Smithsonian, the Smithsonian composting program, targeting goals of diverting a minimum of 50% (by weight) of the operation’s waste with a goal of 75%. For more information, please see

Section 3.i of the Sample Concession Agreement (Sustainability Plan) and Attachment C to the Sample Concession Agreement (Composting and Recycling at Smithsonian

Facilities). Note that the Smithsonian has banned the sale of beverages in single use plastic bottles with the goal of eliminating all single use plastic retail packaging. While understanding the need to feed the masses, the selected offeror is expected to make the overall dining experience positive and rewarding. Offerings should be innovative; service should be welcoming, and the atmosphere should reflect a sense of place. Bird Friendly

® certified coffee must be used on Premises.

Additional information for the project is located in the following appendices and incorporated by reference herein: Appendix A (Concession Locations and Restaurant Floor Plans), Appendix B

(Sample Concession Agreement, including Appendices A-M) and Appendix C (Sample Vending

Agreement).

Overall, the Smithsonian seeks offerors that can demonstrate the following in their proposals:

1. Experience in high volume, high throughput, efficient and safe food delivery;

2. Demonstrated ability to manage profitable operations;

3. Demonstrated expertise at all corporate levels of food service management;

4. Creative ideas and concepts aimed at increasing the per capita sale and total sales at the restaurants, cafes and mobile carts;

5. Management and staff with the desire and initiative to constantly seek improvement in the visitor food service experience;

6. Commitment to superior customer experience, including the design of a space that is accessible for all guests and regular customer satisfaction assessment, such as food quality monitoring, customer surveys, mystery shoppers, and the like;

7. A comprehensive menu development program with standardized recipes and seasonal updates;

8. An ongoing employee training program to guarantee expertise, hospitality, and pride in the product and the workplace;

9. The financial resources to support any proposed investments;

10. Ability to support the sustainability goals of the National Zoo ;

11. Commitment to facility and equipment maintenance and repair at the highest level of operational efficiency;

12. Willingness to serve healthy menu options and options for customers with food allergies or sensitivities, including vegetarian and gluten free options.

13. Requested but not required, boxed lunch and prepared takeaway for quick and easy meal options;

14. Requested but not required, seasonal and temporary options to support ongoing Zoo initiatives (i.e. panda themed items, etc)

15. Partnership spirit to work with the Zoo for programs, events, and promotions; and

16. Possession of and compliance with all necessary licenses, permits, and inspections, and all applicable federal, state and local laws, codes, regulations, and ordinances in connection with the operation and performance of the restaurants, cafes, mobile carts and vending.

The Zoo understands that not all of the requirements above may apply to all types of food and beverage operations, such as mobile carts and vending.

D. Upgrades. Successful offerors may perform the following cosmetic upgrades with prior written Smithsonian approval:

a. Interior Design. Updating the decor, including wall colors, artwork, and furniture.

b. Lighting. Installing new light fixtures or adjusting lighting to create a specific mood.

c. Signage. Refreshing the exterior and interior signs to be more attractive and modern.

d. Tableware. Upgrading plates, glasses, and cutlery to improve the dining experience.

e. Flooring. Replacing or refinishing floors to give a fresh look.

f. Plants and Greenery. Adding indoor plants or floral arrangements for a lively atmosphere.

g. Window Treatments. Updating curtains, blinds, or shades to match the new decor.

h. Outdoor Spaces. Enhancing patios or outdoor seating areas with new furniture and decor. The selected offeror is responsible for outdoor storage at mobile carts. The

Smithsonian must approve outdoor storage plans prior to implementation.

Smithsonian may request product specifications, plan view and elevation drawings and signage artwork for review prior to approval.

All other upgrades, including, but not limited to, the following, require a Smithsonian

Facilities SD 410 review in addition to prior written approval from Smithsonian Facilities:

a. Remove or build new walls;

b. New electrical work;

c. Impacts to HVAC equipment;

d. Impacts to Life Safety Equipment;

e. Relocation of countertops, etc.; or

f. any other item not identified as allowable under the cosmetic upgrades above.

E. Type of Contract. For all restaurants, small cafés, and mobile carts, the Smithsonian anticipates entering into a concession agreement substantially similar in form and content to the sample in Appendix B (Sample Concession Agreement). For food vending services, the Smithsonian anticipates entering into a vending agreement substantially similar in form and content to the sample in Appendix C (Sample Vending Agreement).

Please read Appendices B and C carefully, as they contain information essential to the conduct of the operations. The Smithsonian will require a percentage of sales payable to the Smithsonian. The National Zoo will be responsible for management of the contracts with the selected offerors.

F. Contract Term. The Smithsonian anticipates an initial contract term (for the concession agreement) of three (3) years from the date of commencement of operations at the restaurants, cafes and/or mobile carts with two (2) options (to be exercised at the

Smithsonian’s sole discretion) to extend the agreement, each for an additional two-year period (each, an “Extension Period”). Further details appear in Appendix B including early termination provisions.

G. Changes. The Smithsonian reserves the right to change, alter, modify or close the restaurants, small cafés, or mobile carts as needed to meet market conditions or to otherwise improve them, or to accommodate any construction, restoration or repair activities, government policy, or as otherwise deemed appropriate by the Smithsonian. To the extent possible, Smithsonian shall give the successful offeror reasonable advance notice, if possible, to arrange for any such closing or interruption and will use all reasonable efforts to complete any changes in a manner which minimizes disruption to the food service operations. Smithsonian shall not be responsible or liable for any loss of revenues including but not limited to losses due to such a closing or interruption.

H. Optional Catering. The Smithsonian seeks catering services as part of the concession agreement. These services are optional rather than required – offerors may choose to include catering services in their proposals or not. If the successful offeror proposes to provide catering services, the Zoo may request that the successful offeror provide catering services for events and meetings at the Zoo. Events and meetings may be internal to Smithsonian (e.g., retirement celebrations, staff awards ceremonies, lunch meetings) or may involve outside parties. Offerors are on notice that catering services are not exclusive, and the Smithsonian reserves the right to select or have third party users of the Zoo select caterers of their own for social functions or special events. If the selected offeror will be providing catering services, the Zoo may identify the selected offeror as an approved caterer for events but will not be required to use the selected offeror for catering and will not require third parties to use the selected offeror for catering. If the

Zoo or a third-party renter selects the successful offeror to provide catering services for an event or meeting, a separate contract will be executed specifically for those catering services. Smithsonian requires offerors to provide catering services for in house meetings at discounted rates. Please note: All event catering shall be commissionable sales.

Proposals submitted with catering as a required condition and/or proposals that require exclusive catering rights may be excluded from consideration.

I. Vending. Offerors may consider vending services as part of the proposal in this RFP.

Limited public-facing food vending is available at the Zoo and will be the only vending services considered under this RFP.

J. Product Exclusivity. Smithsonian has granted the Pepsi-Cola Company "exclusive pouring rights" for all public beverage sales at the Zoo. As a condition of the concession agreement, the successful offeror will be required to follow the restrictions as to beverage brand and type as contained in the Smithsonian's pouring rights agreement. Smithsonian reserves the right to change the company (name brand) to whom it grants pouring rights and the terms of its pouring rights agreement, and the successful offeror shall change brands when and if directed to do so by Smithsonian.

K. Branding. The Smithsonian will consider proposals for restaurants, cafes, mobile carts and food vending machines that are either branded or non-branded (or some combination of branded and non-branded).

L. Food Service Exclusivity. The contract with the selected offeror(s) will not be exclusive. One or more offerors may be selected to operate food services at the Zoo.

M. Additional Food Service Locations and/or Mobile Carts.

The Smithsonian reserves the right to request that the selected offeror(s) operate additional food service locations and/or mobile carts within/outside of the Zoo during the concession agreement term. Mobile carts, where agreed upon, will be provided and stored by the successful offeror and the successful offeror will operate them according to an agreed upon schedule.

N. Pre-Opening. The successful offeror is responsible for all startup costs, including but not limited to menu development, menu tasting, training, and inventory for all restaurants, cafes and/or mobile carts. Pre-opening expenditures are not subject to buy back protection in the event of termination.

O. Required Investment.

1. Start-Up. The successful offeror shall be required to provide all necessary investment for start-up and pre-opening, including but not limited to working capital;

fixed asset supplies such as service wares, small wares and kitchen equipment;

inventories; stocking and training and any other investment required to develop sales projected by the successful offeror. The successful offeror shall also provide all necessary investments to improve efficiency, guest flow, or other operating challenges (any such proposed improvements are subject to advance Smithsonian approval).

2. Concession Fee. The Smithsonian will require a percentage of sales payable to

Smithsonian for restaurants, small cafés, mobile carts, and food vending.

P. Reporting and Data Sharing. The successful offeror shall adhere to Smithsonian reporting requirements (as set forth in Appendix B) and provide reports in a time frame and manner acceptable to Smithsonian. The successful offeror shall work with

Smithsonian to provide automated daily food sales reporting and/or regular data dumps or downloads. Offerors are on notice that if food service at any restaurant, cafe or cart is made available to the public “after hours” (before the Zoo opens or after the Zoo has closed to the public), the successful offeror must be able to track and record those sales separately for tax purposes.

Q. Parking. Offerors are on notice that parking is limited at the Zoo and the Smithsonian will not be able to provide parking for the successful offeror’s employees stationed at the

Zoo. One (1) parking spot will be provided in Lot C for each operation awarded to the offeror(s). Space will be provided in the loading dock area or other approved area for

Contractor support vehicles necessary for operations (e.g., Cushman vehicles). Parking privileges may be changed and/or revoked at the discretion of the Zoo at any point.

Onsite available parking cannot be guaranteed, and spots cannot be designated.

R. Discounts. The successful offeror will be required to honor the Smithsonian staff discount (currently 30%) for all persons possessing an official Smithsonian identification badge and signing a record showing name, ID number, dollar amount of the sale and cashier’s initials on the purchase price of all food and nonalcoholic beverages sold by the successful offeror in the restaurants, small cafés and at any carts. In addition, the successful offeror will be required to honor the Zoo member discount (currently 15%) for all persons showing proof of a qualifying level of membership. All discounted sales shall be part of commissionable sales.

S. Hours of Operation. The Zoo is open to the public every day except Christmas Day, December 25. Operating hours at the Zoo vary during off-peak and peak season. While there will be standard hours of the operation for the restaurants, small cafés and mobile carts, offerors are on notice that peak business opportunities, special events, group sales, breakfast and dinner sales, etc., will require flexibility by the selected offeror. Restaurants

1 and 2 are expected to open all Zoo operating days.

a. Peak Season (March 15 – August 31, 8:00 a.m. – 6:00 p.m.)

All restaurants, small cafés, and mobile carts are to operate daily from at least 10:30 a.m. until Zoo closing.

b. Off–Peak Season (September 1 – March 14, 8:00 a.m. – 4:00 p.m.)

i. Restaurants 1 and 2 are to operate daily, but the Zoo may allow reduced hours.

ii. Restaurant 3, small cafés, and mobile carts are to operate all days above

45 degrees.

ii. Any modifications to operating schedules must be approved in advance by the Smithsonian. Offerors must maintain an open line of communication with the Zoo regarding their operating schedule for days they do not operate. Reasons for not operating during Off-Peak season include deep-cleaning, inclement weather, staffing issues, low visitation etc.

c. Events

Offerors are required to open during special events (e.g. Boo at the Zoo, NOLZ, ZooLights etc.). The Zoo will notify the offeror in advance of required participation.

T. Donation. With a minimum notice of thirty (30) days (notice may be sent via email), the offeror shall provide support to the Zoo for up to three (3) events per year, not to exceed

$1,000 in cost per event to the offeror providing support. Terms and support details shall be mutually agreed upon in writing prior to the event.

U. Services and supplies.

1. Successful Offeror. The successful offeror shall provide the following services and supplies. In addition, the successful offeror shall provide all item(s) not specifically listed herein and/or in the Sample Concession Agreement that may be necessary to meet the successful offeror’s obligations. Services and supplies furnished by the successful offeror shall include but are not limited to:

a. All food, beverages; Bird Friendly coffee must be used on Premises

b. Adequate staffing and management to effectively manage the restaurants, small cafés, mobile carts, and/or vending;

c. Sanitation in all food service areas and required cleaning supplies, and cleaning of indoor and outdoor dining areas;

d. Point of Sale Systems (including computers that are attached thereto, automated credit-card readers, cash counting equipment, and wireless point of sale capability at all satellite locations such as mobile carts, vending and any Smithsonian-approved self-service check-out stations);

e. Computers/software that are not cash register-related;

f. Electricity, gas, water, sewage, and HVAC system costs (through reimbursement to Smithsonian details of which are in Appendix B);

g. Extermination services costs. Smithsonian is responsible for selecting and approving vendor providing extermination services for brick and mortar locations at the Zoo, to include periodic inspections. Selected offeror shall pay for extermination services for brick and mortar facilities through reimbursement to the Smithsonian quarterly, details of which are in

Appendix B. Smithsonian Institution pest management may be available to assist with small mobile units on a case by case basis. Resources are limited and not guaranteed and pest control ultimately is the responsibility of the offeror;

h. Grease storage management and disposal;

i. Inter-unit communication devices, (e.g. walkie talkies, intercoms, or two-way radios and telephones, if necessary);

j. Laundry and linens;

k. Proprietary equipment maintenance and repairs/replacements;

l. Office equipment and supplies;

m. Promotions and marketing efforts for the operation, subject to Smithsonian approval;

n. Service ware, stainless steel, plates and glassware (successful offeror will not offer any beverages in single use plastic containers; Grab-and-go food packaging will be subject to Smithsonian review and approval);

o. Signs and menu boards, to be approved by the Smithsonian;

p. Small wares, including non-disposable plates and utensils, bowls and glasses;

q. If the restaurants/cafes are not serviced by a dishwasher, or if the dishwasher is not operational, or for mobile carts, the selected offeror must provide compostable service ware (forks, knives, spoons, plates, etc.) and such compostable service ware must meet Smithsonian-established standards – currently ASTM standards. Non-compostable plastic straws are not permitted for use and approved paper or compostable straws should only be available upon request. Non-compostable plastic lids are not permitted for use and approved compostable lids should only be available for hot beverages.

r. Staff and public accommodations for young children and individuals with disabilities;

s. Telecommunications, including but not limited to telephone, Internet and Wi-

Fi (the selected offeror is not permitted to use Smithsonian internet services to support food service operations);

t. Transition mats;

u. Trash removal, recycling, and, if required by the Zoo, composting;

v. Uniforms;

w. Vehicles required to support the operations;

x. Grease duct cleaning will be the successful offeror’s responsibility. Ducts will be cleaned a minimum of four (4) times per calendar year or per code, whichever is a greater frequency, initially (cleaning frequency will then be evaluated by Smithsonian based on condition to set frequency for future years). Video scoping of cleaned ducts will be required after each cleaning.

Grease duct cleaning will be required to meet Smithsonian standards established in accordance with Fire Code NFPA 96 (National Fire Protection

Association).

y. Kitchen hood fire suppression system inspection and service will be the successful offeror’s responsibility. Fire suppression systems must be inspected and serviced a minimum of every six months by a trained and qualified person in accordance with NFPA 96.

z. Cost of jetting drain lines (interior sanitary piping in the building and to the main sanitary sewer line) will be split evenly between the Zoo and the successful offeror. Cost of grease trap maintenance will be the successful offeror’s responsibility. The successful offeror will be responsible for the grease trap maintenance contract (in addition to the cost). Smithsonian will have the right to inspect and verify drain line jetting and grease trap maintenance as well as any equipment with a direct impact on restaurant and café operations. Grease traps are to be cleaned on a monthly basis at a minimum by the offeror. Bacterial treatment may be utilized as a cleaning process.

aa. Successful offeror shall be required to participate in the Zoo’s recycling program, and if required by the Smithsonian, the Zoo’s composting program

(the Zoo’s loading dock or “back of house” includes an area where recyclable material is deposited/staged for pick up by a Smithsonian contractor). The Zoo will identify areas for composting storage. Pick up is the successful offeror’s responsibility.

bb. Deliveries that are driven to the facility must be received into the facility and vehicle must be off pedestrian areas by 8:00 a.m. POV or private vehicles/carts used to transport goods on the Zoo’s internal walkways must be properly insured by the Offeror(s). The speed limit is no more than 5 miles per hour and after 8:00 a.m. all deliveries are to be transported to the location via hand cart.

cc. Storage for outdoor banners, signage, stanchions, carts, equipment, condiments etc.

dd. All mobile carts/food trucks need to run on electric. Use of extension cords must be approved by NZCBI Electricians. All food trucks need to be certified in DC, MD or VA.

2. Smithsonian. The Smithsonian will provide only the following:

a. Electricity, gas, water, sewage, chilled water, steam and HVAC systems

(usage costs to be reimbursed by the successful offeror);

b. Contract oversight for extermination services and periodic inspections of extermination services if/as warranted (costs to be reimbursed by the successful offeror); and pest management for the mobile carts provided as needed by Smithsonian pest management services.

c. As set forth in Section II.V.1.z above, costs for drain line jetting will be shared equally between the Smithsonian and the successful offeror.

Any item not mentioned herein is the sole responsibility of the successful offeror.

Offerors are on notice that the Smithsonian will not pay for or subsidize the successful offeror’s employee meal programs at any location.

V. Technology and Privacy Requirements

1. PCI Compliance / Tokenization

a. Offeror must provide documents which demonstrate that its proposed payment system meets PCI Compliance requirements listed below and in

Appendix B, Sample Concession Agreement, including the Smithsonian

Institution Privacy and Security Clause (SI 147B) attached to the Sample

Concession Agreement as Appendix F (the “SI 147B”).

b. Any applicable software application must be on and stay on the Visa PA-

DSS list of validated applications for the duration of the contract term (or, if

PCI compliance requirements change during the course of the contract term, vendor must stay compliant and on whatever standard list replaces Visa PA-

DDS).

c. The selected offeror must be on and stay on the Visa Global Registry of

Valid Service Providers for the duration of the contract term and is responsible for recertifying every 12 months. If the selected offeror’s PCI compliance status changes and the offeror is no longer PCI compliant, the

Zoo must be notified in writing immediately. The selected offeror must provide the Zoo with a copy of the annual PCI certification report produced by the Qualified Security Assessor.

2. Privacy

a. In addition to PCI compliance, the selected offeror must be able to work within any additional guidelines set forth by Smithsonian Privacy Office

(including privacy and security standards as set forth in Appendix B, Sample

Concession Agreement and its attachment, Appendix F, SI 147B), as well as standard industry best practices regarding privacy issues.

b. The Smithsonian Technical Review Board (“TRB”) must approve the selected offeror and its proposed systems for security, privacy, and accessibility. (approval requires adherence to standard industry best practices and applicable Federal guidelines).

W. The successful offeror shall comply with all applicable federal, state (including the

District of Columbia), and local wage and tax laws covering its employees; shall be responsible for its labor relations with any trade or union representing its employees; and shall be responsible for resolving all disputes between itself and its employees or any union representing such employees.

III. PROPOSAL PREPARATION INSTRUCTIONS AND CONDITIONS.

A. General Instructions and Conditions.

1. The purpose of this RFP is to provide parties interested in the operation of any restaurant(s), café(s), mobile cart(s), food vending machine(s) and/or catering with sufficient information to enable them to prepare and submit proposals for consideration by the Smithsonian.

2. Offerors shall submit a separate proposal for each operation they wish to bid on, and include any exceptions in such proposal (for example, if an offeror will only operate mobile carts if they also operate a café). Proposals for mobile carts shall be for a minimum of two. One or more offerors may be selected for food concessionaire services at the Zoo. Offerors submitting proposals for multiple locations should organize proposals in order of preference.

3. The Offeror’s proposal in response to this RFP shall be prepared in accordance with the instructions in this Section III. Offerors whose proposals deviate from these instructions may be disqualified at the discretion of the Smithsonian. Failure to furnish complete information requested in this solicitation may cause Offeror to be judged non-responsive and immediately removed from further consideration.

4. All Offerors shall state offers are valid for a period of at least ninety (90) days following submission.

5. The Smithsonian reserves the right to enter into negotiations with any or all offerors at its discretion and based upon the best interests of the Smithsonian.

6. The Smithsonian is not responsible for paying any proposal preparation costs or any other costs associated with a response to this request. This RFP does not obligate the Smithsonian to enter into any agreement, nor shall it be construed as authorization for offerors to proceed with any work directly or indirectly related hereto.

7. All information and materials submitted in response to this RFP for consideration by the Smithsonian will become the Smithsonian’s property and will be returned only at the Smithsonian’s discretion.

8. While the Smithsonian reserves the right to conduct discussions with offerors determined to be in the competitive range and have them make an oral presentation, offerors are advised that award may be made without discussion or any contact concerning the proposals received. Therefore, proposals should be submitted initially on the most favorable terms that the offeror can submit to the

Smithsonian Institution. Offerors should not assume that they will be contacted or afforded an opportunity to clarify, discuss, or revise their proposals.

9. Submission Process.

a. Proposals. Offerors will provide a complete copy of their proposal via email to the attention of Laura Eichorn at eichornl@si.edu. These materials must be submitted via email by 12:00 pm EST on or before September 26, 2025, with the subject matter of the RFP and the name of the company clearly identified in the subject line. Materials sent via hard copy, fax or to any other address will not be considered.

Smithsonian can receive emails up to 20MB in size. If you need to submit your proposal via multiple email transmissions, please ensure all emails are numbered (e.g., part 1 of 2, part 2 of 2) and received by 12:00 pm EST on the due date. Please allow sufficient time for your email to be transmitted and received by 12:00 pm. Ms. Eichorn will send you a response email confirming receipt. If you do not receive a response email, please contact

Ms. Eichorn to follow up.

b. Questions. All substantive and administrative questions about this RFP must be submitted in writing by email to the attention of Laura Eichorn at eichornl@si.edu. Questions must be submitted by 12:00 pm EST on August 29, 2025, in order to ensure a response. Questions and Smithsonian responses having an impact on this RFP will be issued to all offerors in the form of an amendment.

c. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to the solicitation are not desired and may be construed as an indication of Offeror’s lack of cost consciousness. To this end, elaborate artwork, and expensive visual and other presentation aids are neither necessary nor desired.

10. Smithsonian reserves the unconditional right to cancel this RFP or to terminate negotiations at any time without cost or liability of Smithsonian. Participation in this RFP or any resulting contract constitutes an affirmative waiver by participants of any claim to proposal preparation costs.

Interested offerors should note that this is not a solicitation for a federal contract and is therefore not governed by federal procurement procedures.

11. The Smithsonian reserves the right to reject any and all proposals received as a result of this request. Noncompliance with the instructions and conditions of this RFP may result in mailto:engelhardts@si.edu disqualification of your proposal. The Smithsonian may refuse to consider any proposal received after the exact date and time specified for receipt.

12. Tastings and Site Visits; Oral Presentations. At Smithsonian’s option, offerors in the competitive range will be expected to provide a tasting and accommodate site tours of existing facilities under offeror’s management during Fall 2025. Additional details will be provided at a later date. In addition, at Smithsonian’s discretion, offerors in the competitive range may be invited to meet with

Smithsonian representatives in person in Washington D.C. or virtually during Fall 2025 to discuss their proposals and answer questions. The oral presentation may be scheduled to take place on the same date/at the same location as the tasting and site visit. Travel and per diem for any such meeting(s) will be the responsibility of each offeror.

13. Offerors are hereby placed on notice that the only persons authorized to conduct discussions and/or make commitments on behalf of the Smithsonian regarding this RFP and all matters incident hereto are the Smithsonian Contracting Officer, Thomas Dempsey, and his designated representatives from the Office of Contracting & Personal Property Management.

B. Proposal Requirements.

1. The Smithsonian’s requirements and expectations are set forth herein. Offerors should provide proposal submissions demonstrating a clear understanding of the issues and requirements associated with this RFP.

2. Offerors shall submit a separate proposal for each operation they wish to bid on and include any exceptions in such proposal (for example, if an offeror will only operate mobile carts if they also operate a café). In addition, offerors may include vending services in conjunction with their food service proposals, i.e., including a freezer with self-serve ice cream at a restaurant or cafe.

3. For each proposal, Offerors must submit one electronic copy of its “VOLUME I

– Business Proposal,” and one electronic copy of its “VOLUME II – Technical Proposal,” to Laura

Eichorn at EichornL@si.edu. Each proposal must be submitted in two separate volumes. A team of qualified personnel will evaluate all submitted proposals utilizing the criteria set forth in Section IV of this

RFP.

Volume 1: Business Proposal (Business, Financial and Legal Terms)

The business proposal shall include the following:

1. Pro Forma Statements. Please provide pro forma statements (by restaurant, by café, by mobile food cart, by food vending machines and catering (if offeror elects to propose on catering services)) for a three (3) year period. The pro forma statements must contain the following:

a. Detailed sales projections by fiscal month and category (e.g., by restaurant, café, mobile food cart, vending, catering, etc.; refer to sub-paragraph 1.c below for a definition of “fiscal month”). Sales projections should be supported by reference to the per capita sale currently experienced at other cultural institutions where your firm operates food and beverage service or at other similar outlets. If your firm is proposing to provide catering services, please list catering separately.

b. A statement of proposed concession fees as described in Appendix B, Sample

Concession Agreement, and direct costs, overhead and administrative fees, check averages, and customer counts.

c. All necessary investment for start-up and pre-opening, including but not limited to working capital; fixed asset supplies such as service wares, small wares and kitchen equipment; inventories; stocking and training and any other investment required to develop sales projected by the successful offeror

d. A description of the accounting system that will apply to this account, with samples of reports that will be available or provided to the Smithsonian, consistent with Smithsonian reporting requirements. All reports must conform to the Smithsonian’s fiscal year which shall refer to the accounting period of twelve months, beginning October 1 and ending on the September 30 following calendar year.

e. A reasonably detailed proposal of how your firm proposes to address price increases for menu items over the term of the agreement.

2. An explanation of any exceptions or deviations your company will require with respect to

Appendix B (Sample Concession Agreement), attached. Exceptions will not automatically cause a proposal to be deemed unacceptable. However, exceptions not providing obvious benefit to the

Smithsonian Institution may result in rejection of a proposal as unacceptable.

3. A statement from your company certifying that there is no material litigation, either pending or threatened, or any contractual or business relationship involving your company or any of its principals, shareholders, partners, officers, or employees which would prevent or limit your company from providing any services described in this RFP, or would hinder your company’s ability to achieve fully the stated objectives and an affirmative statement that your company is responsible and able to conduct business in the District of Columbia and throughout the United

States. To be provided as a signed, certified document with your proposal.

4. Insurance. Insurance certificates evidencing that your firm can meet the insurance requirements set forth in Appendix B (Sample Concession Agreement).

Part II: Technical Proposal

The technical proposal shall include the following:

1. Cafe and Menu Concepts.

a. For Restaurant 1: Please provide general concepts and sample menus setting forth a description (where appropriate) of each menu item. Concept design must include designs for menus, offerings, dining area décor. A high throughput operational concept must be included. Menus should be consistent with the goals outlined above and should demonstrate a willingness to serve healthy menu options, including vegetarian, vegan and gluten-free options, and options for customers with food allergies and sensitivities.

b. For Restaurant 2: Please provide sample menus for Restaurant 2, setting forth a description (where appropriate) of each menu item. Menus should be consistent with the goals outlined above and should demonstrate a willingness to serve healthy menu options, including vegetarian, vegan and

c. For Restaurant 3: Please provide sample menus for Restaurant 2, setting forth a description (where appropriate) of each menu item. Menus should be consistent with the goals outlined above and should demonstrate a willingness to serve healthy menu options, including vegetarian, vegan and

d. Provide general concept and sample menus for small cafes and mobile food carts, including number of carts proposed (minimum of two), sample menus, designs for menus, and décor.

e. Provide types of food that will be sold in food vending machines to be located throughout the Zoo. Also state if offeror would like to include vending services in conjunction with their food service, i.e., including a freezer with self-serve ice cream at a restaurant or café, and if so, what types of food.

f. Provide an appendix that contains a complete price and portion book to include portion size, food costs, and selling prices to be implemented at the restaurants, cafes and mobile carts. Provide estimates of price increase strategies over the Agreement term. Offerors must be able to demonstrate a comprehensive menu development program with standardized recipes and seasonal updates. Confirm that your company will not include products in single use bottles as part of your product offering.

g. Describe your proposed plan for merchandising menu items and any other merchandise items to be sold at the restaurants, cafes and/or mobile food carts.

h. Describe what food will be prepared from a non-Smithsonian location.

Specify exactly what foods will be prepared or transported, how often they will be delivered, and how far the preparation location is from the Zoo.

i. Explain your organization’s policy for the disposition of leftover food such as donating to food banks or kitchens.

j. Provide sample design suggestions for non-disposable flatware, cutlery and rack mounted menus consistent with your concepts. All designs will be subject to Smithsonian approval.

2. Event and Meeting Catering. If offeror elects to propose on catering services, please provide the following:

a. Provide sample priced menus for box/drop-off lunches and dinners.

b. Provide sample priced menus for in-house special events and outside special events (including but not limited to box/drop-off lunches, receptions and seated dinners).

c. Provide priced internal conference catering menu (reflecting discounted pricing for “in-house” Smithsonian conferences and meetings).

d. Provide a narrative explaining your catering expertise and experience.

3. Management and Implementation.

a. Implementation. Describe the manner in which you propose to implement the restaurant, café, cart, and menu concepts proposed. Provide a proposed timeline from contract award, to transition, including location upgrades (award anticipated in late 2025 with operations anticipated to begin on or about Jan 2026). Offerors must demonstrate a partnership spirit to work with the Zoo for programs, events and promotions, and shall provide support (donation) to the Zoo for up to three events per year.

b. Organization. Please provide the proposed organization chart for the

Smithsonian account and the food operation’s staffing chart. All such charts should include job descriptions for each position, the designation and resumes or bios for the proposed manager and chef. Provide in detail the names and titles of support staff that shall be involved during the transition and implementation and include the duties that each staff person will fulfill. Describe incentives offered to retain good employees. Note Smithsonian will ask to interview key personnel including District Management and General Manager. Please take note of security requirements detailed in Appendix B (Sample Concession Agreement).

This section must also include what in-house capabilities your company has versus what will be outsourced. For any capabilities that would be outsourced, please identify the vendors proposed for outsourcing.

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

d. Utilization of Small Business Concerns. Demonstrate commitment to assure that maximum practicable opportunity is provided to service-disabled veteran-owned small business concerns ("SDBs") to participate in the performance of this Agreement, whether through an ongoing joint venture, joint teaming arrangement, a creative and innovative subcontracting plan or otherwise.

e. Accessibility. Demonstrate means for compliance with statutes involving accessibility for people with disabilities including, but not limited to, the

Americans with Disabilities Act ("ADA"), for patrons and staff. Further demonstrate staff training involving reasonable accommodation and maintenance of accessible facilities and items such as menus, ads, and sign layout.

f. Restaurant and Equipment Maintenance. Offerors must demonstrate a commitment to facility and equipment maintenance and repair at the highest level of operational efficiency. Detail policies, procedures and practices that proactively ensure the highest quality care and maintenance of equipment and facilities including but not limited to daily handling, regularly scheduled preventative maintenance, including record keeping thereof and client communications protocols in the event of equipment failure or damage to a facility.

4. Contractor's Technical, Financial and Corporate Resources. Please provide the following:

a. Offices. Include location of corporate headquarters and all corporate regional office(s). Identify state of incorporation. If not a corporation, explain organizational structure and legal status.

b. Sales and Profits. Include gross sales and profits during 2019-2024, as well as financial statements for the last three years. Attach audited annual reports for the last three years.

c. Business Types. Describe all categories of business in which your organization is involved including food service and all other types of business, as well as the percentage of total corporate sales and profits for years 2019-2024 which are derived from the food service business (es). List all food service accounts that exceed $1 million in sales per year.

d. Current Experience. Offerors must demonstrate experience in high volume, high throughput, efficient food delivery and the ability to manage profitable operations.